Setting Up for Pell Payment Processing

This chapter discusses how to:

Set up Pell funding method.
Set up Pell payment information.
Set up Pell reporting identification data and processing options.
Set up Pell multi-campus identification.
Set up severity level for Pell comment codes.
Define reconciliation periods.

Common Elements Used in this Chapter

Aid Year	An awarding cycle with defined disbursement periods.
Pell ID Reporting	Identification code assigned to an institution by the Department of Education and used during the exchange of electronic data.
TG Number	A number that corresponds to an institution's Student Aid Internet Gateway (SAIG) mailbox.
OPE ID Number (office of post secondary education identification number)	Identification number assigned by the Department of Education to the reporting institution.
Low T & F Flag (low tuition and fees flag)	The system uses this field to identify tuition ranges when the annual tuition falls into the low tuition category as mandated by the Department of Education for each award year.

Setting Up Pell Funding Method

To set up Pell funding method, use the Financial Aid Installation component (INSTALLATION_FA).

This section provides an overview and discusses how to define Pell funding method.

Understanding Pell Funding Method

As part of the Pell payment process setup, indicate whether you are an advanced funding institution, similar to the current process of requesting larger amounts of anticipated Pell funds, or a just-in-time institution where you can request funds with each disbursement record. Under the just-in-time payment method, an accepted disbursement record becomes both a report of a disbursement for a student and a request for funds.

Page Used to Set Up Pell Funding Method

Page Name	Object Name	Navigation	Usage
Financial Aid Defaults	INSTALLATION_FA	Set Up SACR, Install, Financial Aid Installation, Financial Aid Defaults	Define Pell funding method. Select general financial aid processing defaults at the installation level.

Defining Pell Funding Method

Access the Financial Aid Defaults page.

If you participate in the just-in-time program, select the Pell Just In Time Institution check box to indicate the Pell funding method. This sets the just-in-time option.

Setting Up Pell Payment Information

To set up Pell payment information, use the Pell payment component (PELL_SETUP_PNL).

This section discusses how to:

Define Pell payment information.
Copy Pell payment options.
Change Pell payment default information.

Pages Used to Define Pell Payment Information

Page Name	Object Name	Navigation	Usage
Pell Payment Setup	PELL_PMT_OPTION	Set Up SACR, Product Related, Financial Aid, Pell Grants, Pell Payment, Pell Payment Setup	Define Pell payment information to include Pell IDs and other reporting data for Pell payment records to COD.
Copy Pell Payment Options	PELL_PMT_OPTN_COPY	Click the Copy Pell Payment Option button on the Pell Payment Setup page.	Copy Pell payment options. This includes academic institution, aid year, and Pell ID reporting setup data from one aid year to another.
Pell Payment Detail	PELL_PMT_SEC	Click the Career -Program Detail button on the Pell Payment Setup page.	Change Pell payment default information. Set up a career and program at the institution when the payment program differs from the default payment schedule or formula.

Defining Pell Payment Setup

Access the Pell Payment Setup page.

Pell ID Reporting

Select to identify an institution. After the Pell ID reporting number is defined for the institution, any school that you associate with your institution such as an off-site campus is associated with your main institution.

TG Number

Enter your TG identification number. This number corresponds to your Student Aid Internet Gateway (SAIG) mailbox and identifies your school as a destination point.

Software Provider ID

Enter the ID provided by COD. This is not a required field.

Institution Type

Select from:

5 years

4 years

Less than 1 yr

Less than 2 yrs

Less than 3 yrs

Less than 4 yrs

Academic Calendar

This field is not required. You can save the page without having to enter data. Select from:

Clock Hour: Measures academic progress by clock hours.

Crdt Hr NS (credit hour nonstandard term): Nonstandard academic terms and measures progress by credit hours or units. Financial Aid does not support this Pell calculation.

Credit Hr w/o Trm (credit hour without term): Does not use terms and measures academic progress by credit hours. Financial Aid does not support this Pell calculation.

Quarter: Standard term quarters and measures academic progress by quarter hours.

Semester: Standard term semesters and measures academic progress by semester hours.

Trimester: Standard term trimesters and measures academic progress by semester or trimester hours.

Payment Methodology

This field is not required. You can save the page without having to enter data. Values are:

Formula 1

Formula 2

Formula 3

Formula 4

Formula 5

(none)

Note. Financial Aid does not support the Pell calculation for academic calendars tracked by clock hour or hours without terms.

Note. Financial Aid does not support the Pell calculation in awarding for Formulas 4 or 5 because they are for institutions with academic calendars tracked by clock hour or hours without terms. The system uses Formula 1.

This table displays payment methodology formulas and descriptions:

Payment Methodology Formula Descriptions
Formula 1	Applies to a standard term, credit hour program that meets the following conditions: The program uses an academic calendar that includes two semesters or trimesters (fall and spring) or three quarters (fall, winter, and spring). There are at least 30 weeks of instructional time in the fall through spring standard terms. The program is not offered with overlapping terms. Full-time enrollment in every term the school offers in the award year is at least 12 credit hours. For example, if your school offers a summer session, that term must define full-time as at least 12 credit hours.
Formula 2	Applies to a standard term, credit hour program that meets the same conditions as Formula 1 except there are less than 30 weeks of instructional time in the fall through spring standard terms.
Formula 3	Applies to any term based, credit hour program. You must use Formula 3 if the program has any nonstandard terms. Use either Formula 1 or 3 if the program has all standard terms and at least 30 weeks of instructional time. Use either Formula 2 or 3 if the program has all standard terms and less than 30 weeks of instructional time.
Formula 4	Applies to a clock hour program or a credit hour program without terms.
Formula 5	Applies to nonresidential correspondence programs.

Financial Control	Select to indicate if the institution is Proprietary, Prvt. Nprft (private and nonprofit), or Public.
Low T&F Flag (low tuition and fees flag)	The system uses this field to identify tuition ranges when the annual tuition falls into the low tuition category as mandated by the Department of Education for each award year. Valid values are: (none) 0 Range 1 Range 2
Hours/Credits in Acad Year (hours/credits in academic year)	This field is not required. You can save the page without having to enter data. Enter the number of hours or credits in the program's academic year.
Pell Just In Time Institution	Select to indicate the Pell funding method if the institution is participating in the just-in-time program. Use this field for processing disbursement records.
Weeks in Program Acad Year (weeks in program academic year)	This field is not required. You can save the page without having to enter data. Enter the number of weeks of instructional time in the program's academic year. For example, if the payment methodology is Formula 1, you can enter the value 30 to represent 30 weeks of instructional time.
Maximum Pell Award	Enter the maximum Pell award amount for the academic year. If there are awards greater than the defined amount, the system does not originate those students.
Max EFC (maximum expected family contribution)	Enter the maximum amount of expected family contribution used to calculate a Pell Grant award.
Disbursement Request Offset	Enter a value to represent how many days before your school sends out the disbursement. The number that you enter in this field determines how many days before (negative) or after (positive) the disbursement date that you send disbursement records. This is used in the selection for the outbound disbursement process. You can send disbursement records up to 30 days before disbursement for advance funding schools and up to 5 days prior to disbursement for just in-time schools.
SFA Common School ID (student financial assistance common school identification)	The system activates this field only if the COD Full Participant check box is selected. It is an identifier assigned to schools that is common across the Pell Grant and Direct Loan programs. The Common School Identifier is the Entity ID which is a randomly generated eight digit number assigned by the Department of Education. A valid Entity ID is required in the School Entity, Reporting School and Attending School fields of the XML file. Note. The system displays this field for aid year 2003 or later.
COD Full Participant (common origination disbursement full participant)	The system displays this field for aid year 2003 or later. Select if the institution is a COD Full Participant to generate, send, and receive a COD XML file. Note. If this is selected, you will not be able to generate the EC Agent flat file.
Copy Pell Payment Option	Click to access the Copy Pell Payment Options page where you can copy setup data from one aid year to another.
Career - Program Detail	Click to access the Pell Payment Detail page. Use this page to set up a career and program at the institution when the payment program differs from the default payment schedule or formula.

Copying Pell Payment Options

Access the Copy Pell Payment Options page.

From the Copy To group box, select the academic institution, aid year, and Pell reporting ID from the available options.

Changing Pell Payment Default Information

Access the Pell Payment Detail page.

Academic Career

Select the career defined by the institution.

Primary Academic Program

Select a program defined by the institution.

Academic Plan

Select a plan defined by the institution.

Weeks in Program Acad Year (weeks in program academic year)

This is not a required field. You can save the transaction without having to enter data. Enter the number of weeks of instructional time in the program's academic year.

Hours/Credits in Acad Year (hours/credits in academic year)

This is not a required field. You can save the transaction without having to enter data. Enter the number of hours or credits in the program's academic year.

Academic Calendar

This is not a required field. You can save the transaction without having to enter data. Select from:

Clock Hour

Crdt Hr NS (credit hour nonstandard terms)

Quarter

Semester

Trimester

Hr w/o Terms (hour without terms)

Payment Methodology

This is not a required field. You can save the transaction without having to enter data. Select the formula to calculate the student's Pell Grant award. The options are:

Formula 1

Formula 2

Formula 3

Formula 4

Formula 5

(none)

Low T & F Flag (low tuition and fees flag)

Identifies annual tuition that falls into the low tuition category as mandated by the Department of Education for each award year. Select from the values:

(none)

0

Range 1

Range 2

Use Fulltime Enrollment

Select to use full-time enrollment. The system builds the field for all originated students using full-time enrollment, regardless of the student's actual enrollment. For example, if you select this check box and a student is enrolled part-time, the system reports the student as full-time. To report and originate a student as full-time with maximum Pell, you must also select the Originate Max Pell option.

Orig Offered (originate offered)

If you select this check box, the system does not update the disbursement tables to reflect the actual Pell amount. When you are ready to send in the disbursement request, you must accept the Pell award, rerun origination, and then run the disbursement outbound process. If you do not go back and run origination, the disbursement outbound process does not pick up students whose Pell disbursements are zero. When you select this check box, you can originate a student's award with an award status of Offered.

Orig Max Pell (originate maximum Pell)

Select to direct the system to originate the maximum Pell award amount for all processed students in that career program plan. The maximum Pell award is defined on the Pell Payment Setup page (PELL_PMT_OPTION).

Setting Up Pell Reporting Identification and Processing Options

To set up Pell reporting identification and processing options, use the Pell Payment component (PELL_SETUP_PNL).

This section discusses how to define Pell reporting identification.

Page Used to Set Up Pell Reporting Identification and Processing Options

Page Name	Object Name	Navigation	Usage
Pell Institution Address	PELL_INST_ADDRESS	Set Up SACR, Product Related, Financial Aid, Pell Grants, Pell Payment, Pell Institution Address	Define Pell reporting identification. Include Pell reporting ID data, contact information, and processing options.

Defining Pell Reporting Identification

Access the Pell Institution Address page.

Pell ID Reporting

Displays the identification code assigned to the institution by the Department of Education and used during the exchange of electronic data.

FAA Name (financial aid administrator name), FAA Phone Number (financial aid administrator phone number), FAA Fax Number (financial aid administrator’s fax number), and Internet Address

Enter the name, phone number, fax number, and internet address of the financial aid administrator.

Originate Offered Awards

Select to originate Pell awards with an award status of offered. Otherwise, the system originates only awards in offer or accept status.

Use Fulltime Enrollment

Select to use full-time enrollment. The system builds the field for all originated students using full-time enrollment, regardless of the student's actual enrollment. For example, if you select this check box and a student is enrolled part-time, the system reports the student as full-time. To report and originate a student as full-time with maximum Pell, you must also select the Originate Max Pell option.

Originate Max Pell Award

Select to direct the system to originate the maximum Pell award amount for all originated records. The maximum Pell award is defined on the Pell Payment Setup page (PELL_PMT_OPTION).

Hold Corrections

Select to hold corrections. The student record goes on hold when the acknowledgment comes back with corrections. Further processing cannot occur until the status is set back to ready.

Disb Prior to Transmitting Rec (disburse prior to transmitting record)

Select to verify that Pell Grant funds have been disbursed to the student's account before you transmit a disbursement record. The disbursement process does not pick up a student’s disbursement record until the student has been paid through PeopleSoft Enterprise Student Financials.

Payment Period Start Date Req (payment period start date required)

Select to indicate that the institution is ineligible. You cannot process a disbursement request unless the process date is equal to or greater than the reported disbursement date.

Setting Up Pell Multi-Campus Identification

To set up Pell multi-campus identification, use the Pell Attending component (PELL_ATTENDING).

This section discusses how to define multi-campus identification.

Page Used to Define Pell Multi-Campus Identification

Page Name	Object Name	Navigation	Usage
Pell Attending	PELL_ATTENDING	Set Up SACR, Product Related, Financial Aid, Pell Grants, Pell ID Attending, Pell Attending	Define Pell multi-campus identification. Assign a Pell and Common School ID for each of your individual campuses to maintain separate statistics for each campus.

Defining Pell Multi-Campus Identification

Access the Pell Attending page.

Assign a Pell ID for individual campuses to maintain separate statistics for each campus. Individual campuses or schools must use the main institution's Pell ID for reporting Pell information.

Attended Pell ID	Select the code assigned to the institution by the Department of Education. This is the attending ID for which the student is enrolled. Origination records are pulled from each campus for every student.
Description	Enter a description for that site.
Campus	Select the campus that coincides with the ID and description.
Common School ID	Enter the eight-digit number assigned by the Department of Education. The system uses this identifier in conjunction with the SFA Common School ID. In cases where the reporting school and attending school are the same, it will be identical. Note. The system displays this field for aid year 2003 or later.

Setting Up Severity Levels for Pell Comment Codes

To set up severity levels for Pell comment codes, use the Pell Comment Code component (PELL_COMM_CD_TABLE).

This section discusses how to:

Define severity levels for Pell comment codes.
Copy Pell comment codes.

Pages Used to Define Severity Levels for Pell Comment Codes

Page Name	Object Name	Navigation	Usage
Pell Comment Code Table	PELL_COMM_CD_TABLE	Set Up SACR, Product Related, Financial Aid, Pell Grants, Pell Comment Code, Pell Comment Code Table	Define severity levels for Pell comment codes to indicate what action you want to system to take.
Copy Pell Comment Codes	PELL_COMM_CD_COPY	Click the Copy Pell Comment Code button on the Pell Comment Code Table page.	Copy Pell comment codes from one aid year to another.

Defining Severity Levels for Pell Comment Codes

Access the Pell Comment Code Table page.

This page defines the Pell Comment Codes from the Department of Education.

Pell Comment Codes	Indicates identification number assigned to a specific Pell comment.
Description	Displays an explanation of the Pell comment code.
Severity Level	Select one of the following severity levels to indicate the action that you want the system to take. 0 - Ignore: The system disregards the message. 1 - Action Required: The institution's Pell processor is required to take action to resolve the issue.
Copy Pell Command Code	Click to access the Copy Pell Comment Codes page where you can copy the setup data from one aid year to another.

Copying Pell Comment Codes

Access the Copy Pell Comment Codes page.

After you click the Copy Pell Comment Code button on the Pell Comment Code Table page, select the aid year from the available options in the Copy To group box.

Defining Reconciliation Periods

To set up reconciliation periods, use the Reconciliation Periods component (PROG_CASH_PER).

This section discusses how to define reconciliation periods.

Page Used to Define Reconciliation Periods

Page Name	Object Name	Navigation	Usage
Reconciliation Period Setup	PROG_CASH_PER	Set Up SACR, Product Related, Financial Aid, Pell Grants, Reconciliation Periods, Reconciliation Period Setup	Define reconciliation periods for cash management.

Defining Reconciliation Periods

Access the Reconciliation Period Setup page.

You can track requests for funds and determine the frequency of reporting by establishing beginning and ending dates for each reconciliation period.

Period	Enter the period that the reconciliation covers.
Description and Short Description	Enter a description for the period that the reconciliation covers.
Period Start Date and Period End Date	Enter the start and end date (month, day, and year) that the reconciliation period covers. For example, if your institution reconciles on a monthly basis, enter the reconciliation period number for that month and the start and end date for the period. You can insert rows to enter additional reconciliation periods.

Pell ID Reporting	Select to identify an institution. After the Pell ID reporting number is defined for the institution, any school that you associate with your institution such as an off-site campus is associated with your main institution.
TG Number	Enter your TG identification number. This number corresponds to your Student Aid Internet Gateway (SAIG) mailbox and identifies your school as a destination point.
Software Provider ID	Enter the ID provided by COD. This is not a required field.
Institution Type	Select from: 5 years 4 years Less than 1 yr Less than 2 yrs Less than 3 yrs Less than 4 yrs
Academic Calendar	This field is not required. You can save the page without having to enter data. Select from: Clock Hour: Measures academic progress by clock hours. Crdt Hr NS (credit hour nonstandard term): Nonstandard academic terms and measures progress by credit hours or units. Financial Aid does not support this Pell calculation. Credit Hr w/o Trm (credit hour without term): Does not use terms and measures academic progress by credit hours. Financial Aid does not support this Pell calculation. Quarter: Standard term quarters and measures academic progress by quarter hours. Semester: Standard term semesters and measures academic progress by semester hours. Trimester: Standard term trimesters and measures academic progress by semester or trimester hours.
Payment Methodology	This field is not required. You can save the page without having to enter data. Values are: Formula 1 Formula 2 Formula 3 Formula 4 Formula 5 (none) Note. Financial Aid does not support the Pell calculation for academic calendars tracked by clock hour or hours without terms. Note. Financial Aid does not support the Pell calculation in awarding for Formulas 4 or 5 because they are for institutions with academic calendars tracked by clock hour or hours without terms. The system uses Formula 1.

Academic Career	Select the career defined by the institution.
Primary Academic Program	Select a program defined by the institution.
Academic Plan	Select a plan defined by the institution.
Weeks in Program Acad Year (weeks in program academic year)	This is not a required field. You can save the transaction without having to enter data. Enter the number of weeks of instructional time in the program's academic year.
Hours/Credits in Acad Year (hours/credits in academic year)	This is not a required field. You can save the transaction without having to enter data. Enter the number of hours or credits in the program's academic year.
Academic Calendar	This is not a required field. You can save the transaction without having to enter data. Select from: Clock Hour Crdt Hr NS (credit hour nonstandard terms) Quarter Semester Trimester Hr w/o Terms (hour without terms)
Payment Methodology	This is not a required field. You can save the transaction without having to enter data. Select the formula to calculate the student's Pell Grant award. The options are: Formula 1 Formula 2 Formula 3 Formula 4 Formula 5 (none)
Low T & F Flag (low tuition and fees flag)	Identifies annual tuition that falls into the low tuition category as mandated by the Department of Education for each award year. Select from the values: (none) 0 Range 1 Range 2
Use Fulltime Enrollment	Select to use full-time enrollment. The system builds the field for all originated students using full-time enrollment, regardless of the student's actual enrollment. For example, if you select this check box and a student is enrolled part-time, the system reports the student as full-time. To report and originate a student as full-time with maximum Pell, you must also select the Originate Max Pell option.
Orig Offered (originate offered)	If you select this check box, the system does not update the disbursement tables to reflect the actual Pell amount. When you are ready to send in the disbursement request, you must accept the Pell award, rerun origination, and then run the disbursement outbound process. If you do not go back and run origination, the disbursement outbound process does not pick up students whose Pell disbursements are zero. When you select this check box, you can originate a student's award with an award status of Offered.
Orig Max Pell (originate maximum Pell)	Select to direct the system to originate the maximum Pell award amount for all processed students in that career program plan. The maximum Pell award is defined on the Pell Payment Setup page (PELL_PMT_OPTION).

Pell ID Reporting	Displays the identification code assigned to the institution by the Department of Education and used during the exchange of electronic data.
FAA Name (financial aid administrator name), FAA Phone Number (financial aid administrator phone number), FAA Fax Number (financial aid administrator’s fax number), and Internet Address	Enter the name, phone number, fax number, and internet address of the financial aid administrator.
Originate Offered Awards	Select to originate Pell awards with an award status of offered. Otherwise, the system originates only awards in offer or accept status.
Use Fulltime Enrollment	Select to use full-time enrollment. The system builds the field for all originated students using full-time enrollment, regardless of the student's actual enrollment. For example, if you select this check box and a student is enrolled part-time, the system reports the student as full-time. To report and originate a student as full-time with maximum Pell, you must also select the Originate Max Pell option.
Originate Max Pell Award	Select to direct the system to originate the maximum Pell award amount for all originated records. The maximum Pell award is defined on the Pell Payment Setup page (PELL_PMT_OPTION).
Hold Corrections	Select to hold corrections. The student record goes on hold when the acknowledgment comes back with corrections. Further processing cannot occur until the status is set back to ready.
Disb Prior to Transmitting Rec (disburse prior to transmitting record)	Select to verify that Pell Grant funds have been disbursed to the student's account before you transmit a disbursement record. The disbursement process does not pick up a student’s disbursement record until the student has been paid through PeopleSoft Enterprise Student Financials.
Payment Period Start Date Req (payment period start date required)	Select to indicate that the institution is ineligible. You cannot process a disbursement request unless the process date is equal to or greater than the reported disbursement date.