Appendix D - Edit/Comment Codes

and Edit Descriptions

Introduction

This section provides a variety of tables that describe the edit/comment

codes and edit descriptions.
For Batch Edit/Reject Codes, Origination, Disbursement, Special
Disbursement, Data Request Edits, Institutional Data Record Edit Codes,
the tables are designed into the following columns: Edit Code, Message,
What it Means, How to Fix It, and Type (W = Warning and E = Rejected).
The other tables are designed into the following columns: Field Positions
(First and Last), Field Names, and Processing Notes/Edit Descriptions.
These tables are provided to help you interpret the various edit/comment
codes and edit descriptions that are used in the RFMS process. See the
Table of Contents for a complete listing of these tables.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-1
Batch Edit/Reject Codes
Edit
Code Message What it Means How to Fix It Type
201 Missing Grant Occurs when there is no RFMS: E
Batch Header Grant Batch header or Resubmit the batch with a new
when the batch number in batch number in the Grant Batch
the header and trailer do Header and Trailer.
not match. *****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
202 Missing Grant Occurs when there is no RFMS: E
Batch Trailer Grant Batch trailer or when Resubmit the batch with a new
the batch number in the batch number in the Grant Batch
header and trailer do not Header and Trailer.
match. The most Verify “TLR” is spelled
commonly “GRANT TRL” correctly.
has TLR” in error. *****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-2
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
203 Duplicate Grant Occurs when the batch RFMS: E
Batch Header number has been used Resubmit the batch with a new
before either with the same batch number in the Grant Batch
batch or a different batch. Header and Trailer.
*****
EDExpress:
First verify that you have not
sent in a duplicate batch by
opening a student record with
this batch ID. If the batch is
NOT acknowledged, regenerate
the batch and export again.
204 Reserved for
future use
205 Reserved for
future use
206 Data Record Occurs when the record RFMS: E
Length must be length in the Grant Batch Resubmit the batch with a new
numeric Header and Trailer is batch number in the Grant Batch
missing or has a non- Header and Trailer and the
numeric character. correct record length.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
207 Reported Number Occurs when the Reported RFMS: E
of Records must number of records in the Resubmit the batch with a new
be numeric Grant Batch Trailer is batch number in the Grant Batch
missing or has a non- Header and Trailer and the
numeric character. correct number of records.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-3
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
208 Reported Total of Occurs when the dollar RFMS: E
Batch must be Total of Batch is either Resubmit the batch with a new
numeric missing or has a non- batch number in the Grant Batch
numeric character. Header and Trailer and a new
Reported Total of Batch in the
Grant Batch Trailer.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
209 Invalid Batch Occurs when the batch RFMS: E
Number number is missing, not the Resubmit the batch with a new
proper length or not batch number in the Grant Batch
properly formatted. Header and Trailer.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
210 Year must be Year is missing or non- RFMS: E
numeric numeric. Correct the Award Year and
resubmit the batch with a new
batch number in the Grant Batch
Header and Trailer.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-4
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
211 Pell ID must be Pell ID is missing or non- RFMS: E
numeric numeric. Resubmit the batch with a new
batch number in the Grant Batch
Header and Trailer and also
correct or include the Reporting
Campus Pell ID in the batch
number.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
212 Pell ID invalid or If Pell ID is incorrect or RFMS: E
not found missing, the batch can not Resubmit the batch with a new
be returned to the school. batch number in the Grant Batch
Header and Trailer and also
correct or include the Reporting
Campus Pell ID in the batch
number.
*****
EDExpress:
First verify you have created
your student records using the
correct Reporting/Attended
campus codes. If yes, regenerate
the batch and export again. If
problem still occurs, contact
CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-5
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
213 Creation date must Date is missing or non- RFMS: E
be numeric numeric. Correct the date in the batch
number and resubmit the batch
with a new batch number in the
Grant Batch Header and Trailer.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
214 Creation time must Time is missing or non- RFMS: E
be numeric numeric. Correct the time in the batch
number and resubmit the batch
with a new batch number in the
Grant Batch Header and Trailer.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
215 Type Invalid Record type is invalid or RFMS: E
missing. Correct the batch type code and
resubmit with a new batch
number in the Grant Batch
Header and Trailer.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-6
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
216 Grantee DUNS Occurs when the DUNS RFMS: W
does not match the number is incorrect or does Warning message –no correction
Institutions not match the number in necessary (in Award Year 2000-
Reporting Pell ID RFMS. 2001).
in Batch Number
*****
EDExpress:
Not applicable.
217 Discrepancy The Grant Batch header RFMS: E
between different detail information does not Review Grant Batch Header and
records with match the Grant Batch Trailer and correct any
identical batch Trailer detail information discrepancies.
number for a batch.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
218 Reported Number Occurs when the number RFMS: W
of Records does count reported does not Warning message – no
not equal count of match the actual total of correction necessary.
detail records records received.
*****
EDExpress:
Contact CPS Customer Service
219 Total of Batch Occurs when the reported RFMS: W
does not equal total of batch does not Warning message – no
computed total of match the actual total of correction necessary.
detail record batch.
amounts *****
EDExpress:
Contact CPS Customer Service

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-7
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
220 Reported Sign Positive or Negative (P or RFMS: W
Indicator must be N) indicator must be Warning message, correction
a valid indicator present. applied – no further action
necessary.
*****
EDExpress:
Contact CPS Customer Service
221 Reporting Campus Pell ID number in Grant RFMS: E
Pell Institution ID Batch Header is a branch Change the branch campus Pell
is a branch campus. ID to the Reporting Campus
Campus Pell ID number. If there is no
other campus ID number,
contact the Pell Grant Hotline.
*****
EDExpress:
Verify records were created
under the correct
Reporting/Attended Campus
codes. If not, delete records and
recreate them under the correct
codes. If they ARE under the
correct codes, regenerate the
batch and export again.
222 Institution is Pell ID in Grant Batch RFMS: W
currently ineligible Header is ineligible.
upon receipt of Warning message, contact Pell
batch at RFMS Grant Hotline.
*****
EDExpress:
Verify the correct
Reporting/Attended campus IDs
are defined in setup. If they
ARE, then contact Pell Grant
Hotline.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-8
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
223 Reserved for
future use
224 Invalid Message Occurs when wrong RFMS: E
Class message class is selected by Resubmit the batch with a new
the user when submitting a batch number in the Grant Batch
batch through TIVWAN. Header and Trailer and send in
the correct TIVWAN message
class.
*****
EDExpress:
Regenerate the batch and export
again.
225 Data Record Occurs when wrong RFMS: E
Length is not valid message class is selected by Resubmit the batch with a new
for Message Class the user when submitting a batch number in the Grant Batch
batch through TIVWAN. Header and Trailer and send in
the correct TIVWAN message
class.
*****
EDExpress:
Regenerate the batch and export
again.
226 Batch type code in Occurs when wrong RFMS: E
Batch Number message class is selected by Resubmit the batch with a new
must equal record the user when submitting a batch number in the Grant Batch
type for message batch through TIVWAN. Header and Trailer and send in
class the correct TIVWAN message
class.
*****
EDExpress:
Regenerate the batch and export
again.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-9
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
227 Batch Create Date Occurs when a future date RFMS: E
is greater than is entered in the batch Resubmit the batch with a new
current system number or the date on the batch number in the Grant Batch
date PC the batch was created Header and Trailer and a
on, has a future date. corrected date.
Verify the date on your PC is
current and correct.
*****
EDExpress:
If the date on your PC is current
and correct, regenerate the batch
and export again.
228 Batch Number Occurs when the Award RFMS: E
indicates you have year in the batch number is Verify the batch was created
included a batch incorrect. with software for Award Year
with data from a 2000-2001 or if wrong award
different Award year was entered in error.
Year
Resubmit the batch with a new
batch number in the Grant Batch
Header and Trailer and a
corrected award year.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-10
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
229 Batch submitted Occurs when batch is RFMS: E
prior to system submitted prior to official
start-up date start-up date. Resubmit the batch with a new
batch number in the Grant Batch
Header and Trailer after the
system start-up date.
*****
EDExpress:
On or after the system start-up
date, regenerate the batch and
export again.
230 Disbursements Occurs when disbursement RFMS: E
submitted prior to batch is submitted too
award year start early. Resubmit the batch with a new
date batch number in the Grant Batch
Header and Trailer after
Disbursement Start-up date.
*****
EDExpress:
On or after the disbursement
start-up date, regenerate the
batch and export again.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-11
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
231 Reporting Occurs when a school on RFMS: E
Institution is not Reimbursement sends a
eligible to send normal disbursement batch Resubmit the disbursement
normal instead of a Special batch as a Special Disbursement
Disbursements Disbursement batch. batch with a new batch number
in the Grant Batch Header and
Trailer and a corrected date.
*****
EDExpress:
Verify in your Institutional setup
you have your Institutional
Disbursement Option set to
Reimbursement (3). Then on the
disbursement tab, add the
additional information required
for special disbursements under
the Payment Period Info Special
Info button. Once entered,
export your updated
disbursements using the Special
Disbursement Export type
(PGSP) option.
232 No detail records Batch had only a Grant RFMS: E
in Batch Batch Header and Grant
Batch Trailer with no data Resubmit the batch detail
records. records and with a new batch
number in the Grant Batch
Header and Trailer and a
corrected date.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-12
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
233 Invalid Destination TG number is invalid or Verify that the correct TG E
Mailbox ID not assigned to send Pell number was used by contacting
data from the school. Some TIVWAN.
schools have multiple TG
numbers but only one
number is assigned to send
Pell data. If another
number is used in error, the
batch will be rejected.
234 Institution does Occurs when the school is Contact TIVWAN. E
not have an not set up for Pell with
agreement with TIVWAN.
TIVWAN
235 Blank Output Occurs when there is Warning Message - no action W
Media Type. Set to nothing in Media Type, the necessary.
Media Type that default is same media type
was received. that was received. Must be
E (Electronic) for 2000-
2001.
236 Trailer Message Occurs when the TIVWAN Resubmit the batch with a E
Class does not Transmission Header corrected message class in the
match the Header message class does not TIVWAN Transmission header
match the TIVWAN and trailer and a new batch
Transmission Trailer number in the Grant Batch
message class. Header and Trailer.
237 Trailer Batch Occurs when the TIVWAN Resubmit the batch with a E
Number does not Transmission Header and corrected batch number in the
match the Header TIVWAN Transmission TIVWAN Transmission header
Trailer Batch numbers do and trailer and the Grant Batch
not match. Header and Trailer.
238 Trailer Destination Occurs when the TIVWAN Resubmit the batch with a new E
Mailbox ID does Transmission Header batch number and same mail box
not match the Destination Mailbox ID in the TIVWAN transmission
Header does not match the Header and Trailer after
TIVWAN Transmission Disbursement Start-up date.
Trailer Destination mailbox
ID.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-13
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
239 Institution is not Occurs when the version of RFMS: W
using the latest EDExpress used is not the
release of Warning message- no further
most current version.
EDExpress action is necessary.
*****
EDExpress:
Verify you are using the latest
version of EDExpress by
clicking on Help/About
EDExpress for Windows. If you
are not in the latest version,
complete your installations
following the procedures
outlined in your installation
guide. Subsequent batches
submitted to RFMS should no
longer receive this type of
warning.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-14
Origination
Edit
Code Message What it Means How to Fix It Type
301 Invalid Occurs when the origination RFMS: E
Origination ID ID is incomplete, invalid or Resubmit the record with a
missing. corrected origination ID.
Verify that the Origination ID
includes the SSN, Name Code,
Award Year (2001), Attending
Pell ID and ends with 00.
*****
EDExpress:
Verify the record is created
under the correct Origination
ID. If not, delete record and
recreate using the correct
Reporting/Attended campus ID.
Export new record and transmit
to RFMS.
302 Duplicate Occurs when the origination No action is necessary. E
Origination record is sent to RFMS
more than once with no Note: EDExpress will set
change in the record. rejected duplicates back to an
Receiving this edit means Accepted status when importing
RFMS already has an the acknowledgement file.
accepted record on file; the
duplicate is being rejected.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-15
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
303 Invalid Original Applicant not on Eligible Verify that the SSN and Name E
SSN or Name Applicant file. Occurs when Code are correct; and verify that
Code resulting in the SSN can’t be found on the student is Pell eligible.
RFMS being the applicant file, usually
unable to match codes 311 and 312 are also
Correct the record and resubmit if
with the Applicant reported at the same time. the student is eligible.
record Will also occur if Name
Code is invalid or missing
and SSN is correct and on
applicant file.
304 Attending and Occurs when the Pell RFMS: E
Reporting/Funded reporting campus in the Resubmit the student origination
campus mismatch Grant Batch header record record with the correct Pell
or Origination has no relationship with the reporting campus. ID in the
Identifier Pell ID Attending campus in the Grant Batch Header.
mismatch with student origination record. If
Attending the Pell reporting campus ID *****
Campus Pell ID in the Grant Batch Header is EDExpress:
different than the Pell Verify the record is created
Attending campus ID in the under the correct Origination
student origination ID then ID. If not, delete record and
RFMS checks that there is a recreate using the correct
relationship in the RFMS Reporting/Attended campus ID.
database between the two Export new record and transmit
campuses. If there is not, the to RFMS.
record is rejected.
305 Invalid Award Occurs when RFMS Verify that the student’s EFC, W
Amount / corrects the calculation for COA, Attendance, and the
Correction the origination award School’s Payment Methodology
Applied amount. RFMS calculates and Academic Calendar are
the award amount based on correct and resubmit.
the student’s EFC, COA, If no new origination record is
Attendance, and the submitted, the accepted award
School’s Payment amount will remain the amount
Methodology and Academic that RFMS calculated.
Calendar.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-16
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
306 Invalid Occurs when the estimated Warning Message - correction W
Disbursement disbursement date is out of applied, no action necessary.
Date / Correction range and RFMS corrects
Applied the date.
307 Invalid Enrollment Occurs when the Enrollment Warning Message - correction W
Date / Correction date is out of range or applied, no action necessary.
Applied missing and RFMS corrects
the date to the date the
batch is processed.
308 Invalid low tuition Occurs when a school Warning Message - correction W
& fees code / indicates that they qualify applied, no action necessary.
Correction for low tuition but If the School truly is a low
Applied conflicting information (such Tuition school, the Origination
as EFC and COA record must be resubmitted with
information) indicates they corrected EFC and COA
are not eligible. information.
309 Invalid Occurs when the The Origination record must be W
Verification Code/ Verification Code has been resubmitted with a new
Correction corrected by RFMS. This verification code if RFMS
Applied occurs when a code other corrected the verification code
than A, C, N, R, S, T, or W to W.
has been submitted, or when If the Verification Code was
W was sent and the student corrected to N, no further
was not selected or when N action is necessary.
is sent and the student was
selected. Also occurs when
R is sent with transaction
01.
310 Invalid Occurs when the Warning message - correction W
Incarcerated incarcerated Pell recipient applied, no further action is
Federal Pell code has been corrected necessary.
Recipient code / because something other
Correction than Y, N or blank was
Applied submitted.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-17
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
311 Invalid Occurs when the RFMS: E
Transaction Transaction number and Verify that the transaction
Number EFC do not match, an number, EFC, SSN and Name
incorrect or invalid code are correct and that the
transaction number is student is Pell eligible.
provided or when the SSN Correct and resubmit the
number is not on the origination record.
applicant file. Often sent
with 303 and 312. *****
EDExpress:
Verify the record is created
under the correct Origination ID
using a valid ISIR. If not, delete
record and recreate using the
correct Reporting/Attended
campus ID as well as the correct
transaction number, EFC and
Name ID. Export new record
and transmit to RFMS.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-18
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
312 Invalid Expected Occurs when the EFC does RFMS: E
Family not match the Transaction Verify that the transaction
Contribution number, an incorrect or number, EFC, SSN and Name
invalid EFC is provided, or code are correct and that the
when the SSN is not on the student is Pell eligible.
applicant file. Often sent Correct and resubmit the
with 303 and 311. origination record.
*****
EDExpress:
Verify the record is created
under the correct Origination ID
using a valid ISIR. If not, delete
record and recreate using the
correct Reporting/Attended
campus ID as well as the correct
transaction number, EFC and
Name ID. Export new record
and transmit to RFMS.
313 Invalid Secondary Occurs when something Warning message - correction W
Expected Family other than O, S, or Blank applied, no further action is
Contribution / has been submitted and necessary.
Correction RFMS corrects the record.
Applied

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-19
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
314 Invalid Academic Occurs when the academic Verify that the corrected W
Calendar / calendar is invalid (not 1-6) Academic Calendar is correct.
Correction or missing and RFMS If it is correct, no further action
Applied corrects. is necessary.
If the Academic calendar is
incorrect, resubmit the
origination record with the
correct Academic Calendar and
make sure the Payment
Methodology matches the
Academic Calendar.
315 Invalid Payment Occurs when the Payment Verify that the corrected W
Methodology / Methodology is invalid (not Payment Methodology is
Correction 1-5) or missing and RFMS correct.
Applied corrects. If it is correct, no further action
is necessary. If the Payment
Methodology is incorrect,
resubmit the origination record
with the correct Payment
Methodology.
316 Invalid Number of Occurs when there is an If the corrected number of W
Payment Periods / invalid or missing number of Payment Periods is correct, no
Correction payment periods and RFMS further action is necessary;
Applied corrects. This field is only otherwise, correct the number
required if the school is on of Payment Periods and
cash monitoring or resubmit.
reimbursement.
317 Invalid Cost Of Occurs when there is an Warning message, no further W
Attendance/ invalid or missing Cost of action is necessary unless
Correction Attendance and RFMS corrected COA is too high.
Applied corrects. RFMS will correct If this occurs, resubmit the
to the maximum COA for record with the correct COA.
the award year.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-20
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
318 Invalid Enrollment Occurs when there is invalid Verify that the correct Payment W
Status/ Correction (not 1-5) or missing Methodology and Academic
Applied Enrollment status code and Calendar were used and then
RFMS corrects. RFMS will verify that the corrected
also correct if the Payment enrollment status is correct.
Methodology and Academic If it is correct, no further action
Calendar indicate that the is necessary.
school uses Clock Hour or If it is not correct, correct the
Credit hours without terms Payment Methodology,
and enrollment status was Academic Calendar, and
submitted or if the school is enrollment status and resubmit.
a term based school and no
enrollment status was
submitted.
319 Invalid Weeks of Occurs when invalid or Verify that the Payment W
inst. Time in missing Weeks of Instruction Methodology and Academic
program’s is included and RFMS Calendar are correct and the
definition of corrects. Usually this occurs RFMS correction is correct.
Academic Year / when the Payment
Correction Methodology and Academic If this is correct, no further
Applied Calendar indicate a term action is necessary.
based program and this field If it is not correct, correct the
is only populated by cr/clock Payment Methodology and
hour schools. Academic Calendar and Weeks
of Instructional Time and
resubmit.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-21
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
320 Invalid Weeks of Occurs when invalid or Verify that the Payment W
inst. Time used to missing Weeks of Instruction Methodology and Academic
calculate is included and RFMS Calendar are correct and the
payment / corrects. Usually this occurs RFMS correction is correct.
Correction when the Payment
Applied Methodology and Academic If this is correct, no further
Calendar indicate a term action is necessary.
based program and this field If it is not correct, correct the
is only populated by cr/clock Payment Methodology and
hour schools. Academic Calendar and Weeks
of Instructional Time and
resubmit
321 Invalid Cr/Clock Occurs when Clock hours Verify that the Payment W
hrs in program’s are invalid or missing and Methodology and Academic
definition of RFMS corrects. Usually this Calendar are correct and the
academic year / occurs when the Payment RFMS correction is correct.
Correction Methodology and Academic
Applied Calendar indicate a term If this is correct, no further
based program and this field action is necessary.
is only populated by cr/clock If it is not correct, correct the
hour schools. Payment Methodology and
Academic Calendar and
Cr/Clock Hours and resubmit.
322 Invalid Cr/Clock Occurs when invalid or Verify that the Payment W
hrs in all payment missing Clock hours are Methodology and Academic
periods expected included and RFMS Calendar are correct and the
to complete this corrects. Usually this occurs RFMS correction is correct.
school year/ when the Payment
Correction Methodology and Academic If this is correct, no further
Applied Calendar indicate a term- action is necessary.
based program. Only If it is not correct, correct the
cr/clock hour schools Payment Methodology and
populate this field. Academic Calendar and
Cr/Clock Hours and resubmit.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-22
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
323 Origination is Occurs when a new Send a negative disbursement W
‘Over Paid’ and origination record for a for the overpaid amount.
negative lower award amount is In the future, when the award
disbursement is submitted and the amount amount decreases, adjust the
expected already disbursed to the disbursement record not the
student exceeds the new origination record.
award amount. School must
submit negative
disbursement within 30 days
or RFMS will send a system
generated negative
disbursement.
324 Invalid Secondary Occurs when an invalid code RFMS: E
Expected Family is used, or the code used for Verify that there is a secondary
Contribution the secondary EFC is used EFC for the transaction number
and there is no secondary used on the Origination record.
EFC. If there is not, resubmit the
origination record with a
BLANK space in the
Secondary EFC field and the
Secondary EFC Code.
*****
EDExpress:
Resubmit the origination record
with a BLANK in the
Secondary EFC field and the
Secondary EFC Code.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-23
Disbursement
Edit
Code Message What it Means How to Fix It Type
401 Invalid The origination ID is not RFMS: E
Origination ID formatted correctly or is Correct the Origination ID and
(Not in Valid missing data. resubmit the Disbursement
Format) record.
*****
EDExpress:
Verify the disbursement record
was created using the correct
Origination ID. If not, delete
disbursement record and
recreate using the correct
Origination ID.
402 Origination ID Occurs when the RFMS: E
Does not match disbursement record is Before resubmitting the
on RFMS received before the Disbursement record, verify the
origination is accepted or origination record has been
when there is a accepted.
Reporting/Attending campus
mismatch. Verify before submitting that the
proper Pell ID is in the Grant
Batch Header record.
*****
EDExpress:
Resave the rejected
disbursement record after
receiving the Accepted
Origination acknowledgement
record. This will reset your
disbursement status back to
Ready so the record will export
again.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-24
Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
403 Disbursement Occurs when the Resubmit the Disbursement E
Reference disbursement reference record with a new Disbursement
Number Not Valid number is repeated, no Reference Number.
number is sent, or a number Note: EDExpress will set
not 01-90 is sent. rejected duplicates back to an
Accepted status when importing
the acknowledgement file.
404 Debit/Credit A letter other than P RFMS: E
Indicator Flag (positive) or N (negative) is Resubmit the Disbursement
Not Valid sent. record with a P or N.
*****
EDExpress:
Resave the disbursement record
so the status will reset back to
Ready. If rejects again, contact
CPS Customer Service.
405 Disbursement Disbursement amount is not RFMS: E
Amount Not Valid numeric. Resubmit the Disbursement
record with a numeric amount.
*****
EDExpress:
Resave the disbursement record
so the status will reset back to
Ready. Export and transmit
record again. If rejects again,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-25
Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
406 Disbursement The full amount of the Verify, on the Origination W
Amount Is Not in disbursement is not allowed record, the total award amount.
range because the origination If the amount is incorrect, verify
award amount has been that the Payment Methodology,
reached. The amount of the Academic Calendar, COA, EFC
disbursement may be and Attendance are correct and
corrected to $0.00. correct if necessary.
Submit the corrected
Origination record and then
submit a new disbursement
record with a new disbursement
reference number.
407 Disbursement A non-numeric date is sent. RFMS: E
Date is Not Valid Resubmit the Disbursement
Date Format record with a numeric date.
*****
EDExpress:
Resave the disbursement record
so the status will reset back to
Ready. Export and transmit
record again. If rejects again,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-26
Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
408 Disbursement Institution has sent a date RFMS: E
Date is Not Valid prior to 6/21/00 or a date Resubmit the Disbursement
for Processing over 30 days in advance of record with a corrected
Date or Not in the batch creation date. Disbursement date.
valid Range *****
EDExpress:
Resave the disbursement record
so the status will reset back to
Ready after verifying your
system date is correct. If rejects
again, contact CPS Customer
Service.
409 Institution must The Institution is or was RFMS: E
submit special either on Reimbursement or Resubmit as a Special
disbursement Cash Monitoring during the Disbursement record. If the
award year. school is not on Reimbursement
or Cash Monitoring contact the
Pell Grant Hotline.
*****
EDExpress:

If you are a Reimbursement or

Cash Monitoring school first
verify Pell Institution setup has
a '3' entered for the Institutional
Disbursement Option under the
Reporting Campus Code. Next
update your disbursement
record with the additional Pay
Period specific Special Info
information. Export your
updated data using the Special
Disbursement Export record
type (PGSP). Transmit your
data to RFMS.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-27
Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
410 Potential Multiple Reporting sent Warning Message – review the W
Concurrent separately. A MRR was sent MRR record for details
Enrollment to the school in addition to concerning the other school(s)
this edit code on the involved.
disbursement
acknowledgement record.
411 Potential A MRR was sent to the Warning Message – review the W
Overaward school in addition to this disbursement amount for
Payment – edit code on the changes and the MRR record
Multiple disbursement for details concerning the other
Reporting sent acknowledgement record. school(s) involved.
separately
412 Negative A negative disbursement RFMS: E
disbursement was sent although there is Resubmit the Disbursement
cannot be no accepted positive record with a positive
accepted without disbursement on file. disbursement amount.
a previous
positive *****
disbursement EDExpress:

Delete the negative

disbursement record and
recreate as a positive
disbursement.
413 Insufficient An updated origination was Submit a new negative W
negative sent that reduced the award disbursement in the amount of
disbursement to less than the amount the over payment.
amount. Negative already disbursed and the In the future do not send update
disbursement is negative disbursement origination records with lower
expected for submitted was not enough award amounts, send new
difference to cover the negative negative disbursements to adjust
amount. disbursement. the award paid to the student.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-28
Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
414 Origination is in A school has submitted a RFMS: E
“Over_Paid” disbursement for a record Send a Negative Disbursement
status. Positive that is in Over-Paid status. record for the over paid amount.
disbursement In the future, do not adjust the
cannot be award amount down by
accepted. updating the Origination Award
Amount; instead send a
disbursement record to adjust
the amount paid.
*****
EDExpress:
Either update the positive
disbursement record and make it
a negative and resubmit it or
delete the positive disbursement
record from the disbursement
tab.

415 Institution Status The institution is not Contact Pell Grant Hotline. E
indicates the currently eligible to
institution must participate in Pell.
submit a Special
Disbursement
Record
416 Negative The amount of the negative Warning Message – no further W
disbursement disbursement has been action is necessary.
adjusted to reflect reduced to the lower
accepted previous amount already accepted on
disbursement the disbursement records.
balance

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-29
Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
417 Disbursement Disbursement sent after Contact Pell Grant Hotline E
submitted after award-year deadline is concerning requesting
end of processing rejected. Administrative Relief.
year and
institution has not
been granted
administrative
relief.
418 Origination Disbursement adjusted Update Verification Status code W
indicates downward to 50% of on the Origination record then
Verification Status scheduled award amount, submit a new disbursement
‘W’, disbursement due to Verification W status. record with a new disbursement
adjusted to 50% reference number.
of scheduled
award amount.
419 Origination The first disbursement has Warning message – No action is W
indicates been sent to indicate the necessary.
Verification Status origination record has
‘W’. Verification Status ‘W’.
420 Origination A second disbursement has RFMS: E
indicates been sent on a Verification Update Verification Status code
Verification Status Status ‘W’ record. on the Origination record then
‘W’, only one resubmit the Disbursement
disbursement record.
allowed. *****
EDExpress:
Update the Origination record
and resubmit with a new
verification status other than
‘W’. Then resave the rejected
disbursement record to a Ready
status and re-send to RFMS.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-30
Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
421 Disbursement A disbursement was sent on Update Verification Status code E
generated after a Verification ‘W’ record on the Origination record then
Verification after the deadline for submit a new Disbursement
Deadline Date correcting Verification W record.
has passed.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-31
Special Disbursement
Edit
Code Message What it Means How to Fix It Type
501 Invalid The origination ID is not RFMS: E
Origination ID formatted correctly or is Correct the Origination ID and
(Not in Valid missing data. resubmit the Special
Format) Disbursement record.
*****
EDExpress:
Verify the Special Disbursement
record was created using the
correct Origination ID. If not,
delete the Special Disbursement
record and recreate using the
correct Origination ID.
502 Origination ID Occurs when the Special RFMS: E
Does not match Disbursement record is Resubmit the Disbursement
on RFMS received before the record after the origination
origination or when there is record has been accepted.
a Reporting/Attending
campus mismatch. Verify before submitting that the
proper Pell ID is in the Grant
Batch Header record.
*****
EDExpress:
Verify the Special Disbursement
record was created using the
correct Origination ID. If not,
delete the Special Disbursement
record and recreate using the
correct Origination ID.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-32
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
503 Disbursement When the disbursement RFMS: E
Reference reference number is non- Resubmit the Special
Number Not numeric, no number is sent Disbursement record with a
Valid or a number not 01-90 is corrected Disbursement
sent. Reference Number.
*****
EDExpress:
Verify that the reference number
you have created is between 01
and 90. If it is, resave the
disbursement record to a Ready
status and export again to
RFMS. If you still receive a
rejected record contact CPS
Customer Service.
504 Disbursement Occurs when the Resubmit the Special E
with this Disbursement Reference Disbursement record with a new
reference number Number has already been Disbursement Reference
already exists used. This will cause the Number.
(Duplicate record to reject even if other Note: EDExpress will set
Special information such as the rejected duplicates back to an
Disbursement) amount, date or payment Accepted status when importing
period have been changed. the acknowledgement file.
505 Disbursement Disbursement amount is not RFMS: E
Amount Not numeric. Resubmit the Special
Valid Disbursement record with a
corrected Disbursement
Amount.
*****
EDExpress:
Resave the disbursement record
so the status will reset back to
Ready. If rejects again, contact
CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-33
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
506 Disbursement The amount of the Verify the Origination award W
Amount Is Not in disbursement is not allowed amount is correct and the
range due to the Origination award number of payment periods
amount. Also occurs because reported on the origination
the Origination Award record was correct. If either of
amount must be paid in these fields are incorrect,
equal payments determined correct the origination record
by the number of payment and resubmit. Then, submit a
periods submitted on the new Special Disbursement
origination record. record with a new disbursement
reference number.
507 Debit/Credit A letter other than P or N is RFMS: E
Indicator Flag sent. Resubmit the Special
Not Valid Disbursement record with a P or
N.
*****
EDExpress:
Resave the Special
Disbursement record so the
status will reset back to Ready.
Export and transmit record
again. If rejects again, contact
CPS Customer Service.
508 Disbursement A non-numeric date was RFMS: E
Date is Not Valid sent. Resubmit the Special
Date Format Disbursement record with a
numeric date.
*****
EDExpress:
Resave the Special
Disbursement record so the
status will reset back to Ready.
Export and transmit record
again. If rejects again, contact
CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-34
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
509 Disbursement Institution has sent a date RFMS: E
Date is Not Valid prior to 6/21/00 or a future Resubmit the Special
for Processing date. Schools under Cash Disbursement record with a
Date or Not in Monitoring or valid date.
valid Range Reimbursement must submit *****
their Special Disbursement
records indicating the date EDExpress:
they paid the disbursement. Verify your system date is the
No future dates are valid. current date. Resave record so
status goes back to Ready and
resubmit Special Disbursement
record.
510 Invalid Payment An invalid date was sent. RFMS: E
Period Start Date Resubmit the Special
or not within Disbursement record with a date
valid range between 20000101 and
20011231.
*****
EDExpress:
Verify your system date is the
current date and the date you
have entered is correct. Resave
record so status goes back to
Ready and resubmit Special
Disbursement record. If rejects
still occur contact CPS
Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-35
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
511 Invalid Payment An invalid end date was RFMS: E
Period End Date sent. Resubmit the Special
or not within Disbursement record with a date
valid range between 20000101 and
20011231.
*****
EDExpress:
Verify your system date is the
current date and the date you
have entered is correct. Resave
record so status goes back to
Ready and resubmit Special
Disbursement record. If rejects
still occur contact CPS
Customer Service.
512 Payment Period The Payment Period end Resubmit the Special W
End Date is prior date sent is prior to the Disbursement record with a date
to Payment Payment Period start date. between 20000101 and
Period start Date 2001123.
513 Invalid Total An invalid or non-numeric Warning message – correction W
Payment for amount was sent, or the was applied. The payment was
Payment Period Payment exceeded the adjusted to the allowable
amount allowed for the amount.
payment period.
514 Invalid Academic An Academic Calendar was Warning message - Correction W
Calendar sent that was not 1-6. was applied. The Academic
Calendar was set to the
Academic Calendar submitted
on the Origination record. If this
is incorrect, correct the
Origination record and resubmit
it and resubmit the
Disbursement record with a new
Disbursement reference number.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-36
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
515 Invalid Payment An invalid Payment Warning message - Correction W
Methodology Methodology was sent that was applied.
was not 1-5, or the Payment
Methodology was
inconsistent with the
Academic Calendar
submitted.
516 Invalid An invalid Enrollment Status Warning message – correction W
Enrollment Status was sent that was not 1-5. was applied. If the correction is
incorrect, resubmit the Special
Disbursement record with the
correct enrollment status.
517 Number of The Number of Payment Warning message – correction W
Payment Periods Periods was missing or was applied. If the correction is
is less than the invalid (not 1-9) or was less incorrect, resubmit the Special
Payment Period then on the last accepted Disbursement record with the
Number on the Special Disbursement record correct number of Payment
last accepted for this student. Periods.
disbursement
518 Invalid Payment Not in valid format or blank. RFMS: E
Period Number The Payment Period Resubmit the Special
Number was not 1-9 or was Disbursement record with the
missing or non-numeric. correct Payment Period
Number.
*****
EDExpress:
Resave the Special
Disbursement record after
updating the pay period number
in the Pay Period Info Special
Info grid so the status will reset
back to Ready. Export and
transmit record again. If rejects
again, contact CPS Customer
Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-37
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
519 Invalid Cost Of Not in valid format or blank, Warning Message – no further W
Attendance not in valid range. COA action is necessary.
corrected to amount on
Origination Record.
520 Invalid If the payment methodology Warning message – correction W
Enrollment Status and academic calendar was applied. If the correction is
indicate a clock hour school incorrect, verify the payment
and the enrollment status methodology, academic
indicates a calendar, and enrollment status
semester/trimester/quarter are correct and resubmit the
school, this is invalid. Special Disbursement record
with the correction(s).
521 Invalid Weeks of Occurs when data is Warning message – correction W
Inst. Time in provided in this field and the was applied. If the correction is
Program’s payment methodology and incorrect, verify and correct the
definition of academic calendar indicate a payment methodology,
academic year program other than clock academic calendar and Weeks of
hour. Instr Time and resubmit the
Special Disbursement record.
522 Invalid Weeks of When data is provided in Warning message – correction W
instructional time this field and the payment was applied. If the correction is
used to calculate methodology and academic incorrect, verify and correct the
payment calendar indicate a program payment methodology,
other than clock hour. academic calendar and Weeks of
Instr Time and resubmit the
Special Disbursement record.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-38
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
523 Invalid Cr/Clock When data is provided in Warning message – correction W
hrs in program’s this field and the payment was applied. If the correction is
definition of methodology and academic incorrect, verify and correct the
academic year calendar indicate a program payment methodology,
other than clock hour. academic calendar and Clock
Hrs and resubmit the Special
Disbursement record.
524 Invalid Cr/Clock When data is provided in Warning message - correction W
hrs expected to this field and the payment was applied. If the correction is
complete in this methodology and academic incorrect, verify and correct the
Payment Period calendar indicate a program payment methodology,
other than clock hour. academic calendar and Clock
Hours and resubmit the Special
Disbursement record.
525 Origination is in An updated origination RFMS: E
“Over Paid” record has placed the record Submit a negative Special
status. Positive in an Over Paid status and Disbursement record for the
disbursement new positive disbursements amount overpaid.
cannot be can not be accepted.
accepted In the future, do not adjust the
award amount downward by
updating the origination award
amount. Adjust the
Disbursement record instead.
*****
EDExpress:

Verify that you have exported

any negative disbursements
created for this record and they
have been acknowledged by
RFMS. If you have created a
negative special disbursement
but have not exported it,
transmit this data to RFMS
before reducing your origination
award amount.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-39
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
526 Potential Two disbursements were Warning Message – review the W
Concurrent received for the same MRR record for details
Enrollment - student in 30 days from 2 or concerning the other school(s)
Multiple more schools, a MRR is also involved.
Reporting sent being sent to each involved
separately school.
527 Potential The amount of disbursement Warning Message - review the W
Overaward created a POP record, a MRR record for changes to the
Payment - MRR is also being sent to award amount and details
Multiple each involved school. concerning the other school(s)
Reporting sent involved.
separately
528 Negative A negative disbursement was RFMS: E
disbursement sent when there has been no Correct the special disbursement
cannot be positive disbursement. to a positive amount and
accepted without resubmit.
a previous
positive *****
disbursement EDExpress:
Delete the negative Special
Disbursement record and
recreate as a positive special
disbursement.
529 Insufficient An updated disbursement Submit an additional negative W
negative was sent in that indicated the Special Disbursement record for
disbursement disbursement paid to date the amount overpaid.
amount over paid the student and the In the future, do not adjust the
negative disbursement sent
Negative award amount downward by
to correct the problem was
disbursement is updating the origination award
not enough. An additional
expected for amount.
negative disbursement is
difference amount
necessary. Adjust the Disbursement record
instead.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-40
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
530 Institution is The institution’s eligibility is Contact the Pell Grant Hotline. E
ineligible to expired.
submit a positive
disbursement for
this Payment
Period
531 Disbursement Disbursement sent after Contact the Pell Grant Hotline E
Sent after end of award-year deadline is about Administrative Relief.
processing year rejected.
532 Origination Disbursement adjusted down Update Verification Status code W
indicates to 50% of the scheduled on the Origination record then
Verification award amount, due to submit a new Special
Status ‘W’ Verification W status. Disbursement record with a new
disbursement disbursement reference number.
adjusted to 50%
of the scheduled
award amount
533 Origination Origination record has Update Verification Status code W
indicates Verification W status, the on the Origination record then
Verification allowable disbursement is 50 submit a new Special
Status ‘W’ % of the scheduled Pell Disbursement record with a new
maximum Award. disbursement reference number.
allowable
disbursement for
this student is
50% of award

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-41
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
534 Origination Origination record has RFMS: E
indicates Verification Status W, only Update Verification Status code
Verification one disbursement is allowed on the Origination record then
Status ‘W’ only on records with Verification submit a new Special
one disbursement W status. Disbursement record with a new
allowed disbursement reference number.
*****
EDExpress:
Update the verification status on
the origination record and
resubmit it to RFMS. Once
accepted, resubmit the rejected
disbursement record by re-
saving it on the disbursement
tab. This will reset the status
back to Ready so you can
export the record again.
535 Student is not Occurs when the student has RFMS: E
eligible to receive regular disbursements Submit a new Special
additional credited to the payment Disbursement record for a
disbursement due period which exceed the different payment period with a
to regular allowable amount for the new Disbursement reference
disbursements payment period. Number.
that have been
credited to the *****
payment period EDExpress:
Enter a different pay period
number under the Pay Period
Info Special Info grid. Resave
the data and set the status back
to Ready. Export and transmit
the updated data to RFMS.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-42
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
536 Special Occurs when the student has Warning message – correction W
Disbursement regular disbursements applied.
amount adjusted credited to the payment Verify the Special Disbursement
due to prior period which when added to record was submitted for the
disbursement the disbursement amount on correct Payment Period.
balance the Special Disbursement
exceed the allowable amount If it was not, submit a negative
for the payment period. The disbursement for the amount of
amount on the Special the incorrect Special
Disbursement is corrected to Disbursement record and submit
the remaining amount new Special Disbursement
allowed for the payment record for the correct payment
period. period and the correct
disbursement amount.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-43
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
537 Payment Period Invalid payment period RFMS: E
Number is greater number submitted. The Verify the correct number of
than the number number submitted is greater payment periods for the student.
of Payment than the total number of Submit a new origination
Periods in the Payment Periods reported record, if necessary, to correct
Student’s School for the student. the number of Payment Periods
Year on the Origination Record.
If the Origination record is
correct, send a corrected
Special Disbursement record
with the corrected Payment
Period Number.
*****
EDExpress:
If the number of payment
periods is incorrect, update this
on the Origination record and
resubmit the data to RFMS.
Then, resave the disbursement
record to a Ready status and re-
send. If the origination record is
correct, then update the Special
Disbursement record to the
correct pay period number and
resave and export the data
again.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-44
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
538 Disbursement Occurs when a disbursement RFMS: E
generated is received for a student with Send a new Origination record
received after Verification W status after with an updated Verification
verification the deadline to correct the Status. Then send a new Special
deadline date Verification Status. Disbursement record.
*****
EDExpress
Update the Origination record
to a verification status other
than ‘W’. Resubmit to RFMS.
Then resave the rejected Special
Disbursement record to a Ready
status and re-send.
539 Negative Occurs when a negative Warning message – correction W
disbursement disbursement for more than was applied and no further
adjusted to reflect the amount disbursed for the action is necessary.
accepted previous student for the YTD and the
disbursement amount is corrected.
balance
540 CMO rejected Contact the CMO for Contact the CMO for additional E
this student for additional information about information about correcting
inadequate/ correcting this record. this record.
missing eligibility
documentation/inf
ormation
541 CMO rejected Contact the CMO for Contact the CMO for additional E
this student for additional information about information about correcting
inadequate/missin correcting this record. this record.
g fiscal
documentation/inf
ormation

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-45
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
542 CMO rejected Contact the CMO for Contact the CMO for additional E
this student for additional information about information about correcting
inadequate/missin correcting this record. this record.
g award or
disbursing
documentation/
information
543 CMO rejected Contact the CMO for Contact the CMO for additional E
this student for additional information about information about correcting
not meeting correcting this record. this record.
reporting
requirements
544 CMO rejected Contact the CMO for Contact the CMO for additional E
this student for additional information about information about correcting
failure to comply correcting this record. this record.
with requirements
545 CMO rejected Contact the CMO for Contact the CMO for additional E
this student for additional information about information about correcting
inadequate or correcting this record. this record.
missing
documentation
550 Total funds Occurs when the field “Total RFMS: E
disbursed for this Funds disbursed for this Resubmit the Special
payment period payment period previously Disbursement record with a
previously using a regular disbursement numeric amount in the “Total
reported using a record” is populated with a Funds disbursed for this
regular non-numeric character. payment period previously using
disbursement a regular disbursement record”
record not field.
numeric. *****
EDExpress:
Resave the rejected Special
Disbursement record and export
again. If reject occurs again,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-46
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
552 Total funds Occurs when “Total Funds Warning message - Correction W
disbursed for this disbursed for this payment was applied and no further
payment period period previously using a action is necessary.
previously regular disbursement
reported using a record” field has an amount
regular that is greater than the
disbursement amount of accepted regular
record exceeds disbursements.
amount of
accepted regular
disbursements.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-47
Data Request Edits
Edit
Code Message What it Means How to Fix It Type
601 Invalid Attending Attending Pell ID is either RFMS: E
Pell ID missing or invalid. Resubmit data request with
valid attending campus Pell ID.
*****
EDExpress:
Verify your Reporting/Attended
Campus codes are defined
correctly in setup. If not, correct
and export Data Request
Record again.
602 Invalid Data Invalid or missing Data RFMS: E
Request Type Request Type: M (Multiple Resubmit data request with
Reporting Record), S valid Date Request type.
(Statement of Account), or *****
Y (Year to Date).
EDExpress:
Contact CPS Customer Service.
603 Invalid Requested Invalid output media type or RFMS:
Output Media type Output media type Resubmit data request with E
Type requested that the school is BLANK or E.
not certified for. Must *****
submit BLANK or E.
EDExpress:
Contact CPS Customer Service.
604 Invalid Pell Batch Invalid Pell Batch Number RFMS: E
Number requested for reprint. Not valid for 2000-2001.
*****
EDExpress:
Verify you are requesting a
batch that has been processed
by RFMS. If it is a batch that
you have batched but not
transmitted then RFMS will not
have on file to re-send.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-48
Data Request Edits (Continued)
Edit
Code Message What it Means How to Fix It Type
605 Invalid Multiple Invalid MRR code entered RFMS: E
Reporting on Data request. Must Resubmit data request with O or
Request Code 1 submit O (Origination) or D D.
(Disbursement). *****
EDExpress:
Contact CPS Customer Service.
606 Invalid Multiple Invalid MRR code entered RFMS: E
Reporting on Data request. Must Resubmit data request with A,
Request Code 2 submit A (All), S (Single), or S, or I.
I (Institution). *****
EDExpress:
Contact CPS Customer Service.
607 Invalid MR Invalid or incomplete RFMS: E
Student ID Student ID entered on Data Resubmit data request with
request for a specific corrected Student ID.
student. *****
EDExpress:
Verify first that this is a record
that has been processed by
RFMS. If it has, contact CPS
Customer Service.
608 Invalid MR Invalid Institution Pell ID RFMS: E
Institution ID entered on Data request that Resubmit data request with the
is requesting MRR records corrected institution Pell ID.
for a specific institution. *****
EDExpress:
Verify your Reporting/Attended
Campus codes are defined
correctly in setup. If not, correct
and export Data Request
Record again.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-49
Data Request Edits (Continued)
Edit
Code Message What it Means How to Fix It Type
609 Requested/ No data found for Data No further action is necessary. E
Request.
Matching Data
Not Found
610 Student Not Student ID requested on RFMS: E
Originated at MRR but not originated at Verify the correct student ID
Requesting requesting institution. was entered, if correct, then
Institution school must submit origination
for student prior to requesting
MRR information.
*****
EDExpress:
Verify you have an
acknowledged Origination
record on file before submitting
this type of data request.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-50
Institutional Data Record Edit Codes
Edit
Code Message What it Means How to Fix It Type
701 Invalid Attending An invalid Pell ID number RFMS: E
Pell ID was submitted. Resubmit the Institutional Data
Record with the correct
attending campus Pell ID.
*****
EDExpress:
Verify the Reporting Campus
Code selected on the export
dialog has the correct Attended
Campus Pell ID defined in setup
and export Institution Data
record again.
702 Invalid State In A missing or invalid State RFMS: E
Mailing Address was submitted in the mailing Resubmit the Institutional Data
address. Record with the corrected State
in the mailing address.
*****
EDExpress:
Verify the State code in setup is
correct for the Reporting
Institution and export Institution
Data record again.
703 FAA Telephone The telephone number RFMS: E
Number Not contained blanks or non- Resubmit the Institutional Data
Numeric numeric characters (such as Record with a corrected
a dash). telephone number.
*****
EDExpress:
Verify the telephone number is
completed in setup and export
Institution Data record again.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-51
Institutional Date Record Edit Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
704 FAA Fax Number The fax number contained RFMS: E
Not Numeric blanks or non-numeric Resubmit the Institutional Data
characters (such as a dash). Record with a corrected Fax
number.
*****
EDExpress:
Verify the fax number is
completed in setup and export
Institution Data record again.
705 Invalid Institution Institution type was not 1-6. RFMS: E
Type Resubmit the Institutional Data
Record with a corrected
institution type.
*****
EDExpress:
Verify the Institution Type is
completed in setup and export
Institution Data record again.
706 Invalid Financial Financial control code is RFMS: E
Control Code invalid. Resubmit the Institutional Data
Record with a corrected
Financial Control Code.
*****
EDExpress:
Verify the Financial Control
number is either 1, 2 or 3 in
setup and export Institution
Data record again.
707 Invalid Academic Academic year code is Resubmit the Institutional Data E
Year Code invalid. Record with award year 2001.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-52
Institutional Data Record Edit Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
708 Invalid Weeks In The number of weeks in the RFMS: E
Institution Academic year is invalid Resubmit the Institutional Data
Academic Year (payment Methodology and Record with this field blank.
academic calendar indicate a *****
term based school, not a
clock hour school). EDExpress:
Verify the information in setup is
correct and export Institution
Data record again.
709 Invalid The number of clock hours RFMS: E
Credit/Clock in the Academic year is Resubmit the Institutional Data
Hours In invalid (payment Record with this field blank.
Institution Methodology and academic *****
Academic Year calendar indicate a term
based school, not a clock EDExpress:
hour school). Verify the information in setup is
correct and export Institution
Data record again.
710 No Input Data Or No data sent or data had no Warning message - no further W
Data Matched changes with data on file. action necessary.
Current Data

Types:

• W= Warning
• E= Rejected

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-53
Electronic Statement of Account (ESOA) Record -
Summary

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
92 102 Previous Payment Will always be blank for institutions on Advance Funding for
Amount the entire award year.
103 113 Total Payment Will always be blank for institutions on Advance Funding for
Adjustment Amount the entire award year.
114 124 Current Payment Will always be blank for institutions on Advance Funding for
Amount the entire award year.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-54
Grant Batch Header Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 10 Header Identifier Missing Batch Header – Reject Batch.
11 14 Data Record Length If not equal to length for Message Class, then Reject Batch.
15 40 Batch Number Valid Batch Type codes:

#A - Statement of Account
#D – Disbursements
#E – Batch Errors
#G – System Generated
#I – Institution Data
#M – Multiple Reporting
#O – Originations
#P – ED PDF Letters
#R – Data Request
#S – Special Disbursements
#T – ASCII Text
#Y – Year-to-Date

If duplicate Batch No., then Reject Batch.

If batch type does not agree with Message Class type, then
reject batch.
If #O, #R, or #I batch and received before system startup, then
reject batch.
If #D or #S and received more than N days prior to Award Year
Start, then reject batch.
If #D and required to send SP Disb., then reject batch.
If Batch Award Year does not agree with Message Class award
year, then reject.
If Reporting Pell ID is ineligible, then send warning message.
If Reporting Pell ID is a branch campus or has Central Funding,
then reject batch.
If date batch created is > system date, then reject batch.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-55
Grant Batch Header Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
41 51 Grantee DUNS If not blank and not equal to DUNS associated with Pell ID,
Number then reject batch.
52 62 Financial Aid Servicer Need decision of DUNS or Pell Grant Program assigned.
DUNS or Pell
Assigned Number
63 63 Output Media Type EDExpress ignores.
64 68 ED Use EDExpress PC software version number.
69 76 RFMS Process Date Completed by RFMS as a result of processing the batch.
77 100 Batch Reject Reasons Completed by RFMS as a result of Batch editing.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-56
Origination Record Description

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 23 Origination ID Identifier:
If Origination ID matches on RFMS Database, then Compare
all fields.
If all fields match, then the record return as a duplicate,
otherwise, it is a change.
If the Origination ID does not match, then the Origination is
new.
24 32 Original SSN Identifier
33 34 Original Name Code Identifier
If SSN & Name Code do not match value in Origination ID,
then reject the record.
35 40 Attending Campus Identifier
PELL-ID Change creates new origination record.
If Attending Pell ID does not match value in Origination ID,
then reject the record.
If Attending Campus is not equal to Reporting Campus, then
reject.
If Attending Pell ID is not a branch of the Reporting Pell ID or
Central Funded, then reject.
41 45 ED Use
46 58 Institution Cross- Data for this field will not be included in the record from
Reference EDExpress.
59 59 Action Code No Editing.
60 60 No. of Payment If not in range:
Periods in Student’s If Academic Calendar = 2, then set to 3, if PM = 1 or 2
school year Otherwise set to 2.
If Academic Calendar does not equal 2, then set to 2.
For schools required to submit Special Disbursements,
reporting must have a valid value.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-57
Origination Record Description (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
61 67 Award Amount for Cannot exceed Total Payment Ceiling – award validation
entire school year performed. Any change to origination data requires the Award
Amount to be validated.
68 75 Estimated If Date not within range, then set approved value to system
Disbursement Date date.
#1
76 83 Estimated If Date not within range, then set approved value to spaces.
Disbursement Date
#2
84 91 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#3
92 99 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#4
100 107 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#5
108 115 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#6
116 123 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#7
124 131 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#8
132 139 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#9
140 147 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#10

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-58
Origination Record Description (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
148 155 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#11
156 163 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#12
164 171 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#13
172 179 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#14
180 187 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#15
188 195 Enrollment Date If blank or invalid, then set approved value to previous value or
date reported Batch Number in Grant Header record.
196 196 Low Tuition and Fees If invalid, then set approved value to previous value or
Code BLANK.
197 197 Verification Status Only one disbursement for an amount less than or equal to ½ of
Code the Origination Award amount can be accepted while status =
W.
These disbursements will be reversed in the second August of
the Award Cycle if the status remains W.
If blank or invalid, then if selected by CPS, then set approved
value to previous value or “W”.
ELSE, set approved value to “N”.
198 198 Incarcerated Federal If invalid, then set approved value to previous value or
Pell Recipient Code BLANK.
199 200 Transaction Number If BLANK or NO Match with eligible app. data, then reject
record.
Return last value reported on acknowledgement.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-59
Origination Record Description (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
201 205 Expected Family If BLANK or NO Match with eligible app data, then reject
Contribution (EFC) record.
Return last value reported on acknowledgement.
206 206 Secondary Expected If invalid, then set approved value to previous value or
Family Contribution BLANK.
If NO Match with eligible app data, then reject record. Return
last value reported on acknowledgement.
207 207 Academic Calendar The academic calendar dictates which Payment Methodology
can be accepted. Used in award amount validation.
The following changes in Academic Calendar indicate need to
change Payment Methodology:

From 1 to 2, 3, 4, or 5
From 2, 3, or 4 to 1 or 5
From 5 to 2, 3, 4, or 6
From 6 to 1 or 5

If AC invalid or BLANK, then set accepted value to previous

value or
If Attending Pell ID default AC populated, then set accepted
value to default.
ELSE, If Reporting Pell ID default AC populated, then set
accepted value to default.
ELSE, If Payment Methodology = 4, then set accepted value to
“5”.
ELSE, set accepted value to “3”.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-60
Origination Record Description (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
208 208 Payment The Payment Methodology dictates the data required for
Methodology Enrollment status, Weeks of instructional time, Weeks of
instructional time in academic year, Credit/Clock Hours
expected to complete, Credit/Clock Hours in academic year.
Used in award amount validation. Academic Calendar and
Payment Methodology must be logically consistent.

PM AC
1 2, 3, or 4
2 2, 3, or 4
3 1, 2, 3, or 4
4 5 or 6
5 1, 2, 3, 4, 5 or 6

If invalid or BLANK, then set accepted value to previous value

or “3”.
209 215 Cost of Attendance Used in award amount validation.
If invalid or BLANK, then set accepted value to previous value
or “9999999”.
216 216 Enrollment Status Used in award amount validation. BLANK only if Payment
Methodology is either Formula 4 or Formula 5 and Academic
Calendar is 6.
If PM does not equal 4: or if PM does not equal 5 and AC
equals 6 and invalid or BLANK, then set accepted value to
previous value or “1”.
ELSE if invalid, set accepted value to BLANK.
If AC: 1, 2, 3, or 4 and Payment Methodology is 5 and
Enrollment Status is reported as either Blank or a value other
than 3 or 4, we must set the value equal to 3 and we must have
a warning comment (W) go to the institution that says:
Enrollment Status may never exceed half time when using
Payment Methodology 5.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-61
Origination Record Description (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
217 218 Weeks of Must be BLANK when using Payment Methodology 1.
Instructional Time If invalid or out of range, then accepted value equal to previous
Used to Calculate value or equal to Weeks for Academic Year.
Payment If supplied and not needed for payment methodology, ignore.
Used in award amount validation.
See Payment Methodology for AC information that determines
if the PM is 5B or 5A.
219 220 Weeks of Inst. Time Can be blank when using Payment Methodology 1. Can never
in Program’s be less than a previous field.
Definition of If invalid or BLANK, then set accepted value to previous value
Academic Year or
If Attending Pell ID default Weeks populated, then set accepted
value to default.
ELSE If Reporting Pell ID default Weeks populated, then set
accepted value to default.
If supplied and not needed for payment methodology, ignore.
Used in award amount validation.
221 224 Cr/Clock Hours in all Can be BLANK when using Payment Methodologies 1, 2, 3, &
Pay Periods expected 5.
to Comp. this school If invalid or out of range, then accepted value equal to previous
year value or equal to Cr/Clock Hrs for Academic Year.
If supplied and not needed for payment methodology, ignore.
Used in award amount validation.
Can never be blank if PM = 5 and AC = 6.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-62
Origination Record Description (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
225 228 Cr/Clock hrs in Can be BLANK when using Payment Methodologies 1, 2, 3,
program’s definition and 5.
of academic year If invalid or BLANK, then set accepted value to previous value
or
If Attending Pell ID default Hours populated, then set accepted
value to default.
ELSE, if Reporting Pell ID default hours populated, then set
accepted value to default.
ELSE, set accepted value to 900 if Academic Calendar =5 or
set accepted value to 24 if Academic Calendar =6.
If supplied and not needed for payment methodology, ignore.
Used in award amount validation.
Can never be less than previous field.
229 250 Reserved for
expansion

Note: A change to an Origination Record is supplied in this same format. Changes apply to the entire
award period.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-63
Grant Batch Trailer Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 10 Trailer Identifier Missing Batch Trailer – Reject Batch.
No Detail Records – Reject Batch.
11 14 Data Record Length If not equal to Data Record Length on Header, then reject
Batch.
15 40 Batch Number If not equal to Batch Number on Header, then reject Batch.
41 46 Reported Number of If not equal to count of detail records in batch, then return
Records warning message.
47 57 Reported Total of If not equal to total of detail records in batch, then return
Batch warning message.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-64
Origination Acknowledgement Record
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 23 Origination ID Identifier
24 32 Original SSN Identifier
33 34 Original Name Code Identifier
35 40 Attending Campus Identifier
PELL-ID
60 60 Accepted No. of For schools required to submit special disbursements, must
Payment Periods in have a valid value.
Student’s school year
197 197 Accepted Verification Only one disbursement for an amount less than or equal to ½ of
status flag the Origination Award amount can be accepted while status =
W.
These disbursements will be reversed in the second August of
the Award Cycle if the status remains W.
If blank or invalid, then If selected by CPS, then set approved
value to previous value or “W”.
ELSE, set approved value to “N”.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-65
Institution Data Acknowledgement Record
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 6 Pell-ID Change applies to all records with the same Pell-ID, unless
further identification (DUNS #) is provided to change only a
particular institution.
7 7 Action Status Completed by RFMS as a result of Batch editing.
8 31 Batch Reject Reasons Completed by RFMS as a result of Batch editing.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-66
Data Requests: Multiple Reporting, Statement of Account,
YTD
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 6 Requesting Attending Attended Campus ID. Will be populated for MRR and YTD
Campus Pell-ID requests.
Reporting Campus ID will be populated for SOA requests.
7 7 Request type Request type.
8 8 Requested Output Cannot be blank for requests from the WEB.
Media Type
9 34 Reserved for Future Reserved for future use.
Use
35 35 Multiple Reporting Multiple Reporting Request code 1.
Request Code 1
36 36 Multiple Reporting There may be multiple detail records to accommodate the
Request Code 2 number of Student IDs or institution numbers listed for the
attending campus institution.
37 47 MR Student ID Must be non-blank, MRR Code 2 equals S.
48 53 MR Institution Pell- Must be non-blank if MRR Code 2 equals I.
ID
54 76 Origination ID If Request Type is Y and the Origination ID is non-blank then
the YTD will be generated for that Origination ID.
If the Origination ID is not found or invalid, the request will be
rejected.
77 100 Reserved for future Reserved for future use.
use

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-67
Data Request Acknowledgements: Multiple Reporting,
Statement of Account, YTD
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
54 76 Origination ID If Request Type is Y and the Origination ID is not blank and the
User requested this field on their request.
If the Origination ID is not found or invalid, the request will be
rejected.
77 77 Action Code For RFMS use only.
78 98 Edit/Comment Codes List of up to seven, three-digit comment codes which occurred
during processing of the data request.
99 100 Reserved for Future Reserved for future use.
Use

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-68
Multiple Reporting Record
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 2 Record Type (Shared SAR ID cannot be checked by RFMS.)

381 385 ED Use Flags (1st digit, Shared SAR ID cannot be checked by RFMS.)

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-69
Year-to-Date Record (Origination)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
2 24 Origination ID Identifier.
25 33 Original SSN Identifier.
34 35 Original Name Code Identifier.
36 41 Attending Campus Identifier.
Pell-ID
Change creates new origination record. Institution must change
payment amounts for student at original attending campus as
necessary.
47 59 Institution cross- No editing.
reference
60 60 Action Code Rejected YTD records shall contain Requested Original SSN,
Original Name Code, Attending Campus, and “R” for Action
Code.
All other fields shall be blank and no other records for the
student will be enclosed in batch.
62 68 Accepted Award Cannot exceed Total Payment Ceiling for student award
amount for entire validation performed.
school year
117 124 Accepted Estimated
Disbursement Date
#7
198 198 Accepted Verification Only one disbursement can be accepted while status = W.
status flag These disbursements will be reversed in the second August of
the Award Cycle if status remains W.
Once a student is selected, he/she is always selected.
200 201 Accepted Transaction Changes to this field, after associated disbursements are made,
Number create a new active origination record. Disbursements for the
previous origination will be set to zero.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-70
Year-to-Date Record (Origination) (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
202 206 Accepted Expected Changes to this field, after associated disbursements are made,
Family Contribution create a new active origination record.
(EFC) Disbursements for the previous origination will be set to zero.
208 208 Accepted Academic The academic calendar dictates which Payment Methodology
calendar can be accepted. Used in award amount validation.
The following changes in Academic Calendar indicate need to
change Payment Methodology:
From 1 to 2, 3, 4, or 5
From 2, 3, or 4 to 1 or 5
From 5 to 2, 3, 4 or 6
From 6 to 1 or 5
209 209 Accepted Payment The Payment Methodology dictates the data required for
Methodology Enrollment status, Weeks of instructional time, Weeks of
instructional time in academic year, Credit/Clock Hours
expected to complete, Credit/Clock Hours in academic year.
Used in award amount validation.
210 216 Accepted Cost of Used in award amount validation.
Attendance
218 219 Accepted Weeks of Must be blank when using Payment Methodology 1.
instructional time If incorrect, change to standard value.
used to calculate
payment If supplied and not needed for payment methodology, ignore.
Use in award amount validation.
220 221 Accepted Weeks of Can be blank when using Payment Methodology 1.
inst. time in If incorrect, change to standard value.
program’s definition
of academic year If supplied and not needed for payment methodology, ignore.
Used in award amount validation.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-71
Year-to-Date Record (Origination) (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
222 225 Accepted Cr/clock Can be blank when using Payment Methodologies 1, 2, 3, & 5.
hrs in all pay periods If incorrect, change to standard value.
expected to comp.
this school year If supplied and not needed for payment methodology, ignore.
Used in award amount validation.
226 229 Accepted Cr/clock Can be blank when using Payment Methodologies 1, 2, 3, & 5.
hrs in program’s If incorrect, change to standard value.
definition of academic
year If supplied and not needed for payment methodology, ignore.
Used in award amount validation.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-72
Year-to-Date Record (Disbursement)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
2 24 Origination ID Identifier
25 37 Institution cross- No editing
reference
39 40 Disbursement Identifier:
Reference Number 91-99 are Reserved for RFMS system generated disbursements.
49 56 Disbursement Date Process Date must be within N days prior to disbursement date.
58 65 Payment Period Start Field is populated when a Special Disbursement record is
Date processed by RFMS.
66 73 Payment Period End Field is populated when a Special Disbursement record is
Date processed by RFMS.
74 74 Accepted No. of Field is populated when a Special Disbursement record is
Payment Periods in processed by RFMS.
Student’s school year
75 81 Accepted Total Field is populated when a Special Disbursement record is
Payment for this processed by RFMS.
Payment Period
82 82 Accepted Academic Field is populated when a Special Disbursement record is
calendar for this processed by RFMS.
payment period
83 83 Accepted Payment Field is populated when a Special Disbursement record is
Methodology for this processed by RFMS.
payment period
84 90 Accepted Cost of Field is populated when a Special Disbursement record is
Attendance for this processed by RFMS.
payment period

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-73
Year-to-Date Record (Disbursement) (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
91 91 Accepted Enrollment Field is populated when a Special Disbursement record is
status for this processed by RFMS.
payment period
92 93 Accepted weeks of Field is populated when a Special Disbursement record is
instructional time processed by RFMS.
used to calculate
payment for this
payment period.
Accepted weeks of
instructional time
used to calculate
payment for this
payment period
94 95 Accepted Weeks of Field is populated when a Special Disbursement record is
instructional time in processed by RFMS.
program’s definition
of academic year
96 99 Accepted Cr/clock Field is populated when a Special Disbursement record is
hours expected to processed by RFMS.
complete in this
Payment period
100 103 Accepted Cr/clock Field is populated when a Special Disbursement record is
hrs in program’s processed by RFMS.
definition of academic
year

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-74
Institution Data Record
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 6 Pell –ID Change applies to all records with the same Pell-ID, unless
further identification (DUNS #) is provided to change only a
particular institution.
7 17 DUNS Number Used to identify an institution that may be referenced by more
than one Pell-ID.
18 52 Institution street BLANK if unchanged.
mailing address – May edit to determine change of ownership.
Line 1
53 87 Institution street BLANK if unchanged.
mailing address –
Line 2
88 112 Institution mailing BLANK if unchanged.
city
113 114 Institution mailing BLANK if unchanged.
state
115 123 Mailing Zip code. BLANK if unchanged.
124 173 FAA Email Address BLANK if unchanged.
174 203 Financial Aid BLANK if unchanged.
Administrator (FAA) Will Updating Be Allowed?
name
204 217 FAA telephone BLANK if unchanged.
number
218 231 FAA fax number BLANK if unchanged.
(Optional)
232 232 Institution type BLANK if unchanged.
233 233 Financial control BLANK if unchanged.
234 234 Academic Calendar BLANK if unchanged.

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(191 H) D-75
Institution Data Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
235 236 Weeks of inst. Time in
program’s definition
of academic year
237 240 Cr/Clock hrs in BLANK if unchanged.
program’s definition
of academic year

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(191 H) D-76
External Origination Add Record
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
24 32 Original SSN Identifier
33 34 Original Name Code Identifier
35 40 Attending Campus Identifier
Pell-ID Change creates new origination record.
46 58 Institution cross- Data for this field will not be included in the record from
reference EDExpress.
59 59 Action Code No editing.
60 60 No. of Payment Change usually occurs with increase in award amount.
Periods in Student’s
school year
61 67 Award amount for Cannot exceed eligible award amount for student award
entire school year validation performed.
197 197 Verification Status Only one disbursement can be accepted while status = W.
Code These disbursements will be reversed in the second August of
the Award Cycle if the status remains W.
Once a student is selected, he/she is always selected.
199 200 Transaction number Changes to this field, after associated disbursements are made,
create a new active origination record.
Disbursements for the previous origination will be set to zero.
201 205 Expected Family Changes to this field, after associated disbursements are made,
Contribution (EFC) create a new active origination record.
Disbursements for the previous origination will be set to zero.
206 206 Secondary Expected Changes to this field, after associated disbursements are made,
Family Contribution create a new active origination record.
Disbursements for the previous origination will be set to zero.

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(191 H) D-77
External Origination Add Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
207 207 Academic calendar The academic calendar dictates which Payment Methodology
can be accepted.
Used in award amount recalculation.
If one of the following changes occurs and associated
disbursements have been processed, a new active origination
record is created.
Payments for the previous origination will be set to zero.
From 1 to 2, 3, 4, or 5
From 2, 3, or 4 to 1 or 5
From 5 to 2, 3, 4, or 6
From 6 to 1 or 5
208 208 Payment The Payment Methodology dictates the data required for
Methodology enrollment status, Weeks of instructional time, Weeks of
instructional time in academic year, Credit/Clock Hours
expected to complete, Credit/Clock Hours in academic year.
Used in award amount recalculation.
209 215 Cost of Attendance Used in award amount recalculation.
216 216 Enrollment Status BLANK only if Payment Methodology is Formula 4. Used in
award amount recalculation.
217 218 Weeks of instructional Must be blank when using Payment Methodology 1.
time used to calculate If incorrect, change to standard value.
payment
If supplied and not needed for payment methodology, ignore.
Used in award year recalculation.
219 220 Weeks of instructional Can be blank when using Payment Methodology 1.
time in program’s If incorrect, change to standard value.
definition of academic
year If supplied and not needed for payment methodology, ignore.
Used in award amount recalculation.

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(191 H) D-78
External Origination Add Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
221 224 Cr/Clock Hrs in all Can be blank when using Payment Methodologies 1, 2, 3, & 5.
pay periods expected If incorrect, change to standard value.
to comp. this school
year If supplied and not needed for payment methodology, ignore.
Used in award amount validation.
225 228 Cr/clock hrs in Can be blank when using Payment Methodologies 1, 2, 3, & 5.
program’s definition If incorrect, change to standard value.
of academic year
If supplied and not needed for payment methodology, ignore.
Used in award amount validation.

Note: A Change to an Origination record is supplied in this same format. Changes apply to the entire
award period.

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(191 H) D-79
External Disbursement Add Record
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
24 36 Institution cross- No editing.
reference
37 37 Action Code No editing.
38 39 Disbursement Identifier:
Reference Number 91-99 are Reserved for ED system generated disbursements.
48 55 Disbursement Date Must be within N days prior of payment period start date.
56 56 Payment Period Field will be populated only when Payment Period data is
Number desired.
Only required on Special Disbursements.
57 64 Payment Period Start Field will be populated only when Payment Period data is
Date desired.
Only required on Special Disbursements.
65 72 Payment Period End Field will be populated only when Payment Period date is
Date desired.
Only required on Special Disbursements.
73 73 No. of payment Field will be populated only when Payment Period data is
periods in Student’s desired.
school year
74 80 Total Payment for the Cannot exceed eligible award amount for student award
Payment Period recalculation.
Field will be populated only when Payment Period data is
desired.
Only required on Special Disbursements.
81 81 Academic calendar Field will be populated only when Payment Period data is
for this payment desired.
period Only required on Special Disbursements.

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(191 H) D-80
External Disbursement Add Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
82 82 Payment Field will be populated only when Payment Period data is
Methodology for this desired.
payment period Only required on Special Disbursements.
83 89 Cost of Attendance Field will be populated only when Payment Period data is
for this payment desired.
period Only required on Special Disbursements.
90 90 Enrollment status for Field will be populated only when Payment Period data is
this payment period desired.
Only required on Special Disbursements.
91 92 Weeks of instructional Field will be populated only when Payment Period data is
time used to calculate desired.
payment for this Only required on Special Disbursements.
payment period
93 94 Weeks of instructional Field will be populated only when Payment Period data is
time in program’s desired.
definition of academic Only required on Special Disbursements.
year
95 98 Cr/clock hrs expected Field will be populated only when Payment Period data is
to be completed in desired.
this Payment Period Only required on Special Disbursements.
99 102 Cr/clock hrs in Field will be populated only when Payment Period data is
program’s definition desired.
of academic year Only required on Special Disbursements.
103 108 Create time Field will be populated only for those schools who must have
data in the last field of a record.

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(191 H) D-81
TIVWAN Transmission Header Record
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 5 TIVWAN Missing Transmission Header – Reject Transmission.
Transmission Header
ID

TIVWAN Transmission Batch Header Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 5 TIVWAN Batch Missing Transmission Header – Reject Transmission.
Header Identification
Number

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(191 H) D-82
TIVWAN Transmission Batch Trailer Record
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 5 TIVWAN Batch Missing Transmission Trailer – Reject Transmission.
Trailer Identification No Detail Records – Reject Transmission.
Number

TIVWAN Transmission Trailer Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 5 TIVWAN Missing Transmission Trailer – Reject Transmission.
Transmission Trailer No Detail Records – Reject Transmission.
ID

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(191 H) D-83
Disbursement Record
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 23 Origination ID Identifier.
If Origination ID does not match on RFMS database, then
reject record.
37 37 Action Code No editing.
38 39 Disbursement Identifier:
Reference Number 91-99 are Reserved for RFMS system generated disbursements.
If number is equal to number associated with Origination ID,
then reject record as duplicate.
40 40 Debit/Credit Indicator If first accepted disbursement, then must equal “P”.
Flag
48 55 Disbursement Date Process Date must be within N days prior to disbursement date.
If date plus 30 days > system date, then send 30 day warning
message.
N may be different for Just In Time and Advance Funding
Institutions.

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(191 H) D-84
Disbursement Acknowledgement Record
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 23 Origination ID Identifier.
38 39 Disbursement Identifier:
Reference number 91-99 are reserved for RFMS system generated disbursements.

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(191 H) D-85
Special Disbursement Record
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 23 Origination ID Identifier:
If Origination ID does not match on RFMS database, then
reject record.
24 36 Institution cross- No editing.
reference
37 37 Action Code No editing.
38 39 Disbursement Identifier:
Reference Number 91-99 are reserved for RFMS system generated disbursements.
If number is equal to number associated with Origination ID,
then reject record as duplicate.
40 46 Disbursement There may be more than one disbursement per payment period.
Amount Accumulated amount per payment period not to exceed Total
Payment for the payment period.
Reported Disbursement Amount may be adjusted downward by
RFMS to avoid Potential Overaward Payment conflict with
other institution(s) that have previously reported disbursements
for the student.
If not in valid format, i.e., non-numeric, then reject record.
47 47 Debit/Credit Indicator If the first disbursement, reject if “N”.
Flag
48 55 Disbursement Date N days represents the value established by the Department’s
Notice of Deadlines and may vary by award year.
N days will be established separately for JIT and Advanced
Funded institutions.
56 56 Payment Period If not numeric or not in valid range, then reject record.
Number

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(191 H) D-86
Special Disbursement Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
57 64 Payment Period Start If not in valid range, then reject record.
Date
65 72 Payment Period End If End Date is less than Start Date, set Start Date to Start Date
Date + 1 day.
73 73 No. of Payment Must be less than or equal to the Origination Award and
Periods in Student’s consistent with the attendance and cost information reported
School Year for the payment period.
74 80 Total Payment for the Cannot exceed Total Payment Ceiling - Award Validation
Payment Period performed.
81 81 Academic Calendar If blank, or not within valid range (1-6), then set = Academic
for this Payment Calendar on file on file on the Origination Record.
Period
82 82 Payment If blank or not a valid value and the Origination PM is
Methodology for this consistent with the accepted Academic Calendar value for the
payment period payment period, RFMS will set PM to Origination PM.
If the Origination PM is not consistent with the accepted
Academic Calendar value for this payment period, RFMS will
set PM = 3, when accepted Academic Calendar = 1, 2, 3, or 4;
and will set PM = 4 if accepted Academic Calendar = 5 or 6.
83 89 Cost of Attendance If missing or invalid, then set accepted value to origination
for this payment value.
period

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(191 H) D-87
Special Disbursement Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
90 90 Enrollment status for If the accepted AC is 1, 2, 3, or 4 and the PM is not 5, and
this payment period Enrollment Status is valid, set the accepted value to the
reported value.
If the enrollment status is not valid, set it to 1.
If the accepted AC is 1, 2, 3, or 4, and the PM is 5 and the
Enrollment Status is 3 or 4, set the accepted value to the
reported value.
If the Enrollment Status is not 3 or 4, set it to 3.
If AC = 5 or 6 and not BLANK, set = BLANK.
91 92 Weeks of instructional If invalid, then set accepted value to origination value.
time used to calculate If PM is 1 and value not blank set accepted value to blank.
payment for this
payment period If PM is 2 and weeks is not 00 – 29, set accepted value to 29.
If PM is 3, 4, or 5 and value reported is not within range or
value reported exceeds the accepted value for Weeks of
Instructional Time in student’s educational program’s definition
of academic year, set = to accepted value for Weeks of
Instructional Time in student’s educational program’s definition
of academic year (Federal Pell Grant program does not disburse
funds for more than one academic year within an award year).
If none of the above, then set the accepted value to the
reported value.

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(191 H) D-88
Special Disbursement Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
93 94 Weeks of instructional If PM = 1 and weeks is blank, set accepted value to the
time in student’s reported value.
educational program’s If PM = 2, 3, 4, or 5 and weeks is 30 to 78, set accepted value
definition of academic to the report value.
year
If PM = 1 and weeks is not blank, set the accepted value to
blank.
If PM = 2, 3, 4 or 5 and weeks is not 30 to 78, set accepted
value to 30.
95 98 Cr/clock hrs expected If invalid, set to accepted value of credit/clock hours using
to comp. for this academic years.
Payment period. If hours are not blank and AC is 1,2,3 or 4, set the accepted
value to blank.
If hours are invalid, which includes:
a. Academic Calendar = 5 and PM = 4 (< 0000 OR >
accepted value in programs definition of academic year)
Set accepted value to accepted value in programs
definition of academic year
b. Academic Calendar = 6 and PM = 4 (<0000 OR > accepted
value in programs definition of academic year
Set accepted value to accepted value in programs
definition of academic year.
c. Academic Calendar = 5 and PM = 5 (<0000 OR > ½ of
accepted value in programs definition of academic year
Set accepted value to ½ of accepted value in
programs definition of academic year.
d. Academic Calendar = 6 and PM = 5 (< 0000 OR > ½ of
accepted value in programs definition of academic year.
Otherwise, set the accepted value to the reported value.

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(191 H) D-89
Special Disbursement Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
99 102 Cr/clock hrs in If AC = 1, 2, 3, or 4 and not Blank, set = Blank.
program’s definition If AC = 5, or 6 and not in valid range, set = minimum valid
of academic year range; for example, AC = 5, set = 0900; AC = 6, set = 0024.
103 109 Total funds disbursed Must be less than or equal to total disbursements received for
for this payment student.
period previously If blank or not in range or in excess of total disbursements
reported using a received for student, then reject record.
regular disbursement
record

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(191 H) D-90
Special Disbursement Acknowledgement Record
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 23 Origination ID Identifier
24 36 Institution cross- No editing
reference
38 39 Disbursement Identifier:
Reference Number 91-99 are reserved for RFMS system generated disbursements.
83 89 Accepted Cost of Only populated if changed.
Attendance for this Changes applied only if different from the origination record for
payment period the designated payment period.
90 90 Accepted Enrollment Only populated if changed.
Status for this Changes applied only if different from the origination record for
Payment Period the designated payment period.
91 92 Accepted Weeks of Only populated if changed.
Instructional time Changes applied only if different from the origination record for
used to Calculate the designated payment period.
Payment for This
Payment Period
93 94 Accepted Weeks of Only populated if changed.
inst. Time in Changes applied only if different from the origination record for
program’s definition the designated payment period.
of academic year
95 98 Accepted Cr/clock Only populated if changed.
hrs expected to comp. Changes applied only if different from the origination record for
for this Payment the designated payment period.
Period

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(191 H) D-91
Special Disbursement Acknowledgement Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
99 102 Accepted Cr/clock Only populated if changed.
hrs in program’s Changes applied only if different from the origination record for
definition of academic the designated payment period.
year
193 202 ED Use Flags (1st digit, Shared SAR ID cannot be checked by RFMS.)

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(191 H) D-92