Technical Reference for

EDExpress Packaging

2005-2006

U.S. Department of Education

 Table of Contents
RECORD DESCRIPTIONS ................................................................................................................. 1-1

Overview .............................................................................................................................................. 1-1

Getting Help ......................................................................................................................................... 1-2

CPS/SAIG Technical Support .......................................................................................................... 1-2

FSATECH......................................................................................................................................... 1-2

Instructions ........................................................................................................................................... 1-3

Import External Add Record Description......................................................................................... 1-3

Import External Change Record Description ................................................................................... 1-4

Import Change Field Numbers Record Description ......................................................................... 1-5

Import Add Fund Amounts Record Description .............................................................................. 1-5

Export Record Description ............................................................................................................... 1-6

Packaging Import External Add Record Layout .................................................................................. 1-7

Packaging Import External Change Record Layout ........................................................................... 1-14

Packaging Import Change Fields........................................................................................................ 1-17

Packaging Import Add Funds Amount Record Layout ...................................................................... 1-23

State/Country/Jurisdiction Codes ....................................................................................................... 1-25

PACKAGING SETUP........................................................................................................................... 2-1

Overview .............................................................................................................................................. 2-1

System Setup ........................................................................................................................................ 2-3

Academic Year Profile ......................................................................................................................... 2-5

Fund Maintenance ................................................................................................................................ 2-8

Packaging Remaining Need Dialog Box ............................................................................................ 2-11

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 Award Methodology........................................................................................................................... 2-12

Budgets ............................................................................................................................................... 2-15

User-Defined Formulas ...................................................................................................................... 2-17

SAP Values......................................................................................................................................... 2-19

Document Tracking (Global).............................................................................................................. 2-20

Document Tracking (Packaging)........................................................................................................ 2-21

ADDITIONAL SETUP PAGES ......................................................................................................... 2-22

System Setup ...................................................................................................................................... 2-22

Academic Year Profile ....................................................................................................................... 2-23

Fund Maintenance .............................................................................................................................. 2-24

Packaging Remaining Need Dialog Box ............................................................................................ 2-25

Award Methodology........................................................................................................................... 2-26

Budgets ............................................................................................................................................... 2-27

User-Defined Formulas ...................................................................................................................... 2-28

SAP Values......................................................................................................................................... 2-29

Document Tracking (Global).............................................................................................................. 2-30

Document Tracking (Packaging)........................................................................................................ 2-31

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Record Descriptions

Overview
This section of the Packaging Technical Reference provides instructions and record layouts for
interfacing your school’s mainframe or third-party software with the EDExpress for Windows
Packaging module.

Schools have the ability to update the Packaging database with an external import function. This
enables you to add or modify records in the Packaging module of EDExpress by importing External
Add, External Change, and Add Funds records from an external system. For example, you may want to
import packaging data into EDExpress from your school’s system using an External Add file.

In addition to importing records from an external system, EDExpress can export packaging data in
custom file formats. After you have packaged your students, you can export the packaging data from
EDExpress to your school’s system.

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Getting Help
For a complete listing of all FSA sources of assistance, go to the U.S. Department of Education’s
FSAdownload Web site, located at fsadownload.ed.gov, to download the Sources of Assistance for
Schools guide.

CPS/SAIG Technical Support

If you have concerns or questions regarding this technical reference, contact CPS/SAIG Technical
Support. Working hours are 7 a.m. - 7 p.m. (CT), Monday through Friday.

Toll-free: 800/330-5947

Telecommunications Device for the Deaf (TDD/TTY): 800/511-5806

Fax: 319/665-7662

E-mail: [email protected]

FSATECH
FSATECH is an e-mail listserv for technical questions about the U.S. Department of Education’s FSA
systems, software, and mainframe products. For more information about FSATECH, including how to
subscribe, visit the FSA Schools Portal: Listservs/Mailing Lists at:

ed.gov/offices/FSA/services/fsatechsubscribe.html

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Instructions
Instructions are provided for five record layouts:

• Import External Add Record Description

• Import External Change Record Description

• Import Change Field Numbers Record Description

• Import Add Funds Amount Record Description

• Export Record Description

Import External Add Record Description

Each imported Add record runs through field-by-field editing during the save process. All records
failing edits produce a line on an Import Edit report. The Import Edit report contains a line for each
record that has a reject, a warning, or has been skipped. The report contains the student’s Social
Security Number (SSN), reject or warning message, and the data field in question (if appropriate).

New for 2005-2006!

• If more than one record with the same SSN exists in an external add file, only the first record is
imported. Duplicate records are skipped. The Import Edit report lists any duplicate records that
were not imported.

• The E-mail Address field (field number 53, positions 292 to 341) has been renamed E-mail Address
1, and a second e-mail address field, E-mail Address 2 (field number 54, positions 342 to 391), has
been added. Both e-mail addresses, if provided, appear as display-only fields on the Awards tab.
You can use E-mail Address 1 or E-mail Address 2 on reports that can be e-mailed directly to
students, such as award letters.

• In addition to CN (Canada), Canadian provinces and territories can be used for Student’s Permanent
State (field number 10, positions 103 to 104), Student’s Local Address State (field number 15,
positions 175 to 176), Student’s State of Legal Residence (field number 37, positions 237 to 238),
and Parents’ State of Legal Residence (field number 38, positions 239 to240). See the
State/Country/Jurisdiction Codes table in this technical reference for valid field content.

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The following fields receive a reject error message during the Import Add process if they are invalid or
left blank:

• Student’s Original SSN

• Name ID

• Transaction Number

• Pell EFC

• EFC

All other fields in error receive a warning message if the data field content is invalid or a required field
is left blank.

Import External Change Record Description

Like the Add record, each imported Change record runs through field-by-field editing during the save
process. All records failing edits produce a line on the Import Edit Error report. Entries on the report
indicate warnings about the record or any records skipped. The report contains the student’s Social
Security Number (SSN), warning message, and the data field in question (if appropriate).

All records on the Packaging database can be updated through the Import External Change record. Any
changes listed in the import file are applied directly to the student record.

New for 2005-2006!

• The E-mail Address field (field number 25, positions 406 to 455) has been renamed E-mail Address
1, and a second e-mail address field, E-mail Address 2 (field number 26, positions 456 to 505), has
been added. Both e-mail addresses, if provided, appear as display-only fields on the Awards tab.
You can use E-mail Address 1 or E-mail Address 2 on reports that can be e-mailed directly to
students, such as award letters.

• In addition to CN (Canada), Canadian provinces and territories can be used for Student’s Permanent
State (field number 0010), Local Address State (field number 0014), Student’s Driver’s License
State Code (field number 0018), Student’s State of Legal Residence (field number 0019), and
Parents’ State of Legal Residence (field number 0307) fields. See the State/Country/Jurisdiction
Codes table in this technical reference for valid field content.

Note: If a change is made to a record with a packaging status of P (Packaged), EDExpress

automatically updates the status to M (Manually Adjusted Package).

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Requirements
The following two requirements must be addressed when building your Packaging Import External
Change record:

• The Social Security Number (SSN) on the Change record must be for a student who already exists
on the Packaging database.

• Except for the e-mail address fields, display-only fields cannot be updated through an import change.

Import Change Field Numbers Record Description

When changing data through the Import External Change process, you must use the correct field number
for the fields you want to change. The Import Change Field Numbers record description provides the
information you need for importing external changes.

Import Add Fund Amounts Record Description

EDExpress enables you to import fund information into your Packaging database.

The fund amounts are added to the student records and are displayed on the Awarded Funds grid. The
update file must contain the fund code and fund amount to add to the student record. All records that
fail edits are printed on the Import Edit report.

Up to 10 funds can be added within one record. If you need to add more than 10 funds for a student,
create two records within the import file.

All records, except those with a Packaging status of N (Not Ready to Package), on the Packaging
database can be updated through the Import Add Fund Amounts record. Any funds listed in the import
file are applied directly to the Awarded Funds grid on the student record.

Note: If a fund is added for a record with a packaging status of P (Packaged), EDExpress automatically
updates the status to M (Manually Adjusted Package).

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Requirements
The following two requirements must be addressed when building your Import Add Fund Amounts
record:

• The Social Security Number (SSN) on the fund record must be for a student who already exists on
the Packaging database.

• The fund code in the import file must already exist in the Packaging Fund Maintenance setup, and
the fund must have a balance greater than $0.

Any fund amount listed in the import file is added to the student record. If a fund code already exists on
a student record and the import file contains another Add record for that code, the fund is added to the
student record and appears twice on the Awarded Funds dialog box. The fund total appears as a single
entry on the award letter mailed to the student, however.

For example, if a student has a Subsidized Stafford Loan Amount of $2,000 and a file is imported
containing an additional Subsidized Stafford loan of $1,000, two loans show on the Awarded Funds grid
for this student. The original loan still reads $2,000 and the additional loan is awarded for $1,000,
resulting in a $3,000 total Subsidized Stafford loan.

Export Record Description

You can export specific information from your Packaging records in EDExpress to other school
systems, including disbursement systems, by defining a customized export record layout using the File
Format option. File formats you have created can be printed in layout format by selecting File, Print,
Packaging, RL–User-Defined Formats from the EDExpress menu bar. The export record layout
provides the title, type (alpha/numeric), and size for each field.

To create file formats, go to Tools, File Formats, Packaging. On the Export dialog box, you must give
the file format a two-character identifier (alpha or numeric) and a title. You can include Packaging,
Demographic, and User Database fields in your export format.

To export an external file, go to File, Export, Packaging, Packaging Data. On this dialog box, select
the Format Code you want to use and the destination of the export file. You can also limit the number of
records being exported by using Selection Criteria.

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Packaging Import External Add Record Layout
Start End Field
Field # Field Name Valid Field Content Justify
Position Position Length
1 1 9 9 Student’s Original 001010001 to 999999999 Right
Social Security
Number
2 10 11 2 Name ID Uppercase A to Z Left
Space(s)
. (period)
’ (apostrophe)
- (dash)
3 12 13 2 Transaction 00 to 99 (this is the ISIR transaction Right
Number number)
4 14 22 9 Student’s Current 001010001 to 999999999 Right
Social Security
Number
5 23 38 16 Student’s Last 0 to 9 Left
Name Uppercase A to Z
Space(s)
. (period)
’ (apostrophe)
- (dash)
Can be blank
If non-blank, first character must be a
letter
Second character must be non-numeric
6 39 50 12 Student’s First 0 to 9 Left
Name Uppercase A to Z
Space(s)
. (period)
’ (apostrophe)
- (dash)
Can be blank
If non-blank, first character must be a
letter

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Packaging Import External Add Record Layout (Continued)
Start End Field
Field # Field Name Valid Field Content Justify
Position Position Length
7 51 51 1 Middle Initial Uppercase A to Z Left
Can be blank
8 52 86 35 Permanent 0 to 9 Left
Mailing Address Uppercase A to Z
. (period)
, (comma)
’ (apostrophe)
- (dash)
# (number)
@ (at)
% (percent or care of)
& (ampersand)
/ (slash)
Space(s)
Can be blank
9 87 102 16 Student’s 0 to 9 Left
Permanent City Uppercase A to Z
. (period)
, (comma)
’ (apostrophe)
- (dash)
# (number)
@ (at)
% (percent or care of)
& (ampersand)
/ (slash)
Space(s)
Can be blank
10 103 104 2 Student’s Uppercase A to Z Left
Permanent State Valid postal code from
State/Country/Jurisdiction Codes table
Can be blank
11 105 113 9 Student’s 000000000 to 999999999 Right
Permanent Zip Can be blank
Code
12 114 123 10 Student’s 0000000000 to 9999999999 Right
Permanent Phone Can be blank
Number

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Packaging Import External Add Record Layout (Continued)
Start End Field
Field # Field Name Valid Field Content Justify
Position Position Length
13 124 158 35 Local Address 0 to 9 Left
Uppercase A to Z
. (period)
, (comma)
’ (apostrophe)
- (dash)
# (number)
@ (at)
% (percent or care of)
& (ampersand)
/ (slash)
Space(s)
Can be blank
14 159 174 16 Local Address 0 to 9 Left
City Uppercase A to Z
. (period)
, (comma)
’ (apostrophe)
- (dash)
# (number)
@ (at)
% (percent or care of)
& (ampersand)
/ (slash)
Space(s)
Can be blank
15 175 176 2 Local Address Uppercase A to Z Left
State Valid postal code from
State/Country/Jurisdiction Codes table
16 177 185 9 Local Zip Code 000000000 to 999999999 Right
17 186 195 10 Local Phone 0000000000 to 9999999999 Right
Number
18 196 196 1 College Grade 0 = 1st year undergraduate/never attended Left
Level college
1 = 1st year undergraduate/attended
college before
2 = 2nd year undergraduate/sophomore
3 = 3rd year undergraduate/junior
4 = 4th year undergraduate/senior
5 = 5th year/other undergraduate
6 = 1st year graduate/professional
7 = Continuing graduate/professional or
beyond

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Packaging Import External Add Record Layout (Continued)
Start End Field
Field # Field Name Valid Field Content Justify
Position Position Length
19 197 200 4 Academic Year 0 to 9 Left
Profile Code Uppercase A to Z
Valid Academic Year Profile code defined
in Setup
20 201 201 1 Dependency I = Independent Left
Status D = Dependent
Can be blank
21 202 205 4 Budget Code Valid Budget Code defined in Setup Left
Can be blank
22 206 210 5 EFC 00000 to 99999 Left
Blank = None calculated
23 211 211 1 Verification V = Verified Left
Status Code W = Without Documentation
S = Selected, not verified
Blank
24 212 212 1 Student is Y = Selected Left
Selected for N = Not Selected
Verification * = A subsequent transaction was selected
for verification
25 213 217 5 Parent 00000 to 99999 Right
Contribution
26 218 225 8 Total Income 00000000 to 99999999 Right
27 226 226 1 Enrollment Status 1 = Full time Right
Term 1 2 = 3/4 time
3 = 1/2 time
4 = Less than 1/2 time
5 = Not Enrolled
28 227 227 1 Enrollment Status 1 = Full time Right
Term 2 2 = 3/4 time
3 = 1/2 time
4 = Less than 1/2 time
5 = Not Enrolled
29 228 228 1 Enrollment Status 1 = Full time Right
Term 3 2 = 3/4 time
3 = 1/2 time
4 = Less than 1/2 time
5 = Not Enrolled
30 229 229 1 Enrollment Status 1 = Full time Right
Term 4 2 = 3/4 time
3 = 1/2 time
4 = Less than 1/2 time
5 = Not Enrolled

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Packaging Import External Add Record Layout (Continued)
Start End Field
Field # Field Name Valid Field Content Justify
Position Position Length
31 230 230 1 Enrollment Status 1 = Full time Right
Term 5 2 = 3/4 time
3 = 1/2 time
4 = Less than 1/2 time
5 = Not Enrolled
32 231 231 1 Housing Plans 1 = On-campus Left
2 = Off-campus
3 = With parent
Can be blank
33 232 233 2 SAP Indicator Valid SAP code defined in Setup Left
Can be blank
34 234 234 1 Default Status Y = In Default Left
Indicator N = Not in Default
Z = Override
35 235 235 1 Interested in 1 = Yes Left
Employment? 0 = No
Can be blank
36 236 236 1 Interested in 1 = Yes Left
Student Loans? 0 = No
Can be blank
37 237 238 2 Student’s State of Uppercase A to Z Left
Legal Residence Valid postal code from
State/Country/Jurisdiction Codes table
Can be blank
38 239 240 2 Parents’ State of Uppercase A to Z Left
Legal Residence Valid postal code from
State/Country/Jurisdiction Codes table
Can be blank
39 241 241 1 Borrower Based 1 = Yes Left
Indicator Blank = No
40 242 249 8 Transaction Format is CCYYMMDD Right
Processed Date 20050101 to 20061231
41 250 250 1 Simplified Needs 1 = Yes Left
Indicator 0 = No
42 251 255 5 Pell COA 00000 to 99999 Right
Can be blank
43 256 260 5 Pell EFC 00000 to 99999 Right
44 261 261 1 Automatic Zero Y = Yes, EFC set to zero based on income Left
EFC criteria
Blank = Flag not set
45 262 262 1 Update Demo Y = Yes, update Demo record Left
Record Flag Blank = Do not update Demo record

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Packaging Import External Add Record Layout (Continued)
Start End Field
Field # Field Name Valid Field Content Justify
Position Position Length
46 263 263 1 Prior Degree? 1 = Yes, student has prior degree Left
0 = No, student does not have prior degree
47 264 264 1 Pell Eligibility 1 = Yes, student is Pell-eligible Left
Flag Blank = No, student is not Pell-eligible
48 265 272 8 Application Format is CCYYMMDD Left
Received Date 20050101 to 20061231
49 273 273 1 Low Tuition 0 or Blank Right
1 = $0
2 = $1 to $225
3 = $226 to $450
4 = $451 to $674
50 274 279 6 Aggregate 000000 to 999999 Right
Subsidized Loan
Amount
51 280 285 6 Aggregate 000000 to 999999 Right
Unsubsidized
Loan Amount
52 286 291 6 Aggregate 000000 to 999999 Right
Perkins Loan
Amount
53 292 341 50 Student’s E-mail One and only one “at” sign ( @ ) allowed Left
Address 1 Before the “at” sign:
- at least one valid character
- all characters in the range of ASCII 33 to
126, except for the following twelve
characters: < > ( ) [ ] \ , ; : " @
- period cannot be first, last or adjacent to
another period
After the “at” sign:
- at least one valid character
- only letters, digits, hyphen, underscore
and period (A to Z, a to z, 0 to 9, -, _, .)
- hyphen, underscore and period cannot be
first, last, or adjacent to a period
Can be blank
If blank, and a demo record exists for the
student, no update will be made

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Packaging Import External Add Record Layout (Continued)
Start End Field
Field # Field Name Valid Field Content Justify
Position Position Length
54 342 391 50 Student’s E-mail One and only one “at” sign ( @ ) allowed Left
Address 2 Before the “at” sign:
- at least one valid character
- all characters in the range of ASCII 33 to
126, except for the following twelve
characters: < > ( ) [ ] \ , ; : " @
- period cannot be first, last or adjacent to
another period
After the “at” sign:
- at least one valid character
- only letters, digits, hyphen, underscore
and period (A to Z, a to z, 0 to 9, -, _, .)
- hyphen, underscore and period cannot be
first, last, or adjacent to a period
Can be blank
If blank, and a demo record exists for the
student, no update will be made
Total 391
Bytes

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Packaging Import External Change Record
Layout
Start End Field
Field# Field Name Valid Field Content Justify
Position Position Length
1 1 9 9 Student’s Original 001010001 to 999999999 Right
SSN
2 10 11 2 Student’s Name Uppercase A to Z Left
Identifier Space(s)
. (period)
’ (apostrophe)
- (dash)
3 12 13 2 Transaction Number 00 to 99 Right

4 14 15 2 Sequence Numbers 01 to 99 Right

5 16 19 4 Change Field Field number representing the first Left

Number 1 field to be changed.
6 20 54 35 Value 1 The value first field should be Left
changed to.
7 55 58 4 Change Field Field number representing the Left
Number 2 second field to be changed.
8 59 93 35 Value 2 The value second field should be Left
changed to.
9 94 97 4 Change Field Field number representing the third Left
Number 3 field to be changed.
10 98 132 35 Value 3 The value third field should be Left
changed to.
11 133 136 4 Change Field Field number representing the fourth Left
Number 4 field to be changed.
12 137 171 35 Value 4 The value fourth field should be Left
changed to.
13 172 175 4 Change Field Field number representing the fifth Left
Number 5 field to be changed.
14 176 210 35 Value 5 The value fifth field should be Left
changed to.
15 211 214 4 Change Field Field number representing the sixth Left
Number 6 field to be changed.
16 215 249 35 Value 6 The value sixth field should be Left
changed to.
17 250 253 4 Change Field Field number representing the Left
Number 7 seventh field to be changed.
18 254 288 35 Value 7 The value seventh field should be Left
changed to.

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Packaging Import External Change Record Layout (Continued)
Start End Field
Field # Field Name Valid Field Content Justify
Position Position Length
19 289 292 4 Change Field Field number representing the eighth Left
Number 8 field to be changed.
20 293 327 35 Value 8 The value eighth field should be Right
changed to.
21 328 331 4 Change Field Field number representing the ninth Left
Number 9 field to be changed.
22 332 366 35 Value 9 The value ninth field should be Left
changed to.
23 367 370 4 Change Field Field number representing the tenth Left
Number 10 field to be changed.
24 371 405 35 Value 10 The value tenth field should be Left
changed to.
25 406 455 50 Student’s E-mail One and only one “at” sign ( @ ) Left
Address 1 allowed
Before the “at” sign:
- at least one valid character
- all characters in the range of ASCII
33 to 126, except for the following
twelve characters: < > ( ) [ ] \ , ; : "
@
- period cannot be first, last or
adjacent to another period
After the “at” sign:
- at least one valid character
- only letters, digits, hyphen,
underscore and period (A to Z, a to
z, 0 to 9, -, _, .)
- hyphen, underscore and period
cannot be first, last, or adjacent to a
period
Can be blank
If blank, and a demo record exists for
the student, no update will be made

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Packaging Import External Change Record Layout (Continued)
Start End Field
Field # Field Name Valid Field Content Justify
Position Position Length
26 456 505 50 Student’s E-mail One and only one “at” sign ( @ ) Left
Address 2 allowed
Before the “at” sign:
- at least one valid character
- all characters in the range of ASCII
33 to 126, except for the following
twelve characters: < > ( ) [ ] \ , ; : "
@
- period cannot be first, last or
adjacent to another period
After the “at” sign:
- at least one valid character
- only letters, digits, hyphen,
underscore and period (A to Z, a to
z, 0 to 9, -, _, .)
- hyphen, underscore and period
cannot be first, last, or adjacent to a
period
Can be blank
If blank, and a demo record exists for
the student, no update will be made
Total Bytes 505

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Packaging Import Change Fields
Field Field
# Length Field Name Valid Field Content Justify
0004 12 Student’s First Name 0 to 9 Left
Uppercase A to Z
Space(s)
. (period)
’ (apostrophe)
- (dash)
Can be blank
If non-blank, first character must be a
letter
0005 1 Middle Initial Uppercase A to Z Left
Can be blank
0006 16 Student’s Last Name 0 to 9 Left
Uppercase A to Z
Space(s)
. (period)
’ (apostrophe)
- (dash)
Can be blank
If non-blank, first character must be a
letter
Second character must be non-numeric
0007 9 Student’s Current Social Security 001010001 to 999999999 Left
Number
0008 35 Permanent Mailing Address 0 to 9 Left
Uppercase A to Z
. (period)
, (comma)
’ (apostrophe)
- (dash)
# (number)
@ (at)
% (percent or care of)
& (ampersand)
/ (slash)
Space(s)
Can be blank

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Packaging Import Change Fields (Continued)
Field Field
# Length Field Name Valid Field Content Justify
0009 16 Student’s Permanent City 0 to 9 Left
Uppercase A to Z
. (period)
, (comma)
’ (apostrophe)
- (dash)
# (number)
@ (at)
% (percent or care of)
& (ampersand)
/ (slash)
Space(s)
Can be blank
0010 2 Student’s Permanent State Uppercase A to Z Left
Valid postal code from
State/Country/Jurisdiction Codes table
Can be blank
0011 9 Student’s Permanent Zip Code 000000000 to 999999999 Right
Can be blank
0012 35 Local Address 0 to 9 Left
Uppercase A to Z
. (period)
, (comma)
’ (apostrophe)
- (dash)
# (number)
@ (at)
% (percent or care of)
& (ampersand)
/ (slash)
Space(s)
Can be blank

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Packaging Import Change Fields (Continued)
Field Field
# Length Field Name Valid Field Content Justify
0013 16 Local Address City 0 to 9 Left
Uppercase A to Z
. (period)
, (comma)
’ (apostrophe)
- (dash)
# (number)
@ (at)
% (percent or care of)
& (ampersand)
/ (slash)
Can be blank
0014 2 Local Address State Uppercase A to Z Left
Valid postal code from
State/Country/Jurisdiction Codes table
Can be blank
0015 9 Local Zip Code 000000000 to 999999999 Right
Can be blank
0016 10 Student’s Permanent Phone 0000000000 to 9999999999 Right
Number Can be blank
0017 20 Student’s Driver’s License 0 to 9 Left
Number Uppercase A to Z
Space(s)
- (dash)
* (asterisk)
Can be blank
0018 2 Student’s Driver’s License State Valid postal code from Left
Code State/Country/Jurisdiction Codes table
Can be blank
0019 2 Student’s State of Legal Uppercase A to Z Left
Residence Valid postal code from
State/Country/Jurisdiction Codes table
0020 8 Student’s Date of Birth Format is CCYYMMDD Right
19000101 to current date
0022 5 EFC 00000 to 99999 Right
Can be blank
0023 4 Academic Year Profile Code 0 to 9 Left
Uppercase A to Z
Valid Academic Year Profile Code defined
in Setup
0024 1 Default Status Indicator Y = In Default Left
N = Not in Default
Z = Override

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Packaging Import Change Fields (Continued)
Field Field
# Length Field Name Valid Field Content Justify
0025 2 SAP Indicator Valid SAP Code defined in Setup Left
Can be blank
0026 4 Budget Code 0 to 9 Left
Uppercase A to Z
+ (plus sign)
- (dash)
* (asterisk)
# (number sign)
. (period)
0027 1 Dependency Status I = Independent Left
D = Dependent
0028 1 Student is Selected for Y = Selected Left
Verification N = Not Selected
* = A subsequent transaction was selected
for verification
0029 1 Enrollment Status Term 1 1 = Full time Right
2 = 3/4 time
3 = 1/2 time
4 = Less than 1/2 time
5 = Not Enrolled
0030 1 Enrollment Status Term 2 1 = Full time Right
2 = 3/4 time
3 = 1/2 time
4 = Less than 1/2 time
5 = Not Enrolled
0031 1 Enrollment Status Term 3 1 = Full time Right
2 = 3/4 time
3 = 1/2 time
4 = Less than 1/2 time
5 = Not Enrolled
0032 1 Enrollment Status Term 4 1 = Full time Right
2 = 3/4 time
3 = 1/2 time
4 = Less than 1/2 time
5 = Not Enrolled
0033 1 Enrollment Status Term 5 1 = Full time Right
2 = 3/4 time
3 = 1/2 time
4 = Less than 1/2 time
5 = Not Enrolled
0037 8 Total Income 00000000 to 99999999 Right

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Packaging Import Change Fields (Continued)
Field Field
# Length Field Name Valid Field Content Justify
0039 1 College Grade Level 0 = 1st year undergraduate/never attended Right
college
1 = 1st year undergraduate/attended
college before
2 = 2nd year undergraduate/sophomore
3 = 3rd year undergraduate/junior
4 = 4th year undergraduate/senior
5 = 5th year/other undergraduate
6 = 1st year graduate/professional
7 = Continuing graduate/professional or
beyond
0040 1 Housing Plans 1 = On-campus Left
2 = Off-campus
3 = With parent
Can be blank
0043 1 Interested in Employment? Y = Yes Left
N = No
Can be blank
0044 1 Interested in Student Loans? Y = Yes Left
N = No
Can be blank
0045 6 Aggregate Subsidized Loan 000000 to 999999 Right
Amount
0046 6 Aggregate Unsubsidized Loan 000000 to 999999 Right
Amount
0047 6 Aggregate Perkins Loan Amount 000000 to 999999 Right
0052 1 Packaging Result A = Accepted Left
D = Declined
O = Offered
S = Suspend
0292 1 Automatic Zero EFC Y = Yes, EFC set to zero based on income Left
criteria
Blank = Flag not set
0294 5 Pell EFC 00000 to 99999 Right
0295 10 Local Phone Number 0000000000 to 9999999999 Left
0296 1 Verification Status Code Uppercase A to Z Left
Contain only:
V = Verified
W = Without Documentation
S = Selected for Verification but not
Verified
Blank
0298 1 Simplified Needs Indicator 1 = Yes Left
0 = No

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Packaging Import Change Fields (Continued)
Field Field
# Length Field Name Valid Field Content Justify
0299 8 Transaction Processed Date Format is CCYYMMDD Right
20040101 to 20051231
0300 1 Prior Degree 1 = Student has prior degree Left
0 = Student does not have prior degree
0301 1 Pell Eligibility Flag 1 = Yes Pell Eligible per CPS Left
Blank = Not Pell Eligible per CPS
0302 8 Application Received Date Format is CCYYMMDD Right
20040101 to 20051231
0303 5 Parent Contribution 00000 to 99999 Right

0304 1 Low Tuition 0 or blank Right

1 = $0
2 = $1 to 225
3 = $226 to 450
4 = $451 to 674
0305 1 Print Letter in Next Batch Y = Yes N/A
N = No
0306 5 Pell COA 00000 to 99999 Right
Can be blank
0307 2 Parents’ State of Legal Residence Uppercase A to Z Left
Valid postal code from
State/Country/Jurisdiction Codes table
Can be blank

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Packaging Import Add Funds Amount Record
Layout
Field Start End Field
# Position Position Length Field Name Valid Field Content
1 1 9 9 Original SSN 001010001 to 999999999
2 10 11 2 Name ID Uppercase A to Z
Space(s)
. (period)
’ (apostrophe)
- (dash)
3 12 13 2 Transaction 00 to 99 (this is the ISIR transaction number.)
Number
4 14 18 5 Sequence Number The sequence number of this change record.
5 19 26 8 Fund Code 1 As defined in Setup. Must be Fund Code name
existing on database.
6 27 31 5 Fund Value 1 Valid Amount for Current Total on student record
Awarded Funds grid.
7 32 39 8 Fund Code 2 As defined in Setup. Must be Fund Code name
existing on database.
8 40 44 5 Fund Value 2 Valid Amount for Current Total on student record
Awarded Funds grid.
9 45 52 8 Fund Code 3 As defined in Setup. Must be Fund Code name
existing on database.
10 53 57 5 Fund Value 3 Valid Amount for Current Total on student record
Awarded Funds grid.
11 58 65 8 Fund Code 4 As defined in Setup. Must be Fund Code name
existing on database.
12 66 70 5 Fund Value 4 Valid Amount for Current Total on student record
Awarded Funds grid.
13 71 78 8 Fund Code 5 As defined in Setup. Must be Fund Code name
existing on database.
14 79 83 5 Fund Value 5 Valid Amount for Current Total on student record
Awarded Funds grid.
15 84 91 8 Fund Code 6 As defined in Setup. Must be Fund Code name
existing on database.
16 92 96 5 Fund Value 6 Valid Amount for Current Total on student record
Awarded Funds grid.
17 97 104 8 Fund Code 7 As defined in Setup. Must be Fund Code name
existing on database.
18 105 109 5 Fund Value 7 Valid Amount for Current Total on student record
Awarded Funds grid.
19 110 117 8 Fund Code 8 As defined in Setup. Must be Fund Code name
existing on database.

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Packaging Import Add Funds Amount Record Layout
(Continued)
Field Start End Field
# Position Position Length Field Name Valid Field Content
20 118 122 5 Fund Value 8 Valid Amount for Current Total on student record
Awarded Funds grid.
21 123 130 8 Fund Code 9 As defined in Setup. Must be Fund Code name
existing on database.
22 131 135 5 Fund Value 9 Valid Amount for Current Total on student record
Awarded Funds grid.
23 136 143 8 Fund Code 10 As defined in Setup. Must be Fund Code name
existing on database.
24 144 148 5 Fund Value 10 Valid Amount for Current Total on student record
Awarded Funds grid.
Total 148
Bytes

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State/Country/Jurisdiction Codes
State/Country/Jurisdiction Code State/Country/Jurisdiction Code
Alabama AL Nebraska NE
Alaska AK Nevada NV
Alberta (Canada) AB New Brunswick (Canada) NB
American Samoa AS New Hampshire NH
Arizona AZ New Jersey NJ
Arkansas AR New Mexico NM
British Columbia (Canada) BC New York NY
California CA Newfoundland (Canada) NF
Canada CN Newfoundland and Labrador (Canada) NL
Colorado CO North Carolina NC
Connecticut CT North Dakota ND
Delaware DE Northern Mariana Islands MP
District of Columbia DC Northwest Territories (Canada) NT
Federated States of Micronesia FM Nova Scotia (Canada) NS
Florida FL Nunavut (Canada) NU
Foreign Country (other than Canada or Mexico) FC* Ohio OH
Georgia GA Oklahoma OK
Guam GU Ontario (Canada) ON
Hawaii HI Oregon OR
Idaho ID Pennsylvania PA
Illinois IL Prince Edward Island (Canada) PE
Indiana IN Puerto Rico PR
Iowa IA Quebec (Canada) PQ or QC
Kansas KS Republic of Palau PW
Kentucky KY Rhode Island RI
Louisiana LA Saskatchewan (Canada) SK
Maine ME South Carolina SC
Manitoba (Canada) MB South Dakota SD
Marshall Islands MH Tennessee TN
Maryland MD Texas TX
Massachusetts MA U.S. Virgin Islands VI
Mexico MX Utah UT
Michigan MI Vermont VT
Military Location Code AA AA** Virginia VA
Military Location Code AE AE** Washington WA
Military Location Code AP AP** West Virginia WV
Minnesota MN Wisconsin WI
Mississippi MS Wyoming WY
Missouri MO Yukon Territory (Canada) YT
Montana MT
* Use FC for foreign countries not on this list.
** Code used for a student’s mailing state only, not valid for state of legal residence or driver’s license state.

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Packaging Setup

Overview
This section of the Packaging Technical Reference guides you through setting up the Packaging module
in EDExpress.

To access the Packaging Setup dialog box, choose Tools, Setup, Packaging from the EDExpress menu
bar. Setting up Packaging in EDExpress includes looking at the following areas:

• System Setup

• Fund Maintenance

• Budgets

• SAP Values (Optional)

• Academic Year Profile

• Award Methodology (Optional if packaging Pell Grant only)

• User-Defined Formulas (Optional)

Other optional items that may be useful for Packaging are Document Tracking, Award Letters, and User
Database. To set up Document Tracking, select Tools, Setup, Global, Document Tracking. To create
Award Letters, select Tools, Setup, Global, User-Defined Text, Award Letter Text. To create a User
Database, select Tools, Setup, Global, User Database.

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The following Packaging setup sheets are designed to be a helpful guide for getting started in
EDExpress Packaging. If you need more assistance, press the F1 key while in a Setup dialog box, or
choose Help on the menu bar to access online help for all EDExpress Packaging functions. Additional
setup sheets are provided for your use at the end of this section.

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System Setup
The System setup enables you to establish some of the basic default options for Packaging.
Possible Default Your
Question
Answer Answer Answer
Total Number of Award Letters to be Printed per 01 to 99 02
Student?
Maximum Number of Award Letters to be Sent per 01 to 99 05
Student?
Award Letter Type O = Offer N = Notification
N = Notification
Allow imported Pell EFC to be modified? Selected/cleared Selected
Packaging Results Default Status O = Offered A = Accepted
A = Accepted
Priority Deadline Date Type A = Application P = Processed Date
Received Date
P = Processed Date
R = Ready Date
U = User-Defined
Date
User-Defined Date Name See online Help in N/A
Packaging System
Setup
Use Low Tuition? Selected/cleared Cleared
Default Housing Plans 1 = On-campus 2 = Off-campus
2 = Off-campus
3 = With parent

Total Number of Award Letters to be Printed per Student? Sets the number of copies of an award
letter to print for a given student each time you print letters.

Maximum Number of Award Letters to be Sent per Student? Sets the total number of times an award
letter is printed for an individual student. Applicable only when award letters are printed from outside a
student’s record.

Award Letter Type. Determines the format of the printed award letter. The valid types are O (Offer)
and N (Notification). The system default is N. Applicable only when award letters are printed from
outside a student’s record.

Allow imported Pell EFC to be modified? Determines whether the imported Pell EFC field from ISIR
records is read-only or can be modified.

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System Setup (Continued)
Packaging Results Default Status. Sets the default packaging results status of awarded funds on a
student record. The default options are A (Accepted) or O (Offered). The system default is A.

Priority Deadline Date Type. Sets the deadline date type the Packaging database uses when
determining which records to include or exclude from the process being executed. Valid priority
deadline dates are:
A = Application Received Date
P = Processed Date
R = Ready Date
U = User-Defined Date
The default value for this field is P. If the date type chosen is U (User-Defined Date), the date is pulled
from a User Database field. You must establish a user-defined date in the User Database before
selecting the U option.

User-Defined Date Name. The name of the User Database field to use when determining which records
to include or exclude when running a process. Available only if the deadline date type is set to U.

Use Low Tuition? Combined with the low tuition flag field on the Awards tab, this tells the Packaging
system to use the low tuition tables to determine the Pell award amount.

Default Housing Plans. Determines the housing code the Packaging system uses as the default on
manually created records and on ISIRs imported with a blank housing code.

The valid housing codes are:

1 = On Campus
2 = Off Campus
3 = With Parent
The default value for this field is 2.

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Academic Year Profile
The academic year profile (AYP) defines when and how you disburse money to your students.

For each AYP you can specify up to five terms that your school will use in the Packaging process,
indicate enrollment status, and establish your Pell Grant formula and percent of the full year awards.
Possible Default Your
Question Answer Answer Answer
Code 4 characters (A to Z, 0 to 9) N/A
Cannot be blank
Default Selected/cleared Cleared
Title 50 characters (any N/A
keyboard character except
the pipe [ | ] symbol)
Cannot be blank
Pell Grant Formula 1 = Standard term, credit 1
hour programs (30 weeks)
2 = Standard term, credit
hour programs (<30 weeks)
3 = Any term-based credit
hour program
4 = Clock hour and credit
hour programs without
terms
5 = Correspondence study,
non term-based program
6 = Correspondence study,
term-based program
Program Proration Percentage 00.00 to 99.99 00.00
EFC program length to import from 1 to 12 9
ISIR database

Enrollment Pell FSEOG Grant Perkins WS Subsidized Other

Term
Status % % % % % Loan % Loan %

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Academic Year Profile (Continued)
Code. A unique four-character code used to identify the AYP. You create the code using any
combination of A to Z and 0 to 9.

Default. Tells EDExpress that this is the AYP you are using most often for your students. Only one
AYP can be the default.

Title. A 50-character description of the AYP. You create this description using any combination of
keyboard characters. We suggest you give the AYP an easily recognizable name, according to the
students to which it pertains, such as full year students or in-state dependent students.

Pell Grant Formula. Determines the Pell Grant formulas that you will use with the AYP. The formula
options are:
1 = Standard term, credit hour programs (30 weeks)
2 = Standard term, credit hour programs (<30 weeks)
3 = Any term-based credit hour program
4 = Clock hour and credit hour programs without terms
5 = Correspondence study, non term-based program
6 = Correspondence study, term-based program

If your school has programs that use more than one Pell Grant formula, you must create multiple AYP
profiles.

Program Proration Percentage. Identifies the percentage of the scheduled annual award your school
uses to calculate the total Pell award when you use standard term credit hour (less than 30 weeks); clock
hour and credit hour programs without terms; or correspondence programs without terms. This field is
required for Pell Grant formulas 2, 4, and 5. This field is disabled for formulas 1, 3, and 6. A value of
99.99% is treated as 100% by the software.

EFC program length to import from the ISIR database. Sets the EFC program length (usually nine
months) for the ISIRs that will be imported. Note: Pell always imports the nine-month EFC.

Term. A nine-character field that identifies a specific term. Valid characters for the title are A to Z, 0 to
9, +, -, *, ., and #. The title appears on the award letter, so you should give it a recognizable name.

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Academic Year Profile (Continued)
Enrollment Status. Sets the assumed enrollment status for each term you define: FULL TIME, 3/4
TIME, 1/2 TIME, < 1/2 TIME, and NOT ENROLLED. You can also select ISIR ENROLLMENT
STATUS to use the enrollment status reported on the ISIR.

Note: The enrollment status field does not award any funds if NOT ENROLLED is the status
shown. This field also can affect Pell awarding. For example, if a student is enrolled half time
the Pell award is halved, but all other funds are awarded the full amount.

Pell %. Defines the percentage of the Pell award for each term.

FSEOG %, Grant %, Perkins %, WS %, Subsidized Loan %, Other Loan %. Defines the percentage
distribution of the student’s eligible award to post for each term for the respective fund type at the time
the Package process is run. The total of the percentages cannot exceed 100%.

Note: In this case, the “eligible award” is the amount a student is eligible to receive for a
specific fund at the point when that fund is being packaged by EDExpress. Depending on your
school’s setup, other funds may be awarded first and affect the eligible award amount.

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Fund Maintenance
The Fund Maintenance dialog box defines your sources of funding. You can add and maintain as many
aid sources as you need for Packaging students. Fund Maintenance also provides you with instant
information about total amounts awarded.
Default
Question Possible Answer Your answer
Answer
Fund Code 8 characters (A to Z, 0 to 9, +, -, *, #, .) N/A
Cannot be blank
Fund Description 25 characters (any keyboard character except the N/A
pipe [ | ] symbol)
Cannot be blank
Aid Type D = Unsubsidized Loan (Unsub, Need Based) N/A
E = Supplemental Educational Opportunity Grant
(FSEOG)
F = Federal Pell Grant
G = Grant
K = Federal Perkins Loan
L = Other Need Based Loan (NB)
N = Non-need based loan (NNB)
O = Outside Resources
P = Federal Parent Loan for Undergraduate
Students (PLUS)
R = Grant, Non-Need Based
S = Subsidized Loan (Need Based)
U = Unsubsidized Loan (Unsub, Non-Need
Based)
V = Chapter 30 VA Benefits/AmeriCorps
W = Federal Work-Study (WS)
Y = Other Work-Study
Do not remove if unpackaged? Selected/cleared Cleared
Remaining Need Minimum Need/Maximum Need/Award Amount N/A
Criteria Any non-parameter Packaging query N/A
Beginning Balance 00000000 to 99999999 N/A
Adjustment to Beginning 00000000 to 99999999 N/A
Balance
Funds Awarded 00000000 to 99999999 N/A
Current Balance 00000000 to 99999999 N/A

Fund Code. An eight-character field used to identify the fund. You create the code using any
combination of characters A to Z, 0 to 9, +, -, *, ., or #.

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Fund Description. A 25-character description of this fund. You create this description using any
combination of valid keyboard characters except the pipe ( | ) symbol. The fund description appears on
the award letter, so it should be given an easily recognizable name.

Aid Type. Identifies the aid categories of the fund. The options are:
D = Unsubsidized Loan (Unsub, Need Based)
E = Supplemental Educational Opportunity Grant (FSEOG)
F = Federal Pell Grant
G = Grant
K = Federal Perkins Loan
L = Other Need Based Loan (NB)
N = Non-need based loan (NNB)

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Fund Maintenance (Continued)
O = Outside Resources
P = Federal Parent Loan for Undergraduate Students (PLUS)
R = Grant, Non-Need Based
S = Subsidized Loan (Need Based)
U = Unsubsidized Loan (Unsub, Non-Need Based)
V = Chapter 30 VA Benefits/AmeriCorps
W = Federal Work-Study (WS)
Y = Other Work-Study
Do not remove if unpackaged? Enables you to unpackage records without removing the fund from the
record.

Remaining Need. Enables you to award a specific amount of a fund at different levels of remaining
need within the packaging process.

Criteria. Specifies the type of students to receive the fund as currently created in the Query portion of
EDExpress. You can choose any non-parameter query to limit the population of students who receive
this fund to the range of students defined by the query. This field can be left blank.

Note: Parameter queries cannot be used for fund maintenance criteria.

Beginning Balance. Used to record the actual amount of money you have available to award under this
fund for the school year. For some funds, such as Pell Grant and federal loans, this field automatically
fills in with 9s.

Adjustment to Beginning Balance. Used to record any positive or negative adjustment to the beginning
balance. Adjustments might include reauthorization, refunds, or matching funds.

Funds Awarded. A read-only field that displays how much money has been awarded from this fund.

Current Balance. A read-only field that displays how much money is still available to be awarded from
this fund.

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Packaging Remaining Need Dialog Box
The Remaining Need dialog box is selected for all aid types except the following and can be accessed
from both the fund maintenance and award methodology setup options:
F = Federal Pell Grant
O = Outside Resources
V = Chapter 30 VA Benefits/AmeriCorps

Question Minimum Need Maximum Need Award Amount

Possible Answer 00000 to 99999 00000 to 99999 00000 to 99999
Cannot be blank Cannot be blank Cannot be blank
Default Answer N/A N/A N/A
Your Answer
Your Answer
Your Answer

Minimum Need. Enter the minimum remaining need amount for awarding this fund.

Maximum Need. Enter the maximum remaining need amount for awarding this fund.

Note: The minimum and maximum need amounts on one line should not overlap with the
minimum and maximum need amounts on any other line. For example, if the first range is 0 to
500, the next range should start with 501 or higher.

Award Amount. Enter the amount of this fund that you will award based on the minimum and
maximum need range.

Note: Remaining need is optional for Packaging.

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Award Methodology
The award methodology setup enables you to establish methodologies for determining how funds are
awarded to your students.
Default
Question Possible Answer Your Answer
Answer
Code 4 characters (A to Z, 0 to 9) N/A
Cannot be blank
Title 50 characters (any keyboard N/A
character except the pipe
[ | ] symbol)
Cannot be blank
Priority 1 to 999 N/A
Cannot be blank
Use Percentages/Use Dollar Use Percentages or Use Dollar Use Percentages
Amount Amounts (option button)
Self-Help Aid Maximum % 0 to 100 100%
Self-Help Aid Maximum Amount 0 to 99999 $0
Gift Aid Maximum % 0 to 100 100%
Gift Aid Maximum Amount 0 to 99999 $0
Criteria Any non-parameter Packaging N/A
query

Fund Fund Remaining

School Min School Max Min EFC Max EFC
Code Priority Need

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Award Methodology (Continued)
Code. A four-character field used to identify the award methodology. You create the code using any
combination of characters A to Z and 0 to 9.

Title. A 50-character description of this award methodology. You create this description using any
combination of valid keyboard characters except the pipe ( | ) symbol.

Priority. Indicates the order in which the Award Methodology database is searched. If a student is
eligible for two Award Methodologies, the one with the highest priority is assigned to the student record.
Priority runs from 1 (highest priority) to 999 (lowest priority).

Use Percentages/Use Dollar Amount. Determines whether the self-help aid maximum and gift aid
maximum fields use percentages or dollar amounts.

Self-Help Aid Maximum %. The highest percentage amount of the student’s unmet need that
EDExpress awards in self-help aid.

Self-Help Aid Maximum Amount. The highest total amount in dollars that a student can receive in self-
help aid.

Gift Aid Maximum %. The highest percentage amount of the student’s unmet need that EDExpress
awards in gift aid.

Gift Aid Maximum Amount. The highest total amount in dollars that a student can receive in gift aid.

Criteria. Determines the methodology applied to a given record, based on the queries you have
currently created in the query portion of EDExpress. Using criteria limits the population of students
who are considered for this methodology. This field can be left blank.
Note: Parameter queries cannot be used for award methodology criteria.
Fund Code. The code of a fund you want to use for packaging when you use the methodology. You
can assign up to 20 funds to an award methodology.
Note: Pell Grant cannot be added to an award methodology. Any student eligible to receive a
Pell Grant is awarded the fund before being considered for any other type of aid.
Fund Priority. Determines the order that funds are considered in satisfying the student’s unmet need.
Fund priority runs from 1 through 20.

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Award Methodology (Continued)
School Min. The minimum amount the school awards to a student from this fund. You can set the
School Min from 00000 to 99999.
Note: If the fund amount entered exceeds the federal yearly minimum/maximum allowed,
Packaging will not award more than the federal yearly minimum/maximum amount.
School Max. The maximum amount the school awards to a student from this fund. You can set the
School Max from 00000 to 99999.
Note: If the fund amount entered exceeds the federal yearly minimum/maximum allowed,
Packaging will not award more than the federal yearly minimum/maximum amount.
Min EFC. The lowest EFC value that a student’s ISIR can have and still receive this fund. You can set
the min EFC from 00000 to 99999.

Max EFC. The highest EFC value that a student’s ISIR can have and still receive this fund. You can
set the max EFC from 00000 to 99999.

Remaining Need. Optional. Enables you to award a specific amount of a fund at different levels of
remaining need within the packaging process.

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Budgets
The Budget Setup dialog box is used to define student budgets by using a combination of several
variables or to establish a single budget for your entire applicant population.
Question Possible Answer Default Answer Your Answer
Budget Code 4 characters N/A
(A to Z, 0 to 9, +, -, *, #, .)
Cannot be blank
Title 50 characters (any keyboard N/A
character except the pipe
[ | ] symbol)
Cannot be blank
Priority 1 to 999 N/A
Cannot be blank
Budget Total
Pell COA 00000 to 99999 N/A
Criteria Any non-parameter Packaging N/A
query
Budget Amounts
Tuition And Fees 00000 to 99999 N/A
Loan Fees 00000 to 99999 N/A
Room And Board 00000 to 99999 N/A
Books And Supplies 00000 to 99999 N/A
Transportation Costs 00000 to 99999 N/A
Miscellaneous Amount 00000 to 99999 N/A

User-Defined Budget
Amounts
00000 to 99999 N/A
00000 to 99999 N/A
00000 to 99999 N/A
00000 to 99999 N/A
00000 to 99999 N/A

Budget Code. A four-character field used to identify the budget. Create the code using any
combination of characters A to Z, 0 to 9, +, -, *, and #.

Title. A 50-character description of the budget. Create the title using any combination of valid
keyboard characters except the pipe ( | ) symbol.

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Budgets (Continued)
Priority. Indicates the order in which the Budget database is searched. If a student is eligible for two
budgets, the one with the highest priority is assigned to the student record.

Criteria. Determines the budget applied to a given record based on the queries you have currently
created in the query portion of EDExpress. Using criteria limits the population of students who are
considered for this budget. This field can be left blank.

Note: Parameter queries cannot be used for budget criteria.

Budget Total. A display-only field that displays the monetary total of all the budget items entered.

Pell COA. Enables you to specify the cost of attendance amount you want to consider when calculating
Pell awards. This field can be modified at the record level.

Budget Amounts. Components you use to build your budgets. Enter amounts for the five built-in
components and add up to five additional user-defined components as needed.

User-Defined Budget Amounts. Components you want to consider as part of the overall student budget
that is not covered under Budget Amounts.

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User-Defined Formulas
The User-Defined Formula dialog box enables you to create your own Packaging formulas with fields
from the Student, User-Defined, and Fund database tables.
Table Field Name Operand Table Field Name Description

User-Defined Formulas enable you to calculate data by adding, subtracting, multiplying, or dividing two
existing fields in the EDExpress database. For example, subtracting PC (parent contribution) from EFC
on each student record can create a field called SC (student contribution). SC can be used in developing
queries.

Note: Only numeric user-defined fields can be used in user formula calculations.

Table. Determines where the value you use in field 1 resides. The options are:
S = Student Table
F = Fund Table
U = User-Defined Table
Field Name. Lists all of the fields that are available from the table chosen in the Table 1 field.

Note: The title of a previously created user-defined formula becomes a field name in the student
table, which can then be used in creating another user-defined formula.

Operand. Defines what computation is performed:

+ = Addition
- = Subtraction
* = Multiplication
/ = Division

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User-Defined Formulas (Continued)
Table. Determines where the value you use in field 2 resides. The options are:
S = Student Table
F = Fund Table
U = User-Defined Table
Field Name. Lists all of the fields that are available from the table chosen in the table 2 field.

Description. Displays the user-defined name for this formula. Create the code using any combination
of 25 characters (A to Z and 0 to 9).

Note: User-defined formulas are optional in Packaging.

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SAP Values
SAP values enable you to track the satisfactory academic progress of your students.
SAP Code No Pkg Flag? SAP Description

The SAP code listing is unlimited; you can create as many SAP values as you choose.

SAP Code. A two-character field EDExpress uses to identify the code. Use characters A to Z, 0 to 9, +,
-, *, #, .,’, %, <, or >.

No Pkg Flag. Select this checkbox if you want the SAP code, after it is assigned, to prevent records
from being packaged.

SAP Description. A 50-character title for this SAP value. Use characters A to Z, 0 to 9, +, -, *, #, .,’,
%, <, or >.

Note: SAP values are optional in Packaging.

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Document Tracking (Global)
Document Tracking is a global function useful in the Packaging process because it gives you the ability
to manage what documents are required of your students.
Question Possible Answer Default Answer Your Answer
Code 10 characters N/A
(A to Z, 0 to 9, +, -, *, #, .)
Description 50 characters N/A
(A to Z, 0 to 9, +, -, *, #, .)
Criteria Any non-parameter Global N/A
query
Automatic Request? Selected/cleared Cleared
Required to Package? Selected/cleared Cleared
Required for Verification? Selected/cleared Cleared
(Global only)
Reject Reason Codes Up to 20 valid Reject Reason Blank
(Global only) Codes
Comment Codes Up to 20 valid Comment Blank
(Global only) Codes
Code. A 10-character field EDExpress uses to identify the document. Create the code using any
combination of these characters: A to Z, 0 to 9, +, -, *, and #.

Description. A 50-character title for this document. The document description appears on the
Document Tracking letter, so you should create a meaningful title.

Criteria. Determines the documents applied to a given record based on the queries you have currently
created in the Query portion of EDExpress. Choose any one of them to limit the population of students
who are assigned this document.

Note: Parameter queries cannot be used for document tracking criteria.

Automatic Request. Determines whether the document defined is automatically assigned when you
choose Add Documents from the Process menu.

Required to Package? Determines whether an award can be generated for the student if this document
has not been received. If this option is chosen, you are unable to generate a preliminary award until the
document is marked as Received or Waived.

Reject Reason Codes. You can enter any combination of uppercase letters (A to Z), numbers (0 to 9),
and spaces.

Comment Codes. You can enter one ISIR comment code in each of the 20 spaces provided. Any
students receiving any of the corresponding comment codes on the ISIRs are assigned the document.

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Document Tracking (Packaging)
Document tracking is also a useful in the Packaging process because it gives you the ability to manage
what documents are required of your students.
Question Possible Answer Default Answer Your Answer
Code 10 characters N/A
(A to Z, 0 to 9, +, -, *, #, .)
Description 50 characters N/A
(A to Z, 0 to 9, +, -, *, #, .)
Criteria Any non-parameter Packaging N/A
query
Automatic Request? Selected/cleared Cleared
Required to Package? Selected/cleared Cleared

Code. A 10-character field EDExpress uses to identify the document. Create the code using any
combination of these characters: A to Z, 0 to 9, +, -, *, and #.

Description. A 50-character title for this document. The document description appears on the
Document Tracking letter, so you should create a meaningful title.

Criteria. Determines the documents applied to a given record based on the queries you have currently
created in the Query portion of EDExpress. Choose any one of them to limit the population of students
who are assigned this document.

Note: Parameter queries cannot be used for document tracking criteria.

Automatic Request. Determines whether the document defined is automatically assigned when you
choose Add Documents from the Process menu.

Required to Package? Determines whether an award can be generated for the student if this document
has not been received. If this option is chosen, you are unable to generate a preliminary award until the
document is marked as Received or Waived.

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Additional Setup Pages

System Setup

Question Possible Answer Default Answer Your Answer

Total Number of Award Letters to be Printed 1 to 99 2
per Student?
Maximum Number of Award Letters to be 1 to 99 5
Sent per Student?
Award Letter Type O, N N
Allow imported Pell EFC to be modified? Selected/cleared Selected
Packaging Results Default Status O, A A
Priority Deadline Date Type A, P, R, U P
User-Defined Date Name See online Help in N/A
Packaging System Setup
Use Low Tuition? Selected/cleared Cleared
Default Housing Plans 1 to 3 2

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 Academic Year Profile

Possible Default Your

Question
Answer Answer Answer
Code 4 characters N/A
(A to Z, 0 to 9)
Cannot be blank
Default Selected/ Cleared
cleared
Title 50 characters (any N/A
keyboard
character except
the pipe [ | ]
symbol)
Cannot be blank
Pell Grant Formula 1 to 6 1
Program Proration Percentage 00.00 to 99.99 N/A
EFC program length to import from ISIR database 1 to 12 9

Enrollment Pell FSEOG Grant Perkins WS Subsidized Other

Term
Status % % % % % Loan % Loan %

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Fund Maintenance

Default Your
Question Possible Answer
Answer Answer
Fund Code 8 characters (A to Z, 0 to 9, +, -, *, #, .) N/A
Cannot be blank
Fund Description 25 characters (any keyboard character except N/A
the pipe [ | ] symbol)
Cannot be blank
Aid Type D = Unsubsidized Loan (Unsub, Need Based) N/A
E = Supplemental Educational Opportunity
Grant (FSEOG)
F = Federal Pell Grant
G = Grant
K = Federal Perkins Loan
L = Other Need Based Loan (NB)
N = Non-need based loan (NNB)
O = Outside Resources
P = Federal Parent Loan for Undergraduate
Students (PLUS)
R = Grant, Non-Need Based
S = Subsidized Loan (Need Based)
U = Unsubsidized Loan (Unsub, Non-Need
Based)
V = Chapter 30 VA Benefits/AmeriCorps
W = Federal Work-Study (WS)
Y = Other Work-Study
Do not remove if unpackaged? Selected/cleared Cleared
Remaining Need Minimum Need/Maximum Need/Award N/A
Amount
Criteria Any non-parameter Packaging query N/A
Beginning Balance 00000000 to 99999999 N/A
Adjustment to Beginning 00000000 to 99999999 N/A
Balance
Funds Awarded 00000000 to 99999999 N/A
Current Balance 00000000 to 99999999 N/A

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Packaging Remaining Need Dialog Box

Question Minimum Need Maximum Need Award Amount

Possible Answer 00000 to 99999 00000 to 99999 00000 to 99999
Cannot be blank Cannot be blank Cannot be blank
Default Answer N/A N/A N/A
Your Answer
Your Answer
Your Answer

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Award Methodology

Default Your
Question Possible Answer
Answer Answer
Code 4 characters (A to Z, 0 to 9) N/A
Cannot be blank
Title 50 characters (any keyboard N/A
character except the pipe [ | ]
symbol)
Cannot be blank
Priority 1 to 999 N/A
Cannot be blank
Use Percentages/Use Dollar Use Percentages or Use Dollar Use Percentages
Amount Amounts (option button)
Self-Help Aid Maximum % 0 to 100 100%
Self-Help Aid Maximum Amount 0 to 99999 $0
Gift Aid Maximum % 0 to 100 100%
Gift Aid Maximum Amount 0 to 99999 $0
Criteria Any non-parameter Packaging N/A
query

Fund Remaining
Fund Code School Min School Max Min EFC Max EFC
Priority Need

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Budgets

Default Your
Question Possible Answer
Answer Answer
Budget Code 4 characters N/A
(A to Z, 0 to 9, +, -, *, #, .)
Cannot be blank
Title 50 characters (any keyboard N/A
character except the pipe [ | ]
symbol)
Cannot be blank
Priority 1 to 999 N/A
Cannot be blank
Criteria Any non-parameter Packaging N/A
query
Budget Total
Pell COA 00000 to 99999
Budget Amounts
Tuition and Fees 00000 to 99999 N/A
Loan Fees 00000 to 99999 N/A
Room and Board 00000 to 99999 N/A
Books and Supplies 00000 to 99999 N/A
Transportation Costs 00000 to 99999 N/A
Miscellaneous Amount 00000 to 99999 N/A
User-Defined Budget
Amounts
Lab Fees (Example) 00000 to 99999 N/A
00000 to 99999 N/A
00000 to 99999 N/A
00000 to 99999 N/A
00000 to 99999 N/A

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User-Defined Formulas

Table Field Name Operand Table Field Name Description

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SAP Values

SAP Code No Pkg Flag SAP Description

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Document Tracking (Global)

Question Possible Answer Default Answer Your Answer

Code 10 characters N/A
(A to Z, 0 to 9, +, -, *, #, .)
Description 50 characters N/A
(A to Z, 0 to 9, +, -, *, #, .)
Criteria Any non-parameter Global N/A
query
Automatic Request? Selected/cleared Cleared
Required to Package? Selected/cleared Cleared
Required for Verification? Selected/cleared Cleared
(Global only)
Reject Reason Codes Up to 20 valid Reject Reason Blank
(Global only) Codes
Comment Codes Up to 20 valid Comment Blank
(Global only) Codes

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Document Tracking (Packaging)

Question Possible Answer Default Answer Your Answer

Code 10 characters N/A
(A to Z, 0 to 9, +, -, *, #, .)
Description 50 characters N/A
(A to Z, 0 to 9, +, -, *, #, .)
Criteria Any non-parameter Packaging N/A
query
Automatic Request? Selected/cleared Cleared
Required to Package? Selected/cleared Cleared

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