Technical Reference for

Recipient Financial
Management System
(RFMS)

2000-2001
U.S. Department of Education

191 H
 RFMS Technical Reference

Table of Contents

Overview
Overview...........................................................................................................................O-1
Preface............................................................................................................... ...........................O-1
Organization......................................................................................................................... .........O-1
What’s New for 2000-2001......................................................................................... ..................O-4
Sources of Assistance...................................................................................................... ..............O-6
System Options..................................................................................................... ......................O-12
PC Requirements.................................................................................................................... .....O-14
Introduction to the Recipient Financial Management System (RFMS).......................................O-17

Custom Layouts
Custom Layouts................................................................................................................1-1
Processing Pell Grant Data – Processing Cycles............................................................. ...............1-1
Pell Authorization................................................................................................ ..........................1-2
Printing the ESOA.............................................................................................. ...........................1-2
Origination Records..................................................................................................... ..................1-3
Disbursement Records........................................................................................ ...........................1-7
Data Request Records................................................................................................ ....................1-8
Multiple Reporting Records............................................................................................ ...............1-9
Potential Overaward Project (POP).................................................................................... ..........1-12
Electronic Requests for RFMS Data Batches................................................................. ..............1-13
2000-2001 RFMS Record Layouts......................................................................................... ......1-14
Receiving ESOAs............................................................................................................1-16
What’s Included.................................................................................................... .......................1-16
Electronic Statement of Account-Summary........................................................ .........................1-17
Electronic Statement of Account (ESOA) Record-Detail.................................................. ...........1-22

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Printing the ESOA..........................................................................................................1-24
What’s Included.................................................................................................... .......................1-24
2000-2001 ESOA Print Format................................................................................. ...................1-25
Creating an Origination Record....................................................................................1-27
What’s Included.................................................................................................... .......................1-27
Grant Batch Header Record............................................................................... ..........................1-28
Origination Record Description.......................................................................... .........................1-32
Grant Batch Trailer Record.................................................................................... ......................1-46
Batch Reject Reasons......................................................................................................1-48
What’s Included.................................................................................................... .......................1-48
Origination and Disbursement Reject Reasons................................................ ............................1-49
Disbursement Reject Reasons................................................................................. .....................1-50
Data Request Reject Reasons......................................................................................... ..............1-51
Receiving Acknowledgement..........................................................................................1-52
What’s Included.................................................................................................... .......................1-52
Origination Acknowledgement Record.................................................................. ......................1-53
Institution Data Acknowledgement Record........................................................................ ..........1-64
Electronic Data Requests................................................................................................1-65
What’s Included.................................................................................................... .......................1-65
Data Requests: Multiple Reporting, Statement of Account, YTD....................... .........................1-66
Data Request Acknowledgements: Multiple Reporting,
Statement of Account, YTD................................................................... .........................1-68
Multiple Reporting Record........................................................................................................ ...1-71
YTD File...........................................................................................................................1-76
Year-to-Date Record (Origination).................................................................... ..............1-76
Year-to-Date Record (Disbursement)........................................................ ......................1-88
Year-to-Date Record (Summary)........................................................................... ..........1-93
Institution Data Record.......................................................................................... ......................1-97

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Other Record Descriptions...........................................................................................1-102
What’s Included................................................................................................. ........................1-102
TIVWAN Transmission Header Record.................................................................... .................1-103
TIVWAN Transmission Batch Header Record.............................................................. .............1-104
TIVWAN Transmission Batch Trailer Record................................................................... .........1-106
TIVWAN Transmission Trailer Record......................................................................... .............1-108
Disbursement Record.................................................................................................. ...............1-109
Disbursement Acknowledgement Record........................................................................ ...........1-111
Special Disbursement Record................................................................................................. ....1-114
Special Disbursement Acknowledgement Record...................................................... ................1-125

Implementation Guide
Implementation Guide......................................................................................................2-1
Overview.................................................................................................................................... ....2-1
2000-2001 Modifications at a Glance.................................................................. ..........................2-2
Batches...................................................................................................................................... .....2-4
Disbursements........................................................................................................................ ........2-6
Special Disbursements............................................................................................... ....................2-7
Data Requests............................................................................................................................. ..2-10

Combination Layouts
Combination Layouts.......................................................................................................3-1
Introduction.............................................................................................................................. ......3-1
Using Record Layouts............................................................................................................ ........3-2
Importing Data to Populate Databases...........................................................................3-4
What’s Included....................................................................................................... ......................3-4
External Origination Add Record......................................................................................... ..........3-5
External Disbursement Add Record.......................................................................... ...................3-19
Pell Save End of Entry Edits....................................................................................... .................3-25

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Appendices
Appendix A – Glossary....................................................................................................A-1
Appendix B - Acronyms and Abbreviations...................................................................B-1
Appendix C - ESOA Print Format and Specifications ................................................C-1
Electronic Statement of Account (ESOA)........................................................... ..........................C-1
ESOA Print (Summary Information) ......................................................................... ...................C-3
ESOA Detail Information...................................................................................................C-5
Sample Output Document..................................................................................................C-7
Appendix D - Edit/Comment Codes and Edit Descriptions.........................................D-1
Introduction.......................................................................................................................... .........D-1
Batch Edit/Reject Codes (200 series)........................................................................ ....................D-2
Origination (300 series)........................................................................................................ .......D-15
Disbursement (400 series)............................................................................................ ...............D-24
Special Disbursement (500 series).................................................................. ............................D-32
Data Request Edits (600 series)............................................................................................ .......D-48
Institutional Data Record Edit Codes (700 series).............................................................. .........D-51
Electronic Statement of Account (ESOA) Record – Summary.............................................. ......D-54
Grant Batch Header Record........................................................................................................ .D-55
Origination Record Description.................................................................................................. .D-57
Grant Batch Trailer Record................................................................................ .........................D-64
Origination Acknowledgement Record............................................................. ..........................D-65
Institution Data Acknowledgement Record.................................................................... .............D-66
Data Requests: Multiple Reporting, Statement of Account, YTD................................................ D-67
Data Request Acknowledgements: Multiple Reporting, Statement of Account, YTD.................D-68
Multiple Reporting Record................................................................................................... .......D-69
Year-to-Date Record (Origination)................................................................................ ..............D-70
Year-to-Date Record (Disbursement).................................................................... ......................D-73
Institution Data Record...................................................................................... .........................D-75
External Origination Add Record................................................................................. ...............D-77
External Disbursement Add Record..................................................................... .......................D-80

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TIVWAN Transmission Header Record.................................................................. ....................D-82
TIVWAN Transmission Batch Header Record............................................................ ................D-82
TIVWAN Transmission Batch Trailer Record................................................................. ............D-83
TIVWAN Transmission Trailer Record....................................................................... ................D-83
Disbursement Record................................................................................................ ..................D-84
Disbursement Acknowledgement Record.............................................................................. ......D-85
Special Disbursement Record................................................................................................... ...D-86
Special Disbursement Acknowledgement Record..................................................... ..................D-91

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