Processing Pell Payments

This chapter provides an overview of Pell payment processing and discusses how to:

• Create Pell origination records.

• Manage Pell origination.

• View Pell disbursement data.

• Change career statuses.

• Select Pell data request types.

• Send Pell data requests.

• Verify outbound Pell data requests.

• Receive Pell data requests.

• Verify inbound Pell data requests.

• Track requests for funds from the Grants Administration and Payment System (GAPS).

• Send Pell payment records for phase-in.

• Verify outbound payment data.

• Receive Pell records for phase-in.

• Use FA EC inbound.

• Load and move Pell acknowledgment data.

• Verify inbound payment data for phase-in.

Understanding Pell Payment Processing

This section discusses:

• Pell payment processing.

• Pell processing action codes.

Pell Payment Processing

The Pell payment process begins with the submission of an origination or origination and disbursement record for payment. You use origination data to verify a student's eligibility, identify possible conflicts with other institutions, and initiate processing the disbursement record. After the origination record is received and processed, you can import an acknowledgment and response from the processor into the PeopleSoft system. The response contains the status, such as accepted, accepted with corrections, duplicate, or rejected.

Use the disbursement record to report a disbursement or expected disbursement for each student. After origination is accepted, you can process a disbursement record. If you send both records simultaneously, the system processes originations before disbursement.

Pell Processing Action Codes

This table lists Pell processing action codes:

Note. A corrected status shows a new row indicating that the corrected row was replaced. A rejected disbursement record enables the Resend button which resets the Pell disbursement status to Originated.

Creating Pell Origination Records

The origination record establishes a student's eligibility for a specific annual award of federal Pell Grant program funds. It includes the student's annual amount calculated by your institution and cost of attendance.

This section discusses how to generate Pell origination records.

Page Used to Create Pell Origination Records

Generating Pell Origination Records

Access the Origination page.

Student Override	Select to originate a Pell Grant for an individual student or a select group of students.
ID	Select to process an individual student or a group of students. Only students who have been awarded Pell and have a process status of pending appear in the available options.
Run	Click to initiate the Pell Origination COBOL SQL process (FAPPLBLO).

You can insert a new row to process additional students.

Managing Pell Origination

The origination process creates a unique ID for the student, sets the Pell processing status to send, sets the Pell transaction status to ready, and displays the date and time that the process was run.

This section discusses how to:

• Review results of Pell origination.

• Review Pell processing status.

• Review Pell origination action detail.

• Review Pell origination message detail.

Pages Used to Manage Pell Origination

Reviewing Results of Pell Origination

Access the Pell Origination page.

Pell Trans Stat (Pell transaction status)	Select a value to reset the status. Options are: Review, On Hold, Ready, Transmitted, and Cancel. For example, if you receive a rejected record, the Pell transaction status is set to On Hold. You can correct the record, change the status to Ready, and resend the origination. After the system has transmitted the record, this field is unavailable until you receive an acknowledgment of the process.
Pell Orig Stat (Pell origination status)	Displays the Pell origination status when the system transmits records. Values are: Accepted: Indicates an accepted acknowledgment record. Canceled: Indicates a cancelled Pell award from the system. Run origination again to resend. Change to Origination: Indicates that a change was made to the student's origination record. The origination build program sets this status after you run origination. This occurs if you cancel an award or if you select the student's record using the Update Pell Origination check box. Corrected: Indicates an accepted record with corrections. Originated: Indicates that the origination process ran successfully. Rejected: Indicates a rejected record. If the record is rejected, the system sets the processing status to Review and the transmitted status to On Hold. Transmitted: Indicates that a transmit record has been built and can be exported. A corresponding response record for the student must be received before you can run another process for the student. This includes running the origination build program, requesting an outbound of a subsequent origination record, or running the outbound disbursement process.
MRR Stat (multiple reporting record status)	Displays originations and disbursements reported by more than one institution for the same student. Use this information to identify and resolve potential over award payments and concurrent enrollments before they occur. When you request multiple reporting records and load them into the system, the status of the data updates this field. Values are: Blocked Institution Blocked and Concurrent Blocker Institution Blocker/Concurrent Enrlm (blocker and concurrent enrollment) Concurrent Enrollment Institution Disbursed Institution None Found Originated Institution Shared SAR ID (shared student aid report ID) Unblocked Institution Verification W (verification without documentation)
Update Pell Origination	Select to run origination again. This changes the Pell processing status back to pending. The origination process does not pick up anything with a status other than pending. The Pell Trans Status field must be set to Ready to run origination again.
Original SSN (original social security number)	Displays the student's social security number from the original Free Application for Federal Student Aid (FAFSA).
Name CD (name code)	Displays the student's name code from the original FAFSA. If the social security number and name code do not match the origination ID, the system rejects the record.
Attended Pell ID	Displays the Pell ID of the campus that the student is attending.
Action Code	Displays a code to indicate that you take action. The action code value is a result of the acknowledgment record. Values are: A: Accepted—all fields accepted. C: Corrected—one or more fields corrected. D: Duplicate. E: Rejected—record was rejected.
Total Pell Amt (total Pell amount)	Displays the student's total award amount for the school year.
ED Verf Cd (education verification code)	Displays the verification status of the applicant's data. Values are: A: Accurate C: Calculated T: Tolerance R: Reprocessed V: Verified W: Without documentation S: Selected but not verified Blank. Note. When the system builds origination, it builds the value defined on the student aid attribute record or Packaging Status Summary. When you outbound the data, the system sets the value to that required by the technical reference record layout. The system sets the values V, W, S, or Blank.
Enroll Status	Not required to be reported. Displays the code that applies to the student's expected enrollment status for the award year. Values are: 1: Full-time 2: Three-quarter-time 3: Half-time 4: Less than half-time 5: Other
Pell EFC (Pell expected family contribution)	Not required to be reported. Displays the student's EFC from the Institutional Student Information Record (ISIR) or Student Aid Report (SAR).
Sec EFC Flag (secondary expected family contribution flag)	Displays a code to indicate which expected family contribution value is used to determine the award amount. Values are: 0: Pell award was reported previously based on the secondary EFC. Award is now based on the original EFC. S: The Pell Grant award is based on the secondary EFC.

Setup Info

Select the Setup Info tab.

Pell Enroll Dt (Pell enroll date)	Displays the first date on which the student was enrolled in an eligible program for the designated school year.
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. Values are: (none), O, Range 1, and Range 2.
Trans Nbr (transaction number)	Displays the transaction number from an eligible ISIR or SAR used to calculate the award.
Pay Method	Not required to be reported. Displays the payment method formula.
Pell COA (Pell cost of attendance)	Displays the cost of attendance used to calculate the Pell award amount. It must equal the COA calculated by the institution following the Pell Grant payment regulations.
Sched Pell (schedule Pell)	Displays the maximum amount of the Pell award for which a student is eligible based on full-time enrollment. The student cannot exceed the scheduled Pell award amount.
Weeks Calc (weeks calculated)	Not required to be reported. Displays the number of weeks of instructional time in which the student is enrolled and paid, as part of the academic year or program as defined for each payment methodology.
Weeks Acad Yr (weeks academic year)	Not required to be reported. Displays the number of weeks of instructional time in the program's academic year.

Other Information

Select the Other Information tab.

Hrs Credits Pd (hours credits paid)	Not required to be reported. Displays the number of credit or clock hours that the student is expected to complete and receive payment.
HrsCredAc (hours credit accepted)	Not required to be reported. Displays the number of accepted credit hours.
IncarcerCD (incarcerated code)	Displays one of these values: N: No longer incarcerated Y: Incarcerated Blank: Not incarcerated
AcadCalend (academic calendar)	Not required to be reported. Indicates the calendar that applies to the student's educational program and determines which payment methodology is accepted. Credit hours with standard terms of quarters or credit hours with standard terms of semesters or trimesters are examples of academic calendars.
Prev ISIR Txn (previous institutional student information record transaction)	Displays the previous ISIR transaction, if a change has been made.
Prev EFC (previous expected family contribution)	Displays the previous expected family contribution, if a change has been made.
Prev Sec EFC Cd (previous secondary expected family contribution code)	Displays the previous secondary expected family contribution.
Prev COA (previous cost of attendance)	Displays the previous cost of attendance based on a change to the student's cost of attendance.
Pell Info (Pell information)	Click to access the Pell Information page to view or change the Pell processing status.
Orig Status (origination status)	Click to access the Pell Orig Action Detail page to view the Pell origination ID, action sequence, and batch number.
Ed Flags (education flags)	The system activates this link when a record is inbound. Click to view the education use flags from the inbound record. These are set to inform you of modifications that were made to your database. Education use flags are also activated when the record is rejected, and they require immediate action.

Reviewing Pell Processing Status

Access the Pell Information page.

The origination process defines the students for Pell payment processing, sets the Pell processing status to send, sets the Pell transaction status to ready, and displays the date and time that the process was run. You can override the transaction after you originate, but you must do this before you run any outbound process.

Reviewing Pell Origination Action Detail

Access the Pell Orig Action Detail page.

This page displays the history of the student's origination record. If the student's record has been originated, the system displays the status as originated. If the record has been transmitted, the system displays the status as transmitted. The system maintains a historical record of the action that you take when processing a student and increases the Pell origination sequence number for each action. The first sequence is when you originate the record, the second sequence is when you transmit the origination, and the third sequence is when the origination is received or acknowledged. If there is a change to the origination record, the system inserts a new sequence with an appropriate description of the action.

Reviewing Pell Origination Message Detail

Access the Pell Orig Message Detail page.

Viewing Pell Disbursement Data

This section discusses how to:

• Review Pell disbursement results.

• Review Pell disbursement action detail.

Pages Used to View Pell Disbursement Data

Reviewing Pell Disbursement Results

Access the Pell Disbursement page.

Disbursement ID	Indicates the ID number assigned to the disbursement record.
Pell Dsb SeqNbr (Pell disbursement sequence number)	Displays the order in which the process was run.
Pell Dsb Amt (Pell disbursement amount)	Displays the amount of the disbursement.
Pell Act DisbDt (Pell actual disbursement date)	Displays the actual date that Pell was disbursed to the student's account.
Pell Disb Status (Pell disbursement status)	Displays the Pell disbursement status, based on origination, disbursement, or any other outbound process. Values are: Originated, Disbursed, and Transmitted.
Action Code	Displays the action. The value is a result of the acknowledgment record. Values are: Accepted: all fields accepted. Corrected: one or more fields corrected. Duplicate: Rejected: record was rejected.
Pell YTD Dsbd (Pell year-to-date disbursed)	Displays the total year-to-date number of disbursements received and accepted by your institution.

Other Information

Select the Other Information tab.

Item Type	Displays the code for the financial aid type.
Payment Period Start Date	Displays the beginning date of the payment period. This is not a required field. The system displays this field if you select the Payment Period Start Date Req option on the Pell Institution Address setup page.
RFMS Dsb Seq (recipient financial management system disbursement sequence number)	Displays the order in which this process was run. The order corresponds to the disbursement ID and enables you to track changes to specific disbursement IDs.
Disbursement Detail	Click to view Pell disbursement action detail, such as the origination ID, disbursement amount, date of the action, and batch number.
Ed Flags (education flags)	Click to view the education use flags from the inbound record. These are set to inform you of modifications that were made to your database. Education use flags are also activated when the record is rejected, and they require immediate action.

COD Info

Select the COD Info tab.

COD Disb Amt (common origination and disbursement amount)	Displays the amount of funds credited or expected to be credited to a student's account.
COD Disb Num (common origination and disbursement number)	Displays the disbursement number reported for a particular disbursement sequence.
COD Disb Seq (common origination and disbursement sequence)	Displays the number that determines the order in which transactions must be processed for a particular disbursement number.

Reviewing Pell Disbursement Action Detail

Access the Pell Disb Action Detail page.

Document ID	Displays the document identification that the system assigns to each student receiving a Pell Grant.
Disbursement Messages	Click to view the Pell Disbursement Message Detail page.

Changing Career Statuses

This section provides an overview of changing career statuses and discusses how to change a student's career.

Understanding Changing Career Statuses

You change a student's Pell award based on changes in the student's career. For example, assume that after you award a student a Pell Grant using an undergraduate career for the year—fall and spring terms, the student changes to an undergraduate engineering career for the spring term. You must cancel the spring Pell under the undergraduate career and award the spring Pell again, this time with the undergraduate engineering career on the award entry page. You can then use the Pell Disb/Career page to make the change to the career for the spring term before running the origination process.

After you revise the student's Pell award, the system resets the Pell processing status to pending. However, because no changes have been made to the student's origination or disbursement detail, the origination process does not find this student. Career is not used by Pell for payment acceptance, so the system does not outbound this data.

If you do not correct the Career field after a career change, the system picks up the cancelled award under the old career, and if that award was disbursed, the Pell process returns a negative disbursement.

Note. You should correct the Career field after a career change. Otherwise, the system sends a disbursement request under the new career. This can result in confusion with the Department of Education, because you are simultaneously cancelling a disbursement and requesting a disbursement for the same disbursement period for the same student.

Page Used to Change Careers

Changing a Student's Career

Access the Pell Disb/Career page.

Career	Displays the code that represents the type of academic work done by the student.
Disbursement ID	Indicates the ID number assigned to the disbursement record.
Pell Dsb SeqNbr (Pell disbursement sequence number)	Displays the order in which the process was run.
Pell Dsb Amt (Pell disbursement amount)	Displays the amount of the disbursement.
Pell Disb Status (Pell disbursement status)	Displays the Pell disbursement status based on the origination, disbursement, or any other outbound process. Values are: Originated, Disbursed, and Transmitted.
Action Code	Displays the action code, which indicates an action to be taken. The action code value is a result of the acknowledgment record. Values are: A: Accepted, all fields accepted. C: Corrected, one or more fields corrected. D: Duplicate. E: Rejected, record was rejected.
Pell YTD Dsbd (Pell year-to-date disbursed)	Displays the total year-to-date number of disbursements received and accepted by your institution.

Other Information

Select the Other Information tab.

Item Type	Displays the code for the financial aid type.
RFMS Dsb Seq (recipient financial management system disbursement sequence number)	Displays the order in which this process was run which corresponds to the disbursement ID and enables you to track changes to specific disbursement IDs.
Disbursement Detail	Click to view Pell disbursement action detail such as the origination ID, disbursement amount, date of the action, and batch number.
Ed Flags (education flags)	Click to view the education use flags from the inbound record. These are set to inform you of modifications that were made to your database. Education use flags are also activated when the record is rejected, and they require immediate action.

Note. If you are a COD full participant, refer to the Using Common Origination and Disbursement chapter in this book for outbound and inbound transmission usage. Phase-In transmission usage for reconciliation purposes is documented in the section, “Sending Payment Records for Phase-In” in this chapter.

See Also

Reviewing COD Data

Sending Pell Payment Records for Phase-In

Selecting Pell Data Request Types

This section provides an overview of Pell data requests and discusses how to select data requests.

Understanding Pell Data Requests

Use the data request record to request acknowledgment batch replacement, multiple reporting, statement of account, year-to-date information, and reconciliation. You can also use the data request record to receive multiple reporting information concerning students for whom you originate awards and who might also have awards originated at other institutions.

After you select the type of data request and run the process, the process for sending this data is the same as for selecting, viewing, and generating other outbound files.

Pages Used to Select Pell Data Request Types

Selecting Data Requests

Access the Pell Data Request page.

Request Type	Select the request type. Values are: Multiple Reporting: Select for multiple reporting information. Reconciliation Request: Select for reconciliation information. Statement of Account: Select to receive your funding levels and transactions with GAPS. Year-to-Date: Select to receive a summary of how many originations and disbursements were sent out and how many rejections and message codes you received based on year-to-date. You can run multiple requests. Insert a row for the next request and select the type. Each record consists of one request with a header and a trailer.
Multiple Report Request Code 1	Select Disbursed Records or Originated Records. For example, if you want to know if a student or all of your students are conflicting with other schools, you can base the request on disbursements to see if another school has disbursed to a student.
Multiple Report Request Code 2	Select All Students, Selected Institution, or Selected Students. If you want to know if a student or all of your students are conflicting with other schools, you can base the request on disbursements to see if another school has disbursed aid to a student.
Reset	Click to refresh the page and to display the Multiple Report Request Code 1 and Multiple Report Request Code 2 fields.
Institution, YTD Request ID (year-to-date request ID), and Student	These fields are available depending on the criteria that you set in the Request Type, Multiple Report Request Code 1, and Multiple Report Request 2 fields. For example, if you select Multiple Reporting as the request type, Disbursed Records or Originated Records as the multiple report request code 1, and Selected Students as the multiple report request code 2, then the Student field is available. If you select Selected Institution as the multiple report request code 2, then the Institution field is available. If you select Year-to-Date as the request type, then the YTD Request ID field is available. Click Institution to request multiple reporting from other institutions. You can select the institution for which you are requesting data. Click YTD Request ID to list students for whom you want year-to-date data. Click Student to request multiple reporting by student.

Save the page.

Sending Pell Data Requests

The process for sending Pell data requests is the same as for Phase-In origination and disbursement.

This section discusses how to send Pell data requests.

See Also

Sending Pell Payment Records for Phase-In

Understanding Sending Pell Records for Phase-In

Pages Used to Send Pell Data Requests

Sending Pell Data Requests

Access the Pell Out page.

See Also

Selecting Pell Outbound Files

Verifying Outbound Pell Data Requests

You can review data in the staging tables for Pell data requests and make corrections before sending these records.

This section discusses how to review Pell data requests.

Pages Used to Verify Outbound Pell Data Requests

Reviewing Pell Data Requests

Access the Pell Data Request page.

Request Seq (request sequence)	Displays the number of times that the data request was run.
Request Type	Displays a code identifying the type of request. Values are: Batch replacement, Multiple reporting, Statement of account, Year-to-date, and Reconciliation.
Multiple Report Request Code 1	Indicates whether the institution is requesting originated or disbursed institutions. Values are: Originated Records or Disbursed Records.
Multiple Report Request Code 2	Indicates whether the institution is requesting by selected student, selected institution, or all students. Values are: All Students, Selected Students, and Selected Institutions.
MRR Student ID (multiple reporting record student ID)	Displays the student's social security number and name code for which a multiple report is requested.
MRR Institution Pell ID (multiple reporting record institution Pell ID)	Displays the code for which multiple report listings are requested.
Pell ID Reporting	Displays the ID of the reporting institution.
Pell Media Type	Displays the code for the type of tape to use when sending output data. This is available for aid years prior to 2001. E: Send output by electronic file
Attended Pell ID	Displays the attending campus ID code assigned to your institution by the Department of Education.
Comments	Click to view the message codes on the Pell Data Request Comment page.
Student Demo Information	Click to view the student's first name, last name, middle initial, date of birth, and social security number.

Receiving Pell Data Requests

The process for receiving Pell data requests is the same as for Phase-In origination and disbursement.

See Also

Receiving Pell Records for Phase-In

Verifying Inbound Pell Data Requests

After you request origination, disbursement, multiple reporting, statement of account, or year-to-date acknowledgment files, you can review the data received before loading the files to the database.

This section discusses how to:

• Review statement of account summary.

• Review statement of account detail.

• Review Pell multiple reporting data.

• Review Pell year-to-date originations.

• Review Pell year-to-date disbursements.

• Review Pell year-to-date summary.

• Review Pell reconciliation records.

Pages Used to Verify Inbound Pell Data Requests

Reviewing Statement of Account Summary

Access the Pell Statement of Acct Summ page.

Record Indicator	Indicates if the record is summary data. The value is: S: Summary data.
Pell ID	Displays the unique ID of the reporting institution.
Payee DUNS (payee data universal numbering scheme)	Displays the number assigned to the payee institution.
Previous Obligation Amount	Displays the amount of your institution's previous obligation balance.
Current Obligation Amount	Displays the amount of your institution's current obligation balance.
Total Obligation Adj Amount (total obligation adjustment amount)	Displays a total of all adjustments to obligations for the GAPS award number.
YTD AcptDisbAmt (year-to-date accepted disbursement amount)	Displays the year-to-date total of disbursements.
YTD TotUndRcp (year-to-date total unduplicated recipients)	Displays the year-to-date number of unduplicated recipients at your institution.
GAPS Expenditure Amount (Grants Administration and Payment System expenditure amount)	Displays the current expenditure amount in GAPS.
PG Trans Dttm (Pell Grant transaction date time)	Displays the Pell Grant transaction date and time generated by the transmission.
Pell Grantee DUNS Nbr (Pell grantee data universal numbering scheme number)	Displays the number assigned to the reporting institution by the Department of Education.
Acct Sched Seq (account scheduled sequence)	Displays the sequence number to track accounting schedules.
Acct Sched Dt (account scheduled date)	Displays the date of your current accounting schedule.
Previous Payment Amount	Displays the amount of your institution's previous payment balance. This does not apply to advance funding institutions.
Current Payment Amount	Displays the amount of your institution's current payment balance. This does not apply to Advance Funding Institutions.
Total Payment Adj Amount (total payment adjustment amount)	Displays the total adjustments to payment for the GAPS award number. This does not apply to Advance Funding Institutions.
YTD PostDisbAmt (year-to-date posted disbursement amount)	Displays the year-to-date total posted disbursement amount.
YTD AdmCostAllw (year-to-date administration cost allowance)	Displays the year-to-date amount paid to your institution.
GAPS Lst Act Dt (Grants Administration and Payment System last account date)	Displays the date on which GAPS last posted a transaction for the GAPS award number.
GAPS Awd Nbr (Grants Administration and Payment System award number)	Displays the GAPS award number, which is used to identify a unique funding transaction for an institution.

See Also

Common Origination and Disbursement (COD) Technical Reference

Reviewing Statement of Account Detail

Access the Pell Statement of Acct Detail page.

Record Indicator	Indicates if the record is the YTD origination or YTD Disbursement. The values are: O: Origination D: Disbursement
GAPS Award Number (Grants Administration and Payment System award number)	Displays the GAPS award number, which is used to identify a unique funding for an institution.
Adjustment Report Date	Displays the date adjustment batch reported.
Adjustment Amount	Displays the amount of your institution's adjustment batch.
Positive / Negative	Indicates an adjustment value of P for positive or N for negative.
Adjustment Process Date	Displays the date on which GAPS processed the adjustment batch.
Adjustment Batch Number	Displays the batch number that generated the adjustment.
Adjustment Description	Describes the type of batch.
Pell ID	Displays the unique ID of the reporting institution.
Payee DUNS Number (payee data universal numbering scheme number)	Displays the data universal numbering scheme number assigned to the payee institution.
Pell Grantee DUNS Nbr (Pell grantee data universal numbering scheme number)	Displays the Pell grantee data universal numbering scheme number assigned to the reporting institution.
Pell Trans Date/Time (Pell transaction date and time)	Displays the date and time of the Pell transaction generated by the COBOL or EDI Manager process.
Process Instance	Displays the occurrence number assigned by the inbound acknowledgment process.
Pell Staging Record Proc Stat (Pell staging record processing status)	Displays the values: E: Error N: Not Processed P: Processed

See Also

Common Origination and Disbursement (COD) Technical Reference

Reviewing Pell Multiple Reporting Data

Access the Pell Multiple Report page.

Record Type	Displays a code indicating the reason that the institution is receiving the record. Values are: RO: Originated institution RD: Disbursed institution RN: None found CE: Concurrent enrollment institution PB: Blocked institution PR: Blocker institution PU: Unblocked institution BC: Blocked and concurrent enrollment RC: Blocker and concurrent enrollment VW: Verification W SI: Shared SAR ID
Multi Rpt Req 1 (multiple reporting request 1)	Displays a code indicating whether your institution is requesting originated or disbursed institutions. Values are: O: Send originated institutions D: Send disbursed institutions
Multi Rpt Req 2 (multiple reporting request 2)	Displays a code indicating whether your institution is requesting by selected student, selected institution, or all students. Values are: A: Send list of other institutions for all students. S: Send other institution for students listed in record. I: Send student for listed institutions listed in record.
Pell Reporting Campus ID	Displays the ID of the requesting institution.
MRR Student ID (multiple reporting record student ID)	Displays the student's social security number and name code for which a multiple report is requested. This field is blank for concurrent enrollment and potential over-award records.
Student Original SSN (student original social security number)	Displays the student's original social security number from the origination record.
Student Current SSN (student current social security number)	Displays the student's current social security number.
Scheduled Fed Pell Grant	Displays the maximum amount of Pell aid for which a student is eligible based on full-time enrollment. The student cannot exceed the scheduled Pell award.
Transaction Number	Displays the transaction number from the eligible ISIR or SAR used to calculate the award.
Enrollment Date	Displays the first date on which the student was enrolled in an eligible program for the designated school year.
Next Est Disbursement Date (next estimated disbursement date)	Displays the estimated date of the next disbursement.
Eligibility Used	Displays the percentage of the student's eligibility used by the institution.
MRR Institution Pell-ID (multiple reporting record institution Pell ID)	Displays the institution code for which multiple reporting listings are requested. This field is blank for concurrent enrollment and potential over-award records.
Original Name Code	Displays the student's name code from the origination record.
Orig Awd Amt (origination award amount)	Displays the annual award amount that appears on the origination record.
Total of Disbursement Accepted	Displays the total amount of all disbursements accepted for the student.
Origination Create Date	Displays the date on which the origination was created.
Last Activity Date	Displays the date on which the last payment was received from the institution.
Pell Trans Date/Time (Pell transaction date and time)	Displays the date and time of the Pell transaction generated by the COBOL or EDI Manager process.

See Also

Common Origination and Disbursement (COD) Technical Reference

Reviewing Pell Year-to-Date Originations

Access the Pell YTD Originations page.

The following fields are common to this component.

Org Detail

Setup Info

Select the Setup Info tab.

Pell Enroll Dt (Pell enrollment date)	Displays the first date that the student was enrolled in an eligible program for the designated school year.
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. Values are: (none),0,Range 1, and Range 2.
Trans Nbr (transaction number)	Displays a transaction number from an eligible ISIR or SAR that is used to calculate the award.
Pay Method	Displays the formula code used to calculate the student's federal Pell Grant award. It determines the data required for enrollment status, weeks of instructional time, and clock hours in the academic year, and credit/clock hours that the student is expected to complete.
Pell COA (Pell cost of attendance)	Displays the cost of attendance used to calculate the Pell Award amount. This value must equal the COA calculated by the institution following the Pell Grant Payment regulations.
Sched Pell (schedule Pell)	Displays the scheduled Pell amount for a full-time student.
Weeks Calc (weeks calculation)	Displays the number of weeks of instructional time that the student is to be enrolled and paid. The number of weeks is used to calculate payment.
Weeks Acad Yr (weeks academic year)	Displays the number of weeks of instructional time in the program's academic year.

Other Information

Select the Other Information tab.

Orig Seq# (origination sequence number)	Represents the number of times that the Pell origination has been run for the student.
Pay Periods	Displays the number of terms or payment periods in the student's school year.
YTD Dsb Amt (year-to-date disbursement amount)	Displays the total amount of processed disbursements by the processor.
Hrs Credit Pd (hours credit paid)	Displays the number of hours that you expect the student to complete and to be paid for the award year.
Hrs Credit Ac (hours credit academic)	Displays the total number of credit/clock hours in the academic year for the student's program of study.
IncarcerCd (incarcerated code)	Displays a code to indicate the student's incarcerated status. Values are: N: No longer incarcerated Y: Incarcerated (blank): Not incarcerated
AcadCalend (academic calendar)	Displays the calendar that applies to the student's educational program. Values are: 1: Credit hour (nonstandard terms). 2: Use standard quarters. 3: Use standard semesters. 4: Use standard trimesters. 5: Academic progress by clock hours. 6: Credit hour without terms.
CPS Verif Cd (Central Processing System verification code)	Indicates whether the CPS selected the student for institutional verification of applicant data as of the transaction number reported.

Batch Info

Select the Batch Info tab.

Pell Batch ID	Displays a unique number generated by the institution to identify a specific batch of records.
Pell RFMS Process Dt (Pell Recipient Financial Management System process date)	Displays the date that this record was processed by the processor.
Instance	Displays the process number associated with the specific occurrence of the process.
Student Demo Information	Click the Student Demo Information link to access the Student Demo Information page, on which you can view the student's name, social security number, and date of birth.
Estimated Disb Date (estimated disbursement date)	Click the Estimated Disb Date link to access the Estimated Disbursement Date page, on which you can view estimated disbursement dates.

See Also

Common Origination and Disbursement (COD) Technical Reference

Reviewing Pell Year-to-Date Disbursements

Access the Pell YTD Disbursements page.

Disbursement Detail

Other Information

Select the Other Information tab.

Common ID	Displays the common school identifier that is a randomly generated eight digit number assigned by the Department of Education
Attended Pell ID	Displays the Pell ID of the campus that the student attended.

Batch Info

Select the Batch Info tab.

Pell Batch Nbr (Pell batch number)	Indicates a number generated by the institution to identify a specific batch of records.
Instance	Displays the process number associated with the specific occurrence of the process.

See Also

Common Origination and Disbursement (COD) Technical Reference

Reviewing Pell Year-to-Date Summary

Access the Pell YTD Summary page.

YTD TotUndRcp (year-to-date total unduplicated recipients)	Displays the year-to-date number of recipients not duplicated for your institution.
Pell Tot Orig (Pell total originations)	Displays the total number of originations received for your institution.
Pell Orig Accpt (Pell originations accepted)	Displays the number of originations received and accepted for your institution.
Pell Orig Corr (Pell originations corrected)	Displays the number of originations received and corrected for your institution.
Pell Orig Rej (Pell originations rejected)	Displays the number of originations received and rejected for your institution.
Pell Total Disb (Pell total disbursements)	Displays the number of disbursements received and accepted for your institution.
Pell Disb Corr (Pell disbursements corrected)	Displays the number of disbursements received and corrected for your institution.
Pell Disb Rej (Pell disbursements rejected)	Displays the number of disbursements received and rejected for your institution.
Instance	Displays the process number associated with the specific occurrence of the process.
Comment Codes	Click to view the number of times that a comment code was returned to your institution on an acknowledgment.

See Also

Common Origination and Disbursement (COD) Technical Reference

Reviewing Pell Reconciliation Records

Access the Pell Reconciliation page.

Transaction Number	Displays the transaction number from the eligible SAR or ISIR used to calculate the award.
Expected Family Contribution	Displays the amount that the family is expected to contribute toward the student's cost of attendance.
Origination Award Amount	Displays the annual award amount on the origination record.
Scheduled Award Amount	Displays the award amount that the student is scheduled to receive.
Year to Date Disbursement Amt (year-to-date disbursement amount)	Displays the year-to-date disbursement amount that the student received.
POP Flag (potential over-award payment flag)	Indicates that more than one institution is requesting payment for the same student.

See Also

Common Origination and Disbursement (COD) Technical Reference

Tracking Requests for Funds From GAPS

This section discusses how to:

• Review requests for funds from GAPS.

• Manage item type detail.

• Enter cash transaction notes.

Pages Used to Track Requests for Funds From GAPS

Reviewing Requests for Funds From GAPS

Access the Pell Cash Summary page.

Total Nbr of Records in Period (total number of records in period)	Displays the total number of cash summary detail records included in this reconciliation period.
Total of all Transactions	Displays the total of all the transaction amounts for this reconciliation period for each cash summary detail record.
Total Cash	Displays the total of all cash on hand amounts for this reconciliation period for each cash summary detail record.
Tot Antic Disb (total anticipated disbursement)	Displays the total of all anticipated disbursement amounts for this reconciliation period for each cash summary detail record.
Total Requested Amount	Displays the total of all requested amounts for this reconciliation period for each cash summary detail record.

Cash Summary

Managing Item Type Detail

Access the Item Type page.

Item Type

Select an item type. Edit the other fields as needed. The system updates the User and Cash Action Datetime (cash action date and time) fields when you insert a new row.

Entering Cash Transaction Notes

Access the Cash Transaction Notes page.

Note Seq (note sequence)

Displays a number that increases each time that you add a row for a new note. The system updates the User and Cash Action Datetime (cash action date and time) fields when you insert a new row.

Enter comments about the requests that you made. For example, you can enter a notation about sending a memo to the main accounting office requesting an electronic funds transfer.

Sending Pell Payment Records for Phase-In

This section provides an overview of sending Pell records for phase-in and discusses how to:

• Select Pell outbound files.

• Generate Pell outbound files.

See Also

Sending Pell and Direct Loan COD Files

Understanding Sending Pell Records for Phase-In

Pell Phase-In functionality has been retained to allow outbound and inbound transmissions for reconciling phase-in payment transactions. The process of sending Pell records for phase-in is the same for origination, disbursement, and Pell data requests.

Sending files for phase-in is a two-step process. The first step is to run a process that moves your outbound files to the Application Engine staging tables. The second step is a process that creates a flat file from the data in the staging tables. When the data is in the staging tables, you can verify the data. After you are satisfied with the data for the flat file, you can transmit it. This process moves the data from the staging tables to the Pell Grant Record Layout Format using Application Engine.

The FA_OUTBOUND Application Engine process replaces EDI Manager to generate files for transmission for 2003. The FA_OUTBOUND process selects records in the outbound staging tables and generates files ready for transmission. If the system generates multiple files of the same message class at one time, the system increments the file name extension to ensure that file names are unique. If previously generated files of the same message class exist in the output directory, the process ensures that those files are not overwritten.

Pages Used to Send Pell Payment Records for Phase-In

Selecting Pell Outbound Files

Access the Pell Out page.

Pell ID	Select the institution ID.
Send Disb if Verification "W" (send disbursement if verification without documentation)	Select to send the disbursement if the verification status code is W (without documentation). This value is used only for disbursement.
Pell Origination Outbound	Select to move the Pell origination outbound records to the staging tables where the flat files are created.
Pell Disbursement Outbound	Select to move the Pell disbursement outbound records to the staging tables where the flat files are created.
Pell Data Request Outbound	Select to move Pell data request records to the staging tables where the flat files are created.
Run	Click to initiate the Pell Outbound Driver process (FAPP0DRO), which moves the selected files from the database to the staging tables.

Save the page, click the Run button, and initiate the Pell Outbound Driver process (FAPP0DRO) to move the selected files from the database to the staging tables. After you have selected the institution, aid year, Pell ID reporting number, and one of the check boxes, and then run the Pell Outbound Driver process, the system selects students whose Pell Grant is accepted and identified as ready. The system sets the Pell processing status to reported and the Pell transaction status to transmitted.

Generating Pell Outbound Files

Access the FA Outbound page.

Outbound File Path	Enter the path where you want to create the file.
Aid Year	Select the aid year for which you want to run the process.
Institution	Select the institution for which you want to run the process.

Verifying Outbound Payment Data

You can review data in the staging tables for origination, disbursement, institution data requests, and Pell data requests and make corrections before sending these records.

This section discusses how to:

• Review Pell origination.

• Review Pell disbursement.

Pages Used to Verify Outbound Payment Data

Reviewing Pell Origination

Access the Pell Origination page.

ID	Displays the student's ID number.
Pell Attend ID	Displays the Pell ID of the campus that the student is attending.
Awd Amt (award amount)	Displays the total annual Pell Grant award.
Verif Stat (verification status)	Displays the verification status of the student's data, by school. Values are: V: Verified W: Without documentation Blank.
Pell EFC (Pell expected family contribution)	Displays the Pell expected family contribution, which must equal the student's EFC from the ISIR or SAR.
Pay Meth (payment methodology)	Displays the formula used to calculate the student's federal Pell Grant award.
Wks in Calc (weeks in calculation)	Displays the number of weeks of instructional time during which the student is enrolled and paid as part of the academic year or program, as defined for each payment methodology.
Original SSN (original social security number)	Displays the student's social security number from the original FAFSA.
Action Code	Displays the action code which indicates an action to be taken. The action code value is a result of the acknowledgment record. Values are: A: Accepted, all fields accepted. C: Corrected, one or more fields corrected. D: Duplicate. E: Rejected, record was rejected.
Enrlmnt Dt (enrollment date)	Displays the first date on which the student was enrolled in an eligible program for the designated school year.
ISIR Txn Nbr (institutional student information report transaction number)	Displays the transaction number used to calculate a Pell award.
Sec EFC Cd (secondary expected family contribution code)	Displays the EFC value that the system uses to determine the award amount. Values are: O: Federal Pell Grant award previously based on the secondary EFC and reported to the Federal Pell Grant program; student's award now based on the original EFC. S: Federal Pell Grant award based on the secondary EFC, as calculated by the Central Processing System (CPS).
COA (cost of attendance)	Displays the cost of attendance calculated by the institution following the federal Pell Grant payment regulations.
Weeks in Acad Yr (weeks in academic year)	Displays the number of weeks of instructional time in the program's academic year.
Pell Orig Seq # (Pell origination sequence number)	Displays the Pell origination sequence number, which represents the number of times that the Pell origination was run for the student.
Original Name Code	Displays the student's name code from the original FAFSA.
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. Values are: (none), 0, Range 1, and Range 2.
Incarcerated Code	Displays the student's incarcerated status. Values are: N: No longer incarcerated. Y: Incarcerated.
Academic Calendar	Indicates the calendar that applies to the student's educational program and determines which payment methodology is accepted. Credit hours with standard terms of quarters or credit hours with standard terms of semesters or trimesters are examples of academic calendars.
Enrollment Status	Displays the enrollment status code which applies to the student's expected enrollment status for the award year. Values are: 1: Full-time 2: Three-quarter-time 3: Half-time 4: Less than half-time 5: Other
Hrs Acad Yr (hours academic year)	Displays the number of instructional hours in the academic year.
Hours used in Payment Period	Displays the number of hours used to calculate the payment.
Nbr Pay Per (number pay period)	Displays the number of pay periods.
Estimated Disbursement Date	Click to view estimated disbursement dates.
Student Demo Information	Click to view the student's first name, last name, middle initial, date of birth, and social security number.

Reviewing Pell Disbursement

Access the Pell Disbursement page.

Pell Origination ID	Identifies an origination.
Dsb Ref Nbr (disbursement reference number)	Displays the reference number (01-90) of this disbursement.
ID	Displays the student's ID number.
Action Code	Displays the action code which indicates an action to be taken. The action code value is a result of the acknowledgment record. Values are: A: Accepted, all fields accepted. C: Corrected, one or more fields corrected. D: Duplicate. E: Rejected, record was rejected.
Debit/Credit Indicator	Indicates if the disbursement amount is P (positive) or N (negative).
Disbursement Date	Displays the date on which this disbursement is made to the student.
Pay Period Start Dt (pay period start date)	Displays the date on which the pay period begins.
COD Info (common origination disbursement information)	Click to view the Pell COD amount, number, and sequence.

Receiving Pell Records for Phase-In

The process for receiving Pell records is the same for origination, disbursement, and Pell data requests.

Loading and Moving Pell Acknowledgment Data

The FA_INBOUND Application Engine process replaces EDI Manager to receive files for 2003. The FA_INBOUND Application Engine process automatically determines the type of file and loads the file into the inbound staging tables.

This section discusses how to:

• Load Pell acknowledgment files for phase-in.

• Move Pell acknowledgment data to the database.

See Also

Loading an XML File

Pages Used to Load and Move Pell Acknowledgment Data

Loading Pell Acknowledgment Files for Phase-In

Access the FA Inbound page.

The system provides two run options on the FA Inbound page: Single File and File List.

The file list contains the data path and name of the file to be processed. For example, the file list file LIST1.TXT might contain the following files to be processed:

\\JSERVER1\2003\SARA03OP.001

\\FILESERV\2003\SARA03OP.002

C:\ISIR\2004\SARA04OP.001

D:\PELL\2003\PGOA03OP.001

\\DLSERVER\INBOUND\2003\DIPA030P.001

Describing the FA EC File Inbound Process

If the system processes a file list, the FA Inbound reads the file list and searches for the listed files using the path defined in the file list. Once the system processes the file list, it creates a new file in the same directory as the original file. The new file has the name of the file list with an appended date/time stamp. For example, if LIST1.TXT were processed September 1, at 9 A.M., the new file would be called LIST1.TXT20020901090000.

This new file lists the files that were processed during that run of the FA_INBOUND process. If a problem occurs with any of the files in the file list, the file indicates all files that were successfully processed and the file that generated the error. The error file is always the last row and has the message “Error not processed” appended to the file path. You can use the message log to view the specific error reason. If, for example, the system processed LIST1.TXT, but a problem occurred with the SARA04OP.001file, the LIST1.TXT20020901090000 file would appear like the following example:

\\JSERVER1\2003\SARAOP03.001

\\FILESERV\2003\SARAOP03.002

Error not processed: C:\ISIR\2004\SARA04OP.001

Note. The remaining two files defined in the file list were not processed.

You can use the message log to view the files that the system loaded successfully or unsuccessfully. The system displays specific error messages in the log. Use the File/Log Viewer to read these messages.

If a problem occurs with a file in the list file, the FA Inbound process stops processing. The system loads the files that were processed before the error occurred into the database. All subsequent files in the file list are not processed. You can verify whether all files in a file list were successfully processed by opening the date-stamped list file and verifying that the last row in the file does not read, “Error not processed.”

Note. If a problem occurs with the load process, the system might still display the run status in the Process Monitor for the FA_INBOUND process as Success.

Review the message log for any errors that occurred and verify the files that were not processed.

Moving Pell Acknowledgment Data to the Database

Access the Pell Process In page.

Pell Origination Acknowledgmnt (Pell origination acknowledgment)	Select to move the Pell origination acknowledgment files from the staging tables to the database.
Pell Disbursement Acknowledgmt (Pell disbursement acknowledgment)	Select to move the Pell disbursement acknowledgment files from the staging tables to the database.
Pell Multiple Reporting Record	Select to inbound any MRRs previously requested by more than one institution for the same student.
Run	Click to run the Pell Inbound Driver COBOL SQL process (FAPPIDRO).

Verifying Inbound Payment Data for Phase-In

After you request origination, disbursement, or multiple reporting, you can review the data before loading the files to the database.

This section discusses how to:

• Review Pell origination acknowledgments.

• Review Pell disbursement acknowledgments.

Pages Used to Verify Inbound Payment Data for Phase-In

Reviewing Pell Origination Acknowledgments

Access the Pell Origination Ack page.

Pell Orig Ack Detail (Pell origination acknowledgment detail)	Click to view rejected or corrected items.
Student Demo Information	Click to view the student's first name, last name, middle initial, date of birth, and social security number.

See Also

Reviewing Results of Pell Origination

Reviewing Pell Disbursement Acknowledgments

Access the Pell Disbursement Ack page.

YTD Dsb Amt (year-to-date disbursement amount)	Displays the year-to-date total amount disbursed to the student for the award year.
Pell Orig Seq # (Pell origination sequence number)	Identifies the origination sequence for the disbursement acknowledgment.
Process Instance	Displays the occurrence number assigned by the inbound acknowledgment process.
Pell Trans Date/Time (Pell transaction date and time)	Displays the date and time that the system generated the Pell transaction.
Processing Status	Displays the acknowledgment processing status. Values are: P: Processed N: Not processed E: Error
Ed Use Flag (education use flag)	Click to view education use flags 1-10. These are set to notify you of modifications that have been made to your database. The system uses education use flags when the acknowledgment is rejected. These flags require immediate action.
Acknowledgement Message Codes	Click to view disbursement acknowledgment message codes 1-25.

See Also

Reviewing Results of Pell Origination