Volume II, Section 4 – COD

Full Participant Edits

Full Participant Edits

No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

001 R Document Info Invalid Destination Mailbox The Entity ID is invalid or not Pell/DL Resubmit data using the N/A
ID assigned to send Pell/ Direct appropriate Destination
Loan/ Campus-Based data Mailbox ID.
from that Destination Mailbox.

002 R Award Reported Entity ID is Not Reported School Entity ID is Pell Resubmit using Pell - 221
Eligible To Report not eligible to report. appropriate reporting
school entity ID.

003 R Document Info Duplicate Document ID Document ID has been Pell/DL Review document to Pell - 203
previously submitted. determine if duplicate. If DLB - 01
not, resubmit with unique
Document ID number.

004 R Document Info Entity ID (Source) Not Found The Entity ID submitted does Pell/DL Verify your Source Entity Pell - 212
On Participant File not match any existing Entity ID. For further DLB - 02
ID on file at COD. clarification, if needed,
call your Customer
Service Representative.

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 1

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

005 R Document Info Full Participant Schools A Source Entity that is a Full Pell/DL Resubmit data using the DLB - 04
cannot submit Legacy Records Participant for this program appropriate XML Pell - 233
for this program and award and award year has submitted Common Record or
year a legacy record contact COD Customer
Service to change school's
full participant status for
that program and award
year. See COD Technical
Reference and Common
Record Schema for more
information.

006 R Document Info Document Create Date The date indicated in the Pell/DL Correct Document Pell - 227
Greater Than Current System DateTime stamp in the (Batch) ID Create Date DLB - 04
Date Document ID is greater than Time and resubmit.
the current system date at
COD.
007 R Document Info No Detail Records In The Document (Batch) Pell/DL Resubmit Document Pell - 232
Document contained no detail records, (Batch) with detail DLB - 04
and cannot be processed. records.

008 W Entity Reported Number of Students The Reported Total Number of Pell/DL No action required. Pell - 218
Does Not Equal Detail Count Students reported in the
Document Information Block
does not equal the total number
of Students in the Document
(Batch).

010 R Document Info Phase-In Schools cannot A Source Entity that is a not a Pell/DL Resubmit data using the N/A
submit Common Record Full Participant has submitted appropriate record layout
Documents a Common Record for Phase-In Participants
or contact COD
Customer Service to
(For 2002-2003 only) change school's full
participant status.

See Volumes III & IV of

the 2003-2004 COD
Technical Reference for
record layouts.

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 2

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

011 R Person For Pell:No Eligible SSN, The Student Identifier -- SSN, Pell/DL Compare SSN, Date of Pell - 332
DOB, and Last Name DOB, and Last Name Birth, and Last Name Pell - 333
Combination Match Found combination -- reported on the combination reported in Pell – 334
On CPS For Student. (Last Common Record cannot be the Common Record to DLO - A9
Name match is on first 2 found on the CPS. (Last Name the same data elements on
characters only)For DL:No portion not included in match the student’s ISIR based
Eligible SSN and DOB for DL) on the reported CPS
Combination Match Found Transaction Number. If
On CPS For Student (No any of these identifiers do
match on Last Name is done) not match, resubmit with
the corrected data.

012 R Person For Pell: A correction or change has Pell/DL Compare the SSN, Date Pell - 332
No Eligible SSN, DOB, and been submitted and the Student of Birth, and Last Name Pell - 333
Last Name Combination Identifier -- SSN, DOB, or Combination reported in Pell - 334
Match Found On CPS For Last Name and the reported the Common Record to
Student. (Last Name match is combination of those elements the same data elements on
on first 2 characters only) cannot be found on CPS (Last the student's ISIR. If any
Name portion not included in of these identifiers do not
For DL: match for DL) match, resubmit with the
No Eligible SSN and DOB corrected data.
Combination Match Found This edit is not applied to DL
On CPS For Student (No PLUS awards.
match on Last Name is done)

013 R Person Citizenship Status Indicator PLUS Borrower's Citizenship DL-PLUS If this data is correct, the DLO - 05
for PLUS Borrower is not Status Indicator is not “1” for PLUS borrower is not
eligible U.S. citizen or “2” for eligible eligible for a PLUS loan.
non-citizen (PLUS only)
If this data is incorrect,
update and resubmit.

014 R Person Citizenship Status Indicator Student's Citizenship Status DL-PLUS If this data is correct, the DLO - 38 (Student
for PLUS Student is not Indicator is not “1” for U.S. PLUS student is not edit for PLUS only)
eligible citizen or “2” for eligible non- eligible for a loan. If this
citizen data is incorrect, update
(PLUS only) and resubmit.

015 W Person Corrected Value Same as The corrected value submitted Pell/DL No action required. N/A
Original Value. in the COD Common Record
matches the value currently on
file.

016 R Person PLUS Borrower and Student The PLUS borrower has the DL-PLUS Verify the SSN of the DLO - 36
Cannot be the Same Person same SSN as the student parent borrower and the DLO - 83
associated with this PLUS student. Update records
loan. appropriately and
(PLUS Only) resubmit.

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 3

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

017 R Person PLUS Endorser and Student The PLUS endorser has the DL-PLUS Verify the SSN of the DLO - 84
Cannot be the Same Person same SSN as the student endorser and the student.
associated with this PLUS Update records
loan. (PLUS Only) appropriately and
resubmit.

020 R Person First and Last Name Blank First Name and Last Name are Pell/DL Submit first name, last Pell - 334
both blank. name or both. Pell - 335

DLO - 6
(Borrower)
DLO - 40 (Student)
021 R Person Address is Incomplete For DL: DL If rejected, update and DLO - 02
1) If all address fields are resubmit address DLO - 20
blank, address will be pulled information. DLO - 57
from CPS
2) If only a zip code is
provided, Street Address will Pell - N/A
default to "No Street Address
Provided" and COD will
populate City and State
3) If any combination of fields
which includes zip code is
provided, COD will provide a
default for the missing fields
('No Street Address Provided'
and City/State)
3) If all address fields are
blank and the address from
CPS does not include a valid
zip code, the address will be
pulled from CPS and Edit 021
will be returned
4)If any combination of
address fields is provided, but
no zip code is included, Edit
021 will be returned unless
country code is not US or
USA, then zip code is not
required and edit 21 is not
returned.

For Pell:
If no zip code or an invalid zip
code is provided either from
the school or via the CPS
address, the zip code will be
defaulted to all zeroes, but no
edit code will be returned.

Note: Address components

defaulted by COD will not be
returned on the response

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 4

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

023 C/R Award Info Incorrect Low Tuition & Fees The Cost of Attendance as Pell Review the COA and Pell - 308
Code/Correction Applied reported by the school (either EFC and confirm. If
in the record or as previously correct, no action
reported) is greater than the required. If incorrect,
low tuition threshold or the update and resubmit.
student's EFC is greater than
the Low Tuition and Fees
minimum amount for the
award year.

If the school has chosen to

have COD correct its records,
COD will set Low Tuition and
Fees to blank

(Pell only)

024 R Award Info Reported CPS Transaction Transaction number for this Pell/DL Review the Reported Pell - 311
Number Does Not Match CPS student is not on file at the Transaction Number and
CPS. ensure that you have an
ISIR record on file for the
student with that
transaction number. If
incorrect, update the
Reported Transaction
Number and resubmit.

025 R Award Info Duplicate Match on CPS The Student Identifier -- SSN, Pell/DL Go to the COD website Pell - 338
Date of Birth, first two and review the CPS
characters of Last Name, and matches for this student.
CPS Transaction Number Select the correct
combination reported in the transaction.
COD Common Record has two
or more matches on CPS.

026 C/R Award Info Incorrect Secondary EFC Ensures the reported Pell Review the field for the Pell - 313
Used/Correction Applied Secondary EFC Used Code is correct value and
valid. The valid values are resubmit.
"O", "S", and "Blank." "O" is
only valid if the value Ensure the value is S if
currently on the COD system is you are using the
"S". If the school has chosen to Secondary EFC; or O if
have COD correct its records you originally reported
and an invalid value is you were using the
submitted, COD will correct to Secondary EFC and are
the value currently on the now using the Original
COD system or to blank. EFC.

(Pell only)

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 5

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

027 C/R Award Info Incorrect Payment If ANY of the following are Pell Review the field for the Pell - 315
Methodology/Correction true: correct value and
Applied AC - Academic Calendar resubmit.
PM - Payment Methodology
<> - Not equal to

-- AC = 1 and PM <> 3 or 5
-- AC = 2 - 4 and PM = 4
-- AC = 6 and PM <> 4
-- AC = 5 and PM = 5

If the school has chosen to

have COD correct its records
and the submitted value is a
change and Accepted PM is
valid with current AC then
COD will set to previously
accepted value. Otherwise, if
Accepted AC = 1,2,3, or 4,
COD will set Accepted PM to
3. Otherwise, COD will set
Accepted PM to 4

(Pell only)

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 6

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

028 C/R Award Info Incorrect Academic If the Academic Calendar is Pell Review the field for the Pell - 314
Calendar/Correction Applied not equal to 1, 2, 3, 4, 5, or 6: appropriate value and re-
submit.
If the school has chosen to
have COD correct its records Ensure that the value is
and if Academic Calendar either Blank if Award
invalid or BLANK, correct in Type is not equal to Pell
the following order: or correct type to:

1) If Academic Calendar (1) if you measure

invalid or BLANK, then set academic progress in
accepted value to previous Credit Hours – non-
value on database (for change standard terms;
records) or (2) if you measure
2) If Attending Entity ID academic progress in
default Academic Calendar Credit Hours – standard
populated, then set accepted terms of quarters;
value to default. (3) if you measure
3) ELSE If Reporting Entity academic progress in
ID default Academic Calendar Credit Hours – standard
populated, then set accepted terms of semesters;
value to default. (4) if you measure
4) ELSE If Payment academic progress in
Methodology = 4, then set Credit Hours – standard
accepted value to "5". terms of trimesters;
5) ELSE set accepted value to (5) if you measure
"3". academic progress in
Clock hours;
If the school does not accept (6) if you measure
corrections, reject the record. academic progress in
Credit Hours without
(Pell only) terms

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 7

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

029 C/R Award Info Invalid Weeks of Instructional If the accepted 'Payment Pell Verify that the Payment Pell - 319
Time in Program’s Definition Methodology' is "1" and the Methodology and
of Academic Year/Correction reported Weeks of Instructional Academic Calendar are
Applied Time Used to Calculate correct.
Payment is not BLANK, for
schools accepting corrections, Correct the Payment
COD will set the value to Methodology, Academic
BLANK. Calendar and/or Weeks of
Instructional Time and
If the accepted Payment resubmit.
Methodology is "2" and the
reported Weeks of Instructional
Time Used to Calculate
Payment is not "00" - "29", for
schools accepting corrections,
COD will set value to "29".

If the accepted Payment

Methodology is "3", "4" or "5"
and the reported
Weeks/CalcPayt is not "00" -
"78" or greater than Weeks of
Instructional Time in
Program’s Definition of
Academic Year, for schools
accepting corrections, COD
will set Weeks of Instructional
Time Used to Calculate
Payment to Weeks/Program

If these conditions are met and

the school is not accepting
corrections, COD will reject
the record.

(Pell only)

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 8

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

030 C/R Award Info Invalid Weeks of Instructional If the accepted 'Payment Pell Verify that the Payment Pell- 320
Time used to Calculate Methodology' is "1" and the Methodology and
Payment reported Weeks of Instructional Academic Calendar are
Time Used to Calculate correct.
Payment is not BLANK, for
schools accepting corrections, Correct the Payment
COD will set the value to Methodology, Academic
BLANK. Calendar and/or Weeks of
Instructional Time and
If the accepted Payment resubmit.
Methodology is "2" and the
reported Weeks of Instructional
Time Used to Calculate
Payment is not "00" - "29", for
schools accepting corrections,
COD will set value to "29".

If the accepted Payment

Methodology is "3", "4" or "5"
and the reported
Weeks/CalcPayt is not "00" -
"78" or greater than Weeks of
Instructional Time in
Program’s Definition of
Academic Year, for schools
accepting corrections, COD
will set Weeks of Instructional
Time Used to Calculate
Payment to Weeks/Program.

If these conditions are met and

school does not accept
corrections, COD will reject
the record.

(Pell only)

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 9

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

031 C/R Award Info Invalid Credit or Clock Hours If the accepted value for Pell Verify that the Payment Pell - 321
in program’s definition of Academic Calendar is "1", "2", Methodology and
academic year "3" or "4" and the Credit or Academic Calendar are
Clock Hours in Program's correct and our
Definition of Academic Year is assumption is correct. If
not BLANK, for schools this is correct, no further
accepting corrections, COD action is necessary. If it is
will set the value to BLANK. not correct, update the
Payment Methodology
If accepted value for Academic and Academic Calendar
Calendar is "5" and the and Cr/Clock Hours and
Credit/Clock Hours in resubmit.
Program's Definition of
Academic Year is less than
"900" or greater than "3120",
for schools accepting
corrections, COD will set the
value to "900".

If accepted Academic Calendar

is "6" and the Credit/Clock
Hours in Program's Definition
of Academic Year is less than
"24" or greater than "100", for
schools accepting corrections,
COD will set to "24".

If these conditions are met and

the school is not accepting
corrections, COD will reject
the record.

(Pell only)

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 10

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

032 C/R Award Info Invalid Credit or Clock Hours If the accepted value for Pell Verify that the Payment Pell - 322
in all payment periods Academic Calendar is "1", "2", Methodology and
expected to complete this "3" or "4" and the Credit or Academic Calendar are
school year Clock Hours in all Payment correct. If it is not correct,
Periods Expected to Complete update the Payment
this School Year is not Methodology and
BLANK, for schools accepting Academic Calendar
corrections, COD will set the and/or Credit/Clock
value to BLANK. Hours and resubmit.

If accepted Academic Calendar

is "5" or "6" and Credit or
Clock Hours expected to
complete this Award Year is
not between "0000" and
accepted Credit or Clock
Hours in program’s Definition
of Academic Year, for schools
accepting corrections, COD
will set Credit or Clock Hours
in all payment periods
expected to complete this
School Year to Credit or Clock
Hours in program’s Definition
of Academic Year.

If these conditions are met and

the school is not accepting
corrections, reject the record

(Pell only)

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 11

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

033 R Award Duplicate Award ID This Award ID is a duplicate Pell/DL Create a new Award ID DLO - 16
and is already established for this borrower. Pell - 301
under a different student
identifier.

This Award ID is duplicate and

is already established under
this student identifier.

This Award ID already exists

for this student and the school
is trying to change a
component of the COD Award
Identifiers (Attended Entity ID,
Award Year, or Award
Number).

The COD Award Identifiers

(Attended Entity ID, Award
Year, or Award Number)
already exist for this student
and the school is trying to
change the Award ID.

(Pell Legacy and Direct Loan

only)

034 R Award Attending School Entity The Attending School Entity Pell/DL Verify the Attended Entity Pell - 304
Identifier has no relationship Identifier has no established ID and the Reporting
with the Reporting School relationship to the Reporting Entity ID. If incorrect,
Entity Identifier School Entity Identifier in the update and resubmit
Entity Block.

035 R Award Inconsistent Award Award Type listed in Award ID DL Review the Award Type DLO - 81
Information Data does not match Award Type in and Award Year fields to DLD - 5
the Award Block and/or Award ensure they are the same
Year listed in Award ID does as the values in the Award
not match Award Year in ID. Correct the necessary
Award Information Block field(s) and resubmit.

(Direct Loan Only)

036 W Award PLUS Credit Decision Status No credit decision has been DL - PLUS PLUS Credit Decision
is not accepted for this PLUS accepted for this award. Status for this award is
award pending. Once a credit
(PLUS only) decision is received, a
response will be sent.

038 R Award Student Not Pell Eligible Award type listed is Pell and Pell Review student’s ISIR for Pell - 337
student is not Pell eligible Pell eligibility. If student
according to CPS. is eligible, review
transaction number
(Pell only) reported. If incorrect,
update and resubmit.

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 12

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

039 C/R Award Incorrect award amount Award amount exceeds the Pell/DL Review the maximum PELL - 305
maximum annual limit. annual limit for this DLO - 26
For DL Sub - award. If appropriate, DLD - 24
Grade Level = 0 or 1 Max = update this field and
2625 resubmit.
Grade Level = 2 Max = 3500
Grade Level = 3, 4, 5 Max =
5500
Grade Level >=6 Max = 8500

DL Unsub and DL Sub

combination -
Grade Level = 0 or 1 = 6625
Grade Level = 2 Max = 7500
Grade Level = 3, 4, 5 = 10500
Grade Level >=6 Max 18500

If Additional Unsubsidized
Loan HPPA (formerly HEAL
eligible) = Y
Grade Level = 4, 5 Max =
27167
Grade Level >= 6 Max =
45167

PLUS - 0 - 99999.99

Pell - refer to the Student

Financial Aid Handbook

040 W Award Changed Award Amount Is Award amount reported is less Pell Reduce disbursement Pell - 323
Less Than Total than the sum of the accepted amounts to correspond
Disbursements funded disbursements. with the funded
Decrease is expected within 30 disbursements and
days or a system generated resubmit.
decrease is processed.
If an adjustment is not
(This edit is only executed if received within 30 days,
Disbursement Release COD will process a
Indicator (Disbursement decrease.
Release Indicator(Payment
Trigger)) equal True)

(Pell only)

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 13

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

041 R Award Changed Award Amount Is Award amount reported is less DL Review Award Amount DLO - 82
Less Than Total than the sum of the accepted and funded
Disbursements funded disbursements. disbursements. Update
and resubmit.
(This edit is only executed if
Disbursement Release If you are attempting to
Indicator(Payment Trigger) decrease the loan, you
equal True) must make adjustments to
the disbursements that
(Direct Loan only) have already been
processed.

042 R Award New Award Type Submitted For an initial submission for Pell/DL Enter an Award Amount Pell - 339
with a Zero Award Amount this award type, the award and resubmit. DLO - 33
amount is not greater than
zero.

043 R Award New Award Amount or Award For Pell: Pell/DL To disburse after the Pell - 399
Increase Received After End deadline of the award DLO - B4
Of Processing Year and A new award or increase to a year, your school must
Institution Has Not Been previously originated award seek Extended Processing
Granted Extended Processing was submitted after the for Pell or Direct Loan.
(Pell and DL) processing deadline for the
award year and the school has Contact your Customer
not been granted Extended Service Representative if
Processing. your school has been
granted Extended
If ALL of the following are Processing or if you want
true: to apply for this
extension.
-- The Received Date is
greater than the Latest
Accepted Date for the Award
Year (the Award Year
Processing Cycle End Date)
-- The school has not been
granted Extended Processing or
an audit adjustment.
-- An Award for this student
identifier is currently not in
COD or the Award amount is
an increase to the amount in
COD.

For Direct Loan:

A new or an increased award

amount was submitted after the
school has closed out the
Program Year (school
confirmed a zero balance) or
the Program Year has been
closed and the school has not
been granted Extended
Processing.

If ALL of the following are

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 14

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

true:

-- The Received Date is

greater than the Latest
Accepted Date for the Award
Year (the Award Year
Processing Cycle End Date)
-- The school has not been
granted Extended Processing or
an audit adjustment.
-- An Award for this student
identifier is currently not in
COD or the Award amount is
an increase to the amount in
COD.

044 R Award Incorrect Flag For Additional Additional Unsubsidized DL-Unsub Review the record and DLO - 87
Unsubsidized Eligibility for Eligibility for Health ensure you are providing
Health Profession Programs Profession Program value is the correct value for the
(formerly HEAL eligible) “Y” and the student's grade Additional Unsubsidized
level code is not 4, 5, 6, or 7 Eligibility for Health
Professions flag. If your
(Direct Loan only) school is eligible to use
this flag, ensure the
student’s grade level is
reported as greater than 3
and resubmit.

If grade level is correct

and you are eligible to
use this flag, please
contact your Customer
Service Representative.

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 15

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

045 R Award Incorrect Award Dates Difference between Financial DL Review the record and DLO - 30
Award Begin Date and ensure the Award Begin DLO- 31
Financial Award End Date is and End Dates are DLO - 92
greater than 12 months. accurate. If incorrect,
OR update and resubmit.
Financial Award Begin Date is
after the Financial Award End
Date
OR
Financial Award Begin Date
and Financial Award End Date
is not equal to or within the
student's academic year dates.

(Direct Loan only)

046 R Award Incorrect Academic Year Academic Year Start Date is DL Review the record and DLO - 86
Dates after the Academic Year End ensure the Academic Year
Date Begin (Start) and End
OR Dates are accurate. If
Academic Year is greater than incorrect, update and
12 months resubmit.

(Direct Loan only)

047 R Award Academic Year Dates Already Academic Year Start and End DL Academic Year Begin DLO - A6
Linked to MPN or PLUS Date cannot be changed (Start) Date cannot be
MPN because more than one Direct changed on this loan since
Loan is already linked to a it is linked to a MPN or
MPN or PLUS MPN based on PLUS MPN based on the
specific academic year dates. existing Academic Year
Begin (Start) and End
(Direct Loan - MPN Single Dates.
Year Feature only)
If the academic year dates
are incorrect, you must
obtain a new promissory
note and process a new
loan with the correct
academic year dates.

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 16

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

048 R Disbursement School is Ineligible Edit checks to ensure that Pell/DL Review your Attend Pell - 424
a. School is eligible to School Entity Identifier to DLO - 44
participate in the Title IV ensure it is correct and DLD - 02
programs that you are eligible to
b. If school is requesting Pell participate in the program
Grant funds, school was for which you are
eligible to participate in the submitting records and/or
Pell Grant program at time the requesting funds. If
disbursement was made. incorrect, update and
c. If school is requesting Direct resubmit.
Loan funds, school is eligible
to participate in the Direct
Loan program, is open and not
undergoing an ownership
change.

049 R Disbursement Disbursement Date Is More Adjusted Disbursement Date is DL Review your adjusted DLD - 22
Than 120 Days After the not within 120 days of original disbursement date in
Original Disbursement Date Disbursement Date. conjunction with your
original disbursement
(Direct Loan Only) date. If incorrect, update
and resubmit.

050 R Disbursement Disbursement Date Outside 120 days after the Financial DL Review your award dates DLD - Q
Allowable Window Award End Date. and your disbursement
dates. If incorrect, update
(Direct Loan only) and resubmit.

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 17

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

051 R Disbursement Disbursement Date With Disbursement Release Pell/DL Review your Pell - 408
Payment Trigger Set to Yes Indicator (Payment Trigger) is Disbursement Release DLD - S
Outside of Allowable Window True and Disbursement Date is Indicator (Payment
outside of allowable window. Trigger) Flag and submit
a release based on the
Pell Allowable Window: disbursement date and
Funds First (Advanced Pay) = your school’s allowable
30 calendar days disbursement window.
Records First (Just in Time) =
7 calendar days
Reimbursement = 0 calendar
days
Heightened Cash Monitoring1
= 7 calendar days
Heightened Cash Monitoring2
= 0 calendar days

Direct Loan
Funds First (Advanced Pay) =
7 calendar days
Records First = 7 calendar
days
Reimbursement = 0 calendar
days
Heightened Cash Monitoring1
= 7 calendar days
Heightened Cash Monitoring2
= 0 calendar days

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 18

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

052 R Disbursement First Disbursement Date Must This edit applies to DL Review the disbursement DLO - A2
Be the Earliest disbursements with dates of the subsequent DLD - 44
Disbursement Release disbursement and the first DLD - 51
Indicator equal to True or disbursement. If
False: incorrect, update and
resubmit.
a. If Disbursement Release
Indicator equal False,
Subsequent Disbursement Date
is not after the Disbursement
Date of the first disbursement
(Disbursement Number "01").

b. If Disbursement Release
Indicator equal True,
subsequent disbursement date
is not on or after the
Disbursement Date of the first
FUNDED disbursement
(Disbursement Number 01 or
the Disbursement Number with
the First Disbursement Flag).
NOTE: If Disbursement
Release Indicator equals True,
the disbursement date should
not be compared to the
disbursement date of
"unfunded" disbursements.

(Direct Loan Only)

053 R Disbursement Disbursement Date Cannot Be The Disbursement Date is not Pell/DL Resubmit disbursement DLO - 11
Blank populated. with a disbursement date. DLD - V
Pell - 408

054 W Disbursement Disbursement Date Within 7 A record has been submitted Pell/DL Review record to N/A
Days or Passed, Disbursement with the Disbursement Release determine if a
Release Indicator (Payment Indicator (Payment Trigger) Disbursement Release
Trigger) Set To "False" flag set to "False" but the Indicator (Payment
Disbursement Date is within Trigger) flag of “True” is
the 7 calendar day window or appropriate. This record
has passed. will not be considered an
actual disbursement until
a Disbursement Release
Indicator (Payment
Trigger) flag of “True” is
received. If you intended
this to be an actual
disbursement, update the
Disbursement Release
Indicator(Payment
Trigger) flag and
resubmit.

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No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

055 W Disbursement Disbursement Information Disbursement Information was Pell/DL No action required. N/A
Received 30 Days or more received and processed by
after Date of Disbursement COD more than 30 days later
than the Disbursement Date
reported on the record

056 C/R Disbursement Sequence Number Not In Disbursement Sequence Pell/DL Review disbursement DLD - 16
Sequential Order numbers associated with a transactions and
specific Disbursement Number disbursement sequence
must be processed in numbers for this
incremental, sequential order. disbursement and
(i.e. 01, 02, 03,..) resubmit all transactions
not yet accepted by COD
School reported a disbursement in the proper order.
sequence number other than
‘01’ on a disbursement that is
not yet accepted.

Sequence Number on accepted

disbursement is not one higher
than the last previously
accepted transaction for this
disbursement number.

057 R Disbursement A change/adjustment to a A change to Disbursement DL The change to the DLD - 39

Disbursement Date and Date and an adjustment to a Disbursement Date is
Disbursement Amount were Disbursement Amount were accepted but the change
submitted on the same made at the same time, i.e. in to the disbursement
transaction. Adjustment to the same transaction with the amount is rejected.
Disbursement Amount has same Sequence Number for the
been rejected. same Disbursement Number, Resubmit the adjustment
after a Disbursement has been to the Disbursement
funded. Amount with a new
Sequence Number.
This edit applies to
Disbursement Release
Indicator(Payment Trigger) =
True only

(Direct Loan only)

058 R Disbursement Duplicate Disbursement The reported Disbursement Pell/DL No action is required. DLD - M
Information On File Number, Sequence Number, DLD - P
and Disbursement Release If you are attempting to
Indicator (Payment Trigger) make a change, resubmit
equal to True are already on with a higher sequence
file with COD. number.

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No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

059 W Disbursement Duplicate Adjustment The Disbursement Number, Pell/DL No action required. N/A
Information on File Disbursement Amount(s)
Disbursement Date, and If you are attempting to
Disbursement Release make a change, update
Indicator (Payment Trigger) and resubmit.
equal to True are already on
file with COD for this
Disbursement Adjustment.

060 R Disbursement Insufficient Number of Disbursement Amount equals DL Since your school does DLO - 10
Disbursements Based on the Total Net Loan Amount not meet special condition
School Type and the school does not meet status, you must disburse
special condition status. a loan in two or more
disbursements and the
Special condition status disbursement amount (net
includes "Experimental Site disbursement) cannot
Schools" and schools with a equal the total net loan
default rate < 10% for each of amount.
the last 3 years. Only schools
meeting special condition Update the disbursement
status are allowed to make one amount for this record
disbursement. A minimum of and resubmit.
two disbursements are required If you believe your school
for all other schools. does meet special
condition status, call your
(Direct Loan Only) Customer Service
Representative.

061 R Disbursement Only One Disbursement You can only make one Pell You must perform N/A
Allowed for Students with a disbursement for a student with verification on this
Verification Status of "W" a Verification Status of "W". student’s application data.
Once verification has
(Pell only) been performed, update
the verification status to
“V” and resubmit.

062 R Disbursement Disbursement Amount(s) Is Disbursement Amount(s) is not Pell/DL Resubmit disbursement DLD - 08
Less Than Or Equal to Zero populated, or zero, or less than sequence number 01 with DLD - 12
for Disbursement Sequence zero for Sequence Number a disbursement amount Pell - 405
Number 01 "01" and Disbursement greater than zero.
Release Indicator (Payment
Trigger) is "true".

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No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

063 R Disbursement Incorrect Net Disbursement Disbursement Amount(s) is not DL Verify your disbursement DLO - 27
Amount equal to COD's calculated calculations based on the DLD - 07
amount. award type. Resubmit if
For DL: appropriate.
a. The Net Disbursement
Amount is calculated using the
following steps (+ or -$1
tolerance):
Step 1: Calculate the
Combined Fee/Interest Rebate
Percentage by subtracting the
Interest Rebate Percentage
from the Loan Fee Percentage
Step 2: Calculate the
Combined Fee/Interest Rebate
Amount by multiplying the
Disbursement Gross Amount
by the Combined Fee/Interest
Rebate Percentage (go out 3
decimal places) and truncating
the result
Step 3: Calculate the Net
Disbursement Amount by
subtracting the Combined
Fee/Interest Rebate Amount
from the Disbursement Gross
Amount
Step 4: Calculate the Loan
Fee Amount by multiplying the
Gross Disbursement Amount
by the Loan Fee Percentage
(go out 3 decimal places) and
truncating the result
Step 5: Calculate the
Interest Rebate Amount by
subtracting the Loan Fee
Amount from the Gross
Disbursement Amount and
then subtracting the result from
the Net Disbursement Amount
b. Payment Trigger set to "Y"
and Disbursement Amount
exceeds annual loan limit
across schools. See common
record for loan limit criteria.

(Direct Loan Only)

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 22

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No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

064 C/R Disbursement Disbursement Amount > 50% ALL of the following are true: Pell Review disbursement Pell - 418
of award with Verification amount and verification
Status of "W" The Verification Status is ‘W’ status or assumption
on the Award AND made. If incorrect,
Disbursement Amount is update and resubmit.
>50% of the Scheduled Award
Amount
If the school has chosen to
have COD correct its records,
COD will set the Accepted
Disbursement Amount to the
lesser of either the Award
Amount or 50% of the
Schedule Award Amount

(Pell only)

065 W Disbursement Insufficient Decrease in the The Award has an “Over Paid” Pell No action required. Pell - 413
Disbursement amount. status and school has sent a
Disbursement is expected for downward Disbursement
Amount of the Negative Amount adjustment for an
Pending amount less that the Negative
Pending Disbursement
Amount.

(Pell only)

066 R Disbursement Award is in “Overpaid” status. If ALL of the following are Pell Pell - 414
Disbursement Increase cannot true:
be accepted
Award is in "Overpaid" Status

A Disbursement Amount that

would increase the sum of the
accepted Disbursements to an
Amount greater than the
'Award Amount' is submitted

(Pell Only)

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No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

067 C/R Disbursement Incorrect Disbursement For Direct Loan: Sum of all Pell/DL Review the disbursement Pell - 406
Amount the Disbursement Gross amount for each Pell - 432
Amounts is greater than the disbursement number and
Award Amount. compare to the award DLO - 12
amount (Loan Amount DLD - G
For Pell: Approved). Update
The sum of the disbursements record where appropriate
exceeds the Award Amount and resubmit.
--OR--
The reported Disbursement
Amount exceeds 100% of the
student's Total Eligibility Used
and the student is already in a
POP situation involving two or
more schools. Total Eligibility
Used calculation is in the
appendix

For Pell Legacy, this edit

should not be run on
disbursement amounts less
than zero.

068 W Disbursement Potential Overaward Project- Pell disbursements for a Pell Review guidance Pell - 411
Notice Sent Separately student have been received contained in separate
from two or more schools and notice.
all of the following are true:

Disbursement is not rejected

AND
Other Pell awards exist for the
student at different Attended
School Entity ID's for the
current Award Year
AND
Total amount disbursed for any
of the other Pell awards is
greater than zero
AND
Total of the Percentage of
Eligibility Used is greater than
100.00 (plus tolerance).

(Pell only)

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No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

069 W Disbursement Potential Concurrent Two or more Pell Pell Review guidance Pell - 410
Enrollment - Notice Sent disbursements for a student contained in separate
Separately have been received from two or notice.
more schools and all of the
following are true:

Other Pell awards exist for the

student at different Attending
School Entity ID's for the
current Award Year
AND
Total amount disbursed for the
student for any of the other Pell
awards is greater than zero
AND
Enrollment Dates for the
student are within 30 days of
one another

(Pell only)

070 W Disbursement Disbursement Release Data in the disbursement block Pell/DL When the Disbursement N/A
Indicator(Payment Trigger) is has been received but the Release Indicator
Blank Disbursement Release (Payment Trigger) is
Indicator (Payment Trigger) is blank, COD records the
not populated. Disbursement Release
Indicator (Payment
Trigger) as “F.” If the
Disbursement Release
Indicator (Payment
Trigger) should be “F”,
no further action is
necessary. If you want
this record to be
considered an actual
disbursement, update the
Disbursement Release
Indicator (Payment
Trigger) flag to “T” and
resubmit.

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Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

071 R Disbursement New Disbursement, Increase, For Pell: Pell/DL To disburse after the Pell - 417
or Disbursement Release deadline of the award DLD - 63
Indicator(Payment Trigger) to A new Disbursement, a year, your school must
"True" Received After End Of disbursement increase, or a seek Extended Processing
Processing Year and Disbursement Release for Pell or Direct Loan.
Institution Has Not Been Indicator (Payment Trigger) set
Granted Extended Processing to "True" was submitted after Contact your CSR if your
(Pell or DL). the award year deadline and school has been granted
the school has not been granted Extended Processing or if
Extended Processing. you want to apply for this
extensions.
If ALL of the following are
true:

The Received Date is greater

than the Latest Accepted Date
for the Award Year (Award
Year Processing Cycle End
Date)
AND
The school has not been
granted status of Extended
Processing or an audit
adjustment
AND
An Award Type for this
student identifier is currently
not in COD or the
Disbursement Amount is an
increase to the amount in COD
AND
This disbursement is not an
increase as a result of a student
that had been blocked (POP)
prior to the deadline

For Direct Loan:

A new Disbursement, a
disbursement adjustment, or a
Disbursement Release
Indicator (Payment Trigger) set
to "True" was submitted after
school has closed out the
Program Year (school
confirmed zero balance) or the
Program Year has been closed
and the school has not been
granted Extended Processing.

If ALL of the following are

true:

The Received Date is greater

than the Latest Accepted Date
for the Award Year (Award
Year Processing Cycle End
Date)
AND
The school has not been
granted status of Extended

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 26

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No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

Processing (may include an

audit adjustment)
AND
An Award Type for this
student identifier is currently
not in COD or the
Disbursement Amount is an
increase to the amount in COD

072 R Disbursement Incomplete Disbursement If the Sequence Number is DL Resubmit record with all DLD - 36 (Gross
Amounts "02" or greater, and any of the disbursement amounts Disb Amt)
Disbursement Amounts (Gross populated. DLD - 37 (Loan
Disbursement Amount, Fee Amt)
Disbursement Fee Amount, DLD - 38 (Disb
Interest Rebate Amount, and Net Amt)
Disbursement Net Amount) are DLD - 52 (Interest
populated, then all four must Rebate Amt)
be present.

(Direct Loan only)

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 27

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

073 R Disbursement Insufficient information with A record has been submitted Pell/DL Review the record in N/A
Disbursement Release with the Disbursement Release conjunction with the
Indicator(Payment Trigger) Indicator (Payment Trigger) Common Record Layout.
set to "True" flag set to "True" but there is Resubmit with all
insufficient data on file. required data elements
populated.
See Common Record Layout
for fields required prior to
setting the Disbursement
Release Indicator (Payment
Trigger) to "True".

074 R Disbursement Incorrect Adjustment to Disbursement Release Pell/DL No action required. N/A
Disbursement Release Indicator (Payment Trigger)
Indicator(Payment Trigger) adjusted to "False" after Disbursement Release
disbursement was funded. Indicator (Payment
Trigger) cannot be
changed to “False” after
disbursement becomes an
actual disbursement. If
you are attempting to
cancel a disbursement,
you must send an
adjustment to the
disbursement amount.

075 R Disbursement Multiple First Disbursement More than one disbursement DL Review disbursements DLD - 50
Flags was submitted to COD with a and resubmit record with
First Disbursement Flag of only one disbursement
“True” for this loan in the flagged as the first
same cycle. disbursement.

(Direct Loan only)

076 R Disbursement First Disbursement Flag First Disbursement Flag can be DL Contact your Customer DLD - 49
Changed More Than Twice changed a maximum of two Service Representative
times before requiring U.S. for the procedures on how
Department of Education’s to obtain the Department
approval. of Education’s approval
to change the first
(Direct Loan Only) disbursement flag more
than two times.

077 R Disbursement Incorrect Disbursement Loan Disbursement Fee Amount DL Review Disbursement DLO - 18
Fee Amount does not equal COD's Loan Fee Amount DLD - 9
calculated Loan Fee Amount calculation. Resubmit
(+ or - $1 tolerance). record with corrected
disbursement amounts
(Direct Loan only)

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 28

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

078 R Disbursement Incorrect Disbursement Up-Front Interest Rebate DL Review Disbursement DLO - A5
Rebate Amount Amount does not equal COD's Loan Fee Amount (Origination only)
calculated Up-Front Interest calculation. Resubmit DLD - 54
Rebate Amount (+ or - $1 record with corrected
tolerance) for this disbursement amounts.
disbursement.

(Direct Loan only)

079 R Disbursement Payment Period Start Date The school is ineligible and the Pell Review the Payment Pell - 424
Not In Eligible Range Payment Period Start Date Period Start Date
does not fall within the range reported. If incorrect,
of eligibility. update and resubmit. If
correct, you are not
(Pell only) eligible to receive Pell
Grant funds for this
student. No further
action required.

080 R Disbursement No Accepted PLUS Credit The Disbursement Release DL-PLUS Resubmit Disbursement DLD - J
Decision Status Indicator (Payment Trigger) is Release Indicator
set to "True" and there is no (Payment Trigger) of
approved PLUS Credit True” after an approved
Decision Status on file for this credit decision is obtained
loan. for this PLUS borrower.

An approved PLUS Credit

Decision Status must be
obtained for a PLUS borrower
prior to disbursement.

(PLUS only)

081 R Disbursement No Promissory Note on File The Disbursement Release DL Resubmit disbursement DLD - T
Indicator (Payment Trigger) is with Disbursement
set to "True" and there is no Release Indicator of
Master Promissory Note on file “true” after you receive a
for this loan, and the school is response record indicating
required to have an MPN on that an accepted MPN is
file at COD prior to on file at COD for this
disbursements. loan.

The School File at COD

indicates a MPN must be on
file at COD prior to
disbursement.

(Direct Loan only)

083 R Disbursement CMO Rejected This Student CMO rejected this student for Pell/DL Contact your Pell - 440
For Inadequate/Missing inadequate/missing eligibility reimbursement analyst for
Eligibility Documentation/ documentation / information. additional information
Information about correcting this
(Reimbursement Schools only) record.

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No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

084 R Disbursement CMO Rejected This Student CMO rejected this student for Pell/DL Contact your Pell - 441
For Inadequate/Missing Fiscal inadequate/missing fiscal reimbursement analyst for
Documentation/ Information documentation / information additional information
about correcting this
(Reimbursement Schools only) record.

085 R Disbursement CMO Rejected This Student CMO rejected this student for Pell/DL Contact your Pell - 442
For Inadequate/Missing inadequate/missing award or reimbursement analyst for
Award or Disbursing disbursing documentation / additional information
Documentation/ Information information about correcting this
record.
(Reimbursement Schools only)

086 R Disbursement CMO Rejected This Student CMO rejected this student for Pell/DL Contact your Pell - 443
For Not Meeting Reporting not meeting reporting reimbursement analyst for
Requirements requirements additional information
about correcting this
(Reimbursement Schools only) record.

087 R Disbursement CMO Rejected This Student CMO rejected this student for Pell/DL Contact your Pell - 444
For Failure To Comply With failure to comply with reimbursement analyst for
Requirements requirements additional information
about correcting this
(Reimbursement Schools only) record.

088 R Disbursement CMO Rejected This Student CMO rejected this student for Pell/DL Contact your Pell - 445
For Inadequate or Missing inadequate/missing reimbursement analyst for
Documentation documentation / information additional information
about correcting this
(Reimbursement Schools only) record.

089 R Disbursement Invalid disbursement due to Invalid disbursement DL No further disbursements DLD - 60
pending bankruptcy transaction. The disbursement or upward adjustments to
is received after the receipt of a existing disbursements
pending bankruptcy can be made on this loan.
notification.
Downward adjustments
(Direct Loan Only) on this specific loan can
be accepted.

090 W Entity Reported Amount of The Total Reported Amount of Pell/DL Compare the sum of Pell - 219
Disbursements does not equal Disbursements in the Entity individual disbursement
Amount of detail records Block does not equal the amounts to the Total
amount (sum of disbursements) Amount Reported.
of detail records for the Update if appropriate and
Program for the Award Year. resubmit.

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No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

092 R Award No further awards can be No further awards can be DL Award cannot be accepted DLO-B3
accepted for this borrower, accepted for this borrower. as the borrower is
person is deceased. The Direct Loan Servicing deceased. Verify this
Center has notified COD that award has the correct last
this person is deceased. name, SSN, and birth
date.
093 R Disbursement Invalid disbursement Invalid disbursement Sequence Pell/DL Verify disbursement DLD - 59
Sequence Number. Number. Disbursement sequence number and
sequence number must be 01- resubmit.
65

094 R Disbursement Invalid disbursement due to a Invalid disbursement DL No further disbursements DLD - 62
loan discharge notification for transaction. The disbursement or upward adjustments to
an unauthorized is received after the receipt of a existing disbursements
signature/unauthorized loan discharge notification due can be made on this loan.
payment to an unauthorized
signature/unauthorized Downward adjustments
payment. on this specific loan can
be accepted.
(Direct Loan Only)

095 R Disbursement Invalid disbursement, person Invalid disbursement DL No further disbursements DLD - 61
is deceased transaction. The disbursement or upward adjustments to
is received after the receipt of a existing disbursements
loan discharge notification due can be made on this loan.
to death of the borrower.
Downward adjustments
(Direct Loan Only) on this specific loan can
be accepted.

096 R Disbursement Total Disbursed amount The sum of all disbursement DL-PLUS Review the total DLD - 25
cannot be greater than the amounts for a PLUS loan disbursement amount for
lesser of the cannot exceed the lesser of the this PLUS loan in
Award Amount or the Loan Award Amount or the Loan conjunction with the
Amount Requested Amount Requested. Loan Amount Requested.

(PLUS Only) Update and resubmit

disbursement.
(2002-2003 Only)

097 R Disbursement Disbursement amount would A Pell Disbursement record Pell Review disbursement Pell - 432
have been corrected to zero by triggered edit 067, Incorrect amount and resubmit
COD calculations so the Disbursement Amount, and the disbursement record.
record was rejected school's Error Processing
Option has been set for COD
to correct Pell data; however,
based on COD calculations,
the Disbursement Amount
would have been corrected to
$0.00. Therefore the
disbursement record is rejected.

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No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

100 R Award Sender does not have Destination Mailbox Number Pell/DL Verify your School Entity N/A
reporting permission for the ID (TG Number) does not ID.
School identified in the have reporting permission for
Reporting School Entity ID. the School identified in the
Reporting School Entity ID.

101 W Award The Reporting School Entity Reporting School is currently Pell/DL No Action Required. N/A
ID is listed as ineligible upon listed as ineligible on file with
receipt of batch PEPS/COD.

102 W Entity Reported Amount of Awards The Total Reported Award Pell/DL Compare the sum of the Pell - 219
does not equal Amount of Amount in the Entity Block individual Award
detail records does not equal the amount Amounts to the Total
(sum of Award Amount) of Reported Award Amount.
detail records for the Program Update appropriately and
for the Award Year. resubmit.

105 R Document Info Only one document can be Either more than one set of Pell/DL Review submission and N/A
submitted per pair of SAIG Common Record root elements resubmit with only one
Transmission Batch Header or other extraneous data were Common Record
and Trailers. submitted within a set of SAIG document between SAIG
Batch Header and Trailers Transmission Batch
Header and Trailers.

107 R Award Phase-In Schools cannot An Attended School that is a Pell/DL Resubmit data using the N/A
submit Common Record Phase-In Participant for this appropriate Phase-In
documents for this program program and award year has record layout or contact
and award year. submitted a Common Record COD Customer Service
document containing award to change school's Full
information for this program Participant status for that
and award year. program and award year.
See COD Technical
(For award year 2003-2004 Reference for more
and forward) information.

110 W Award School must print/provide the If a school does not send DL School must print/provide N/A
disclosure statement unless it disbursement data to COD at disclosure statement prior
sends disbursement data to least 5 days before the first to or on disbursement
COD at least 5 days before the disbursement date and does not date OR school must
first disbursement date. indicate that it has submit disbursement data
printed/provided the disclosure to COD at least 5 days
statement, COD will prior to the disbursement
print/provide the disclosure date
statement to the borrower and
send a warning to the school.

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No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

111 W Disbursement First Actual Disbursement was If a school does not send DL Review school procedures N/A
submitted less than 5 days disbursement data to COD at to ensure that DL
prior to the first disbursement least 5 days before the first borrowers receive
date without an indication that disbursement date and does not disclosure statement prior
the school printed/provided a indicate that it has to or on disbursement
disclosure statement printed/provided the disclosure date
statement, COD will
print/provide the disclosure
statement to the borrower and
send a warning to the school.

112 R Promissory Note The loan amount on the PLUS The loan amount on the PLUS DL- PLUS School must submit a DLPromNote - S
Promissory Note is less than promissory note is less that the new PLUS Promissory
the sum of the accepted sum of the accepted actual Note.
disbursements for this PLUS disbursements for this award.
award.

(For 2002-2003 only)

113 R Disbursement Total Disbursed amount The sum of all disbursement DL-PLUS Review the total DLD - 25 (for 03-
cannot be greater than the amounts for a PLUS loan disbursement amount for 04 forward)
lesser of the cannot exceed the lesser of the this PLUS loan in
Award Amount or the Award Amount or the Endorser conjunction with the
Endorser Amount Amount. Endorser Amount.

(PLUS Only) Update and resubmit

disbursement.
(2003-2004 and forward Only)

114 R Disbursement Disbursement or A new disbursement or an Pell Update Verification Pell - 420
Disbursement Adjustment upward disbursement Status Code and resubmit
received after Verification adjustment was submitted with disbursement.
Status W Deadline Date Verification Status equal to W
after deadline for Verification
Status W for this award.

115 R Disbursement Student referred to DCS but Disbursement received by the Pell Student must submit N/A
repayment schedule not COD System with a payment for the Pell
established, no further Disbursement Release Over-award in order to
disbursements can be accepted Indicator of True for a student change Pell Collections
for this student for this award in a Pell Over-award situation Status Indicator to
year with a Pell Collections Status ‘P’ayment. Resumbit
Indicator of ‘R’eferral. disbursement.
116 W Person SSN, Date of Birth and/or School submitted a change to a Pell/ DL No action required. Pell - 398
Last Name have NOT been student identifier and either of Record has processed, but
updated in the COD system the following is true: student identifier has not
been updated in COD
The award year submitted on system
the change record is lower than
the highest award year for the
student

OR

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 33

Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Edit

For the same award year, if the

CPS transaction number on the
change record is lower than the
highest transaction number for
that award year for that student.

(Full Participants and Pell

Phase-In Participants only)
993 W General Missing Value; Correction Content was not submitted for Pell Correction applied. No N/A
Applied a required field. action required.

Correction applied.

994 R General Missing Value Content was not submitted for Pell/DL Review the Format and
a required field. Valid Values cell
corresponding to the
The content has not been rejected tag. Update data
loaded to COD. accordingly and resubmit.

995 W General Invalid Value; Correction The content submitted did not Pell Correction applied. N/A
Applied conform to valid values No action required.
outlined in the Common
Record Schema.

Correction Applied.

996 R General Invalid Value The content submitted did not Pell/DL Review the Format and
conform to valid values Valid Values cell
outlined in the Common corresponding to the
Record Schema. rejected tag. Update data
accordingly and resubmit
The content has not been
loaded to COD.

997 W General Invalid Format; Correction The content submitted did not Pell Correction applied. N/A
Applied conform to the valid format No action required.
outlined in the Common
Record Schema.

Correction applied.

998 R General Invalid Format The content submitted did not Pell/DL Review the Format and
conform to the valid format Valid Values cell
outlined in the Common corresponding to the
Record Schema. rejected tag. Update data
accordingly and resubmit.
The content has not been
loaded to COD.

September 2003 (2003-2004) COD Technical Reference Page II – 4 – 34

Volume II: Common Record Full Participant Technical Reference
Note: For Pell Data Request Edit Codes, please refer to the Data Request topic in Volume VIII,
Section 8 – COD Reports.

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