2003-2004 Desk Reference for

Direct Loan
U.S. Department of Education
Table of Contents
INTRODUCTION .......................................................................................................................................................1
PREFACE ....................................................................................................................................................................1
CHANGES TO EDEXPRESS FOR THE COD SYSTEM .....................................................................................................2
Full Participation.................................................................................................................................................2
Full Participation Terminology ...........................................................................................................................2
GETTING STARTED.................................................................................................................................................4
WHAT IS COD? .........................................................................................................................................................4
HOW DO I REGISTER TO BECOME A COD FULL PARTICIPANT?.................................................................................5
ENTITY IDS ...............................................................................................................................................................6
COD SCHOOL RELATIONS AND THE COD WEB SITE.................................................................................................7
HOW TO DOWNLOAD THE SOFTWARE AND DOCUMENTATION ...................................................................................8
DIRECT LOAN SETUP .............................................................................................................................................9
SCHOOL .....................................................................................................................................................................9
SYSTEM ...................................................................................................................................................................12
DISBURSEMENT PROFILE .........................................................................................................................................16
PROMISSORY NOTE PRINTER ...................................................................................................................................18
TOLERANCES ...........................................................................................................................................................19
DIRECT LOAN FUNCTIONS.................................................................................................................................20
QUERY .....................................................................................................................................................................20
Sample Queries ..................................................................................................................................................21
Creating a Query ...............................................................................................................................................22
Creating a Query from a Predefined Query.......................................................................................................23
Rules for Queries ...............................................................................................................................................24
Using A Query....................................................................................................................................................25
Modifying a User Created Query.......................................................................................................................26
Deleting A Query ...............................................................................................................................................27
PROMISSORY NOTE MANIFEST ................................................................................................................................28
30-DAY WARNING REPORT .....................................................................................................................................30
DOCUMENT ACTIVITY DATABASE ...........................................................................................................................31
LOAN ORIGINATION (EDIT-ONLY) ...........................................................................................................................32
Origination Checklist .........................................................................................................................................32
Manual Entry of a Loan .....................................................................................................................................34
Import Data from Another Module Within EDExpress......................................................................................35
Import Data from an External System................................................................................................................36
EDITS .........................................................................................................................................................................37
FULL PARTICIPANT EDITS – DIRECT LOAN ..............................................................................................................37
END-OF-ENTRY EDIT CODES – EDEXPRESS/DIRECT LOAN .....................................................................................37
BITS AND BYTES ....................................................................................................................................................46
OVERVIEW ...............................................................................................................................................................46
DIRECT LOAN MESSAGE CLASSES ...........................................................................................................................47
DIRECT LOAN DOCUMENT ID..................................................................................................................................50

April 2003 (2003-2004) Direct Loan Desk Reference ii

 STATUS FLAGS ........................................................................................................................................................51
The Loans Tab....................................................................................................................................................51
The Disbursement Tab .......................................................................................................................................52
MANAGING LOAN AMOUNT CHANGES ....................................................................................................................53
GETTING HELP.......................................................................................................................................................54
TYPES OF HELP ........................................................................................................................................................54
Online Help........................................................................................................................................................54
CPS/WAN Technical Support.............................................................................................................................54
COD School Relations Center ...........................................................................................................................55
Sources of Assistance for Schools ......................................................................................................................55
Technical References .........................................................................................................................................56

April 2003 (2003-2004) Direct Loan Desk Reference iii

Introduction

Preface
The 2003-2004 Direct Loan Desk Reference describes the basic procedures for using the Direct
Loan module of EDExpress. It is intended to provide basic instructions and is not intended to be
comprehensive. For complete software instructions, see the online Help within EDExpress.

Using the Direct Loan module within EDExpress, you can:

• create edit-only records (formerly known as loan origination records),

• print Master Promissory Notes (MPNs), and

• post actual disbursements to be processed by the Common Origination and Disbursement

(COD) System.

April 2003 (2003-2004) Direct Loan Desk Reference 1

Changes to EDExpress for the COD System
EDExpress Version 9.1 was updated to accommodate the change from the Direct Loan
operations and Pell/RFMS systems to the COD system. EDExpress still contains separate
modules for processing Direct Loan and Pell for the program year 2003-2004.

To review the changes that have been made to EDExpress Version 9.1, please review the Cover
letter posted with Version 9.1 found on the U.S. Department of Education’s Federal Student Aid
Download (FSAdownload) Web site located at FSAdownload.ed.gov or click Help, What’s
New for 2003-2004, What’s New in Direct Loan from the main menu bar in the software.

All schools participating in Title IV Federal Student Aid for 2003-2004 are using the COD
System to process Federal Direct Loan Program and Federal Pell Grant Program data by using
the Full Participation or Phase-In Participation processing model. All schools using EDExpress
to process Direct Loans and/or Pell Grants are Full Participation schools.

Full Participation
The Full Participant communicates over the Student Aid Internet Gateway (SAIG) using the
XML-based Common Record, which is defined in the 2003-2004 COD Technical Reference.
EDExpress has been updated to automatically create an XML file when a user chooses to export
a Common Record document to COD.

The Common Record uses a shared format for both the Federal Pell Grant and Direct Loan
Program transmissions and for the campus-based programs of Federal Supplemental Educational
Opportunity Grants (FSEOG), Perkins Loans, and College Work Study. This latter capability for
campus-based programs is optional for a school.

Full Participation Terminology

Before using the Direct Loan module of EDExpress to send 2003-2004 Direct Loan records to
COD, be sure you understand the new terminology associated with COD:

• Common Record: The Common Record is a data transport mechanism (message) used to
exchange Federal Student Aid (FSA) data between Full Participants and COD. The message
is written in an XML format and can contain multiple entities, students, programs, awards,
and disbursements.

April 2003 (2003-2004) Direct Loan Desk Reference 2

• XML (eXtensible Markup Language): XML is a programming language used to code the
Common Record. Each Common Record consists of XML elements that have start tags, end
tags and data in between. The start and end tags describe the data or value within the tags.
For example, the following XML element is a <Director> element with the value "Matthew
Dunn": <Director>Matthew Dunn</Director>.

• Document: A document is a group of records that are batched and ready to send or sent to
COD for processing in a Common Record. You can export a Common Record document
from the Direct Loan and Pell modules of EDExpress.

• Document ID: Document IDs replace Batch IDs for Direct Loan export and import files in
EDExpress. EDExpress records the import and export of all documents in the Document
Activity (formerly known as Batch Activity) database and assigns a unique Document ID to
each document. The Document ID is defined in the 2003-2004 COD Technical Reference.

• Response: Responses replace Acknowledgements for Direct loan files in EDExpress. A

response is a Common Record document COD returns to Full Participants after processing is
complete. A response contains updated information, including edit comments and rejects,
where applicable.

• Entity ID: An Entity ID is the unique identifier (on the Common Record) for each data
exchange partner (for example, school, third party servicer, vendor, etc.). See also the
section, Entity IDs, in this desk reference for more information.

• Edit-Only Record: An edit-only record (formerly known as the loan origination record) is
the data submitted to the COD System to originate a loan and to determine the MPN Status.
The edit-only record provides information from the origination entry screens pertaining to a
borrower’s loan. When disbursement information is sent as part of the edit-only record,
disbursement edits are performed, the COD System can generate disclosure statements, when
appropriate, and estimated disbursements are reflected on the Pending Disbursement List
report. COD also processes the edit-only record as an early detection for any edit issues,
which may cause the record to reject at the time of disbursement.

• Edit-Only Disbursement: An edit-only disbursement (formerly known as anticipated

disbursement) is the amount in the loan record that is calculated on the basis of the loan
amount approved and the disbursement profile.

Important Note
Full participants should use the 2003-2004 COD Technical Reference available on the
FSAdownload Web site, located at FSAdownload.ed.gov.

April 2003 (2003-2004) Direct Loan Desk Reference 3

Getting Started

What is COD?
The COD System was implemented in April 2002 by the Office of Federal Student Aid (FSA).
FSA has re-engineered the former process of delivering and reporting Federal Pell Grants and
Direct Loans from two processes into one Common Origination and Disbursement process.

COD provides an integrated system that enables efficient delivery of Title IV Funds, including:

• One process and record for submitting Origination and Disbursement data for the Federal
Pell and Direct Loan programs,

• Streamlined edits across programs to reduce turnaround time for exception processing,

• Expanded online capability to make corrections/changes, process “emergency” requests, and

check transmission status, and

• XML data tags that are common across programs and are approaching a cross-industry
standard for data definitions.

EDExpress has been updated for the 2003-2004 cycle to export the COD Common Record,
which contains all Direct Loan Origination and Disbursement student data, and import the COD
Response Record, which contains all processed and exception data, in XML format. You have
the option of including both Pell and Direct Loan data in one COD export file.

For more detailed information on the COD system, please consult the 2003-2004 COD Technical
Reference, available on the FSAdownload Web site, located at FSAdownload.ed.gov.

April 2003 (2003-2004) Direct Loan Desk Reference 4

How Do I Register to Become a COD Full
Participant?
All EDExpress schools must sign up with COD as Full Participants for the 2003-2004 award
year. This must be done PRIOR to transmitting your 2003-2004 Direct Loan records.

• COD Full Participants will send COD all Direct Loan Origination and Disbursement data in
the XML format.

• COD Phase-In Participants will continue to send records using the legacy record format.

• If 2003-2004 Direct Loan Origination and Disbursement data is submitted via

EDExpress Version 9.1 to COD prior to completing this registration process, COD will
reject the records.

Schools can complete the Full Participant registration process by contacting the COD School
Relations Center at the following phone number or e-mail address:

• 800/848-0978 for Direct Loan assistance

• [email protected]

April 2003 (2003-2004) Direct Loan Desk Reference 5

Entity IDs
Once you become a full COD participant, you will be provided with three Entity IDs in your
“Welcome to COD” letter. You will need to enter these additional IDs in the following fields
within the EDExpress software:

Source Entity ID

• In EDExpress, you will use the Entity ID in the Source Entity ID field in the System Setup
function.

Reporting Entity ID

• In EDExpress, you will use the Reporting Entity ID in the Direct Loan School Setup
function.

Attended Entity ID

• In EDExpress, you will use the Attended Entity ID fields in the Direct Loan School Setup
function.

Note: It is possible that all three Entity IDs will be identical at your school.

Entity IDs must be defined correctly in EDExpress to ensure COD system recognition and
processing of your Direct Loan data.

For additional information on Entity IDs, please refer to the 2003-2004 COD Technical
Reference, available on the FSAdownload Web site, located at FSAdownload.ed.gov.

For additional assistance setting up your Direct Loan School Setup within EDExpress, see the
Direct Loan School Setup section in this desk reference.

April 2003 (2003-2004) Direct Loan Desk Reference 6

COD School Relations and the COD Web Site
Contact COD School Relations to:

• Verify your Reporting and Attended School Relationships are established accurately with
COD. This will:

• Prevent initial processing problems for schools with multiple campuses and

• Ensure that all relationships between campuses are reported to COD properly.

• Set the option to correct or reject Common Record Edits (Pell only).

• This option cannot be updated on the COD Web site.

Access the COD Web site to:

• Establish School Processing options:

• You can select either a Standard or Full Response. EDExpress will accept either option;
if you do not make a selection, this option will default to a Standard Response.
Regardless of what is set for this option, EDExpress will always export an “F” (Full
Response request) in export files to COD, and the “F” will take precedence (even if “S”
is set) for COD responses coming back to EDExpress.

• Verify the Funding Method you set in EDExpress matches what COD has on its system. If
this option’s setting in your software does not match with COD, your records may be
rejected.

April 2003 (2003-2004) Direct Loan Desk Reference 7

How to Download the Software and
Documentation
EDExpress for Windows 2003-2004, Version 9.x is distributed via the Internet. You can
download the software and the related user documentation from the FSAdownload Web site,
located at FSAdownload.ed.gov.

Instructions for downloading EDExpress for Windows are located in the “Downloading
Software/Paper Documentation” chapter of the EDExpress for Windows 2003-2004 Installation
Guide.

Important Notes
• Some organizations restrict their users from downloading from FTP sites. If you have
trouble downloading, try again later. If you are still unable to download, contact your
technical support staff to be sure you have full FTP download rights.

• The following Direct Loan related documents are available on the FSAdownload Web site:

• Common Origination and Disbursement (COD) Technical Reference – Select “References

& Documentation” from the left-hand side of the page.

• Direct Loan Cover Letter – Select “Software” from the left-hand side of the page and
choose “EDExpress 2003-2004 Version 9.1.”

• Direct Loan Desk Reference – Select “Software” from the left-hand side of the page and
choose “EDExpress 2003-2004 Version 9.1.”

April 2003 (2003-2004) Direct Loan Desk Reference 8

Direct Loan Setup

School
Use this function to establish your Direct Loan participant IDs. You can enter an unlimited
number of Direct Loan school codes for which you process data.

New for 2003-2004! You must enter valid “Reporting Entity” and “Attended Entity” IDs in
addition to indicating your school’s “Funding Method” in School setup before you can begin
originating loans.

After installing and accessing EDExpress, you will see the Prior Year Data dialog box with the
message: EDExpress can import prior year setup data. Do you wish to do this now? By
clicking Yes at this prompt, you will import your prior year set up data. By clicking No, you will
not import your prior year set up data; however you can import this data at a later time.

Note: You can import prior year data and choose individual setup profiles, as well as specific
student records (where applicable), when using the Prior Year Import feature. However, there
are fields that are in EDExpress 2003-2004 that were not in 2002-2003 that you must manually
update.

To import your Prior Year School setup data:

1. Select File, Import, Global from the main menu.

2. Choose Prior Year User-Defined Queries and Setup from the Import Type drop-down
menu.

3. Choose where you want to send the report: File, Printer, or Screen. If you choose File,
click the File button and type a name for the file.

April 2003 (2003-2004) Direct Loan Desk Reference 9

4. Click OK.

5. The checkbox in the Import column next to School under the DIRECT LOAN SETUP
group is already marked.

6. Select the Import All records for Setup Options Selected radio button

7. Click OK.

To manually setup your Direct Loan School information (versus using Prior Year data):

1. Select Tools, Setup, Direct Loan, School from the main menu.

2. Type your school’s Direct Loan code(s).

3. If you do not know your Direct Loan code(s), click on the School… button to access a list of
the Direct Loan participant codes. Click twice on the code numbers you want to add to your
Direct Loan School list.

4. Type your school’s Reporting Entity ID. The Reporting School Entity ID is the school that
sends and receives data for the campuses or students it serves. The Reporting School Entity
ID must be a school and cannot be a 3rd Party Servicer. If you are not sure what your
school’s Reporting Entity ID is, refer to your COD Welcome Letter or contact COD School
Relations Center for assistance.

5. Type your school’s Attended Entity ID. The Attended School Entity ID is the school or
campus where the student attends class. Attended School Entity IDs must be equal to the
Reporting School Entity ID or an additional location of the Reporting School Entity ID. If
you are not sure what your school’s Attended Entity ID is, refer to your COD Welcome
Letter or contact COD School Relations Center for assistance.

6. Click in the “Funding Method” cell and choose your school’s funding method for processing
originations and disbursements. Your choices are (also see the EDExpress Online Help or
the 2003-2004 Common Origination and Disbursement (COD) Technical Reference for
complete descriptions of Funding Methods):

• Advance Pay: Actual disbursement records can be submitted up to seven (7) calendar
days prior to the disbursement date

• Pushed Cash: Actual disbursements can be submitted up to seven (7) calendar days
before the disbursement date; Pushed Cash schools must submit actual disbursements
before funds are sent to the school

• Cash Monitoring 1 (CM1): Actual disbursement records can be submitted up to seven

(7) calendar days prior to the disbursement date

April 2003 (2003-2004) Direct Loan Desk Reference 10

 • Cash Monitoring 2 (CM2): Actual disbursements can be submitted on or after the
disbursement date

• Reimbursement: Actual disbursements can be submitted on or after the disbursement

date; the CMO initiates the draws for those schools on Reimbursement

7. Click OK.

Important Notes
• The Direct Loan School Code is a six-character code beginning with G or E assigned to a
school that participates in the Direct Loan program.

• ED decides what schools are placed on CM1, CM2 or Reimbursement. You must get
permission from ED to change your school’s funding method. You cannot change the
funding method from a student’s record. If ED has given you permission to change the
method that your school uses from one type to another, you must make the selection from the
Direct Loan School setup dialog. All loans you create, after changing the funding method
field, will use the new type you selected for processing actual disbursements. For
information on your school’s funding method, contact the COD School Relations Center at
800/848-0978.

• The setup menu allows you to move from option to option without having to go back to the
main menu. The Return to Dialog System setup feature has been defaulted to “Yes” in order
to facilitate this enhancement.

• You can customize setup options, such as Report File destination (to default to Printer, File,
Screen or E-mail) to make the software more convenient to use.

April 2003 (2003-2004) Direct Loan Desk Reference 11

System
Before you can begin to process Direct Loans at your school, you need to establish system
parameters within EDExpress. You can also choose to import your prior year (2002-2003)
system setup data if you will be using the same setup information.

After installing and accessing EDExpress, you will see the Prior Year Data dialog box with the
message: EDExpress can import prior year setup data. Do you wish to do this now? By
clicking Yes at this prompt, you will import your prior year set up data. By clicking No, you will
not import your prior year set up data; however you can import this data at a later time. To
import your Prior Year System setup data:

Note: You can import prior year data and choose individual setup profiles, as well as specific
student records (where applicable), when using the Prior Year Import feature. However, there
are fields that are in EDExpress 2003-2004 that were not in 2002-2003 that you must manually
update.

To establish your Direct Loan system parameters,

1. Select File, Import, Global from the main menu.

2. Choose Prior Year User-Defined Queries and Setup from the Import Type drop-down
menu.

3. Choose where you want to send the report: File, Printer, or Screen. If you choose File,
click the File button and type a name for the file.

4. Click OK.

5. The checkbox in the Import column next to System under the DIRECT LOAN SETUP
group is already marked.

6. Select the Import All records for Setup Options Selected radio button

7. Click OK.

April 2003 (2003-2004) Direct Loan Desk Reference 12

To manually setup your Direct Loan System information (versus using Prior Year data):

1. Select Tools, Setup, Direct Loan, System from the main menu.

2. Enter the following parameters:

• Direct Loan Assumed School Code: Enter the Direct Loan school code or click on the
ellipsis (...) button and select the school code to be used as the default Direct Loan
processing code from the pick-list. This is your six-digit code beginning with G or E
used in the DL Loan ID field.

• Total Prom Notes to be printed: Enter the total number (2 to 9) of promissory notes
you want to print per loan record.

• Prom Note Print Option:

• S = COD print, send to borrower

• R = COD print, return to school
• O = On-site printing using EDExpress
• Z = Request for COD to reprint
• F = On-site printing not using EDExpress

• FAA Authorized Official: Enter the name of the Authorized FAA Official responsible
for administering the William D. Ford Federal Direct Loan Program at your school. This
signature will be necessary for each promissory note manifest.

• Sub/Unsub Loan Fee Percentage: This field displays 3% as the Direct

Subsidized/Unsubsidized Loan fee percentage. It is used by EDExpress for calculating
disbursements for these loans. Do not change this field unless you have been instructed
by ED to do so.

• PLUS Loan Fee Percentage: This field displays 4% as the PLUS Loan fee percentage.
It is used by EDExpress for calculating disbursements for these loans. Do not change this
field unless you have been instructed by ED to do so.

• Sub/Unsub Interest Rebate Percentage: This field displays 1.5% as the Direct
Subsidized/Unsubsidized Interest Rebate percentage. It is used by EDExpress for
calculating disbursements for these loans. Do not change this field unless you have been
instructed by ED to do so.

April 2003 (2003-2004) Direct Loan Desk Reference 13

 • PLUS Interest Rebate Percentage: This field displays 1.5% as the PLUS Interest
Rebate percentage. It is used by EDExpress for calculating disbursements for these
loans. Do not change this field unless you have been instructed by ED to do so.

• Print to (L)ocal or (P)ermanent Address: This sets the default address that prints on
promissory notes.

• Are You a Special School: This option allows you to disburse an entire loan in one
disbursement. Select this option only if your school is exempted from certain federal
regulations by ED for the purpose of testing federal regulation reform.

• Prompt to Create an Additional Sub/Unsub Loan During Origination Process:

Select this option if you want to be prompted to create another loan type every time you
originate a loan manually.

• Entrance Interview Required Prior to Disbursement: Mark this checkbox if your

school would like to track the completion of entrance interviews in EDExpress. This
field sets a system edit for actual disbursement entry. If this box is checked, EDExpress
requires the entrance interview date on the Demo tab to be populated before saving an
actual disbursement for a first year (grade level = 0 or 1) student. The loan entrance
interview date is for internal use only and is not transmitted to COD.

• Disclosure Statement Print Indicator: This option allows you to set the default print
location for Disclosure Statements. Valid values include: S = COD Prints (sends to
borrower), O = Onsite (school prints and sends to borrower), or Z = COD Reprints (sends
to borrower; this value is only valid after the record is batched).

• Actual Disbursement Type: This option allows you to set the default actual
disbursement type when entering actual disbursements (Gross = G, Net = N).

• Do you use multi-year MPNs at your school: Select this option to indicate that your
school uses multi-year functionality when processing MPNs for Subsidized and
Unsubsidized Direct Loans.

• Third Party Servicer?: Select this option to indicate that you process direct loans as a
third party processor.

April 2003 (2003-2004) Direct Loan Desk Reference 14

 • Source Entity ID: Enter the Source Entity ID. The Source Entity ID is the randomly
generated unique identifier COD assigns to a data exchange partner once the partner
registers as a COD Full Participant. For example, it is used and entered in EDExpress by
the school, third party servicer, or vendor responsible for physically sending and
receiving documents to and from COD. The Source Entity ID is part of the Document ID
(formerly known as Batch ID) field on the COD Common Record. The Source Entity ID
does not have to be the same as the Reporting or Attended Entity ID, but must have a
relationship with the Reporting and Attended Entity ID and the TG Destination Number.
When performing entity searches via the COD Web site, the Entity ID is a school’s
identifier, Pell ID, Direct Loan ID, or OPE ID. For more information on registering as a
Full Participant, contact COD School Relations Center.

3. Click OK.

April 2003 (2003-2004) Direct Loan Desk Reference 15

Disbursement Profile
The Disbursement Profile setup is used to establish the various academic years, loan periods, and
corresponding disbursement dates.

After installing and accessing EDExpress, you will see the Prior Year Data dialog box with the
message: EDExpress can import prior year setup data. Do you wish to do this now? By
clicking Yes at this prompt, you will import your prior year set up data. By clicking No, you will
not import your prior year set up data; however you can import this data at a later time. To
import your Prior Year System setup data:

Note: If you will be using the same disbursement profiles that you used in 2002-2003, you can
import your prior-year Disbursement Profile setup information from EDExpress 2002-2003 into
EDExpress 2003-2004. When you import your prior-year Disbursement Profile setup
information, your Loan Period Codes will be marked inactive until you update your dates to
correspond to the current cycle year. If you choose not to use a disbursement profile that you
imported from the prior-year, it is recommended that you delete it.

To import your Prior Year System setup data:

1. Select File, Import, Global from the main menu.

2. Choose Prior Year User-Defined Queries and Setup from the Import Type drop-down
menu.

3. Choose where you want to send the report: File, Printer, or Screen. If you choose File,
click the File button and type a name for the file.

4. Click OK.

5. The checkbox in the Import column next to Disbursement under the DIRECT LOAN
SETUP group is already marked.

6. Select the Import All records for Setup Options Selected radio button.

7. Click OK.

April 2003 (2003-2004) Direct Loan Desk Reference 16

To manually setup your Direct Loan Disbursement information (versus using Prior Year data):

1. Select Tools, Setup, Direct Loan, Disbursement from the main menu.

2. Enter the following parameters:

• Direct Loan School Code: Using the ellipsis (...) button, select the Direct Loan school
code you want to use to establish this disbursement profile.

• Loan Period Code: Enter a two-digit code of your choosing associated with this
disbursement profile. When you import data into EDExpress to create loan records, this
code is used to determine the loan period, academic year, and anticipated disbursement
dates used.

• Loan Period Code Title: Enter the title of this disbursement profile. The title should be
meaningful to whoever may use the Direct Loan module of EDExpress.

• Academic Year Start Date: Enter the date when the borrower’s academic year begins
for the specific loan period covered by the loan.

• Academic Year End Date: Enter the date when the borrower’s academic year ends for
the specific loan period covered by the loan.

• Approved Loan Period Start Date: Type the date classes begin for the specific period
covered by the loan.

• Approved Loan Period End Date: Type the date classes end for the specific period
covered by the loan.

• Disbursement Dates: Type the dates you anticipate disbursing the loan proceeds to the
borrower. The first disbursement date must not be more than 10 days prior to the
Approved Loan Period Start Date.

You must use at least two disbursement dates unless your school qualifies as a special
school and has approval to use only one disbursement date.

3. (Optional) Click Add to enter more disbursement profiles or click Delete to remove profiles.

4. Click Save.

5. Click OK.

April 2003 (2003-2004) Direct Loan Desk Reference 17

Promissory Note Printer
This feature is primarily for Windows NT users, but can be used for other operating systems
such as XP, ME, and 2000. Most Windows 98 users do not need to create, set up, or select a
Prom Note Printer template because they are able to adjust the unprintable area in the Windows
printer properties to align the prom note.

To establish your promissory note printer template:

1. Select Tools, Setup, Direct Loan, Pnote Printer from the main menu. Enter a template
name in the Printer Template field.

2. Click in the Font Type field and then click on the down arrow to select the predefined font.

3. Click the Pnote Type field and then click on the down arrow to select the promissory note
type that you want to adjust data for.

4. Click in the X field(s) for the Pnote Type that you selected, and enter the number of inches
that you want to alter the horizontal coordinates for the data block field data. 100 units = 1
inch. Valid field values range from -999 to 999.

5. Click in the Y field(s) for the Pnote Type that you selected, and enter the number of inches
that you want to alter the vertical coordinates for the data block field data. 100 units = 1
inch. Valid field values range from -999 to 999.

6. Click OK when you are finished entering the coordinate values to save changes.

April 2003 (2003-2004) Direct Loan Desk Reference 18

Tolerances
Tolerances are guidelines you set for evaluating the effectiveness of your school’s Direct Loan
processes and procedures. The tolerances are used when running the Sub/Unsub MPN List,
PLUS MPN List, and Document Activity List reports. These reports help you see how you are
performing relative to your suggested tolerances. You enter the maximum number of days you
want to elapse between various processes.

To establish your Direct Loan Tolerances:

1. Select Tools, Setup, Direct Loan, Tolerances from the main menu.

2. Click in the field for the Tolerance you are setting.

3. Type the value for the tolerance (the number of days between processes).

4. Click OK when you are finished setting values for all tolerances you want to use.

Important Notes
• See the online help in EDExpress and DL Tools for additional information on the use of
tolerances and Measurement Tools within the DL Tools software.

• One of the ways you can meet the Quality Assurance requirement in the Direct Loan
Program is by running the Direct Loans Lists in EDExpress and the Measurement Tools
Reports in DL Tools and assessing the results to implement corrective actions.

April 2003 (2003-2004) Direct Loan Desk Reference 19

Direct Loan Functions

Query
A query is a set of criteria that describes a particular student population. Queries are used in
functions like Print and Export to select specific groups of student records from all the records in
the database. Some queries have fixed values, or you can enter different values each time you
use the query.

EDExpress comes with a set of predefined queries commonly used in Global, App Express,
Packaging, Direct Loan, and Pell. When you select Tools, Query from the menu bar and click
the Retrieve button for the first time, you’ll see that the predefined queries are stored as the first
set of records in the query database. Whenever the Selection Criteria option is available in
EDExpress, you can use these queries to identify groups of records. You can also use predefined
queries as templates to create your own queries.

You’ll know a query is predefined when you see "PREDEFINED QUERY" in the upper right
corner of the Query screen.

Important Note
• Use the Query function to create queries that are most useful to your school and the way you
process data.

April 2003 (2003-2004) Direct Loan Desk Reference 20

Sample Queries
• Sample 1

Loans with accepted Loan Status and printed MPNs that have not been signed.

(LOAN STATUS = “A”) AND (MPN STATUS = “P”)

• Sample 2

PLUS loans with accepted Credit Decision and Original Credit Decision Date equal to the
date you enter when running the query.

(LOAN TYPE = "P") AND (CREDIT DECISION = “A”) AND

(CREDIT DECISION DATE =“[parameter]”)

• Sample 3

Sub or Unsub loans with accepted Loan Status and accepted MPN Status.

((LOAN TYPE = "S") OR (LOAN TYPE = "U")) AND (MPN STATUS = "A") AND
(LOAN STATUS = "A”)

April 2003 (2003-2004) Direct Loan Desk Reference 21

Creating a Query
To create a query:

1. Select Tools, Query, Direct Loan from the main menu.

2. Click Add.

3. Type a descriptive title for the query.

4. Select a field from the Field list. You can type the first few letters of a field to find the field
name that begins with those letters, or you can scroll through the list to choose the field title.

5. Click the down arrow in the Operator field to select an operator.

6. Type a value for the field. Click the Value Help button to see the valid values for the field.
If you want to be prompted for a value at the time you use the query, do not specify a value
for the query statement. Instead, click the Prompt at Execution checkbox.

7. Click the Append button to add the query statement to the Criteria box.

8. (Optional) Click the And button or the Or button to add another statement to the query.
Repeat steps 4-7 until you have added all statements for the query, then continue with step 9.
And is the default when adding statements to your query.

9. Click Save to save the query. Click OK.

10. Click OK to close the Query box or click Add to create another query.

Important Note
• Parameter Queries are queries that have fixed fields but do not have fixed values. You must
select the “Prompt at Execution” option when you create the query and enter the desired
value at the time you use the query.

April 2003 (2003-2004) Direct Loan Desk Reference 22

Creating a Query from a Predefined Query
To create a query from a predefined query:

1. Select Tools, Query, Direct Loan from the main menu.

2. Use the “Retrieve…” button or the arrow buttons in the control box to locate the predefined
query you want to use for a template.

3. Type a new title for the query. You can modify and save a predefined query only if you
rename it.

4. Modify the query. Click any line to select it and change the Field, Operator, or Value. Then,
click the Change button. You can also delete lines or add new lines to the query. To add
new lines, select the line that should appear before the new line.

5. Specify the Field, Operator, and Value for the new line, then click Append. Use the other
buttons located to the right of the Criteria box to fine-tune the query statement, if necessary.

6. Click Save to save the query. Click OK.

7. Click OK to close the Query box or click Add to create another query.

Important Note
For more information, select the Help menu from EDExpress and choose Help Topics, Index
and search for the topic Query dialog box.

April 2003 (2003-2004) Direct Loan Desk Reference 23

Rules for Queries
When creating your own queries, consider these basic rules:

• Queries are processed from left to right, or beginning to end; however, AND is applied first,
even if it appears after OR in the query statement.

• Parentheses change the order of precedence. Expressions enclosed in parentheses are

processed before AND and OR. In the case of nested expressions, innermost parentheses are
processed first. See the EDExpress Online help topic Using Parentheses for more
information.

• Both segments of the query connected by AND must be true for a field value to be selected.

• Only one of the segments connected by OR must be true for a field value to be selected.

Important Note
• Mark the field-to-field checkbox to build a query that compares numeric fields within one
record. For example, if a student has two ISIR transactions, a field to field query in App
Express compares the numeric fields in the 01 transaction only with the other numeric fields
in the 01 transaction, not with the numeric fields in the 02 transaction.

• This option is not available if you marked Prompt at Execution or Current Date.
• For more information, select Help Topics, Contents, Query, Dialog boxes from the
EDExpress Main Menu and see the topics Query dialog box and View Query dialog box.

April 2003 (2003-2004) Direct Loan Desk Reference 24

Using A Query
You can use queries in any function where you see a Selection Criteria button.

To use a query:

1. Click the Selection Criteria button.

2. Click the ellipsis (…) button next to the Query Title field to display a list of queries.

3. Click on the query you want to use to select it.

• If the Parameter Query column is not checked, click OK. EDExpress returns you to the
Selection Criteria box and enters the title of the query in the Query Title field. Skip to
step 8.

• If the Parameter Query column is checked, click OK. EDExpress returns you to the
Selection Criteria box and enters the title of the query in the Query Title field. Click OK
again and the Parameter Query Entry box displays.

4. Click in the Field Value column next to each Field Name and type a valid value. Click the
Value Help button to see a list of valid values. Click the View Query button to see the
completed query. Review the query carefully to be sure you’ve entered the correct values for
each field.

5. Click Close to return to the Parameter Query Entry box.

6. Click OK to save your entries.

7. Click Close to return to the function screen.

8. (Non-parameter query only) Finish choosing options in the Selection Criteria box, if
applicable (for example, Select Records).

9. Click OK to return to the Selection Criteria box. Next, click OK. A box displays the
progress of the process.

April 2003 (2003-2004) Direct Loan Desk Reference 25

Modifying a User Created Query
To modify a query:

1. Select Tools, Query, Direct Loan from the main menu.

2. Use the “Retrieve…” button or the arrow buttons in the control box to locate the query you
want to modify.

3. Modify the query. Click any line to select it and change the Field, Operator, or Value. Then,
click the Change button.

4. You can also delete lines or add new lines to the query.

• To add new lines, select the line that should appear before the new line.

• Specify the Field, Operator, and Value for the new line, then click Append.

• Use the other buttons located to the right of the Criteria box to fine-tune the query
statement, if necessary.

5. To delete a line, select the line and click Remove.

6. Click Save to save the query. Click OK.

7. Click OK to close the Query box.

Important Note
• Predefined queries cannot be modified. However, once you have created a new query from
a predefined query, you can then modify it. See the previous section, Creating a Query from
a Predefined Query, for step-by-step instructions.

April 2003 (2003-2004) Direct Loan Desk Reference 26

Deleting A Query
To delete a query:

1. Select Tools, Query, Direct Loan from the main menu.

2. Use the arrow buttons in the database buttons box to locate the query you want to delete.

3. You cannot delete predefined queries.

4. Click the Delete button in the Control box. EDExpress asks you to confirm that you want to
delete the query.

5. Click Yes to delete the query.

6. Click OK to continue.

Important Note
• For more information, select the Help menu from EDExpress and choose Help Topics,
Index and search for the topic Query dialog box.

April 2003 (2003-2004) Direct Loan Desk Reference 27

Promissory Note Manifest
The paper (shipping) manifest notifies COD of which MPNs are included in the shipping
document. No more than 100 notes are printed per paper manifest document; this assists your
school and COD in processing your notes more efficiently. If you have more than 100
promissory notes, EDExpress automatically creates multiple manifest documents.

To print the Sub/Unsub or PLUS paper promissory note manifests:

1. Select File, Print, Direct Loan from the main menu.

2. Click Manifest - Sub/Unsub or Manifest - PLUS from the Report drop-down list.

3. Click Printer to print the paper manifest. You can select File and enter a filename to print
the paper manifest to a file. You can also select Screen to view the manifest on the screen.
However this does not update any records in EDExpress, and does not allow you to print a
paper manifest.

4. Confirm or enter the Direct Loan School Code.

5. Click on the Last Name, SSN, or MPN ID sort option. You can click on Selection Criteria
to narrow the range of promissory notes you want to include with the manifest. Use the
Select Records button to select specific promissory notes for specific students.
6. Click OK. The Print Dialog box shows the number of promissory note manifests printed.

7. Click OK.

8. Send the paper (shipping) manifest and promissory notes to:

Ancillary Services
Common Origination
P.O. Box 5692
Montgomery, AL 36103-5692
Phone: 800/848-0978
Fax: 800/557-7396

April 2003 (2003-2004) Direct Loan Desk Reference 28

Important Notes
• You must use the print function to create the paper manifest.

• When you print a paper manifest, a manifest Document ID is created and entered on each
loan that appears on the manifest by EDExpress.

• COD sends you COD Common Record Responses containing acceptance, rejection, or
pending codes for each individual MPN.

• If a student completes an E-note, you do not have to send a paper (shipping) manifest for that
student. COD sends a COD Common Record Response to you for students who complete an
E-note.

April 2003 (2003-2004) Direct Loan Desk Reference 29

30-Day Warning Report
COD sends your school an electronic 30-Day Warning Report for unresolved and/or outstanding
issues. The 30-Day Warning Report tells you which items are still outstanding (or needed) to
“book” a particular loan. The following items are required for a loan to be “booked”:

• COD Common Record Response with accepted origination

• COD Common Record Response with accepted MPN – paper (shipping) manifest and MPN
(schools for which COD prints MPNs do not have a paper manifest) or Accepted E-MPNs
(completed online by students using the Loan Origination Website at http://lo-
online.ed.gov)

• COD Common Record Response with accepted PLUS Credit decision (PLUS loans)

• COD Common Record Response with accepted first disbursement record

All outstanding components needed to book the loan should be resolved immediately.

To import a 30 Day Warning Report:

1. Select File, Import, Direct Loan from the main menu.

2. Click 30-Day Warning from the Import Type drop-down list.

3. Click File and select the appropriate DIWR04OP* file. Click OK.

4. Click Printer, File, or Screen to route the report. If you select File, you must specify a file
name.

5. Click OK.

Important Notes
• The 30-Day Warning Report can be used as a management tool for identifying loans that
need to be adjusted to $0, records needing additional data to complete the booking process or
records which the school no longer intends to complete.

• If a loan has been adjusted to $0, it does not appear on the 30-Day Warning Report, but does
appear on the Inactive Loan Report.

April 2003 (2003-2004) Direct Loan Desk Reference 30

Document Activity Database
The Document Activity (formerly known as Batch Activity) database lets you view a list of
imports and exports by document ID, date, and export file name and/or import file name. This
allows you to track your loan records’ status to and from COD.

To browse the Document Activity database:

1. Select Tools, Browse, Direct Loan from the main menu.

2. Click the Document Activity tab.

3. Use the right, left, up, and down arrow keys or the mouse to scroll through all the status
fields related to the Document IDs.

Important Notes
• The Document Activity Database lists the status of all Direct Loan and Pell documents in the
EDExpress database.

• You can sort and filter the columns when browsing the Document Activity Database.

• If the response import date is blank on a particular document, then: the response has not
been imported into EDExpress, the response has not been sent by COD, or the document was
never transmitted to COD via the communication software.

April 2003 (2003-2004) Direct Loan Desk Reference 31

Loan Origination (Edit-only)
EDExpress processes three types of Direct Loan origination/edit-only records:

• Direct Subsidized Loans

• Direct Unsubsidized Loans

• Direct PLUS

There are three ways to create a loan record:

• Manual entry

• Import from EDExpress (ISIR or Packaging)

• Import from an external source

If you import from the ISIR database, every Direct Loan record requires manual entry or an
import of the loan amount approved.

Origination Checklist
Use the checklist below to help process Direct Loans.

1. Global Setup: Make sure all of your global options are set.

2. Direct Loan Setup: Set up all School, Disbursement, Pnote Printer, System and
Tolerances options with the required information.

3. Create Edit-Only Records: Either create Edit-Only records manually, import external data
from your institutional system, or import ISIR data from the Application Processing module
of EDExpress.

4. Set to Ready: In order to be exported, each Edit-Only record must be completed with
required information, originated and saved. Saving an originated record sets the Loan
Status to R (Ready).

5. Export Common Records: Export all Edit-Only records (using the Export function) in a
COD Common Record (COMRECIN) file for transmission to the COD System for
processing by the U.S. Department of Education.

6. Import COD Receipts/Responses: Import all COD Common Record (COMRECOP)

Receipts/Responses using the Import function.

April 2003 (2003-2004) Direct Loan Desk Reference 32

Important Notes

• You may save the record at any time; however, remember to originate the loan if you want it
to be sent out in your next COD Common Record (COMRECIN) export.

• New for 03-04! You have the option of exporting Direct Loan edit-only and disbursement
data, Pell edit-only and disbursement data or both Direct Loan and Pell data in a single
Common Record (COMRECIN) document to be sent to COD by selecting the “Combine DL
and Pell?” checkbox from the export dialog box.

• If you are exporting a Common Record from the Direct Loan Export dialog box, EDExpress
displays the Pell selection criteria buttons below the Direct Loan Selection Criteria buttons
once you select the “Combine DL and Pell?” checkbox. Similarly, if you are exporting a
Common Record from the Pell Export dialog box and select the “Combine DL and Pell?”
checkbox, the Direct Loan Selection Criteria buttons appear below the Pell Selection Criteria
buttons.

• Selection Criteria buttons allow you to choose specific edit-only and/or disbursement
records to be exported for Direct Loan and/or Pell records.

If you want to only include a select group of Direct Loan and/or Pell records in the exported
document, you must use the same selection criteria options for both Orig/Edit Only and
Disbursements. For example, if you want to export a Common Record document
(combining Direct Loan and Pell) with dependent student records (using query Dependency
Status = D) and you only select this query from the DL Orig/Edit Only selection criteria
button, your exported document will include the following records and disbursements:

• Direct Loan edit-only records for dependent students only and all change records
• All Direct Loan disbursements that are ready to be exported
• All Pell edit-only records that are ready to be exported
• All Pell disbursements that are ready to be exported

Note that changes to a previously exported edit-only record are always included in the
exported document as selection criteria does not apply to changes.

To export a Common Record that includes only dependent student records for both Direct
Loan and Pell, you will need to select the above example query from the selection criteria
buttons under DL Orig/Edit Only, DL Disbursements, Pell Orig/Edit only, and Pell
Disbursements.

Remember if you want to only include a select group of records in the exported document,
you must use the same selection criteria options for both Orig/Edit Only and
Disbursements.

April 2003 (2003-2004) Direct Loan Desk Reference 33

Manual Entry of a Loan
To manually enter a loan record into EDExpress:

1. Select File, Open from the main menu.

2. Type the student’s SSN.

3. Click OK.

4. Click on the Loans tab.

5. Click Record, Add.

6. Click the down arrow in the Loan Type field and select S for Subsidized, U for
Unsubsidized, or P for PLUS.

7. Click the ellipsis (...) button in the School Code field and select a Direct Loan School Code
that applies to the new record.

8. Click the ellipsis (...) button in the Loan Period Code field and select one of the Loan
Periods you established in setup.

9. Click OK.

10. Complete the loan record.

11. If you are creating a PLUS loan record, click the PLUS Data button and fill in the necessary
information. Click the Loan Data button to return to the loan record.

12. Click Save.

13. Click Process, Originate from the menu bar or the “$” button on the toolbar.

April 2003 (2003-2004) Direct Loan Desk Reference 34

Import Data from Another Module Within EDExpress
To create loan records by importing data from another module within EDExpress:

1. Select File, Import, Direct Loan from the main menu.

2. In the Import Type field, click either Loan Data - ISIR or Loan Data - Packaging.

3. Click Printer if you want a printout of the report, File if you want to save the report to a file,
or Screen to view the report. If File is selected, a filename must be specified.

4. Complete the following parameters:

• Prompt for Duplicates?: Click on this box if you want to be prompted when the system
finds a duplicate record.

• School Code: Enter the Direct Loan School Code that applies to the loans that will be
created.

• Loan type to create: S = Subsidized, U = Unsubsidized, P = PLUS.

• Loan period code: Enter the user-defined two-digit alphanumeric loan period code used
to identify the disbursement parameters.

5. (Optional) Click Selection Criteria to narrow the range of records selected for loan creation.

6. Click OK.

Important Note
• The ISIR import into the DL module updates the Default/Overpayment field on the Loan
record based on the NSLDS match flag.

• For Import Packaging, if you leave the Loan Type field blank, all loan types packaged for
each student are imported and loan records are created and originated (except for PLUS
loans).

April 2003 (2003-2004) Direct Loan Desk Reference 35

Import Data from an External System
To create loan records by importing data from your external system:

1. Select File, Import, Direct Loan from the main menu.

2. In the Import Type field, click either Loan Data - External Add or Loan Data – External
Change.

3. Click File under Import From and select a filename to be imported to create or change loan
records.

4. Click Printer to get a printout of the edit report, File to save the report to a file, or Screen to
view the report. If File is selected, a filename must be specified.

Note: Click on the Prompt for Duplicates?: box if you want to be prompted when the
system finds a duplicate record.

Click OK.

Important Notes
• Refer to the 2003-2004 Common Origination and Disbursement (COD) Technical Reference
available on the FSAdownload Web site, located at FSAdownload.ed.gov for the appropriate
record layouts. You can also print an External record layout (using User-Defined formats)
from EDExpress by selecting File, Print, Direct Loan and then the appropriate record
layout.

• Academic Year, Loan Period, and Edit-only Disbursement (1 to 20) dates are added to the
External Import Add file. These fields provide you with the capability to generate
disbursement profiles through the external import process.

April 2003 (2003-2004) Direct Loan Desk Reference 36

Edits

Full Participant Edits – Direct Loan

See the COD Technical Reference available on the FSAdownload Web site, located at
FSAdownload.ed.gov, for a complete list of edit codes and their translations.

End-of-Entry Edit Codes – EDExpress/Direct

Loan
Edit # Field Name Condition Message
1010 Parents Date of Plus only. Parent’s date of birth may not be the same
Birth If student’s date of birth = parent’s date of as the student’s date of birth.
birth
1025 Borrower If changed to Y and actual disbursements exist All current and future disbursements must
Default on be adjusted to $0 prior to changing default
Education Loans status to (Y)es.
1035 Dependency If dependency status = D and Graduate students cannot be dependent.
Status year in college = 6 or 7
1045 Loan Amount If entered and dependency status or Loan amount approved cannot be entered
Approved college grade level are blank unless dependency status and college grade
level are present.
1050 Loan Amount For PLUS loans, if modified and Loan Amount Approved cannot be
Approved the Credit Decision is E (credit overridden modified if the Credit Decision status is E
based on approved endorser) (credit overridden based on approved
endorser)

April 2003 (2003-2004) Direct Loan Desk Reference 37

Edit # Field Name Condition Message
1055 Loan Amount Bypass this edit when a loan contains one or The Loan Amount Approved for this Loan
Approved more Type P (Servicing Refund) disbursement Exceeds Annual Loan Limits for this
records in the actual disbursement table. Student.
For Records where Maximum Loan Amount [99999].
Loan Type = S or U (where 99999 is equal to amount exceeded
Health Professions Programs Flag = Blank in condition to the left)
Add’l Unsub Flag = Blank
Dep Status = D
Grade level = 0 or 1
Loan Amt approved > 2625
OR
For Records where
Loan Type = S or U
Health Professions Programs Flag = Blank
Add’l Unsub Flag = Blank
Dep Status = D
Grade level = 2
Loan Amt approved > 3500
OR
For Records where
Loan Type = U
Health Professions Programs Flag = Blank
Add’l Unsub Flag = Y
Dep Status = D
Grade level = 0 or 1
Loan Amt approved > 6625
OR
For Records where
Loan Type = S
Health Professions Programs Flag = Blank
Add’l Unsub Flag = Y
Dep Status = D
Grade level = 0 or 1
Loan Amt approved > 2625
OR
For Records where
Loan Type = U
Health Professions Programs Flag = Blank
Add’l Unsub Flag = Y
Dep Status = D
Grade level = 2
Loan Amt approved > 7500
OR
For Records where
Loan Type = S
Health Professions Programs Flag = Blank
Add’l Unsub Flag = Y
Dep Status = D
Grade level = 2
Loan Amt approved > 3500

April 2003 (2003-2004) Direct Loan Desk Reference 38

Edit # Field Name Condition Message
OR
For Records where
Loan Type = U
Health Professions Programs Flag = Blank
Add’l Unsub Flag = Y
Dep Status = D
Grade level = 3, 4, or 5
Loan Amt approved > 10500
OR
For Records where
Loan Type = S
Health Professions Programs Flag = Blank
Add’l Unsub Flag = Y
Dep Status = D
Grade level = 3, 4, or 5
Loan Amt approved > 5500
OR
For Records where
Loan Type = U
Health Professions Programs Flag = Y
Add’l Unsub Flag = Blank
Dep Status = D
Grade level = 4 or 5
Loan Amt approved > 22167
OR
For Records where
Loan Type = U
Health Professions Programs Flag = Y
Add’l Unsub Flag = Y
Dep Status = D
Grade level = 4 or 5
Loan Amt approved > 27167
OR
For Records where
Loan Type = U
Health Professions Programs Flag = Blank
Add’l Unsub Flag = Blank
Dep Status = I
Grade level = 0 or 1
Loan Amt approved > 6625
OR
For Records where
Loan Type = S
Health Professions Programs Flag = Blank
Add’l Unsub Flag = Blank
Dep Status = I
Grade level = 0 or 1
Loan Amt approved > 2625

April 2003 (2003-2004) Direct Loan Desk Reference 39

Edit # Field Name Condition Message
OR
For Records where
Loan Type = U
Health Professions Programs Flag = Blank
Add’l Unsub Flag = Blank
Dep Status = I
Grade level = 2
Loan Amt approved > 7500
OR
For Records where
Loan Type = S
Health Professions Programs Flag = Blank
Add’l Unsub Flag = Blank
Dep Status = I
Grade level = 2
Loan Amt approved > 3500
OR
For Records where
Loan Type = U
Health Professions Programs Flag = Blank
Add’l Unsub Flag = Blank
Dep Status = I
Grade level = 3, 4, or 5
Loan Amt approved > 10500
OR
For Records where
Loan Type = S
Health Professions Programs Flag = Blank
Add’l Unsub Flag = Blank
Dep Status = I
Grade level = 3, 4, or 5
Loan Amt approved > 5500
OR
For Records where
Loan Type = U
Health Professions Programs Flag = Blank
Add’l Unsub Flag = Blank
Dep Status = I
Grade level = 6 or 7
Loan Amt approved > 18500
OR
For Records where
Loan Type = S
Health Professions Programs Flag = Blank
Add’l Unsub Flag = Blank
Dep Status = I
Grade level = 6 or 7
Loan Amt approved > 8500

April 2003 (2003-2004) Direct Loan Desk Reference 40

Edit # Field Name Condition Message
OR
For Records where
Loan Type = U
Health Professions Programs Flag = Y
Add’l Unsub Flag = Blank
Dep Status = I
Grade level = 4 or 5
Loan Amt approved > 27167
OR
For Records where
Loan Type = U
Health Professions Programs Flag = Y
Add’l Unsub Flag = Blank
Dep Status = I
Grade level = 6 or 7
Loan Amt approved > 45167
1065 MPN Status If MPN Status is changed to S MPN Status may not be changed to S
AND (Signed) from any status other than P
The current MPN Status is not P (Printed) or from any status other than R
(Ready) when the Prom Note Print
OR
Indicator is F (On-site - Custom System).
The current MPN Status is not R and the Prom
Note Print Indicator is F
1080 Borrower Signed If Loan Type = P (PLUS) and Borrower Signed Date Signed Note Received cannot be
Note Date Note Date is changed to blank changed to blank
OR OR
If Loan Type = S or U and Borrower Signed Date Signed Note Received cannot be
Note Date is changed to blank and MPN Status changed to blank unless MPN Status is
is not changed to T changed to T (MPN Exists).
1085 Borrower Signed If MPN Status is not equal to A, S, M, or X MPN Status must be Signed, Manifested,
Note and signed note received date is non-blank Pending or Accepted when Signed Note
If MPN Status is S and signed note received Received date is non-blank.
date is blank Signed Note Received Date is required on
signed notes.
1086 Borrower Signed If borrower signed note date is in the future. Borrower Signed Note Date may not be in
Note Date the future.
1090 Borrower’s If Loan Type = P (PLUS) and Borrower's Citizenship may not be blank.
Citizenship Citizenship is changed to be = blank
1095 Reporting If the Reporting or Attended Entity ID The Reporting and Attended Entity IDs
Entity, associated with the School Code indicated on associated with the School Code listed on
Attended Entity the DL record being edited is blank this loan cannot be blank.
1100 Borrower’s If equal to 3 and loan type = PLUS (P) The Borrower’s Citizenship Status may not
Citizenship be 3 (Not Eligible) for a PLUS loan.
1125 Loan Period End If loan period end date is less than or equal to Loan Period Start Date must be prior to
Date loan period start date Loan Period End Date.
1126 Loan Period End If loan period end date is more than 12 WARNING – COD may reject this record
Date calendar months past the loan period start date as Loan Period may not be greater than 12
(must be less than 365 days or 366 days if leap calendar months.
year)

April 2003 (2003-2004) Direct Loan Desk Reference 41

Edit # Field Name Condition Message
1135 Academic Year If Academic Year End date is more than 12 WARNING – COD may reject this record
End Date calendar months past the Academic Year Start as Academic Year may not be greater than
Date (must be less than 365 days or 366 days if 12 calendar months.
leap year)
1136 Academic Year If Loan Period Start Date is less than Academic Loan Period must be within Academic
End Date Year Start Date Year. Review Loan Period Start and End
OR dates and Academic Year Start and End
If Loan Period End Date is greater than Dates.
Academic Year End Date
1180 Disbursement- If Edit-only Disbursement Dates are not in Edit Only disbursement dates must be in
Anticipated ascending order by Disbursement Number and ascending order.
Date the First Disbursement Flag has not been
selected on any Edit-Only Disbursement
Disable when the First Disbursement Flag is
selected on a record
1195 Action Date If the transaction date entered is prior to the Actual Disbursement Date entered may not
transaction date of the 1st actual disbursement be prior to the 1st Actual Disbursement
on the database or the actual disbursement with Date.
the First Disbursement Flag = C, if one exists
(Use the transaction with Type D, unless a
Type Q transaction exists. If Type Q
transaction exists, use the date of the Type Q
transaction with the highest sequence number.)
1205 FUNDMETH If the Funding Method for the School Code Funding Method cannot be blank for School
listed on a record is blank and actual Code listed on this loan record
disbursement(s) are being added
1215 Action Type If Inactive flag is Y, and actual disbursements This Loan is currently Inactive. You must
added remove the Inactive Flag before making any
(Would occur in Multiple Entry or Import disbursements.
External Change only)
1220 Action Type If action type U is entered and a disbursement Actual disbursement record already exists
record already exists for this disbursement for this disbursement.
(For Import External Change and Multiple
Entry Only)
2000 Disbursement- If date entered is more than 10 days before Edit-Only Disbursement date #N may not
Anticipated Loan Period Start Date be more than 10 days prior to Loan Period
Date Start Date.
2001 Action Date If date entered is more than 10 days before WARNING – COD may reject this record
Loan Period Start Date since Actual Disbursement date #N may not
be more than 10 days prior to Loan Period
Start Date.

April 2003 (2003-2004) Direct Loan Desk Reference 42

Edit # Field Name Condition Message
2002 Action Date If an Actual Disbursement is being saved or an The number of days prior to the
edit-only disbursement released when the disbursement date entered is greater than
current date is more than: that allowed by the Funding Method chosen
• 7 days before the disbursement date when
the COD Funding Method for the School
associated with the loan is Pushed Cash,
Advanced Pay or CM1
• 0 days before the disbursement date when
the COD Funding Method for the school
associated with the loan is CM2 or
Reimbursement
2010 Anticipated If Edit-Only Disbursement Date is not present Edit-Only Disbursement #N detail fields
Detail fields and any other Edit-Only detail is present may not be completed without an Edit-Only
Disbursement Date.
3000 Action Type If the PLUS Credit check indicator is blank, N, Actual Disbursement #N may not be made
X, D, or F and any action type is entered with a blank, Pending or Credit Denied
(PLUS only) Credit Decision status on PLUS loan.
3042 Action Type If Disbursement Type Q and current Disbursement must be Accepted or Batched
disbursement # is not Accepted or Batched before a disbursement date change is
applied to that Disbursement.
3044 Action Date If Disbursement Type Q date for 1st actual Adjusted Disbursement Date of the 1st
disbursement or actual disbursement with First disbursement cannot be after a subsequent
Disbursement Flag = C is after any other Disbursement #N date.
Disbursement (Type D) Date
If any subsequent Disbursement contains a
Type Q transaction, edit against the date of the
Type Q transaction with the highest sequence
number
Example:
Disb #1 original date 7/15/1999
Q for Disb #1 date 7/20/1999
Disb #2 date 7/18/1999
3050 Action Amount If action type of D is entered and amount is Actual Disbursement Amount #N may not
equal to zero be equal to zero.
3051 Action Amount If action amount gross is same as previous You may not enter an action amount where
gross amount for this disbursement number the Gross Amount is the same as the
previous transaction for this disbursement
number.
3055 Action If action disbursement number is greater than Disbursement number 01 must be entered
Disbursement one (01) and actual disbursement 01 does not before this disbursement.
Number exist
3070 Action Type If an actual disbursement's first transaction First transaction type for disbursement #(N)
type is A or Q cannot be A, N, or Q.
3080 Action Date If Actual Disbursement Date entered is greater Actual disbursement #N may not be more
than current date plus 7 days than 7 days in the future.

April 2003 (2003-2004) Direct Loan Desk Reference 43

Edit # Field Name Condition Message
3090 Actual Gross Condition 1: MPN status is N, R, or P MPN must be signed and Loan record
Amount AND batched to be sent prior to entering Actual
Condition 2: Origination status is N Disbursement #N.
AND
Condition 3: Entered amount is changed and
saved as non-zero
If Conditions 1 and 3 are true OR 2 and 3 are
true, fire edit
3100 Action Type If action type entered is A or N and date Adjustment may not be prior to actual
entered is before date on actual disbursement disbursement.
(type D)
3105 Action Date If the action date is 121 days or more greater WARNING – This Disbursement Date is
than the loan period end date 120 days past the Loan Period End Date
and will be rejected by COD unless your
institution has prior approval from the
Department of Education.
3911 Actual Gross If the sum of all disbursements exceeds the Actual gross loan total may not exceed the
Amount loan amount approved Loan Amount Approved.
3914 Actual Gross CANCODE is set to Y (through multiple You must first adjust all Actual
Amount entry/import change) and sum of actuals > 0 Disbursements to $0 before you can mark
this loan inactive.
3995 Actual Gross If Loan Type is Sub or Unsub, Require Actual disbursements may not be saved
Amount Entrance Interview flag is checked in system without an Entrance Interview for Grade
setup, College Grade Level = 0 or 1, and Loan level 0 or 1.
Entrance Interview Date on Demo is blank
4000 Anticipated If Edit-Only Disbursement Numbers greater PLUS loans may only contain 4 Edit-Only
Disbursement than or equal to 5 exist for a PLUS Disbursements.
Number
4001 Borrower If PLUS Borrower’s Current SSN Parent’s Current SSN may not be the same
Current SSN (tbl_D_Loan.SSNCURR) is the same as the as the Student’s Current SSN.
Student’s Current SSN
(tbl_A_Demographic.SSNCURR)
4002 Anticipated If less than 2 Edit-Only Disbursement records WARNING – COD may reject this record
Disbursement exist for a loan and the school is not a Special since less than 2 Edit-Only Disbursements
Number School (tbl_D_ParmGeneral.EXPSITE = No) exist and you have not indicated you are a
Special School in System Setup.
4003 Loan Period If the Loan Period Code The Loan Period Code may not be changed
Code (tbl_D_Loan.LOANCODE) is changed and the when the loan status is Accepted or
Loan Status (tbl_D_Loan.STAT) is A or B Batched.
(For Import External Change Only)
4004 Action Date If the disbursement is flagged as the ‘first’ and Actual Disbursement #N must have the
the action date is greater than the date of any earliest disbursement date since it is flagged
other disbursement as the ‘first’ disbursement.
(Compare to other transactions with Type D,
unless a Type Q transaction exists. If Type Q
transaction exists, use the date of the Type Q
transaction with the highest sequence number.)
4005 Date of Birth If the student’s date of birth is not 19040101 - Student’s Date of Birth must be between
19991231 01/01/1904 and 12/31/1999.

April 2003 (2003-2004) Direct Loan Desk Reference 44

Edit # Field Name Condition Message
4006 MPN If MPN Status is changed to T MPN Status may not be changed to T
AND (Exists) when the current status is not N, R,
The Loan Type is S or U P, S, or M.
AND
The current MPN Status is not N, R, P, S or M
4007 Local Zip Code Student’s local zip code is not blank and local Student's Local Address State should not be
state is blank blank
OR OR
Student’s local address state is not blank and is Student's Local Zip Code should not be
not “CN,” “MX,” or “FC,” and zip code is blank
blank
(External Add/Change Only)
4008 Local Address If only one of the local address fields is non- At least two Local Address fields must be
blank populated
(External Add/Change Only)
4009 Student's Name Student's First (Demographic.NAMEF) and Student's First and Last Names cannot both
Last Name (Demographic.NAMEL) are blank be blank.
4010 Parent's Name Parent's First (Loan.NAMEF) and Last Name Parent's First and Last Names cannot both
(Loan.NAMEL) are blank and Origination be blank.
Status (tbl_D_Loan.LOANSTAT) is not N
(N/A to Imports)
4011 Current SSN If PLUS Borrower’s Current SSN Parent’s Current SSN may not be changed
(tbl_D_Loan.SSNCURR) is changed to blank to blank after the loan is originated.
and Origination Status
(tbl_D_Loan.LOANSTAT) is not N
4012 First If the First Disbursement Flag = C and Actual Disbursement 01 must be accepted
Disbursement Disbursement Status of Actual Disbursement before a subsequent Actual Disbursement
Flag 01 is not A (accepted) can be flagged as the 'First' Actual
Disbursement.
4013 Student's Alien If Student's Alien Registration Number (ARN) Student's Alien Registration Number
Registration (tbl_A_Demographic.ARN) = Blank when (ARN) may not be blank when Student's
Number (ARN) Student's Citizenship Status Citizenship Status is 2 (Eligible Non-
(tbl_A_Demographic.CITIZEN) = 2 citizen).
4014 Parent's Alien If Parent's Alien Registration Number (ARN) Parent's Alien Registration Number (ARN)
Registration (tbl_D_Loan.ARN) = Blank when Parent's may not be blank when Parent's Citizenship
Number (ARN) Citizenship Status(tbl_D_Loan.CITIZEN) = 2 Status is 2 (Eligible Non-citizen).
4015 Inactive Loan If Loan Period Code from Disbursement Loan Period Code is currently inactive.
Period Codes profile imported from the prior year has not Update the Disbursement profile associated
been updated (tbl_D_DisbursementProfile. with this Loan Period Code in
INACTIVE = Yes for record in Disbursement Setup to make it active.
tbl_D_DisbursementProfile with values in
VENDOR and LOANCODE equal to values in
tbl_D_Loan.VENDOR and LOANCODE)

April 2003 (2003-2004) Direct Loan Desk Reference 45

Bits and Bytes

Overview
In this section, you will find:

• Direct Loan Message Classes

• Direct Loan Document IDs

• Status Flags

• Managing Loan Amount Changes

• Getting Help

April 2003 (2003-2004) Direct Loan Desk Reference 46

Direct Loan Message Classes
The COD Destination mailbox is TG71900.
The first four characters of the message class identify the type of data. The numbers refer to the
cycle year (for example, “04” is used for 2003-2004 data).
Message classes are referenced from the COD perspective (i.e., files entering COD = “IN”, files
exported from COD = “OP”).

“N/A” in any column represents a descriptor that does not apply to that file type.

Note: The Common Record and some of the reports from COD do not contain the cycle year in
the message class name.

Direct Loan Export to COD

Message Class Data Description Destination Mailbox
COMRECIN Common Record Documents To TG71900
sent from school to COD
System
May include any or all of the
following data:
• Sub/Unsub/PLUS Loan
Origination (Edit-Only)
• Disbursement
• Change
Direct Loan Import From COD
Message Class Data Description Destination Mailbox
COMRECOP Receipts sent from COD From TG71900
System to school
Or
Responses sent from COD
System to schools in the
following system-generated
responses:
• Promissory Note
Responses
• Credit Decision Override
Response
• Booking Notifications
• Payment to Servicing

April 2003 (2003-2004) Direct Loan Desk Reference 47

Direct Loan Reports from the COD System
Destination
Pre-formatted Delimited Fixed-length Data Description Mailbox
CODRBFOP Direct Loan Rebuild File* From TG71900
DIWR04OP DIWC04OP 30 Day Warning Report From TG71900
DIAA04OP DALC04OP Pending Disbursement List From TG71900
DIAO04OP DARC04OP Funded Disbursement List From TG71900
DSDD04OP DSDF04OP Statement of Account (SAS) From TG71900
(Disbursement Detail)
DSLD04OP DSLF04OP Statement of Account From TG71900
(SAS) (Loan Detail – Loan
Level)
DUPLPFOP DUPLCDOP Duplicate Student From TG71900
Borrower Report
SNDCPFOP SNDCCDOP SSN/Name/Date of Birth From TG71900
Change Report
INACPFOP INACCDOP Inactive Loan Report From TG71900
Direct Loan Reports From Servicing
Destination
Pre-formatted Delimited Fixed-length Data Description Mailbox
DECP04OP DECC04OP DECF04OP Entrance Counseling From TG58641
Results From Servicing
Web site*
DLFM04OP DLCM04OP DLFF04OP Exit Counseling Results From TG58641
From Servicing Web site*
ED0404OP DQBD04OP Delinquent Borrower From TG58641
Report/Delinquency File
From Servicing

*These reports update the database.

• A pre-formatted file consists of data that is arranged in a way that does not require any
translation or modification by EDExpress to be displayed or printed.
• Delimited data (or text) is data that contains flags or characters to separate items within the
data. These flags or characters are called delimiters. Examples of a delimiter are a tab
character or a keyboard character such as an exclamation point (!) or a greater than sign (>).
• A fixed length record or file consists of data elements that are recognized based on their
positions in the record layout. A fixed length record requires that all data elements be
populated for each submission.

April 2003 (2003-2004) Direct Loan Desk Reference 48

Exports to External Systems (Combination Schools)
Message Class Data Description Processor
DEER04IN External Loan Data (from EDExpress into an external N/A
source)
Imports from External Systems (Combination Schools)
Message Class Data Description Processor
DIEA04OP External Loan Origination Add File (from external source N/A
into EDExpress)
DIEC04OP External Change Record (from external source into N/A
EDExpress)
N/A ISIR Import Add N/A
N/A Packaging Import Add N/A

April 2003 (2003-2004) Direct Loan Desk Reference 49

Direct Loan Document ID
New for 2003-2004! The Document ID replaces the Batch ID for identifying COD Common
Record data exported to and imported from COD. The Document ID is made up of the date and
time the document was exported and the Source Entity ID of the school physically sending and
receiving the data. You can not identify the contents of a document by its Document ID. For
example, the document ID 2003-10-24T15:25:55.4495400892 belongs to a COD Common
Record that was created by the University of Iowa on October 24, 2003 at 3:25 p.m. Separated
into components this Document ID is 30 characters in length and looks like the following:
“T ” a s P e rio d a s s e c o n d /
D a te /T im e h u n d re d th s o f a s e c o n d
S o u rc e E n tity ID
s e p a ra to r s e p a ra to r

2003 – 10 – 24 T 15 : 25 : 55 . 44 95400892
D o c u m e n t D a te D o c u m e n t T im e H u n d re d th s o f a
(S e p a ra te d b y h y p h e n s ) (H o u r, m in u te & s e c o n d second
s e p a ra te d b y c o lo n s )

Important Note
• Import Edit reports can be printed when importing COD Common Record Responses
(COMRECOP) to identify record statuses and reject reasons.

April 2003 (2003-2004) Direct Loan Desk Reference 50

Status Flags

The Loans Tab:

LOAN STATUS
N = Not ready to send to COD
R = Ready to send to COD
B = Batched to send to COD
A = Accepted by COD
E = Rejected by COD

EXPORT TO EXTERNAL SYSTEM

Y = Record ready to export to external system

N = Record not ready to export to external system

CREDIT DECISION

A = Credit approved
N = Credit denied; need endorser
C = Credit overridden; new credit information provided
E = Credit overridden; endorser OK
D = Credit denied; endorser not OK
X = Pending
F = Credit denied; credit decision received from COD Web site at http://cod.ed.gov

MPN STATUS

A = Accepted Master Promissory Note at COD

X = MPN Accepted; pending Loan Origination record
N = Not ready to print
R = Ready to print
P = Printed or Request to print sent to COD
*S = Student Signed & returned
M = Manifested
*T = School assumes MPN Exists (Sub/Unsub Only)
* You can update these statuses manually in EDExpress. All other statuses are generated by
EDExpress.

April 2003 (2003-2004) Direct Loan Desk Reference 51

Status Flags (Continued)

The Disbursement Tab:

DISBURSEMENT STATUS

N = Not ready to send to COD

R = Ready to send to COD
B = Batched to send to COD
A = Accepted by COD
E = Rejected by COD

Important Notes
• EDExpress uses status flags to identify and manage records at different points during the
Direct Loan process.

• EDExpress automatically maintains and updates the status flags when appropriate. For
example: When you import a COD Common Record Response (COMRECOP) with loan
record status updates, EDExpress automatically changes the Loan status flags of all records
in the COD Common Record from B (Batched) to A (Accepted) or E (Error).

April 2003 (2003-2004) Direct Loan Desk Reference 52

Managing Loan Amount Changes
What is the
Maximum
Is the Student Amount this
Is the Student
Is the Eligible for Add’l Student is
What is the Eligible for Add’l
Student Unsubsidized Eligible for on
Student’s College Unsubsidized
Dependent or Funds for Health a Subsidized/
Grade Level? Funds for a
Independent? Profession Unsubsidized
dependent student?
Programs? loan during
this loan
period?
Dependent 0, 1 No No $2,625
Dependent 2 No No $3,500
Dependent 3, 4, 5 No No $5,500
Dependent 0, 1 Yes No $6,625
Dependent 2 Yes No $7,500
Dependent 3, 4, 5 Yes No $10,500
Dependent 4, 5 No Yes $22,167
Dependent 4, 5 Yes Yes $27,167
Independent 0, 1 No No $6,625
Dependent 2 Yes No $7,500
Dependent 3, 4, 5 Yes No $10, 500
Dependent 4, 5 No Yes $22,167
Dependent 4, 5 No Yes $27,167
Independent 0, 1 No No $6,625
Independent 2 No No $7,500
Independent 3, 4, 5 No No $10,500
Independent 6, 7 No No $18,500
Independent 4, 5 No Yes $27,167
Independent 6, 7 No Yes $45,167

Important Note
• If you have questions about this table, please call your Direct Loan Account Manager.

April 2003 (2003-2004) Direct Loan Desk Reference 53

Getting Help

Types of Help

Online Help
Instead of a paper user’s guide, EDExpress has online Help. General help is available from the
menu bar and field help is available by pressing the F1 key. See the “Using Help” topic in the
online Help for more information.

CPS/WAN Technical Support

For questions regarding technical assistance and software functionality, call CPS/WAN
Technical Support at:

800/330-5947

TDD/TYY: 800/511-5806

Or e-mail CPS/WAN Technical Support at:

[email protected]

April 2003 (2003-2004) Direct Loan Desk Reference 54

COD School Relations Center
For questions regarding Common Record processing, contact the COD School Relations Center
at:

1-800/474-7268 for Pell Grant assistance

1-800/848-0978 for Direct Loan assistance

or e-mail the COD School Relations Center at:

[email protected]

Sources of Assistance for Schools

Sources of Assistance for Schools is a document that contains helpful contact information for all
Federal Student Aid programs, including frequently called help lines, e-mail addresses, phone
numbers, and Web site addresses. The document is available for downloading from the
FSAdownload Web site located at FSAdownload.ed.gov.

April 2003 (2003-2004) Direct Loan Desk Reference 55

Technical References
Technical References are manuals provided to postsecondary schools and third-party servicers.
These manuals include record layouts, data entry specifications, import and export formats, and
print specifications that you can use to develop your own EDE system or software to interface
with EDExpress. The three technical references that are available from the FSAdownload Web
site at FSAdownload.ed.gov are as follows:

1. The EDE Technical Reference is a compilation of record layouts, processing codes, and
ISIR printing formats provided to assist EDE participants in developing their own software to
interface with EDExpress. For further assistance, call 800/330-5947.

2. The Common Origination and Disbursement (COD) Technical Reference is a

compilation of record layouts and reject codes for Direct Loan and Pell Grant processing and
is for schools that participate in the Federal Direct Loan Program and/or Federal Pell Grant
Program. It contains a custom section to help schools develop their own solution for Direct
Loan and/or Pell Grant processing and a combination section to help schools use the
EDExpress software in conjunction with an external system or a third party software product.

3. The Packaging Technical Reference is a compilation of record layouts for adding and
changing records in the Packaging module of EDExpress.

April 2003 (2003-2004) Direct Loan Desk Reference 56