1999-2000 RFMS RECORD

LAYOUTS

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
Receiving ESOAs
What's included:

ESOA Record Description - Summary

ESOA Record - Detail

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blank.
 1999-2000 RFMS Record Layouts

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 ELECTRONIC STATEMENT OF ACCOUNT (ESOA) RECORD – SUMMARY

Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
1 1 1 A Output Record Indicator Indicates the record is summary Constant “S” – Summary level
or detail. account status

2 7 6 N Output Reporting Campus PELL-ID PELL-ID of reporting campus Valid PELL-ID

8 18 11 A/N Output Grantee DUNS Number Data Universal Numbering Valid DUNS number.
Scheme (DUNS) number Format: 999999999BB
assigned to the reporting Where 999999999 is a unique
institution. number and BB are BLANKs.

19 29 11 A/N Output Payee DUNS Number Data Universal Numbering Valid DUNS number.
Scheme (DUNS) number Format: 999999999BB
assigned to the Payee institution. Where 999999999 is a unique
number and BB are BLANKs.
30 45 16 A/N Output GAPS Award Number Used to identify a unique funding Valid GAPS Award number.
for an institution. Comprised of Format: PO63P CCYYMMDD
the following fields: Where
PO Indicator “P” – constant for PO Indicator
CFDA Number “063” – constant for CFDA Number
CFDA Subprogram ID “P”/”J”/”R” – constant for CFDA
Subprogram Fiscal Year Subprog ID where “P” indicates
Award ID advance funded and “J” indicates
Just-In-Time and “R” indicates Cash
Monitoring or Reimbursement for an
advanced funded institution.
“ “ 3 spaces constant
CCYY – 1st Year in award year

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Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
XXXX – unique value for each
funded institution
46 50 5 N Output Accounting Schedule Number Sequence number assigned by Range: 00000-99999
RFMS to track Accounting
schedules.

51 58 8 D Output Accounting Schedule Date Provided by RFMS. Valid Date.

Date of current accounting
schedule.

1999-2000 RFMS Record Layouts

ELECTRONIC STATEMENT OF ACCOUNT (ESOA) RECORD – SUMMARY (CON’T.)

Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
59 69 11 A/N Output Previous Obligation Amount Provided by RFMS. Amount of Dollars and cents. Use leading
institutions previous obligation zeros; do not include the $ sign or
balance. decimal point.
Range:
00000000000 - 99999999999
70 80 11 A/N Output Total Obligation Adjustment Provided by RFMS. Total of all Dollars and cents. Use leading zeros;
Amount adjustments to obligations for the do not include the $ sign or decimal
GAPS Award Number. point.
Range::
00000000000 – 99999999999
81 91 11 A/N Output Current Obligation Amount Provided by RFMS. Amount of Dollars and cents. Use leading
institution’s current obligation zeros; do not include the $ sign or
balance. decimal point.
Range:
00000000000 – 99999999999
92 102 11 A/N Output Previous Payment Amount Provided by RFMS. Dollars and cents. Using leading Will always be blank for institutions on
Amount of institution’s previous zeros; do not include the $ sign or Advance Funding for the entire award
payment balance. Not applicable decimal point. year.
for Advance Funding Institutions. Range:
00000000000 –99999999999
or Blank.
103 113 11 A/N Output Total Payment Adjustment Provided by RFMS. Total of all Dollars and cents. Use leading Will always be blank for institutions on
Amount adjustments to payment for the zeros; do not include the $ sign or Advance Funding for the entire award
GAPS Award Number. Not decimal point. year.
applicable for Advance Funding Range:
Institutions. 00000000000 – 99999999999 or
Blank.
114 124 11 A/N Output Current Payment Amount Provided by RFMS. Amount of Dollars and cents. Use leading Will always be blank for institutions on
Institutions current payment zeros; do not include the $ sign or Advance Funding for the entire award

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Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
balance. decimal point. year.
Not applicable for Advance Range:
Funding Institutions. 00000000000 –99999999999 or
Blank.
125 131 7 A/N Output YTD Total Unduplicated Provided by RFMS. Year to date Range:
Recipients number of unduplicated recipients 000000000 –999999999 or Blank.
for institution.

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 1999-2000 RFMS Record Layouts

ELECTRONIC STATEMENT OF ACCOUNT (ESOA) RECORD – SUMMARY (CON’T.)

Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
132 142 11 A/N Output YTD Accepted Disbursement Provided by RFMS. YTD Total Dollars and cents. Use leading
Amount of disbursements accepted by zeros; do not include the $ sign or
RFMS. decimal point.
Range: 00000000000 –
99999999999 or Blank
143 153 11 A/N Output YTD Posted Disbursement Provided by RFMS. YTD Total Dollars and cents. Use leading zeros;
Amount of disbursements posted to do not include the $ sign or decimal
RFMS. point.
Range: 00000000000 –
99999999999 or Blank.
154 164 11 A/N Output YTD Administrative Cost Provided by RFMS. YTD Dollars and cents. Use leading zeros;
Allowance amount of ACA paid to the do not include the $ sign or decimal
institution. point.
Range: 00000000000 –
99999999999 or Blank.
165 177 13 N Output GAPS Expenditure Amount Provided by EDCAPS. Current Dollars and cents. Use leading
expenditure amount in GAPS. zeros; do not include the $ sign or
decimal point.
Range: 0000000000000 –
99999999999999 or Blank
178 185 8 D Output Date of Last Activity in GAPS Provided by EDCAPS. The date Valid date.
GAPS last posted a transaction
for the GAPS Award number.

186 198 13 N Output Payment Control Number Provided by EDCAPS. The Valid Payment Control Number.
reference number for the last
payment sent to the institution.

199 200 2 A Unused Reserved for future expansion Reserved for future expansion. Spaces.

200 Total Record Length

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 1999-2000 RFMS Record Layouts
ELECTRONIC STATEMENT OF ACCOUNT (ESOA) RECORD – DETAIL

Field Positions Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
First Last bytes)
1 1 1 A Output Record Indicator Indicates the record is summary or Constant “D” – Detailed
detail. institution activity.
2 7 6 N Output Reporting Campus Pell-ID Pell-ID of reporting campus. Valid Pell-ID.

8 18 11 A/N Output Grantee DUNS Number Data Universal Numbering Scheme Valid DUNS number.
(DUNS) number assigned to the Format: 999999999BB where
reporting institution. 999999999 is a unique
number and BB are blanks.
19 29 11 A/N Output Payee DUNS Number Data Universal Numbering Scheme Valid DUNS Number.
(DUNS) number assigned to the Format: 999999999BB
Payee institution. Where 999999999 is a unique
number and BB are blanks.
30 45 16 A/N Output GAPS Award Number Used to identify a unique funding Valid GAPS Award Number
for an institution. Comprised of the Format: P063P CCYYXXXX
following fields: Where
PO Indicator “P” – constant for PO
CFDA Number Indicator
CFDA Subprogram Id “063” – constant for CFDA
Subprogram Fiscal year Number
Award Id P – Advance Funded
J – Just In Time
Q – ACA
R – Reimbursement
“ “ – 3 Spaces
CCYY-1st Year in award year
XXXX-unique value for each
funded institution
46 53 8 D Output Adjustment Report Date Provided by RFMS. Date of Valid Date.
adjustment batch reported to ED
CAPS.

54 54 1 A Yes Debit/Credit Indicator Flag Indicates if the Adjustment Amount P: positive

is positive or negative. N: negative

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 1999-2000 RFMS Record Layouts
ELECTRONIC STATEMENT OF ACCOUNT (ESOA) RECORD – DETAIL (CON’T.)

Field Positions Length (# of Type Required Field Name Description Valid Values Processing
First Last bytes) Notes/Edits
55 65 11 A/N Output Adjustment Amount Provided by RFMS. Amount of Dollars and cents. Use leading
institution’s adjustment batch. zeros; do not include the $ sign
or decimal point. Range:
00000000000 –
99999999999
66 73 8 D Output Adjustment Process Date Provided by ED CAPS. The date Valid date.
GAPS processed adjustment batch.

74 99 26 A/N Output Adjustment Batch Number Batch Number which generated the Format:
adjustment. CCYYXX999999CCYYMM
DDHHMMSS
Where:
XX – batch type code (alpha)
CCYY – last year in cycle:
‘2000’
999999 – Reporting Pell ID
CCYYMMDD – date batch
created
HHMMSS – time batch
created
100 119 20 A Output Adjustment Description Literal to describe the type of Constants to follow from
batch. IFMD
120 200 81 A Unused Reserved for future Reserved for future expansion. Spaces.
expansion.

200 Total Record Length

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 Printing the ESOA
What's included:

ESOA Print Format

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EDE Technical Reference

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 EDE Technical Reference
1999-2000 ESOA Print Format

U.S. DEPARTMENT OF EDUCATION

OFFICE OF POSTSECONDARY EDUCATION
STUDENT FINANCIAL ASSISTANCE PROGRAMS

1999-2000 AWARD YEAR

FEDERAL PELL GRANT PROGRAM
ELECTRONIC STATEMENT OF ACCOUNT

PELL INSTITUTION NO. 999999

INSTITUTION NAME XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
STATE XX

GRANTEE DUNS NUMBER XXXXXXXXXXX

PAYEE DUNS NUMBER XXXXXXXXXXX
GAPS AWARD NUMBER XXXXXXXXXXX

Accounting Schedule 999

Accounting Schedule Date MM/DD/CCYY

A. Previous Pell Grant Obligation $999,999,999.99

Current Pell Grant Obligation $999,999,999.99
Adjustment (Increase+ or Decrease-) $099,999,999.99*

B. Previous Pell Grant Amount $999,999,999.99

Current Pell Grant Amount $999,999,999.99
Adjustment (Increase+ or Decrease-) $099,999,999.99*

GAPS Expenditures Amount $999,999,999.99

Date of Last Activity in GAPS MM/DD/CCYY

YTD Total Unduplicated Recipients $999,999

YTD Accepted Disbursement Amount $999,999,999.99
YTD Posted Disbursement Amount $999,999,999.99

As of Batch ID XXCCYY12345619990101123000

SECTION A VALUES APPLICABLE ONLY FOR ADVANCED FUNDING INSTITUTIONS.

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 EDE Technical Reference
SECTION B VALUES APPLICABLE ONLY FOR JUST-IN-TIME FUNDED INSTITUTIONS.

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Creating an Origination Record

What's included:

Grant Batch Header Record Description

Origination Record Description

Grant Batch Trailer Record Description

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 1999-2000 RFMS Record Layouts

GRANT BATCH HEADER RECORD

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Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
1 10 10 A Yes Header Identifier Identify Header record in file. Constant: ‘GRANT HDR’ Missing Batch Header – Reject Batch
Left Justified

11 14 4 N Yes Data Record Length Length of data records included in this Must be numeric: 0001 - 9999 If not equal to length for Message Class,
batch. then Reject Batch.

15 40 26 A Yes Batch Number Number generated by the institution to Format: Valid Batch Type codes:
uniquely identify a specific batch of XXCCYY999999CCYYMMD #A - Statement of Account
records. DHHMMSS #D – Disbursements
#E – Batch Errors
Where: #G – System Generated
XX- batch type code (alpha) #I – Institution Data
CCYY – last year in cycle #M – Multiple Reporting
‘2000’ #O – Originations
999999 – Reporting PELL ID #P – ED PDF Letters
CCYYMMDD – date batch #R – Data Request
created #S – Special Disbursements
HHMMSS – time batch created #T – ASCII Text
#Y – Year-to-Date
If duplicate Batch No., then Reject
Batch.
If batch type does not agree with
Message Class type, then reject batch.
If #O, #R, or #I batch and received
before system startup, then reject batch.
If #D or #S and received more than N
days prior to Award Year Start, then
reject batch.
If #D and required to send SP Disb., then
reject batch.
If Batch Award Year does not agree with
Message Class award year, then reject.
If Reporting Pell ID is ineligible, then
send warning message.
If Reporting Pell ID is a branch campus
or has Central Funding, then reject batch.
If date batch created is > system date,
then reject batch.

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 1999-2000 RFMS Record Layouts
GRANT BATCH HEADER RECORD (Con’t.)
Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
41 51 11 A/N No Grantee DUNS Number Data Universal Numbering Scheme Valid DUNS number. If not blank and not equal to DUNS
(DUNS) number assigned to the Format: 999999999BB associated with Pell ID, then reject batch.
reporting institution. Where 999999999 is a unique
number and BB are BLANKs.

52 62 11 A/N No Financial Aid Servicer Valid DUNS Number or Pell Grant Valid DUNS number. Need decision of DUNS or Pell Grant
DUNS or Pell Assigned Program assigned identifier otherwise, Format: 999999999BB Program assigned.
Number leave BLANK. Where 999999999 is a unique
number and BB are BLANKs,
OR Pell Grant Program
Assigned two digit number right
justified, zero filled OR
BLANK.
63 63 1 A No Output Media Type MAGNETIC TAPE USE ONLY. C= Send output by Cartridge EDExpress ignores.
Code for type of tape to use when R= Send output by Reel
sending output data. Blank = Send output on same
media as input records were
received.
64 68 5 A/N Yes ED Use ED Use Only – do not use Spaces. EDExpress PC software version number.

69 76 8 N Output RFMS Process Date Date RFMS processed the Format: CCYYMMDD Completed by RFMS as a result of
corresponding batch processing the batch.

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 1999-2000 RFMS Record Layouts
GRANT BATCH HEADER RECORD (Con’t.)

Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
77 100 24 N Output Batch Reject Reasons List of up to eight three-digit batch reject Reject Reasons format: Completed by RFMS as a result of Batch
reason codes which occurred during initial 000-999 editing.
editing of the batch. Only reject reason
codes hit will display in this field. Position 77-79: 1st reject
Otherwise, this space will be zero filled. reason code
Position 80-82: 2nd reject
reason code
Position 83-85: 3rd reject
reason code
Position 86-88: 4th reject
reason code
Position 89-91: 5th reject
reason code
Position 92-94: 6th reject
reason code
Position 95-97: 7th reject
reason code
Position 98-100: 8th reject
reason code
XX A Unused Filler Filler will be added if necessary to make Spaces.
the header record the same length as the
detail records which follow.

>100 Total Record Length

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 1999-2000 RFMS Record Layouts

ORIGINATION RECORD DESCRIPTION

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Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
1 23 23 A/N Yes Origination ID Unique number used to identify an Format: Identifier
origination. 999999999XX200099999900 If Origination ID matches on RFMS
Where: SSN – 001010001-999999999 Database, then Compare all fields.
Name Code – XX If all fields match, then return as a
Year Indicator – 2000 duplicate.
Valid Attending PELL ID Else Origination is a change
Orig Sequence Number – 00 Else Origination is new

24 32 9 N Yes Original SSN Student’s SSN from original FASFA 001010001 Identifier
999999999

33 34 2 A Yes Original Name Code Student’s name code from original Uppercase A to Z: .(period); Identifier
FAFSA ‘(apostrophe); If SSN & Name Code do not match
-(dash); value in Origination ID, then reject the
Blank: no last name record

35 40 6 N Yes Attending Campus PELL-ID of attending campus. Valid PELL-ID Identifier

PELL-ID Change creates new origination Change creates new origination record.
record. Institution must change award If Attending Pell ID does not match value
amounts for student at original in Origination ID, then reject the record
attended campus as necessary. If Attending Campus is not equal to
Reporting Campus, then reject
If Attending Pell ID is not a branch of the
Reporting Pell ID or Central Funded,
then reject

41 45 5 A/N Yes ED Use Reserved for future use. Spaces

46 58 13 A No Institution Cross- This field can contain any cross Institution Defined Data for this field will not be included in
Reference reference information useful to the the record from EDExpress
institution to identify student records
internally.

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 1999-2000 RFMS Record Layouts
ORIGINATION RECORD (CON’T.)

Field Positions Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
First Last bytes)
59 59 1 A No Action Code Code to indicate action to be taken. Will always be BLANK No Editing

60 60 1 N No No. of Payment Periods in Number of terms or payment periods 1 – 9 or BLANK If not in range
Student’s school year in student’s school year. For schools If Academic Calendar = 1, then set to 2
required to submit special If Academic Calendar = 2:
disbursements, reporting must have a (Check Payment Methodology)
valid value. If PM > 2, then set to 3
If PM = 1 or 2, then set to 2
If Academic Calendar = 3, then set to 2
If Academic Calendar = 4, then set to 2
If Academic Calendar = 5, then set to 2
If Academic Calendar = 6, then set to 2

61 67 7 N Yes Award Amount for entire Amount of award for student’s entire Dollars and cents. Use leading Cannot exceed Total Payment Ceiling –
school year school year. Increases are required to zeros; do not include the $ sign award validation performed. Any change
be submitted to RFMS. or decimal point. to origination data requires the Award
Range: 0000000 to AWARD Amount to be validated.
AMOUNT MAX (0312500)
For 99-00, Maximum Award = 03125

68 75 8 N Yes Estimated Disbursement Date 1st disbursement to student is CCYYMMDD: If Date not within range, then set approved
Date #1 estimated to be made. Range: N days prior to value to system date.
DISBURSEMENT START
DATE (19990701) to
DISBURSEMENT END
DATE (20050930)

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ORIGINATION RECORD (CON’T.)

Field Length (# Type Require Field Name Description Valid Values Processing Notes/Edits
Positions of bytes) d
First Last
76 83 8 N No Estimated Disbursement Date #2 Date 2nd disbursement to student is CCYYMMDD: If Date not within range, then set approved
estimated to be made. Range: [see field position 68 in value to spaces.
this record] or BLANK

84 91 8 N No Estimated Disbursement Date #3 Date 3rd disbursement to student is CCYYMMDD: See Estimated Disbursement Date #2
estimated to be made. Range: [see field position 68 in
this record] or BLANK

92 99 8 N No Estimated Disbursement Date #4 Date 4th disbursement to student is CCYYMMDD: Range: [see See Estimated Disbursement Date #2
estimated to be made. field position 68 in this record]
or BLANK
100 107 8 N No Estimated Disbursement Date #5 Date 5th disbursement to student is CCYYMMDD: Range [see field See Estimated Disbursement Date #2
estimated to be made. position 68 in this record] or
BLANK

108 115 8 N No Estimated Disbursement Date #6 Date 6th disbursement to student is CCYYMMDD: Range [see See Estimated Disbursement Date #2
estimated to be made. field position 68 in this record]
or BLANK

116 123 8 N No Estimated Disbursement Date #7 Date 7th disbursement to student is CCYYMMDD: Range: [see See Estimated Disbursement Date #2
estimated to be made. field position 68 in this record]
or BLANK

124 131 8 N No Estimated Disbursement Date #8 Date 8th disbursement to student is CCYYMMDD: Range [see field See Estimated Disbursement Date #2
estimated to be made. position 68 in this record] or
BLANK

132 139 8 N No Estimated Disbursement Date #9 Date 9th disbursement to student is CCYYMMDD: Range [ see See Estimated Disbursement Date #2
estimated to be made. field position 68 in this record]
or BLANK

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ORIGINATION RECORD (CON’T)

Field Length Type Required Field Name Description Valid Values Processing Notes/Edits
Positions (# of
First Last bytes)
140 147 8 N No Estimated Disbursement Date #10 Date 10th disbursement to student is CCYYMMDD: Range [see field See Estimated Disbursement Date #2
estimated to be made. position 68 in this record] or
BLANK
148 155 8 N No Estimated Disbursement Date #11 Date 11th disbursement to student is CCYYMMDD: Range [see See Estimated Disbursement Date #2
estimated to be made. field position 68 in this record]
or BLANK
156 163 8 N No Estimated Disbursement Date #12 Date 12th disbursement to student is CCYYMMDD: Range [see field See Estimated Disbursement Date #2
estimated to be made. position 68 in this record] or
BLANK

164 171 8 N No Estimated Disbursement Date #13 Date 13th disbursement to student is CCYYMMDD: Range [see field See Estimated Disbursement Date #2
estmiated to be made. position 68 in this record] or
BLANK
172 179 8 N No Estimated Disbursement Date #14 Date 14th disbursement to student is CCYYMMDD: Range [see field See Estimated Disbursement Date #2
estimated to be made. position 68 in this record] or
BLANK
180 187 8 N No Estimated Disbursement Date #15 Date 15th disbursement to student is CCYYMMDD: Range [see field See Estimated Disbursement Date #2
estimated to be made. position 68 in this record] or
BLANK
188 195 8 D Yes Enrollment Date First date that the student was enrolled CCYYMMDD: Range: If blank or invalid, then set approved
in an eligible program for the 19990101 - 20000630 value to previous value or date reported
designated school year. If the student Batch Number in Grant Header record.
enrolled in a crossover payment
period before the first day of the Pell
award year (July 1), but which will be
paid from 1999-2000 funds, report
the actual start date of the student’s
classes for that payment period.

196 196 1 A No Low Tuition and Fees Code Flag to identify tuition ranges when Value Tuition Range If invalid, then set approved value to
the annual tuition is less than $213. 1 0 previous value or BLANK.
2 1 - 106
3 107-212 or BLANK: low
tuition does not apply

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ORIGINATION RECORD (CON’T.)

Field Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
Positions of bytes)
First Last
197 197 1 A Yes Verification Status Code Status of verification of applicant data by A: Accurate; Only one disbursement for an amount
the school. C: Calculated; less than or equal to ½ of the Origination
N: Not Selected; Award amount can be accepted while
R: Reprocessed; status = W. These disbursements will be
S: Selected, not verified; reversed in the second August of the
T: Tolerance; Award Cycle if the status remains W.
W: Without Documentation
If blank or invalid, then
If selected by CPS, then set approved
value to previous value or “S/W?”
ELSE set approved value to “N”.

198 198 1 A No Incarcerated Federal Pell Code to indicate the student’s incarcerated BLANK: Not incarcerated If invalid, then set approved value to
Recipient Code status for students incarcerated in local Y: Yes, the student is previous value or BLANK.
penal institutions, but are otherwise incarcerated in a local
eligible to receive Federal Pell Grants. institution, but is otherwise
eligible
N: No, if student previously
reported as incarcerated, but is
not or is no longer incarcerated
199 200 2 N Yes Transaction Number Transaction Number from eligible SAR Must be numeric: 01 - 99 If BLANK or NO Match with eligible
used to calculate award app. Data, then reject record. Return last
value reported on acknowledgment.

201 205 5 N Yes Expected Family Must equal the student’s Expected Family Range: 00000 If BLANK or NO Match with eligible
Contribution (EFC) Contribution from the ISIR or SAR. EFC MAXIMUM (02925) app data, then reject record. Return last
value reported on acknowledgment.

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ORIGINATION RECORD (CON’T.)

Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
206 206 1 N No Secondary Expected Family Code indicating which EFC value is O= Federal Pell Grant award If invalid, then set approved value to
Contribution used to determine award amount previously based on the previous value or BLANK. If NO Match
secondary EFC and reported to with eligible app data, then reject record.
the Federal Pell Grant Return last value reported on
program; student’s award now acknowledgment.
based on the original EFC.
S=Federal Pell Grant award
based on the secondary EFC,
as calculated by the CPS. Or
BLANK if Secondary EFC not
used.
207 207 1 N Yes Academic Calendar Calendar which applies to this 1= Credit Hours- non standard The academic calendar dictates which
student’s educational program. Must terms. Payment Methodology can be accepted.
be valid or system accepted to process 2=Credit Hours – standard Used in award amount validation.
record. terms of quarters;
3= Credit Hours – standard The following changes in Academic
terms of semesters; Calendar indicate need to change
4= Credit Hours – standard Payment Methodology.
terms of trimesters; From To
5= Clock hours; 1 to 2, 3, 4, or 5
6= Credit Hours without terms 2, 3, or 4 to 1 or 5
5 to 2, 3, 4, or 6
6 to 1 or 5
If AC invalid or BLANK, then set
accepted value to previous value or
If Attending Pell ID default AC
populated, then set accepted value to
default.

ELSE If Reporting Pell ID default AC

populated, then set accepted value to
default.

ELSE If Payment Methodology = 4, then

set accepted value to “5”
ELSE set accepted value to “3”.

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 1999-2000 RFMS Record Layouts
ORIGINATION RECORD (CON’T.)
Field Positions Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
First Last bytes)
208 208 1 N Yes Payment Methodology Formula used to calculate the student’s 1= Credit hour with standard The Payment Methodology dictates the
Federal Pell Grant Award. terms in which Fall through data required for Enrollment status,
Spring terms equal or exceed Weeks of instructional time, Weeks of
30 weeks, or have been instructional time in academic year,
granted waiver Credit/Clock Hours expected to
(AC: 2, 3, or 4) complete, Credit/Clock Hours in
2= Credit hour with standard academic year.
terms in which Fall through
Spring terms are less than 30 Used in award amount validation.
weeks not granted waiver. Academic Calendar and Payment
(AC: 2, 3, or 4) Methodology must be logically
3= Credit hour with standard consistent.
or non-standard terms (AC:1,
2, 3, or 4) PM AC
4= Clock hour or Credit hour 1 2, 3, or 4
without terms (AC: 5, or 6) 2 2, 3, or 4
5= Programs of study by 3 1, 2, 3, or 4
correspondence (AC: 1, 2, 3, 4 5 or 6
or 4 denotes Formula 5B AC: 5 1, 2, 3, 4, 5 or 6
5 & 6 denotes Formula 5A)
If invalid or BLANK, then set accepted
value to previous value or “3”

209 215 7 N Yes Cost of Attendance Must equal COA calculated by the Dollars and cents. Use leading Used in award amount validation.
institution following the Federal Pell zeros; do not include the $ sign If invalid or BLANK, then set accepted
Grant Payment regulations. or decimal point. value to previous value or “9999999”.
Range: 0000000 – 9999999.

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ORIGINATION RECORD (CON’T.)
Field Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
Positions of bytes)
First Last
216 216 1 A Payment Enrollment Status This student’s expected enrollment Blank (AC: 5 or 6) Used in award amount validation.
Methodology 1, status for the entire award year. The 1: Full-time (AC: 1, 2, 3, or 4 BLANK only if Payment Methodology is
2, 3, 5 Enrollment Status 5 “Other” is used and Payment Methodology either Formula 4 or Formula 5 and
when the student’s enrollment is not equal to 5) Academic Calendar is 6.
“mixed” or student attends more than 2: ¾ time (AC: 1, 2, 3, or 4 If PM does not equal 4: or if PM does not
number of terms in a full academic and Payment Methodology equal 5 and AC equals 6 and invalid or
year. Valid Values depend upon not equal to 5) BLANK, then set accepted value to
Academic Calendar and Payment 3: ½ time (AC: 1, 2, 3, or 4) previous value or “1”.
Methodology fields. 4: Less than ½ time (AC: 1, ELSE if invalid, set accepted value to
2, 3, or 4) BLANK.
5: Other (AC: 1, 2, 3, or 4 If AC: 1, 2, 3, or 4 and Payment
and Payment Methodology Methodology is 5 and Enrollment Status
not equal to 5) is reported as either Blank or a value
other than 3 or 4, we must set the value
equal to 3 and we must have a warning
comment (W) go to the institution that
says: Enrollment Status may never
exceed half time when using Payment
Methodology 5.

217 218 2 A Payment Weeks of Instructional Time Total Number of weeks of instructional Blank (Payment Must be BLANK when using Payment
Methodology 2, Used to Calculate Payment time provided by this student’s Program Methodology 1) Methodology 1.
3, 4, 5 of Study during a full academic year.
Valid Values depend upon Payment 00-78 (Payment If invalid or out of range, then accepted
Methodology and Academic Calendar Methodology 2, 3, 4, or 5) value equal to previous value or equal to
fields. Must be completed when Weeks for Academic Year.
Payment Methodologies 2, 3, 4, or 5 If PM = 2, Must < 30 If supplied and not needed for payment
are used. If PM = 3, Must be Valid methodology, ignore.
PM2: Weeks of instructional time Range Used in award amount validation.
provided by this student’s Program of If PM = 4, Must be Valid
Study Fall through Spring terms. Range See Payment Methodology for AC
PM3 & PM5B: Weeks of instructional If PM = 5, Must be Valid information that determines if the PM is
time provided by this student’s Program Range 5B or 5A.
of Study in all terms required in a
regular full academic year.
PM4 & PM5A: Weeks of instructional
time provided by this student’s Program
of Study in a full academic year.

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 1999-2000 RFMS Record Layouts
ORIGINATION RECORD (CON’T.)

Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
219 220 2 A Payment Weeks of Inst. Time in The total number of weeks of instructional BLANK (AC:1) Can be blank when using Payment
Methodology Program’s Definition of time in the institution’s definition of a full 30 – 78 (May never be less Methodology 1. Can never be less than a
2, 3, 4, 5 Academic Year academic year for this student’s Program of than the number provided in previous field.
Study. positions 217-218 Weeks of If invalid or BLANK, then set accepted
instructional time used to value to previous value or
calculate payment field of If Attending Pell ID default Weeks
Origination record. populated, then set accepted value to
If > 78 set to 30 default.
ELSE If Reporting Pell ID default Weeks
populated, then set accepted value to
default.

If supplied and not needed for payment

methodology, ignore.
Used in award amount validation.
221 224 4 A Payment Cr/Clock Hours in all Pay Total number of credit/clock hours BLANK (Unless Payment Can be BLANK when using Payment
Methodology Periods expected to Comp. institution expects this student to complete Methodology 5 and AC 6, or Methodologies 1, 2, 3, & 5.
4, 5 this school year and be paid for during the current Federal Payment Methodology 4) or If invalid or out of range, then accepted
Pell Grant award year. Valid values depend Ranges: value equal to previous value or equal to
upon Payment Methodology and Academic 0000-3120 AC=Clock Hour Cr/Clock Hrs for Academic Year.
Calendar. (5) If supplied and not needed for payment
0000-0100 AC=Credit Hours methodology, ignore.
without terms (6) Used in award amount validation.
Can never be blank if PM = 5 and AC =
6.
225 228 4 A Payment Cr/Clock hrs in program’s Total number of credit or clock hours in the BLANK (Unless Payment Can be BLANK when using Payment
Methodology definition of academic institution’s definition of a full academic Methodology 5 and AC 6, or Methodologies 1, 2, 3, and 5.
4, 5 year year for this student’s Program of Study. Payment Methodology 4) or If invalid or BLANK, then set accepted
ranges: value to previous value or
0900-3120 Academic calendar If Attending Pell ID default Hours
5 populated, then set accepted value to
0024-0100 Academic calendar default.
6 ELSE set accepted value to 900 if
Academic Calendar =5 or set accepted
value to 24 if Academic Calendar =6
If supplied and not needed for payment
methodology, ignore.
Used in award amount validation.
Can never be less than previous field.
229 250 22 A Unused Reserved for expansion Reserved for expansion. Leave BLANK.

250 Total Record Length

NOTE: A change to an Origination Record is supplied in this same format. Changes apply to the entire award period.

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 1999-2000 RFMS Record Layouts
GRANT BATCH TRAILER RECORD

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Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
1 10 10 A Yes Trailer Identifier Identify Trailer Record in file. Constant: ‘GRANT TLR’ Missing Batch Trailer – Reject Batch
No Detail Records – Reject Batch

11 14 4 N Yes Data Record Length Length of data records included in this Must be numeric: 0001-9999 If not equal to Data Record Length on
batch Header, then reject Batch.

15 40 26 A Yes Batch Number Number generated by the institution Format: If not equal to Batch Number on Header,
to uniquely identify a specific batch of XXCCYY999999CCYYMM then reject Batch.
records. DDHHMMSS

Where:
XX-batch type code (alpha)
CCYY – last year in cycle:
‘2000’
999999 – Reporting PELL ID
CCYYMMDD-date batch
created
HHMMSS – time batch
created
41 46 6 N Yes Reported Number of Records Number of data records included in Must be numeric: 000000 – If not equal to count of detail records in
the batch 999999 batch, then return warning message.

47 57 11 N Yes Reported Total of Batch Total Origination Award Amount or Dollars and cents. Use leading If not equal to total of detail records in
Disbursement amount reported on zeros; do not include the $ sign batch, then return warning message.
Origination, Disbursement, or Special or decimal point.
Disbursement batches. 00000000000 –
99999999999

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GRANT BATCH TRAILER RECORD (Con’t.)
Field Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
Positions of bytes)
First Last
58 58 1 A Yes Reported Total Sign Indicator Positive or negative sign for total amount ‘P’ – Positive
reported. ‘N’ – Negative

59 64 6 N Output Accepted and Corrected RFMS USE ONLY – Number of data 000000 – 999999
Number of Records records accepted and corrected by RFMS.

65 75 11 N Output Accepted and Corrected Total RFMS USE ONLY- Total Award or Dollars and cents. Use
of Batch Disbursement amount accepted and leading zeros; do not
corrected on batch. include the $ sign or
decimal point.
00000000000 –
99999999999
76 76 1 A Output Accepted and Corrected Total RFMS USE ONLY – Positive or negative ‘P’ – Positive
Sign Indicator sign for total amount accepted. ‘N’ – Negative

77 100 24 A Unused Reserved for future Reserved for future expansion. Spaces
expansion.

XX A Unused Filler Filler will be added if necessary to make Spaces

the trailer record the same length as the
detail records.

>100 Total Record Length

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Batch Reject Reasons
What's included:

Origination Record Batch Reject Reasons

Disbursement Record Batch Reject Reasons

Data Request Record Batch Reject Reasons

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EDE Technical Reference

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EDE Technical Reference

ORIGINATION AND DISBURSEMENT REJECT REASONS

Field Position Reject Reasons

Origination ID: (Field Positions 1-23) If Original SSN and Original Name Code
do not match a value in the Eligible
Applicant Database.

If Attending Pell ID does not match the

value in the Origination ID.If Attending Pell
ID is not funded or is not a branch of the
Reporting Pell ID.

Original SSN: (Field Positions 24-32) If Original SSN does not match the value in
the Origination ID.

Original Name Code: (Field Positions 33- If Original Name Code does not match the
34) value in the Origination ID.

Award amount for entire school year: (Field If not numeric. Amount cannot exceed total
Positions 61-67) payment ceiling.

Transaction Number: (Field Positions 199- If not numeric or does not match the
200) Eligible Applicant database.

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Expected Family Contribution (EFC): If not numeric or does not match the EFC
(Field Positions 201-205) for the transaction number reported in the
Eligible Applicant database.

Secondary Expected Family Contribution If Selected and Secondary EFC not in Pell
Used Code: (Field Positions 206-206) eligible range.

DISBURSEMENT REJECT REASONS

The disbursement batch edits are a result of the business rules and the information technology
used in the system. RFMS processing edits can be found in the record layouts later on in this
technical reference. The results of these edits are provided in the comment codes on the
disbursement and special disbursement acknowledgment records. The editing process may result
in rejection, corrections made to data, or warning messages.

For example, RFMS rejects the student's disbursement record if the institution reports an
incorrect origination ID. If the annual award amount is miscalculated, RFMS recalculates the
amount and reports the recalculated amount as the accepted value in the disbursement
acknowledgment record.

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EDE Technical Reference
DATA REQUEST REJECT REASONS

RFMS rejects data request records for the following reasons:

Field/Position Reject Reason

Attending Pell ID: (Field Positions 1-6) If the attending Pell ID is invalid

Data Request Type: (Field Position 7-7) Must be B, M, S or Y

Output Media Type (Field Position 8-8) If entered must be valid

Pell Batch Number (Field Positions 9-34) Must be entered if Date Request Type is B
Multiple Reporting Request Code 1 (Field Must be O or R if the Data Request Type is
Position 35-35) M
Multiple Reporting Request Code 2 (Field Must be A, S or I if the Data Request Type
Position 36-36) is M
MR Student Id (Field Positions 37-47) Must be valid if the Multiple Reporting
Request Code 2 is S
Must have been originated at the requesting
institution

MR Institution Pell Id (Field Positions 48- Must be valid if the Multiple Reporting
53) Request Code 2 is I

Batch edit and reject codes can be found in Appendix C for the Origination, Disbursement and
Data Request Records.

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Receiving Acknowledgment

What’s included:

Origination Acknowledgment Record Description

Institution Acknowledgment Record Description

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 1999-2000 RFMS Record Layouts
ORIGINATION ACKNOWLEDGMENT RECORD

Field Positions Length (# Type Require Field Name Description Valid Values Processing Notes/Edits
First Last of bytes) d
1 23 23 A/N Yes Origination ID Unique number used to identify Format:
an origination. 999999999XX200099999900
Where:
SSN – 001010001-999999999
Name Code – XX
Year Indicator – 2000
Valid Attending PELL-ID
Orig Sequence Number - 00
24 32 9 N Yes Original SSN Student’s SSN from original 001010001 - 999999999
FAFSA

33 34 2 A Yes Original Name Code Student’s name code from Uppercase A to Z;

original FAFSA ;.period)’
‘(apostrophe);
-(dash);
BLANK: no last name
35 40 6 N Yes Attending Campus PELL-ID of campus attended. Valid PELL-ID
PELL-ID Change creates new origination
record. Institution must change
payment amounts for student at
original attended campus as
necessary.

41 45 5 A/N Yes ED Use Reserved for future use. Spaces

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 1999-2000 RFMS Record Layouts
ORIGINATION ACKNOWLEDGMENT RECORD (CON’T.)

Field Positions Length (# Type Require Field Name Description Valid Values Processing Notes/Edits
First Last of bytes) d
46 58 13 A No Institution cross-reference This field can contain any cross Institution defined.
reference information useful to the
institution to identify student
records internally.

59 59 1 A No Action Code Code to indicate action to be taken Valid Codes:

A: Accepted – all fields accepted
C: Corrected – one or more fields
corrected
E: Rejected – record was rejected
60 60 1 N No Accepted No. of Payment Number of terms or payment 1 – 9 or BLANK
Periods in Student’s school periods in student’s school year.
year. For schools required to submit
special disbursements, must have a
valid value

61 67 7 N Yes Accepted Award Amount for Amount of award for student’s Dollars and cents. Use leading
Entire School Year entire school year. Increases are zeros; do not include the $ sign or
required to be submitted to RFMS. decimal point.

Range: 0000000 -
AWARD AMOUNT MAX
(0312500)

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ORIGINATION ACKNOWLEDGMENT RECORD (CON’T.)

Field Positions Length (# Type Require Field Name Description Valid Values Processing Notes/Edits
First Last of bytes) d
68 75 8 D Yes Accepted Estimated Date 1st disbursement to student is Format: CCYYMMDD
Disbursement Date #1 estimated to be made. Range: N days prior to
DISBURSEMENT START DATE
(19990701) to DISBURSEMENT
END DATE (20050930).
76 83 8 D No Accepted Estimated Date 2nd disbursement to student CCYYMMDD:
Disbursement Date #2 is estimated to be made. Range [see field position 68 in this
record] or BLANK

84 91 8 D No Accepted Estimated Date 3rd disbursement to student CCYYMMDD:

Disbursement #3 is estimated to be made. Range: [see field position 68 in this
record] or BLANK

92 99 8 D No Accepted Estimated Date 4th disbursement to student CCYYMMDD:

Disbursement Date #4 is estimated to be made. Range: [see field position 68 in this
record] or BLANK

100 107 8 D No Accepted Estimated Date 5th disbursement to student CCYYMMDD:

Disbursement Date #5 is estimated to be made. Range: [see field position 68 in this
record] or BLANK

108 115 8 D No Accepted Estimated Date 6th disbursement to student CCYYMMDD:

Disbursement Date #6 is estimated to be made. Range: [see field position 68 in this
record] or BLANK

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 1999-2000 RFMS Record Layouts
ORIGINATION ACKNOWLEDGMENT RECORD (CON’T.)

Field Positions Length (# Type Require Field Name Description Valid Values Processing Notes/Edits
First Last of bytes) d
116 123 8 D No Accepted Estimated Date 7th disbursement to student CCYYMMDD:
Disbursement Date #7 is estimated to be made. Range: [see field position 68 in this
record] or BLANK
124 131 8 D No Accepted Estimated Date 8th disbursement to student CCYYMMDD:
Disbursement Date #8 is estimated to be made. Range: [see field position 68 in this
record] or BLANK

132 139 8 D No Accepted Estimated Date 9th disbursement to student CCYYMMDD:

Disbursement Date #9 is estimated to be made. Range: [see field position 68 in this
record] or BLANK

140 147 8 D No Accepted Estimated Date 10th disbursement to student CCYYMMDD:

Disbursement Date #10 is estimated to be made. Range: [see field position 68 in this
record] or BLANK

148 155 8 D No Accepted Estimated Date 11th disbursement to student CCYYMMDD:

Disbursement Date #11 is estimated to be made. Range [see field position 68 in this
record] or BLANK

156 163 8 D No Accepted Estimated Date 12th disbursement to student CCYYMMDD:

Disbursement Date #12 is estimated to be made. Range: [see field position 68 in this
record] or BLANK

164 171 8 D No Accepted Estimated Date 13th disbursement to student CCYYMMDD:

Disbursement Date #13 is estimated to be made. Range: [see field position 68 in this
record] or BLANK

172 179 8 D No Accepted Estimated Date 14th disbursement to student CCYYMMDD:

Disbursement Date #14 is estimated to be made. Range: [see field position 68 in this
record] or BLANK

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ORIGINATION ACKNOWLEDGMENT RECORD (CON’T.)

Field Positions Length (# Type Require Field Name Description Valid Values Processing Notes/Edits
First Last of bytes) d
180 187 8 D No Accepted Estimated Date 15th disbursement to student CCYYMMDD:
Disbursement Date #15 is estimated to be made. Range: [see field position 68 in this
record] or BLANK
188 195 8 D Yes Accepted Enrollment Date First date that the student was CCYYMMDD:
enrolled in an eligible program Range: 19990101
for the designated school year. If 20000630
the student enrolled in a crossover
payment period before the first
day of the Pell award year (July
1), but which will be paid from
1999-2000 funds, report the
actual start date of the student’s
classes for that payment period.

196 196 1 A No Accepted Low Tuition & fees Flag to identify tuition ranges Value Tuition Range
flag when the annual tuition is less 1 0
than $212. 2 1 –106
3 107 – 212
or BLANK: low tuition does not
apply
197 197 1 A Yes Accepted Verification status flag Status of verification of applicant A: Accurate;
data by the school C: Calculated;
N: Not Selected;
R: Reprocessed;
S: Selected, not verified;
T: Tolerance:
W: Without Documentation
198 198 1 A No Accepted Incarcerated Federal Code to indicate the student’s BLANK: Not incarcerated
Pell Recipient Code incarcerated status for students Y: Yes, the student is incarcerated
incarcerated in local penal in a local institution, but is otherwise
institutions, but are otherwise eligible.
eligible to receive Federal Pell N: No, if student previously
Grants. reported as incarcerated, but is not or
is no longer incarcerated.

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 1999-2000 RFMS Record Layouts
ORIGINATION ACKNOWLEDGMENT RECORD (CON’T.)

Field Positions Length (# Type Require Field Name Description Valid Values Processing Notes/Edits
First Last of bytes) d
199 200 2 N Yes Accepted Transaction Number Transaction number from eligible Must be numeric: 01 - 99
SAR used to calculate award

201 205 5 N Yes Accepted Expected Family Must equal the student’s Expected Range: 00000 – (EFC
Contribution (EFC) Family Contribution from the MAXIMUM) 02925.
ISIR or SAR. May be the
primary or secondary EFC value.

206 206 1 A No Accepted Secondary Expected Code indicating which EFC value O= Federal Pell Grant award
Family Contribution is used to determine award previously based on the secondary
amount. EFC and reported to the Federal
Pell Grant program; student’s
award now based on the original
EFC.
S: Federal Pell Grant award
based on the secondary EFC, as
calculated by the CPS.
OR BLANK if Secondary EFC
not used.
207 207 1 N Yes Accepted Academic Calendar Calendar which applies to this 1 = Credit Hours – non standard
student’s educational program. terms;
Must be valid or system accepted 2 = Credit Hours – standard
to process record. terms of quarters;
3 = Credit Hours – standard
terms of semesters;
4= Credit Hours – standard terms
of trimesters;
5= Clock Hours;
6= Credit Hours without terms;

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ORIGINATION ACKNOWLEDGMENT RECORD (CON’T.)

Field Positions Length (# Type Require Field Name Description Valid Values Processing Notes/Edits
First Last of bytes) d
208 208 1 N Yes Accepted Payment Methodology Formula used to calculate the 1= Credit hour with standard terms
student’s Federal Pell Grant. in which Fall through Spring terms
equal or exceed 30 weeks, or equal
or exceed academic year with
waiver (AC: 2, 3, 4)
2= Credit hour with standard terms
in which Fall through Spring terms
are less than 30 weeks without
waiver (AC: 2, 3, 4)
3= Credit hour with standard or
non-standard terms (AC: 1-4)
4= Clock hour or Credit hour
without terms (AC: 5, 6)
5= Nonresidential portion of
programs offered by
correspondence without terms (AC:
1-4, 6)
209 215 7 N Yes Accepted Cost of Attendance Must equal COA calculated by the Dollars and cents. Use leading
institution following the Federal zeros; do not include the $sign or
Pell Grant Payment regulations. decimal point.

Range: 0000000-9999999.
216 216 1 A PM 1,2,3,5 Accepted Enrollment status The code that applies to the Blank or
student’s expected enrollment 1: Full time;
status for the AWARD YEAR. 2: ¾ time;
Changes to this field will be 3: ½ time;
accepted for the entire award year. 4: Less than ½ time
Must be valid when Payment 5: Other
Methodologies 1, 2, 3, or 5 are
used.

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 1999-2000 RFMS Record Layouts
ORIGINATION ACKNOWLEDGMENT RECORD (CON’T.)

Field Positions Length (# Type Require Field Name Description Valid Values Processing Notes/Edits
First Last of bytes) d
217 218 2 A Pay Meth 2, Accepted Weeks of Instructional The weeks of instructional time in Blank or
3, 4, 5 Time Used to Calculate which the student will be enrolled, 00-78
Payment and paid, as part of the academic
year or program as defined for each
Payment Methodology:
PM 2: Weeks of instructional time
in fall through spring terms
PM 3: Weeks of instructional time
in all terms expected to complete
this school year
PM 4: Weeks of instructional time
for a full time student to complete
hours in program or hours in the
academic year
PM 5A: Same as Payment Meth 4
PM 5B: Same as Payment Meth 3
Must be valid when Payment
Methodologies 2, 3, 4 or 5 are
used.

219 220 2 A Pay Meth 2, Accepted Weeks of inst. Time in The number of weeks of BLANK or 30 – 78.
3, 4, 5 program’s definition of instructional time in the program’s
academic year. academic year.
Must be valid when Payment
Methodologies 2, 3, 4 or 5 are
used.

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ORIGINATION ACKNOWLEDGMENT RECORD (CON’T.)

Field Positions Length (# Type Require Field Name Description Valid Values Processing Notes/Edits
First Last of bytes) d
221 224 4 A Pay Meth 4, Accepted Cr/clock hrs in all pay Number of credit or clock hours you BLANK or
5 periods expected to comp. this expect the student to complete and to Ranges:
school year be paid from the 1999-00 award 0000-3120 Academic calendar 5
year. 0000-0100 Academic calendar 6
Must be valid when Payment
Methodologies 4 or 5 are used.
225 228 4 A Pay Meth 4, Accepted Cr/clock hrs in Number of credit or clock hours in BLANK or
5 program’s definition of this student’s educational program’s Ranges:
academic year academic year definition. 0000-3120 Academic calendar 5
0000-0100 Academic calendar 6
Must be valid when Payment
Methodologies 4 or 5 are used.

229 250 22 A Unused Reserved for expansion Reserved for expansion

251 255 5 N Output Scheduled Federal Pell Grant Scheduled amount for a full time Range:
student. 00000 – 03125

256 257 2 N Output Previously Accepted Transaction number that was 01-99 or
Transaction Number previously accepted and currently BLANK if Origination not
stored by RFMS for this student. rejected.
This field will only be populated for
rejected originations.

258 262 5 N Output Previously Accepted EFC EFC that was previously accepted Range: 00000
and currently stored by RFMS for EFC MAXIMUM (02925) or
this student. This field will only be BLANK if Origiation not
populated for rejected originations. rejected.

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ORIGINATION ACKNOWLEDGMENT RECORD (CON’T.)

Field Positions Length (# Type Require Field Name Description Valid Values Processing Notes/Edits
First Last of bytes) d
263 263 1 N Output Previously Accepted Secondary Secondary EFC Code that was O= Federal Pell Grant award
EFC Code previously accepted and currently previously based on the secondary
stored by RFMS for this student. EFC and reported to the Federal
This field will only be populated Pell Grant Program; student’s
for rejected originations. award now based on the original
EFC.
S=Federal Pell Grant award based
on the secondary EFC, as
calculated by the CPS. OR
BLANK if Secondary EFC not
used or if Origination not rejected.
264 270 7 N Output Previously Accepted Cost of COA previously accepted and Dollars and cents. Use leading
Attendance. currently stored by RFMS for this zeros; do not include the $ sign or
student. This field will only be decimal point.
populated for rejected originations.
Range: 0000000 – 9999999

271 345 75 N Output Origination edit/reject reasons List of up to twenty-five 3-digit Twenty-Five edit/reject codes of:
reject/edit codes which occurred 000-999
during processing of this Position XXX-XXX: 1st code
origination record. Only edit codes Position XXX-XXX: 2nd code
hit will display in the field. Position XXX-XXX: 3rd code
Otherwise, this space will be zero Position YYY-YYY: 25th code
filled.

346 355 10 N Output ED Use Flags Flags that are set to inform Format: 0000000000 (1st digit, Shared SAR ID cannot be
institutions of modifications that Where: Each digit signifies a checked by RFMS.)
have been made to their database different situation
and require immediate action to 1st – Shared SAR ID
rectify 2nd – Verification W Status
3rd- Concurrent Enrollment
4th – POP
5th thru 10th – Reserved for future
use.
355 Total Record Length

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INSTITUTION DATA ACKNOWLEDGMENT RECORD

Field Positions Length (# Type Require Field Name Description Valid Values Processing Notes/Edits
First Last of bytes) d
1 6 6 N Yes Pell-ID Pell-ID assigned the Federal Pell Must be a valid Pell-ID code. Change applies to all records with the same
Program for the participating Pell-ID, unless further identification (DUNS
campus. #) is provided to change only a particular
institution.
7 7 1 A No Action Status Code to indicate the status of A – Institution Data Record Completed by RFMS as a result of Batch
institution data record receipt. Accepted editing.
E – Institution Date Record
Rejected
8 31 24 N Output Batch Reject Reasons List of up to eight 3 digit batch Reject Reasons format: 000 – Completed by RFMS as a result of Batch
reject reason codes which occurred 199 editing.
during initial editing of the batch. Position X-X: 1st reject reason
Only reject reason codes hit will code
display in this field. Otherwise, Position X-X: 2nd reject reason
this space will be zero filled. code
Position X-X: 3rd reject reason
code
Position XX-XX: 8th reject
reason code
32 106 75 A No Filler Unused. Spaces

106 Total Record Length

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ELECTRONIC DATA REQUESTS
What’s included:

Data Requests: Batch Replacement, Multiple Reporting, SOA, YTD

Record Description

Multiple Reporting Record Description

Year-to-Date Record (Origination) Description

Year-to-Date Record (Disbursement) Description

Year-to-Date Record (Summary) Description

Institution Data Record Description

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 99-2000 RFMS Record Layouts
DATA REQUESTS: BATCH REPLACEMENT, MULTIPLE REPORTING, STATEMENT OF
ACCOUNT, YTD

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
1 6 6 N Yes Requesting Attending Pell-ID campus on Valid Pell-ID
Campus Pell-ID

7 7 1 A Yes Request type Code for data request type. B= Batch Replacement
M= Multiple Reporting
S= Statement of Account
Y= Year-To-Date
8 8 1 A No Requested Output Media Code for type of media to use E= Send output by Electronic Cannot be blank for requests from the WEB.
Type when sending output data. file
C= Send output by Cartridge
tape
R= Send output by Reel tape
BLANK = Send output on
media type on which the
request was made
9 34 26 A Type B Only Pell Batch Number Batch number requested to be Format: Required for Type B – Batch Replacement
replaced. CCYYXX999999CCYYMM Requests
DDHHMMSS
Where:
XX- batch type code (alpha)
CCYY – last year in cycle:
‘2000’
999999 – Reporting Pell ID
CCYYMMDD – date batch
created
HHMMSS – time batch
created

35 35 1 A Type M Multiple Reporting Indicates the institution is O= Send originated

Request Code 1 requesting originated institutions institutions
or disbursed institutions. D= Send disbursed
institutions.

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 1999-2000 RFMS Record Layouts
DATA REQUESTS: BATCH REPLACEMENT, MULTIPLE REPORTING, STATEMENT OF ACCOUNT, YTD
(CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
36 36 1 A Type M Multiple Reporting Indicates the institution is A= Send list of other There may be multiple detail records to
Request Code 2 requesting by selected student, institutions for all students accommodate the number of Student Ids or
selected instituion, or all students S= Send other institution for institution numbers listed for the attending
students listed in record. campus institution.
I= Send student for listed
institutions listed in record.

37 47 11 A Type M MR Student ID The Student SSN and Name code Blank or Must be non-blank, MRR Code 2 equals S.
for which a MultipleReporting 001010001XX
record is requested. Only 999999999XX
required if MR Code 2 equals S. where XX is:
Uppercase A to Z;
.(period);
‘(apostrophe);
- (dash);
Blank: no last name
48 53 6 N Type M MR institution Pell-ID The institution code for which Blank or Must be non-blank if MRR Code 2 equals I.
MR listings are requested. Only Valid Pell-ID
required if the MR Code 2 equals
1

54 100 47 A Unused Reserved for future use. Reserved for future use.
100 Total Record Length

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 1999-2000 RFMS Record Layouts
DATA REQUEST ACKNOWLEDGMENTS: BATCH REPLACEMENT, MULTIPLE REPORTING, STATEMENT OF ACCOUNT,
YTD
Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
1 6 6 N Yes Requesting Attending Pell-ID campus on Valid Pell-ID
Campus Pell-ID

7 7 1 A Yes Request type Code for data request type. B= Batch Replacement
M= Multiple Reporting
S= Statement of Account
Y= Year-To-Date
8 8 1 A No Requested Output Media Code for type of media to use E= Send output by Electronic
Type when sending output data. file
C= Send output by Cartridge
tape
R= Send output by Reel tape
BLANK = Send output on
media type on which the
request was made
9 34 26 A Output Pell Batch Number Batch number requested to be Format:
replaced. CCYYXX999999CCYYMM
DDHHMMSS
Where:
XX- batch type code (alpha)
CCYY – last year in cycle:
‘2000’
999999 – Reporting Pell ID
CCYYMMDD – date batch
created
HHMMSS – time batch
created
35 35 1 A Output Multiple Reporting Indicates the institution is O= Send originated
Request Code 1 requesting originated institutions institutions
or disbursed institutions. D= Send disbursed
institutions.
36 36 1 A Output Multiple Reporting Indicates the institution is A= Send list of other
Request Code 2 requesting by selected student, institutions for all students
selected instituion, or all students S= Send list of other
institutions for students listed
in record.
I= Send list of students for
listed institutions listed in
record.

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 1999-2000 RFMS Record Layouts
DATA REQUEST ACKNOWLEDGMENTS: BATCH REPLACEMENT, MULTIPLE REPORTING, STATEMENT OF ACCOUNT,
YTD (CONT’D)
Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
37 47 11 A Output MR Student ID The Student SSN and Name code Blank or
for which a Multiple Reporting 001010001XX
record is requested. Only 999999999XX
reequired if MR Code 2 equals S. where XX is:
Uppercase A to Z;
.(period);
‘(apostrophe);
(dash);
Blank: no last name

48 53 6 N Output MR institution Pell-ID The institution code for which Blank or

MR listings are requested. Only Valid Pell-ID
required if the MR Code 2 equals
1
54 75 22 A Unused Reserved for future use. Reserved for future use. Spaces.

76 76 1 A Outputs Action Code Code to indicate action to be Valid Codes: For FMS Use Only
taken A: Accepted – all fields
accepted
C: Corrected – one or more
fields corrected
E: Rejected – record was
rejected
77 100 24 N Output Edit/Comment Codes List of up to eight three-digit Comment format: 000-199
comment codes which occurred Position XX-XX: 1st comment
during processing of the data code
request Position XX-XX: 2nd comment
code
Position XX-XXX: 8th
comment code
100 Total Record Length

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 1999-2000 RFMS Record Layouts
MULTIPLE REPORTING RECORD
Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
1 2 2 A Output Record Type Code that indicates the reason the RO: Originated Institution (Shared SAR ID cannot be checked by
institution is receiving the record RD: Disbursed Institution RFMS.)
RN: None found
CE: Concurrent Enrollment
Institution
PB: Blocked Institution
PR: Blocker Institution
PU: Unblocked Institution
BC: Blocked and Concurrent
Enrollment
RC: Blocker and Concurrent
Enrollment
VW: Verification W
SI: Shared SAR ID
3 8 6 N Request Requesting Institution Pell-ID of the requesting Must be a valid Pell-ID
Output Pell-ID attending campus of the student. assigned by the Department of
Will be blank for concurrent Education.
enrollment and potential May be BLANK.
overaward records.
9 9 1 A Request Multiple Reporting Indicates the institution is O= Send originated
Output Request Code 1 requesting originated institutions institutions
or disbursed institutions. D= Send disbursed institutions
Will be blank for concurrent May be BLANK.
enrollment and potential
overaward records.
10 10 1 A Request Multiple Reporting Indicates the institution is A= Send list of other
Output Request Code 2 requesting by selected student, institutions for all students
selected institution, or all S= Send list of other
students. Will be blank for institutions for students listed
concurrent enrollment and in record
potential overaward records. I= Send list of students for
listed institutions listed in
record.
May be blank.
11 21 11 A Request MR Student ID The Student SSN and Name code Blank or
Output for which a MultipleReporting 001010001XX
record is requested. Will be 999999999XX
blank for concurrent enrollment where XX is:
and potential over award records. Uppercase A to Z;
.(period);
‘(apostrophe);
-(dash);
Blank: no last name

1999-2000 RFMS Record Layouts

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 MULTIPLE REPORTING RECORD (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
22 27 6 N Request MR Institution Pell-ID The institution code for which Valid Pell-ID. May be blank.
output Multiple Reporting records are
requested. Will be blank for
concurrent enrollment and
potential overaward records.
28 36 9 N Output Student Original SSN Student’s Original SSN from the 001010001 – 999999999
origination record.
37 38 2 A Output Original Name Code Student’s name code from the Uppercase A to Z;
origination record. .(period);
‘(apostrophe);
-(dash)
Blank (no last name)
39 44 6 N Output Institution Pell-ID Pell-ID of the attending campus Must be a valid Pell-ID
of the student. Use the record assigned by the Department of
type to interpret the relationship Education.
this institution has to the
institution receiving this record.
45 114 70 A/N Output Institution name The name of the institution.
115 149 35 A/N Output Institution street address The street or post office box
– Line 1 address of institution.
150 184 35 A/N Output Institution street address The street or post office box
Line 2 address of institution.
185 209 25 A/N Output Institution city The city in which the institution is
located.
210 211 2 A Output Institution State The two-character code assigned
by the US Postal Service to the
state or other entity in which the
institution is located
212 220 9 A/N Output Zip Code The zip code of the institution
221 250 30 A/N Output Financial Aid The full name of the institutional May include blanks and
Administrator (FAA) administrator officially special characters.
name responsible for the accuracy and
completeness of the data, starting
with the first name, e.g. JOHN E
DOE.
251 260 10 N Output FAA telephone number The working phone number for Includes area code, but not
the person indicated as FAA. parentheses or dashes.

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MULTIPLE REPORTING RECORD (CON’T.)
Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
261 270 10 A/N Output FAA fax number The working fax number used by May be BLANK. Otherwise
(optional) the person indicated as FAA. Includes area code, but not
parentheses or dashes.
271 320 50 A/N Output Internet address Internet address of an authorized May be BLANK.
official.

321 327 7 N Output Scheduled Federal Pell Scheduled Federal Pell Grant for Range:
Grant a student with this EFC and COA 0000000 -
attending full-time for a full AWARD AMOUNT MAX
academic year. (0312500)
328 334 7 N Output Origination Award Annual award amount supplied Range:
Amount on the origination record. 0000000
AWARD AMOUNT MAX
(0312500)
335 336 2 N Output Transaction Number Transaction number from the Range: 01 – 99
eligible SAR used to calculate the
award.

337 341 5 N Output Expected Family Amount of the student’s Expected Range:
Contribution (EFC) Family Contribution from the 00000
SAR used to calculate the award. EFC MAXIMUM (02925)
342 349 8 D Output Enrollment Date First date the student was enrolled CCYYMMDD
in an eligible program for the Range: 19990101 –
award year. 20000630

350 357 8 D Output Origination Create Date Date the origination was created CCYYMMDD
in RFMS. Range: 19990401 –
20050930
358 364 7 N Output Total of Disbursements Total amount of all disbursements Range:
Accepted accepted by the Federal Pell 0000000
Grant Program for the POP AWARD AMOUNT MAX
Student (0312500)
365 372 8 D Output Last Activity Date Date the last payment was Format: CCYYMMDD
received from this institution.
373 380 8 D Output Next Estimated Date of next estimated Blank or CCYYMMDD
Disbursement Date disbursement date. Range: 19990101 –
20050930
381 385 5 N Output Eligibility Used The percentage of the student’s Format: 000.00%. The last
eligibility used by this institution. two digits represent less than 1
percent. Field does not include
decimal point or %.

1999-2000 RFMS Record Layouts

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 MULTIPLE REPORTING RECORD (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
386 395 10 N Output ED Use Flags Flags that are set to inform Format: 0000000000 (1st digit, Shared SAR ID cannot be checked by
institutions of modifications that Where: RFMS.)
have been made to their database Each digit signifies a different
and require immediate action to situation.
rectify. 1st – Shared SAR ID
2nd – Verification W Status
3rd – Concurrent Enrollment
4th – POP
5th thru 10th – Reserved for
future use.
396 400 5 A Output Reserved for future Use Reserved for future use
400 Total Record Length

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 1999-2000 RFMS Record Layouts
YEAR-TO-DATE RECORD (ORIGINATION)
Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
1 1 1 A Output YTD Record Indicator Indicates if record is the YTD Constant “O”
Origination, YTD Disbursement
or Summary data.
2 24 23 A/N Yes Origination ID Unique number used to identify Format: Identifier
an origination 999999999XX200099999900
Where:
SSN – 001010001-
999999999
Name Code – XX
Year Indicator – 2000
Valid Pell-ID
Orig Sequence Number – 00
25 33 9 N Yes Original SSN Student’s SSN from original 001010001 – 999999999 Identifier
FAFSA

34 35 2 A Yes Original Name Code Student’s name code from Uppercase A to Z; Identifier
original FASFA .(period);
‘(apostrophe);
-(dash),
BLANK: no last name
36 41 6 N Yes Attending Campus Pell- Pell-ID of campus attended. Valid Pell-ID Identifier
ID Change creates new origination Change creates new origination record.
record. Institution must change Institution must change payment amounts for
payment amounts for student at student at original attending campus as
original attended campus as necessary.
necessary.

42 46 5 A/N Yes ED Use ED Use Only – do not use

Reserved for future use.
47 59 13 A No Institution cross- This field can contain any cross Institution defined. No editing.
reference reference information useful to
the institution to identify student
records internally.
60 60 1 A No Action Code Code to indicate action to be Valid Codes: Rejected YTD records shall contain Requested
taken. A: Accepted – student id Original SSN, Original Name Code, Attending
requested was found on Campus, and “R” for Action Code. All other
Federal Pell Grant Database fields shall be blank and no other records for
for Institution. the student will be enclosed in batch.
E: Rejected – student id
requested was NOT found on
the Federal Pell Grant
Database for Institution.

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YEAR-TO-DATE RECORD (ORIGINATION) (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
61 61 1 N No Accepted No. of Number of terms or payment 1 – 9 OR
Payment Periods in periods in student’s school year. BLANK
Student’s school year For schools required to submit
special disbursements, must have
a valid value.
62 68 7 N Yes Accepted Award amount Amount of award for student’s Dollars and cents. Use leading Cannot exceed Total Payment Ceiling for
for entire school year entire school year. Increases are zeros; do not include the $ sign student award validation performed.
required to be submitted to or decimal point. Range:
RFMS. 00000 – 03125
69 76 8 N No Accepted Estimated Date 1st disbursement to student is Format: CCYYMMDD
Disbursement Date #1 estimated to be made. Range: N days prior to
19990701-20050930
77 84 8 N No Accepted Estimated Date 2nd disbursement to student Format: CCYYMMDD
Disbursement Date #2 is estimated to be made Range: N days prior to
19990701 - 20050930
85 92 8 N No Accepted Estimated Date 3rd disbursement to student Format: CCYYMMDD
Disbursement Date #3 is estimated to be made. Range: N days prior to
19990701 - 20050930
93 100 8 N No Accepted Estimated Date 4th disbursement to student Format: CCYYMMDD
Disbursement Date #4 is estimated to be made. Range: N days prior to
19990701 - 20050930
101 108 8 N No Accepted Estimated Date 5th disbursement to student Format CCYYMMDD
Disbursement Date #5 is estimated to be made. Range: N days prior to
19990701 - 20050930
109 116 8 N No Accepted Estimated Date 6th disbursement to student Format: CCYYMMDD
Disbursement Date #6 is estimated to be made. Range: N days prior to
19990701 - 20050930
117 124 8 N No Accepted Estimated Date 7th disbursement to student Format: CCYYMMDD
Disbursement Date #7 is estimated to be made. Range: N days prior to
19990701 - 20050930

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YEAR-TO-DATE RECORD (ORIGINATION) (CON’T.)

Field Positions Length (# Type Require Field Name Description Valid Values Processing Notes/Edits
First Last of bytes) d
125 132 8 N No Accepted Estimated Date 8th disbursement to student is Format: CCYYMMDD
Disbursement Date #8 estimated to be made. Range: N days prior to
19990701
20050930
133 140 8 N No Accepted Estimated Date 9th disbursement to student is Format: CCYYMMDD
Disbursement Date #9 estimated to be made. Range: N days prior to
19990701
20050930
141 148 8 N No Accepted Estimated Date 10th disbursement to student is Format: CCYYMMDD
Disbursement Date #10 estimated to be made. Range: N days prior to
19990701
20050930
149 156 8 N No Accepted Estimated Date 11th disbursement to student is Format: CCYYMMDD
Disbursement Date #11 estimated to be made. Range: N days prior to
19990701
20050930
157 164 8 N No Accepted Estimated Date 12th disbursement to student is Format: CCYYMMDD
Disbursement Date #12 estimated to be made. Range: N days prior to
19990701
165 172 8 N No Accepted Estimated Date 13th disbursement to student is Format: CCYYMMDD
Disbursement Date #13 estimated to be made. Range: N days prior to
19990701
20050930

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 1999-2000 RFMS Record Layouts
YEAR-TO-DATE RECORD (ORIGINATION) (CON’T.)
Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
173 180 8 N No Accepted Estimated Date 14th disbursement to student Format: CCYYMMDD
Disbursement #14 is estimated to be made. Range: N days prior to
19990701 - 20050930
181 188 8 N No Accepted Estimated Date 15th disbursement to student Format: CCYYMMDD
Disbursement Date #15 is estimated to be made. Range: N days prior to
19990701 – 20050930
189 196 8 D Yes Accepted Enrollment First date that the student was CCYYMMDD
Date enrolled in an eligible program Range: 19990101 - 20000630
for the designated school year. If
the student enrolled in a crossover
payment period before the first
day of the Pell Award Year (July
1), but which will be paid from
1999-2000 funds, report the
actual start date of the student’s
classes for that payment period.
197 197 1 A No Accepted Low Tuition & Flag to identify tuition ranges Value Tuition Range:
Fees Flag when the annual tuition is less 1 0
than $212. 2 1-106
3 107-212
or BLANK: low tuition does
not apply
198 198 1 A Yes Accepted Verification Status of verification of applicant A: Accurate; Only one disbursement can be accepted while
status flag data by the school. C: Calculated; status = W. These disbursements will be
N: Not Selected; reversed in the second August of the Award
R: Reprocessed; Cycle if status remains W.
S: Selected, not verified;
T: Tolerance; Once a student is selected, he/she is always
W: Without Documentation selected.
199 199 1 A No Accepted Incarcerated Code to indicate the student’s BLANK: Not incarcerated
Federal Pell Recipient incarcerated status for students Y: Yes, the student is
Code incarcerated in local penal incarcerated in a local
institutions, but are otherwise institution, but is otherwise
eligible to receive Federal Pell eligible.
Grants. N: No, if student previously
reported as incarcerated, but is
not or is no longer
incarcerated.
200 201 2 N Yes Accepted Transaction Transaction number from eligible Must be numeric: 01 – 99 Changes to this field, after associated
Number SAR used to calculate award. disbursements are made, creates a new active
origination record. Disbursements for the
previous origination will be set to zero.

1999-2000 RFMS Record Layouts

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Page 1-81
 YEAR-TO-DATE RECORD (ORIGINATION) (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
202 206 5 N Yes Accepted Expected Must be equal the student’s Range: 00000 - EFC Changes to this field, after associated
Family Expected Family Contribution MAXIMUM (02925). disbursements are made, creates a new active
Contribution (EFC) from the ISIR or SAR origination record. Disbursements for the
previous origination will be set to zero.
207 207 1 N No Accepted Secondary Code indicating which EFC value O= Federal Pell Grant award
Expected Family is used to determine award previously based on the
Contribution amount. secondary EFC and reported to
the Federal Pell Grant
program; student’s award now
based on the original EFC.
S= Federal Pell Grant award
based on the secondary EFC,
as calculated by the CPS. OR
BLANK if Secondary EFC not
used.
208 208 1 N Yes Accepted Academic Calendar which applies to this 1= Credit Hours – non The academic calendar dictates which Payment
calendar student’s educational program. standard terms; Methodology can be accepted. Used in award
Must be valid or system accepted 2= Credit Hours – standard amount validation.
to process record. terms of quarters;. The following changes in Academic Calendar
3= Credit Hours – standard indicate need to change Payment Methodology.
terms of semesters; From To
4= Credit Hours – standard 1 to 2, 3, 4, or 5
terms of trimesters; 2, 3, or 4 to 1 or 5
5= Clock hours; 5 to 2, 3, 4 or 6
6=Credit Hours without terms; 6 to 1 or 5
209 209 1 N Yes Accepted Payment Formula used to calculate the 1= Credit hour with standard The Payment Methodology dictates the data
Methodology student’s Federal Pell Grant terms in which Fall through required for Enrollment status, Weeks of
Award. Spring terms equal or exceed instructional time, Weeks of instructional time
30 weeks, or equal or exceed in academic year, Credit/Clock Hours expected
academic year with waiver. to complete, Credit/Clock Hours in academic
(AC: 2, 3, 4) year.
2= Credit hour with standard
terms in which Fall through Used in award amount validation.
Sprint terms are less than 30
weeks without waiver (AC: 2,
3, 4)

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 1999-2000 RFMS Record Layouts
YEAR-TO-DATE RECORD (ORIGINATION) (CON’T.)
Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
209 3= Credit hour with standard
(Cont.) or non-standard terms (AC: 1-
4)
4= Clock hour or Credit hour
without terms (AC: 5, 6)
5= Nonresidential portion of
programs offered by
correspondence without terms
(AC: 1-4, 6)

210 216 7 N Yes Accepted Cost of Must equal COA calculated by Dollars and cents. Use leading Used in award amount validation.
Attendance the institution following the zeros; do not include the $ sign
Federal Pell Grant Payment or decimal point.
regulations. Range: 0000000 – 9999999
217 217 1 A Payment Accepted Enrollment The code that applies to the BLANK or
Methodology Status student’s expected enrollment 1: Full time;
1, 2, 3, 5 status for the AWARD YEAR. 2: ¾ time;
Changes to this field will be 3: ½ time;
accepted for the entire award 4: Less than ½ time;
year. Must be valid when 5: Other
Payment Methodologies 1, 2, 3,
or 5 are used.
218 219 2 A Payment Accepted Weeks of The weeks of instructional time in BLANK or 00 – 78. Must be blank when using Payment
Methodology instructional time used to which the student will be Methodology 1. If incorrect, change to
2, 3, 4, 5 calculate payment enrolled, and paid, as part of the standard value. If supplied and not needed for
academic year or program as payment methodology, ignore. Use in award
defined for each Payment amount validation.
Methodology:
PM 2: Weeks of instructional time
in fall through spring terms
PM 3: Weeks of instructional time
in all terms expected to complete
this school year
PM 4: Weeks of instructional time
for a full time student to complete
hours in prog or hours in the
academic year
PM 5A: Same as Payment Meth 4
PM 5B: Same as Payment Meth 3
Must be valid when Payment
Meth 2, 3, 4 or 5 are used.

1999-2000 RFMS Record Layouts

C-5.2.7C Electronic Data Exchange (EDE) Pell Grant Technical Reference 1999-2000) January 26, 2000
Page 1-83
 YEAR-TO-DATE RECORD (ORIGINATION) (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
220 221 2 A Payment Accepted Weeks of inst. The number of weeks of BLANK or 30-78. Can be blank when using Payment
Methodology Time in program’s instructional time in the Methodology 1. If incorrect, change to
2, 3, 4, 5 definition of academic program’s academic year. standard value. If supplied and not needed for
year Must be valid when Payment payment methodology, ignore. Used in award
Methodologies 2, 3, 4 or 5 are amount validation.
used.

222 225 4 A Payment Accepted Cr/clock hrs in Number of credit or clock hours BLANK or Can be blank when using Payment
Methodology all pay periods expected you expect the student to Ranges: Methodologies 1, 2, 3, & 5. If incorrect,
4, 5 to comp. this school year complete and to be paid from the 00900-3120 Academic change to standard value. If supplied and not
1999-00 award year. calendar 5 needed for payment methodology, ignore.
Must be valid when Payment 0000-0100 Academic calendar Used in award amount validation.
Methodologies 4 or 5 are used. 6
226 229 4 A Payment Accepted Cr/clock hrs in Number of credit or clock hours BLANK or Can be blank when using Payment
Methodology program’s definition of in this student’s educational Range: Methodologies 1, 2, 3, & 5. If incorrect,
4, 5 academic year program’s academic year 00900-3120 Academic change to standard value. If supplied and not
definition. Calendar 5 needed for payment methodology, ignore.
Must be valid when Payment 0024-0100 Academic calendar Used in award amount validation.
Methodologies 4 or 5 are used. 6

230 251 22 A Unused Reserved for Expansion Reserved for Expansion

252 256 5 N Output Scheduled Federal Pell Scheduled amount for a full time Range:
Grant student. 00000 – 03125

257 282 26 A Output Student name Full student name as reported to BLANK or
the CPS for the Transaction Full name listed in order:
number reported. Blank indicates Last name 01-16
this record could not be matched First Name 17-25
on Student ID and/or EFC during Middle Initial 26
Federal Pell Grant processing.

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 1999-2000 RFMS Record Layouts
YEAR-TO-DATE RECORD (ORIGINATION) (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
283 291 9 A/N Output Student Current SSN Social Security Number, as Valid social security number or
altered by the student through the BLANK if not matched.
CPS for the Transaction number
reported. This field equals the
original SSN if the student has
not changed SSN in the CPS.
Blank indicates this record could
not be matched on Student ID
and/or EFC during Federal Pell
Grant processing.

292 299 8 D Output Student Date of Birth Date of birth of student. Valid date of birth:
CCYYMMDD
300 300 1 A Output CPS Verification Designates whether CPS selected BLANK = Not selected by
Selection code the student for institutional CPS for verification.
verification of applicant data as of * = Selected by CPS for
the Transaction number reported. Institution verification of
applicant data.
301 307 7 N Output YTD disbursement The total of processed Dollars and cents. Use leading
amount disbursements by RFMS zeros; do not include the $ sign
or decimal point.
Range: 0000000 - AWARD
AMOUNT MAX (0312500)
308 333 26 A Output Batch ID Number generated by the Format:
institution to uniquely identify a CCYYXX999999CCYYMM
specific batch of records. DDHHMMSS
Format for the batch number is Where:
specified. XX – batch type code (alpha)
CCYY – last year in cycle:
‘2000’
999999 – Reporting Pell ID
CCYYMMDD – date batch
created
HHMMSS – time batch
created
334 341 8 D Output Process Date Date this record (segment) was Format: CCYYMMDD
processed by the Federal Pell
Grant program
342 343 2 A Output Unused. Will always be blank. BLANK.

343 Total Record Length

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Page 1-85
 1999-2000 RFMS Record Layouts
YEAR-TO-DATE RECORD (DISBURSEMENT)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
1 1 1 A Output YTD Record Indicator Indicates if record is the YTD Constant “D”
Origination, YTD Disbursement,
or Summary data.
2 24 23 A/N Yes Origination ID Unique number used to identify Format: Identifier
the origination which the 999999999XX200099999900
disbursement is to be applied Where:
against. SSN-001010001-999999999
Name Code – XX
Year Indicator – 2000
Valid PELL ID
Orig. Sequence Number – 00
25 37 13 A No Institution cross- This field can contain any cross Institution defined. No editing.
reference reference information useful to
the institution to identify student
records internally.
38 38 1 A No Action Code Will always be blank. BLANK.

39 40 2 N Yes Disbursement Reference Number of the disbursement per Must be numeric: 01 - 90 Identifier:
Number student for the Award Year 91-99 are Reserved for RFMS system
generated disbursements.
41 47 7 N Yes Accepted Disbursement Amount of disbursement for Dollars and cents. Use leading
Amount student’s payment period. If an zeros; do not include the $ sign
adjustment, this value is a or decimal point. Range:
replacement amount. 00000-03125

48 48 1 A Yes Accepted Debit/Credit Indicates if the Disbursement P: Positive

Indicator Flag Amount is positive or negative. N: Negative

49 56 8 D Yes Disbursement Date Date this disbursement was or CCYYMMDD: Process Date must be within N days prior to
will be made to the student. Range: 19990621 - disbursement date.
20050930
57 57 1 N Yes Payment Period Number Number used to identify which Must be numeric 1-9
Payment Period this record is
referencing.

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 1999-2000 RFMS Record Layouts
YEAR-TO-DATE RECORD (DISBURSEMENT) (CON’T.)
Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
58 65 8 N Yes Payment Period Start Beginning date of Payment CCYYMMDD: Field is populated when a Special
Date Period Range: PP START Disbursement record is processed by RFMS.
(19990101) - PP END DATE
(20001231)
Or BLANK
66 73 8 N Yes Payment Period End Ending Date of Payment Period CCYYMMDD: Field is populated when a Special
Date Range: PP START Disbursement record is processed by RFMS.
(19990101) - PP END DATE
(20001231)
Or BLANK
74 74 1 N Yes Accepted No. of Number of terms or payment 1, 9, or BLANK. Field is populated when a Special
Payment Periods in periods in student’s school year. Disbursement record is processed by RFMS.
Student’s school year
75 81 7 N Yes Accepted Total Payment Total Payment Amount Dollars and cents. Use leading Field is populated when a Special
for this Payment Period. acceptable for this Payment zeros; do not include the $ sign Disbursement record is processed by RFMS.
Period. or decimal point.
Range: 00000 – 03125
Or BLANK
82 82 1 A Yes Accepted Academic Calendar which applies to this 1 = Institution uses non Field is populated when a Special
calendar for this payment payment p eriod for the student’s standard terms and measures Disbursement record is processed by RFMS.
period. educational program. progress by credit hours;
2 = Institution uses quarters
and measures progress by
credit hours;
3= Institution uses semesters
and measures progress by
credit hours;
4= Institution uses trimesters
and measures progress by
credit hours;
5= Institution measures
progress by clock hours;
6 = Institution does not use
terms, but does measure
progress by credit hours
or BLANK.

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Page 1-87
 1999-2000 RFMS Record Layouts
YEAR-TO-DATE RECORD (DISBURSEMENT) (CON’T.)
Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
83 83 1 A Yes Accepted Payment Report the formula used to 1 = Credit hour with standard Field is populated when a Special
Methodology for this calculate this payment for the terms of Quarter, Semester, or Disbursement record is processed by RFMS.
payment period. student’s Federal Pell Grant. Trimester equal to or
exceeding 30 weeks (AC: 2, 3,
4)
2= Credit hour with standard
terms of Quarter, Semester, or
Trimester less than 30 weeks
(AC: 2, 3, 4)
3= Credit hour with non-
standard terms of Quarter,
Semester, Trimester (AC: 1-4)
4= Clock hour or Credit hour
without terms (AC: 5, 6)
5= Nonresidential portion of
programs offered by
correspondence with credit
hours (AC: 1-6)
or BLANK
84 90 7 N Yes Accepted Cost of Must equal COA calculated by Dollars only; omit cents. Use Field is populated when a Special
Attendance for this the institution following the leading zeros; do not include $ Disbursement record is processed by RFMS.
payment period. Federal Pell Grant Payment sign.
regulations. Range: 0000000 – 9999999
Or BLANK
91 91 1 A Payment Accepted Enrollment The code that applies to the 1: Full time; Field is populated when a Special
Methodology status for this payment student’s enrollment status for the 2: ¾ time; Disbursement record is processed by RFMS.
1, 2, 3, 5 period. Payment Period. 3: ½ time;
4: Less than ½ time or
BLANK.

92 93 2 A/N Payment Accepted weeks of Number of weeks used to 00-78 or BLANK Field is populated when a Special
Methodology instructional time used to calculate payment for this Disbursement record is processed by RFMS
2, 3, 4, 5 calculate payment for payment period by PM.
this payment period PM 2: Weeks of instructional time
in fall through spring terms.
PM 3: Weeks of instructional time
in payment period.
PM 4: Weeks of instructional time
for a full time student to complete
hours in prog or hrs in academic
yr.

1999-2000 RFMS Record Layouts

YEAR-TO-DATE RECORD (DISBURSEMENT) (CON’T.)

C-5.2.7C Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000) January 26, 2000
Page 1-88
 Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
92 93 2 A/N Payment Accepted weeks of PM 5A: Same as PM 4
(cont.) Methodology instructional time used to PM 5B: Same as PM 3
2, 3, 4, 5 calculate payment for
this payment period
94 95 2 A/N Payment Accepted Weeks of Number of weeks in program’s 30-78 Field is populated when a Special
Methodology instructional time in definition of academic year or BLANK Disbursement record is processed by RFMS.
2, 3, 4, 5 program’s definition of
academic year
96 99 4 A/N Payment Accepted Cr/clock hours Number of Cr/Clock hours Ranges: Field is populated when a Special
Methodology expected to complete in expected to be completed for this 0000-3120 Academic calendar Disbursement record is processed by RFMS.
4, 5 this Payment period payment period. 5
0000-0100 Academic calendar
6
or BLANK
100 103 4 A/N Payment Accepted Cr/clock hrs in Number of Cr/clock hrs in Range: Field is populated when a Special
Methodology program’s definition of program’s definition of academic 0900-3120 Academic calendar Disbursement record is processed by RFMS.
4, 5 academic year year 5
0024-0100 Academic
calendar 6
or BLANK
104 343 240 A Unused Reserved for future Reserved for future expansion. Spaces.
expansion
343 Total Record Length

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Page 1-89
 1999-2000 RFMS Record Layouts
YEAR-TO-DATE RECORD (SUMMARY)
Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
1 1 1 A Output YTD Record Indicator Indicates if record is the YTD Constant: “S”
Origination, YTD Disbursement,
or Summary data.
2 8 7 N Output Total Unduplicated Provided by RFMS. Year to date Range: 000000000 –
Recipients number of unduplicated recipients 999999999
for institution.
9 15 7 N Output Total Originations Provided by RFMS. Year to date Range: 000000000-
number of originations received 999999999
for institution.
16 22 7 N Output Originations Accepted Provided by RFMS. Year to date Range: 000000000-
number of originations received 999999999
and accepted for the institution.
23 29 7 N Output Originations Corrected Provided by RFMS. Year to date Range: 000000000 –
number of originations received 999999999
and corrected for the institution.
30 36 7 N Output Originations Rejected Provided by RFMS. Year to date Range: 000000000-
number of originations received 999999999
and rejected for the institution.
37 43 7 N Output Total Disbursements Provided by RFMS. Year to date Range: 000000000-
number of Disbursements and 999999999
Special Disbursements received
for the institution.
44 50 7 N Output Disbursements Accepted Provided by RFMS. Year to date Range: 000000000-
number of Disbursements and 999999999
Special Disbursements received
and accepted for the institution.
51 57 7 N Output Disbursements Corrected Provided by RFMS. Year to date Range: 000000000-
number of Disbursements and 999999999
Special Disbursements received
and corrected for the institution.
58 64 7 N Output Disbursements Rejected Provided by RFMS. Year to date Range: 000000000-
number of Disbursements and 999999999
Special Disbursements received
and rejected for the institution.
65 67 3 N Output Comment Code XXX Comment Code Number. Range: 000-999
Or Blank

1999-2000 RFMS Record Layouts

YEAR-TO-DATE RECORD (SUMMARY) (CON’T.)

C-5.2.7C Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000) January 26, 2000
Page 1-90
 Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
68 74 7 N Output Comment Code XXX Provided by RFMS. Year to date Range: 000000000-
Count number of times comment code 999999999 or Blank
was returned to the institution on
an acknowledgment.
75 77 3 N Output Comment Code XXX Comment Code Number Range: 000-999
Or Blank
78 84 7 N Output Comment Code XXX Provided by RFMS. Year to date Range: 000000000-
Count number of times comment code 999999999
was returned to the institution on Or Blank
an acknowledgment
85 87 3 N Output Comment Code XXX Comment Code Number Range: 000-999
Or Blank
88 94 7 N Output Comment Code XXX Provided by RFMS. Year to date Range: 000000000-
Count number of times comment code 999999999
was returned to the institution on Or Blank
an acknowledgment.
95 97 3 N Output Comment Code XXX Comment Code number. Range 000-999
Or Blank
98 104 7 N Output Comment Code XXX Provided by RFMS. Year to date Range: 000000000-
Count number of times comment code 999999999
was returned to the institution on Or Blank
an acknowledgment.
105 107 3 N Output Comment Code XXX Comment Code number. Range: 000-999 Or Blank
108 114 7 N Output Comment Code XXX Provided by RFMS. Year to date Range: 000000000-
Count number of times comment code 999999999 or Blank
was returned to the institution on
an acknowledgment.
115 117 3 N Output Comment Code XXX Comment Code number. Range 000-999
Or blank
118 124 7 N Output Comment Code XXX Provided by RFMS. Year to date Range: 000000000-
Count number of times comment code 999999999
was returned to the institution on Or Blank
an acknowledgment.

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Page 1-91
 1999-2000 RFMS Record Layouts
YEAR-TO-DATE RECORD (SUMMARY) (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
125 127 3 N Output Comment Code XXX Comment code number. Range 000-999
Or Blank
128 134 7 N Output Comment Code XXX Provided by RFMS. Year to date Range: 000000000-
Count number of times comment code 999999999 or Blank
was returned to the institution on
an acknowledgment

135 137 3 N Output Comment Code XXX Comment code number. Range: 000-999
Or Blank
138 144 7 N Output Comment Code XXX Provided by RFMS. Year to date Range: 000000000-
Count number of times comment code 999999999 or Blank.
was returned to the institution on
an acknowledgment.

145 147 3 N Output Comment Code XXX Comment Code Number Range: 000-999
Or Blank
148 154 7 N Output Comment Code XXX Provided by RFMS. Year to date Range: 000000000-
Count number of times comment code 999999999 or Blank.
was returned to the institution on
an acknowledgment.

155 157 3 N Output Comment Code XXX Comment code number. Range: 000-999 or Blank

158 164 7 N Output Comment Code XXX Provided by RFMS. Year to date Range: 000000000-
Count number of times comment code 999999999 or Blank
was returned to the institution on
an acknowledgment.

165 343 179 A Unused Reserved for future Reserved for future expansion. Spaces.
expansion.

343 Total Record Length

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 1999-2000 RFMS Record Layouts
INSTITUTION DATA RECORD
Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
1 6 6 N Yes Pell –ID Pell-ID assigned the Federal Pell Must be a valid Pell-ID code. Change applies to all records with the same
Program for the participating Pell-ID, unless further identification (DUNS #)
campus. is provided to change only a particular
institution.
7 17 11 N No DUNS Number Data Universal Numbering Valid DUNS number. Used to identify an institution that may be
Scheme (DUNS) number Format: 999999999BB referenced by more than one Pell-ID.
assigned to the reporting Where 999999999 is a unique
institution. number and BB are BLANKs.
This field is optional.
18 52 35 A/N No Institution street mailing Line 1 of the street or post office May be blank. BLANK if unchanged.
address – Line 1 box address of institution. May edit to determine change of ownership.
53 87 35 A/N No Institution street mailing Line 2 of the street or post office May be Blank. BLANK if unchanged.
address – Line 2 box address of institution.

88 112 25 A/N No Institution mailing city The city in which the institution is May be Blank. BLANK if unchanged.
located
113 114 2 A/N No Institution mailing state The two-character code assigned May be Blank. BLANK if unchanged.
by the US Postal Service to the
state or other entity in which the
institution is located.
115 123 9 A/N No Mailing Zip code. The zip code plus 4 of the May be Blank. BLANK if unchanged.
institution.
124 173 50 A/N No FAA Email Address Internet address of an authorized BLANK if unchanged.
official. Do not provide an e-mail
address usable only with your
school’s internal e-mail system.

174 203 30 A/N No Financial Aid Enter the full name of the May include blanks and BLANK if unchanged.
Administrator (FAA) institutional administrator special characters.
name officially responsible for the
accuracy and completeness of the
data, starting with first name, e.g.,
JOHN E. DOE.
Do not use titles or punctuation.
Do not enter the name of your
service agent.

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Page 1-93
 1999-2000 EDE Record Layouts
INSTITUTION DATA RECORD (CON’T.)
Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
204 217 14 A/N No FAA telephone number Phone number for the FAA Numeric only. No parentheses BLANK if unchanged.
indicated previously, including or dashes.
area code and extension.
Do not enter the number for your
service agent.
218 231 14 A/N No FAA fax number Fax number used by the FAA Numeric only. No parentheses BLANK if unchanged.
(Optional) indicated previously, including or dashes.
area code and extension. Do not
enter the number for your service
agent.
232 232 1 A No Institution type Code that best describes the type 1= Less than 1 year BLANK if unchanged.
of institution 2= 1 year, less than 2 years
3= 2 years, less than 3 years
4= 3 years, less than 4 years
5 = 4 years (baccalaureate)
6= 5 years or more
Otherwise, leave blank.
233 233 1 A No Financial control The source of financial control for 1= Public BLANK if unchanged.
your institution in Pell Grant 2= Private, nonprofit
files, use the code that best 3= Proprietary
describes your institution. Otherwise, leave blank.
234 234 1 A No Academic Calendar The academic calendar in Pell 1= Institution uses BLANK if unchanged.
Grant files, use the code that best nonstandard academic terms
describes the MAJOR type of and measures academic
academic term your institution progress by credit hours.
uses. 2= Institution uses standard
quarters and measures
academic progress by credit
hours
3= Institution uses standard
semesters and measures
academic progress by credit
hours
4= Institution uses standard
trimesters and measures
academic progress by credit
hours
5= Institution measures
academic progress by clock-
hours.
6= Institution does not use
terms, but does measure
academic progress by credit
hours..Otherwise, leave blank

C-5.2.7C Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000) January 26, 2000
Page 1-94
 1999-2000 EDE Record Layouts
INSTITUTION DATA RECORD (CON’T.)

Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
235 236 2 A/N No Weeks of inst. Time in The number of weeks of Blank or
program’s definition of instructional time in the 30-78
academic year program’s academic year.

237 240 4 A/N No Cr/Clock hrs in The number of hours/credit hours Use leading zeros and the BLANK if unchanged.
program’s definition of in your school’s academic year applicable range.
academic year definition in Pell Grant file. 0900-3120 academic calendar
5
0024 – 0100 academic
calendar 6
Otherwise, leave blank.
240 Total Record Length

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Importing Data to Populate Databases
What's included:

Origination (External) Add Record Description

Disbursement (External) Add Record Description

C-5.2.7C Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000) January 12, 2000
Page 1-97
Pell Payment PC Software

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January 12, 2000

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1999-2000 RFMS Record Layouts
EXTERNAL ORIGINATION ADD RECORD

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
1 23 23 A/N Yes Origination ID Unique number used to identify Format:
an origination. 999999999XX200099999900
Where: SSN-001010001 –
999999999
Name Code – XX
Year Indicator – 2000
Valid Attending Pell ID
Orig Sequence Number – 00
24 32 9 N Yes Original SSN Student’s SSN from original 001010001 – 999999999
FAFSA Identifier LX: N104

33 34 2 A Yes Original Name Code Student’s name code from Uppercase A to Z;

original FAFSA. .(period);
‘(apostrophe);
-(dash);
Blank: no last name
35 40 6 N Yes Attending Campus Pell- Pell-ID of attending campus. Valid Pell-ID Identifier
ID Change creates new origination Change creates new origination record.
record. Institution must change
award amounts for student at
original attended campus as
necessary.

41 45 5 A/N Yes ED Use Reserved for future use. Spaces. Not mapped.

46 58 13 A No Institution cross- This field can contain any cross Institution defined. Data for this field will not be included in the
reference reference information useful to record from EDExpress.
the institution to identify student
records internally.

59 59 1 A No Action Code Code to indicate action to be Will always be blank. No editing

taken.

60 60 1 N No No. of Payment Periods Number of terms or payment 1–9 Change usually occurs with increase in award
in Student’s school year. periods in student’s school year. amount
For schools on special
disbursement, reporting must
have a valid value; if not , record
will be rejected.
 1999-2000 RFMS Record Layouts
EXTERNAL ORIGINATION ADD RECORD (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
61 67 7 N Yes Award amount for entire Amount of award for student’s Dollars and cents. Use leading Cannot exceed eligible award amount for
school year entire school year. Increases are zeros; do not include the $ sign student award validation performed.
required to be submitted to or decimal point.
RFMS. Range: 0000000
AWARD AMOUNT MAX
(0312500)

68 75 8 N Yes Estimated Disbursement Date 1st disbursement to student CCYYMMDD: For 99-00 N days l = 30.
Date #1 will be made Range: DISBURSEMENT
START DATE (19990701)-N
days—DISBURSEMENT
END DATE (20050930).
For 99-00 N days will equal
30
76 83 8 N No Estimated Disbursement Date 2nd disbursement to student CCYYMMDD: For 99-00 N days = 30
Date #2 will be made Range: [see field position 68 in
this record] or BLANK

84 91 8 N No Estimated Date 3rd disbursement to student CCYYMMDD: For 99-00 N days = 30

Disbursement Date #3 will be made Range: [see field position 68 in
this record] or BLANK

92 99 8 N No Estimated Disbursement Date 4th disbursement to student CCYYMMDD: For 99-00 N days = 30
Date #4 will be made Range [see field position 68 in
this record] or BLANK

100 107 8 N No Estimated Disbursement Date 5th disbursement to student CCYYMMDD: For 99-00 N days = 30
Date #5 will be made Range: [see field position 68 in
this record] or BLANK

108 115 8 N No Estimated Disbursement Date 6th disbursement to student CCYYMMDD: For 99-00 N days = 30
Date #6 will be made Range: [see field position 68 in
this record] or BLANK

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 1999-2000 RFMS Record Layouts
EXTERNAL ORIGINATION ADD RECORD (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
116 123 8 N No Estimated Disbursement Date 7th disbursement to student CCYYMMDD: For 99-00 N days = 30
Date #7 will be made Range: [see field position 68 in
this record] or BLANK

124 131 8 N No Estimated Disbursement Date 8th disbursement to student CCYYMMDD: For 99-00 N days = 30
Date #8 will be made Range: [see field position 68 in
this record] or BLANK

132 139 8 N No Estimated Disbursement Date 9th disbursement to student CCYYMMDD: For 99-00 N days = 30
Date #9 will be made Range: [see field position 68 in
this record] or BLANK
140 147 8 N No Estimated Disbursement Date 10th disbursement to student CCYYMMDD For 99-00 N days = 30
Date #10 will be made Range: [see field 68 in this
record] or BLANK
148 155 8 N No Estimated Disbursement Date 11th disbursement to student CCYYMMDD: For 99-00 N days = 30
Date #11 will be made Range [see field 68 in this
record] or BLANK

156 163 8 N No Estimated Disbursement Date 12th disbursement to student CCYYMMDD: For 99-00 N days = 30
Date #12 will be made Range: [see field position 68 in
this record] or BLANK

164 171 8 N No Estimated Disbursement Date 13th disbursement to student CCYYMMDD: For 99-00 N days = 30
Date #13 will be made Range: [see field position 68 in
this record] or BLANK
172 179 8 N No Estimated Disbursement Date 14th disbursement to student CCYYMMDD: For 99-00 N days = 30
Date #14 will be made Range; [ see field position 68
in this record] or BLANK

180 187 8 N No Estimated Disbursement Date 15th disbursement to student CCYYMMDD: For 99-00 N days = 30
Date #15 will be made Range: [see field position 68 in
this record] or BLANK
 1999-2000 RFMS Record Layouts
EXTERNAL ORIGINATION ADD RECORD (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
188 195 8 D Yes Enrollment Date First date that the student was CCYYMMDD:
enrolled in an eligible program Range: 19990101 –
for the designated school year. If 20000630
the student enrolled in a crossover
payment period before the first
day of the Pell award year (July
1), but which will be paid from
1999-2000 funds, report the
actual start date of the student’s
classes for that payment period.

196 196 1 A No Low Tuition & Fees code Flat to identify tuition ranges Value Tuition Range
when the annual tuition is less 1 0
than $212. 2 1-106
3 107-212
or BLANK: low tuition does
not apply

197 197 1 A Yes Verification Status Code Status of verification of applicant A: Accurate; Only one disbursement can be accepted while
data by the school. C: Calculated; status = W. These disbursements will be
N: Not Selected; reversed in the second August of the Award
R: Reprocessed; Cycle if the status remains W.
S: Selected, not verified;
T: Tolerance; Once a student is selected, he/she is always
W: Without Documentation selected.

198 198 1 A No Incarcerated Federal Pell Code to indicate the student’s BLANK: Not incarcerated
Recipient code incarcerated status for students Y: Yes, the student is
incarcerated in local penal incarcerated in a local
institutions, but are otherwise institution, but is otherwise
eligible to receive Federal Pell eligible.
Grants. N: No, if student previously
was reported as incarcerated,
but is not or is no longer
incarcerated.

199 200 2 N Yes Transaction number Transaction number from eligible 01-99 Changes to this field, after associated
SAR used to calculate award disbursements are made, create a new active
origination record. Disbursements for the
previous origination will be set to zero.

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 1999-2000 RFMS Record Layouts
EXTERNAL ORIGINATION ADD RECORD (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
201 205 5 N Yes Expected Family Must equal the student’s Expected Range: 00000 - Changes to this field, after associated
Contribution (EFC) Family Contribution from the EFC MAXIMUM (02925) disbursements are made, creates a new active
ISIR or SAR. origination record. Disbursements for the
previous origination will be set to zero.

For 99-00 EFC MAX - 02925

206 206 1 N No Secondary Expected Code indicating which EFC value O=Federal Pell Grant award Changes to this field, after associated
Family Contribution is used to determine award previously based on the disbursements are made, creates a new active
amount. secondary EFC and reported to origination record. Disbursements for the
the Federal Pell Grant previous origination will be set to zero.
program; student’s award now
based on the original EFC. For 99-00 EFC MAX = 02925
S= Federal Pell Grant award
based on the secondary EFC,
as calculated by the CPS or
BLANK if Secondary EFC not
used.
207 207 1 N No Academic calendar Calendar which applies to this 1= Credit Hours – non The academic calendar dictates which Payment
student’s educational program. standard terms; Methodology can be accepted. Used in award
Must be valid or system accepted 2= Credit Hours – standard amount recalculation.
to process record. terms of quarters;
3= Credit Hours – standard If one of the following changes occurs and
terms of semesters; associated disbursements have been processed,
4= Credit Hours – standard a new active origination record is created.
terms of trimesters; Payments for the previous origination will be
5= Clock hours; set to zero.
6= Credit Hours without From To
terms; 1 to 2, 3, 4, or 5
2, 3, or 4 to 1 or 5
5 to 2, 3, 4, or 6
6 to 1 or 5
 1999-2000 RFMS Record Layouts
EXTERNAL ORIGINATION ADD RECORD (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
208 208 1 N Yes Payment Methodology Formula used to calculate the 1= Credit hour with standard The Payment Methodology dictates the data
student’s Federal Pell Grant. terms in which Fall through required for enrollment status, Weeks of
Spring terms equal or exceed instructional time, Weeks of instructional time
30 weeks, or equal or exceed in academic year, Credit/Clock Hours expected
academic year with waiver. to complete, Credit/Clock Hours in academic
(AC: 2, 3, 4) year.
2= Credit hour with standard
terms in which Fall through Used in award amount recalculation.
spring terms are less than 30
weeks, without waiver (AC:
2, 3, 4)
3- Credit hour with standard or
non-standard terms (AC:1-4)
4= Clock hour or Credit hour
without terms (AC: 5,6)
5= Nonresidential portion of
programs offered by
correspondence without terms
(AC: 1-4, 6)
209 215 7 N Yes Cost of Attendance Must equal or exceed minimum Dollars and cents. Use leading Used in award amount recalculation.
COA in Federal Pell Grant zeros; do not include the $ sign
Payment Schedule or decimal point.
Range: 0000000-9999999

216 216 1 A Payment Enrollment Status The code that applies to the Blank or BLANK only if Payment Methodology is
Methodology student’s expected enrollment 1: Full time; Formula 4. Used in award amount
1, 2, 3, 5 status for the AWARD YEAR. 2: ¾ time; recalculation.
Changes to this field will be 3: ½ time
accepted for the entire award 4: Less than ½ time
year. 5: Other
For Payment Methodology 1, 2,
3, & 5 must be valid,

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 1999-2000 RFMS Record Layouts
EXTERNAL ORIGINATION ADD RECORD (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
217 218 2 A Payment Weeks of instructional The weeks of instructional time Blank or 00-78 Must be blank when using Payment
Methodology time used to calculate in which the student will be Methodology 1. If incorrect, change to
2, 3, 4, 5 payment enrolled, and paid, as part of the standard value. If supplied and not needed for
academic year or program as payment methodology, ignore. Used in award
defined for each Payment year recalculation.
Methodology:
PM 2: Weeks of instructional time
in fall through spring terms
PM 3: Weeks of instructional time
in all terms expected to complete
this school year
PM 4: Weeks of instructional time
for a full time student to complete
hours in prog or hours in the
academic yr
PM 5A: Same as Payment Meth 4
PM 5B: Same as Payment Meth 3
Must be completed for Payment
Methodologies 2, 3, 4 & 5

219 220 2 A Payment Weeks of instructional The number of weeks of Blank or 30-78 Can be blank when using Payment
Methodology time in program’s instructional time in the Methodology 1. If incorrect, change to
2, 3, 4, 5 definition of academic program’s academic year. standard value. If supplied and not needed for
year For Payment Methodology 2, 3, 4 payment methodology, ignore. Used in award
& 5 must be valid. amount recalculation.

221 224 4 A Payment Cr/Clock Hrs in all pay Number of credit or clock hours Blank or Ranges: Can be blank when using Payment
Methodology periods expected to you expect the student to 0000-3120 Academic calendar Methodologies 1, 2, 3, & 5. If incorrect,
4, 5 comp. this school year complete and to be paid from the 5 change to standard value. If supplied and not
1999-00 award year. 0000-0100 Academic calendar needed for payment methodology, ignore.
For Payment Methodology 4&5 6 Used in award amount validation.
must be valid.
 1999-2000 RFMS Record Layouts
EXTERNAL ORIGINATION ADD RECORD (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
225 228 4 A Payment Cr/clock hrs in Number of credit or clock hours Blank or Can be blank when using Payment
Methodology program’s definition of in this student’s educational Range: Methodologies 1, 2, 3, & 5. If incorrect,
4,5 academic year program’s academic year 0900-3120 Academic calendar change to standard value. If supplied and not
definition. 5 needed for payment methodology, ignore.
For Payment Methodology 4 & 5 Used in award amount validation.
must be valid. 0024-0100Academic calendar
6

229 258 30 A Unused Reserved for Expansion Reserved for Expansion Leave Blank

259 264 6 N Output Reporting Campus Pell- Pell-ID of reporting campus Valid Pell-ID
ID
265 273 9 A/N Output Student Current SSN Social Security Number, as Valid Social Security number
altered by the student through the or
CPS for the Transaction number BLANK if not matched.
reported. This field equals the
original SSN if the student has
not changed SSN in the CPS.
Blank indicates this record could
not be matched on Student ID
and/or EFC during Federal Pell
Grant processing.

274 299 26 A Output Student name Full student name as reported to BLANK or
the CPS for the Transaction Full name listed in order:
number reported. Blank indicates Last Name 01-16
this record could not be matched First Name 17-25
on Student ID and/or EFC during Middle Initial 26
Federal Pell Grant processing.
300 300 1 A Output CPS Verification Designates whether CPS selected BLANK = Not selected by
Selection code the student for institutional CPS for verification
verification of applicant data as of * = Selected by CPS for
the Transaction number reported. Institution verification of
applicant data
300 Total Record Length

NOTE: A Change to an Origination record is supplied in this same format. Changes apply to the entire award period.

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 1999-2000 RFMS Record Layouts
EXTERNAL DISBURSEMENT ADD RECORD
Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
1 23 23 A/N Yes Origination ID Unique number used to identify Format:
an origination 999999999XX200099999900
Where:
SSN – 001010001-
999999999
Name Code – XX
Year Indicator – 2000
Valid Attending PELL ID
Orig Sequence Number – 00
24 36 13 A No Institution cross- This field can contain any cross Institution defined. No editing
reference reference information useful to
the institution to identify student
records internally.

37 37 1 A No Action Code Action Code Will always be blank. No editing

38 39 2 N Yes Disbursement Reference Number of the disbursement per 01-90 Identifier

Number student for the Award Year 91-99 are Reserved for ED system generated
disbursements
40 46 7 N Yes Disbursement Amount Amount of disbursement for Dollars and cents. Use leading
student’s payment period. zeros; do not include the $ sign
or decimal point.
Range:
0000000 -
AWARD AMOUNT MAX
(0312500)
47 47 1 A Yes Debit/Credit Indicator Indicates if the Disbursement P: positive
Flag Amount is a positive or negative N: negative

48 55 8 D Yes Disbursement Date Date this disbursement was or CCYYMMDD: Must be within N days prior of payment period
will be made to the student. Range: 19990621 - start date.
20050930
56 56 1 N Yes Payment Period Number Number used to identify which 0-9 Field will be populated only when Payment
Payment Period this record is Period data is desired.
referencing
57 64 8 N Yes Payment Period Start Beginning date of Payment CCYYMMDD: Field will be populated only when Payment
Date Period Range: PP START Period data is desired.
(19990101) -
PP END DATE (20001231)
 1999-2000 RFMS Record Layouts
EXTERNAL DISBURSEMENT ADD RECORD (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
65 72 8 N Yes Payment Period End Ending date of Payment Period CCYYMMDD: Field will be populated only when Payment
Date Range: PP START Period date is desired.
(19990101) -
PP END DATE (20001231)
73 73 1 N Yes No. of payment periods Number of terms or payment 1–9 Field will be populated only when Payment
in Student’s school year periods in students school year Period data is desired.
74 80 7 N Yes Total Payment for the Amount of award for this Dollars and cents. Use leading Cannot exceed eligible award amount for
Payment Period Payment Period. Increases are zeros; do not include the $ sign student award recalc performed
required to be submitted to or decimal point. Range: Field will be populated only when Payment
RFMS. 0000000 - Period data is desired.
AWARD AMOUNT MAX
(0312500)
81 81 1 A Yes Academic calendar for Calendar which applies to this Blank or Field will be populated only when Payment
this payment period payment period for the student’s 1= Institution uses non Period data is desired.
educational program. standard terms and measures
progress by credit hours;
2= Institution uses quarters
and measures progress by
credit hours;
3= Institution uses semesters
and measures progress by
credit hours;
4=Institution uses trimesters
and measures progress by
credit hours;
5= Institution measures
progress by clock hours;
6= Institution does not use
terms, but does measure
progress by credit hours

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Page 1-109
 1999-2000 RFMS Record Layouts
EXTERNAL DISBURSEMENT ADD RECORD (CON’T.)
Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
82 82 1 A Yes Payment Methodology Report the formula used to Blank or Field will be populated only when Payment
for this payment period calculate this payment for the 1= Credit hour with standard Period data is desired.
student’s Federal Pell Grant. terms of Quarter, Semester, or
Trimester equal to or
exceeding 30 weeks (AC: 2, 3,
4)
2= Credit hour with standard
terms of Quarter, Semester, or
Trimester less than 30 weeks
(AC: 2, 3, 4)
3= Credit hour with non-
standard terms of Quarter,
Semester, Trimester (AC:: 1-4)
4= Clock hour or Credit hour
without terms (AC: 5, 6)
5= Nonresidential portion of
programs offered by
correspondence with credit
hours (AC: 1-6)
83 89 7 N Yes Cost of Attendance for Must equal or exceed minimum Dollars and cents. Use leading Field will be populated only when Payment
this payment period. COA in Federal Pell Grant zeros; do not include the $ sign Period data is desired.
Payment Schedule or decimal point.
Range: 0000000-9999999
90 90 1 A Payment Enrollment status for this The code that applies to the Blank or Field will be populated only when Payment
Methodology payment period student’s enrollment status at the 1: Full time; Period data is desired.
1,2,3,5 current time. 2: ¾ time;
3: ½ time;
4: Less than ½ time
91 92 2 A/N Payment Weeks of instructional Number of weeks used to Blank or 00-78 Field will be populated only when Payment
Methodology time used to calculate calculate payment for this Period data is desired.
2, 3, 4, 5 payment for this payment payment period by PM.
period PM 2: Weeks of instructional time
in fall through spring terms
PM 3: Weeks of instructional time
in payment period
PM 4: Weeks of instructional time
for a full time student to complete
hours in prog or hours in the
academic yr
PM 5A: Same as Payment Meth 4
PM 5B: Same as Payment Meth 3
 1999-2000 RFMS Record Layouts
EXTERNAL DISBURSEMENT ADD RECORD (CON’T.)

Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
93 94 2 A/N Payment Weeks of instructional Number of weeks in program’s Blank or Field will be populated only when Payment
Methodology time in program’s definition of academic year 30-78 Period data is desired
2, 3, 4, 5 definition of academic
year
95 98 4 A/N Payment Cr/clock hrs expected to Number of Cr/clock hrs expected Ranges: Blank or Field will be populated only when Payment
Methodology be completed in this to be completed in this payment 0000-3120 Academic calendar Period data is desired.
4, 5 Payment Period period 5
0000-0100 Academic calendar
6
99 102 4 A/N Payment Cr/clock hrs in Number of Cr/clock hrs in Range: Blank or Field will be populated only when Payment
Methodology program’s definition of program’s definition of academic 0900 – 3120 Academic Period data is desired.
4, 5 academic year year calendar 5
0024 – 0100 Academic
calendar 6
102 Total Record Length

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Other Record Descriptions

What’s included:

TIVWAN TRANSMISSION:

TIVWAN Transmission Header Record Description

TIVWAN Transmission Batch Header Record Description

TIVWAN Transmission Batch Trailer Record

DISBURSEMENT:

Disbursement Record Description

Disbursement Acknowledgment Record Description

Special Disbursement Record Description

Special Disbursement Acknowledgment Record Description

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Page 1-128
1999-2000 RFMS Record Layouts
TIVWAN TRANSMISSION HEADER RECORD

Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
1 5 5 A/N Yes TIVWAN Transmission Header Literal value for header ID Constant: Missing Transmission Header – Reject
ID “O*N01” Transmission

6 53 48 A/N Yes Filler Reserved for future use Spaces

54 55 2 A/N Yes Header Indicator WAN Transmission Constant: “73”

Header Indicator

XX A/N Yes Filler Filler will be added to Spaces

make the Transmission
records to match the
Message Class record
length
>100 Total Record Length

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 1999 –2000 RFMS Record Layouts
TIVWAN TRANSMISSION BATCH HEADER RECORD

Field Positions Length Type Required Field Name Description Valid Values Processing Notes/Edit
First Last (# of
bytes)
1 5 5 A/N Yes TIVWAN Batch Header Constant: “O*N05” Missing Transmission Header – Rejec
Identification Number Transmission.

6 12 7 A/N Yes Header Destination Number TIVWAN Destination Mailbox ID ‘TGXXXXX’ where ‘XXXXX’ is a
five-digit number assigned to
Destination
13 19 7 A/N Yes Filler Reserved for Future Use Spaces
20 24 5 A/N Yes Header Class Label Text used to identify that the next Constant: “,CLS=”
field is a Message Class
25 32 8 A/N Yes Header Message Class Valid Message Class Format: XXXXYY[IN/OP] where:
XXXX – Literal for rec type
YY- last year in cycle: ‘00’
IN – for records IN to RFMS
OP – for records OUT of RFMS
33 36 4 A/N Yes Header XXX Label Constant: “,XXX”

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 Field Positions Length Type Required Field Name Description Valid Values Processing Notes/Edit
First Last (# of
bytes)
37 41 5 A/N Yes Header Batch Label Text used to identify the next field Constant: “,BAT=”
is a Batch Number
42 58 17 A/N Yes Header Batch Number 17 digit character batch number. If Batch Number:
not used set to all zeros. “0000000000000000000”
59 64 6 A/N Yes Header NCNT Label Constant: “,NCT=”

65 70 6 N Yes Header NCNT Number of records included in this “000000”

batch.
XX A/N Yes Filler Filler will be added to make the Spaces.
transmission records to match the
Message Class record length.
>100 Total Record Length

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 1999-2000 RFMS Record Layouts
TIVWAN TRANSMISSION BATCH TRAILER RECORD

Field Positions Length (# Type Require Field Name Description Valid Values Processing Notes/Edits
First Last of bytes) d
1 5 5 A/N Yes TIVWAN Batch Trailer Record Identifier Constant: “O*N95” Missing Transmission Trailer – Reject
Identification Number Transmission
No Detail Records – Reject Transmission

6 12 7 A/N Yes Trailer Destination Number TIV WAN Destination Mailbox ID ‘TGXXXXX’ where “XXXXX’
is a five-digut number assigned
to Destination.
13 19 7 A/N Yes Filler Reserved for Future Use Spaces
20 24 5 A/N Yes Trailer Class Label Text used to identify that the next Constant: “,CLS=”
field is a Message Class
25 32 8 A/N Yes Trailer Message Class Valid Message Class Format: XXXXYY [IN/OP]
Where:
XXXX – Literal for rec type
YY - last year in cycle: ‘00’
IN - for records IN to RFMS
OP – for records OUT of RFMS
33 36 4 A/N Yes Trailer XXX Label Constant: “,XXX”
37 41 5 A/N Yes Trailer Batch Label Text Used to Identify the Next Constant: “,BAT=”
Field is a Batch Number
42 58 17 A/N Yes Trailer Batch Number 17-digit character batch number. If Batch Number:
not used to set to all zeros. “0000000000000000000”
59 64 6 A/N Yes Trailer NCNT Label Constant: “,NCT=”
65 70 6 N Yes Trailer NCNT Number of Records Included in “000000”
this Batch
XX A/N Yes Filler Filler will be added to make the Spaces
Transmission Records to match the
Message Class Record length.
>100 Total Record Length

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 1999-2000 RFMS Record Layouts
TIVWAN TRANSMISSION TRAILER RECORD

Field Positions Length (# of Type Required Field Name Description Valid Values Processing
First Last bytes) Notes/Edits
1 5 5 A/N Yes TIVWAN Transmission Literal Value for Trailer ID Constant: “O*N99” Missing Transmission Trailer –
Trailer ID Reject Transmission
No Detail Records – Reject
Transmission
6 53 48 A/N Yes Filler Reserved for future use Spaces

54 55 2 A/N Yes Header Indicator WAN Transmission Trailer Constant: “73”

Indicator

XX A/N Yes Filler Filler will be added to make Spaces

the transmission records to
match the Message Class
record length.
>100 Total Record Length

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 1999-2000 RFMS Record Layouts

DISBURSEMENT RECORD

Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
1 23 23 A/N Yes Origination ID Unique number used to identify FORMAT: Identifier
the origination which the 999999999XX200099999900 If Origination ID does not match on
disbursement is to be applied Where: SSN-001010001 – RFMS database, then reject record
against. 999999999
Name Code – XX
Year Indicator – 2000
Valid Attending PELL-ID
Orig. Sequence Number – 00
24 36 13 A No Institution cross-reference This field can contain any cross Institution defined.
reference information useful to
the institution to identify student
records internally.
37 37 1 A No Action Code Action Code Will always be BLANK No editing.

38 39 2 N Yes Disbursement Reference Number Number of this disbursement. Must be numeric: 01 – 90 Identifier
RFMS will send disbursement 91-99 are Reserved for RFMS system
number 91-99 for system generated disbursements
generated disbursement. If number is equal to number associated
with Origination ID, then reject record as
duplicate.
40 40 1 A Yes Debit/Credit Indicator Flag Indicates if the Disbursement P: positive If first accepted disbursement, then must
Amount is positive or negative. N: negative equal “P”

41 47 7 N Yes Disbursement Amount Amount of disbursement for Dollars and cents. Use leading zeros;
student do not include the $ sign or decimal

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Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
point.

Range: 0000000 -
AWARD AMOUNT MAX
(0312500)
48 55 8 D Yes Disbursement Date Date this disbursement was or CCYYMMDD: Process Date must be within N days prior
will be made to the student. Range: 19990621 - to disbursement date.
* 20050930 If date plus 30 days > system date, then
send 30 day warning message.

N may be different for Just In Time and

Advance Funding Institutions.

56 100 45 A Unused Reserved for future expansion Reserved for future expansion
100 Total Record Length

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DISBURSEMENT ACKNOWLEDGMENT RECORD
Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
1 23 23 A/N Yes Origination ID Unique number used to identify Format:
the origination which the 999999999XX200099999900
disbursement is to be applied Where: SSN – 001010001-
against. 999999999
Name Code – XX
Year Indicator – 2000
Valid Attending PELL ID
Orig Sequence Number – 00
24 36 13 A No Institution cross-reference This field can contain any cross Institution defined.
reference information useful to
the institution to identify student
records internally.
37 37 1 A Yes Action Code/Status Code to indicate processing status Valid Codes:
of disbursement. A: Accepted disbursement amount
C: Corrected disbursement amount
E: Rejected – record was rejected
38 39 2 N Yes Disbursement Reference number Number of disbursement. RFMS Must be numeric: 01 – 90 Identifier:
will send disbursement number 91-99 are reserved for RFMS system
91-99 for system generated generated disbursements.
disbursement.

40 40 1 A Yes Accepted/Debit/Credit Indicator Indicates if the Disbursement P: positive

Flag Amount is positive or negative N: negative

41 47 7 N Yes Accepted Disbursement amount Amount of disbursement for Dollars and cents. Use leading
student. If an adjustment, this zeros; do not include the $ sign or
value is a replacement amount. decimal point.
Range: 0000000 -
AWARD AMOUNT MAX
(0312500)

48 55 8 N Yes Disbursement date Date this disbursement was or CCYYMMDD:

will be made to the student. Range: 19990621 – 20050630
56 100 45 A Unused Reserved for future expansion Reserved for future expansion. Spaces

101 107 7 N Output YTD Disbursed Amount Total amount that has been Dollars and cents. Use leading
disbursed to the student for the zeros; do not include the $ sign or
award year. decimal point.
Range: 0000000 -
AWARD AMOUNT MAX
(0312500)

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DISBURSEMENT ACKNOWLEDGMENT RECORD (CON’T.)

Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
108 182 75 N Output Edit/Comment Codes Three-digit comment codes Twenty-Five edit/reject codes of:
indicating the results of Federal 000-999
Pell Grant processing. Maximum Position XXX-XXX: 1st code
of 25 comments will appear in a Position XXX-XXX: 2nd code…
single acknowledgment record. If Position YYY-YYY: 25th code
less than 25 comments, zero
filled.

183 192 10 N Output ED Use Flags Flags that are set to inform Format: 0000000000 (1st digit, Shared SAR ID cannot be
institutions of modifications that Where: checked by RFMS.)
have been made to their database Each digit signifies a different
and require immediate action to situation
rectify 1st – Shared SAR ID
2nd – Verification W Status
3rd – Concurrent Enrollment
4th – POP
5th thru 10th – Reserved for future
use.

193 200 8 A Unused Reserved for future expansion Reserved for future expansion
200 Total Record Length

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 1999-2000 RFMS Record Layouts
SPECIAL DISBURSEMENT RECORD

Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
1 23 23 A/N Yes Origination ID Unique number used to identify Format: Identifier
the origination which the special 999999999XX200099999900 If Origination ID does not match on
disbursement is to be applied Where: RFMS database, then reject record.
against. SSN – 001010001-999999999
Name Code – XX
Year Indicator – 2000
Valid Attending PELL ID
Orig Sequence Number – 00
24 36 13 A No Institution cross-reference This field can contain any cross Institution defined. No editing.
reference information useful to
the institution to identify student
records internally.
37 37 1 A No Action Code Will always be blank. BLANK No editing.

38 39 2 N Yes Disbursement Reference Number Number of the disbursement per Must be numeric: 01 - 90 Identifier
student for the Award Year. 91- 91-99 are reserved for RFMS system
99 are Reserved for RFMS generated disbursements
system generated disbursements. If number is equal to number associated
with Origination ID, then reject record as
duplicate.
40 46 7 N Yes Disbursement Amount Amount of disbursement for Dollars and cents. Use leading
student’s payment period. If an zeros; do not include the $ sign or
adjustment, this value is a decimal point. Range: 0000000 -
replacement amount. AWARD AMOUNT MAX
(0312500)

47 47 1 A Yes Debit/Credit Indicator Flag Indicates if the Disbursement P: positive If first accepted disbursement, then must
Amount is positive or negative N: negative equal “P”

48 55 8 D Yes Disbursement Date Date this disbursement was or CCYYMMDD: Process Date must be within N days prior
will be made to the student. Range: 19990621 – 20050930 to disbursement date.
If date plus 30 days < system date, then
send 30 day warning message.

N may be different for Just In Time and

Advance Funding Institutions.

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SPECIAL DISBURSEMENT RECORD (CON’T.)
Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
56 56 1 N Yes Payment Period Number Number used to identify which Must be numeric: 1-9 If greater than No. of Payment Periods,
Payment Period this record is then reject record.
referencing

57 64 8 N Yes Payment Period Start Date Beginning date of Payment CCYYMMDD:

Period Range: PP START (19990101) -
PP END DATE (20001231)
65 72 8 N Yes Payment Period End Date Ending date of Payment Period CCYYMMDD: If prior to Start Date, then set accepted
Range: PP START (19990101) - value to Start Date + 1 day and send
PP END DATE (20001231) warning message.
73 73 1 N Yes No. of Payment Periods in Number of terms or payment Must be numeric: 1 – 9 If less than Origination value, then
Student’s School Year periods in student’s school year. If not in range
If Academic Calendar = 1, then set to 2
If Academic Calendar = 2:
(Check Payment Methodology)
If PM > 2, then set to 3
If PM = 1 or 2, then set to 2
If Academic Calendar = 3, then set to 2
If Academic Calendar = 4, then set to 2
If Academic Calendar = 5, then set to 2
If Academic Calendar = 6, then set to 2
74 80 7 N Yes Total Payment for the Payment Total Payment Amount Dollars and cents. Use leading Cannot exceed Total Payment Ceiling
Period acceptable for this Payment zeros; do not include the $ sign or -Award Validation performed.
Period. decimal point.
Range: 0000000 -
AWARD AMOUNT MAX
(0312500)
81 81 1 A Yes Academic Calendar for this Calendar which applies to this Blank or Change applied only if different from the
Payment Period payment period for the student’s 1= Institution uses nonstandard origination record for the designated
educational program. terms and measures progress by payment period.
credit hours; Is missing or invalid, set accepted value to
2= Institution uses quarters and origination value.
measures progress by credit hours;
3= Institution uses semesters and
measures progress by credit hours;
4= Institution uses trimesters and
measures progress by credit hours
5= Institution measures progress by
clock hours
6= Institution does not use terms,
but does measure progress by credit
hours

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Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)

1999-2000 RFMS Record Layouts

SPECIAL DISBURSEMENT RECORD (CON’T.)

Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
82 82 1 A Yes Payment Methodology for this Report the formula used to Blank or Changes applied only if different from the
payment period calculate this payment for the 1= Credit hour with standard terms origination record for the designated
student’s Federal Pell Grant. of Quarter, Semester, or Trimester payment period.
equal to or exceeding 30 weeks (AC: If missing, or invalid, then set accepted
2, 3, 4) value to origination value.
2= Credit hour with standard terms
of Quarter, Semester, or Trimester
less than 30 weeks (AC: 2, 3, 4)
3= Credit hour with non-standard
terms of Quarter, Semester,
Trimester (AC: 1-4)
4= Clock hour or Credit hour
without terms (AC: 5, 6)
5= Nonresidential portion of
programs offered by correspondence
with credit hours (AC: 1-6)

83 89 7 N Yes Cost of Attendance for this Must equal COA calculated by Dollars and cents. Use leading Changes applied only if different from the
payment period the institution following the zeros; do not include the $ sign or origination record for the designated
Federal Pell Grant Payment decimal point. payment period.
regulations. Range: 0000000 – 9999999 If missing or invalid, then set accepted
value to origination value.
90 90 1 A PM 1, 2, 3, 5 Enrollment status for this The code that applies to the Blank or Changes applied only if different from the
payment period student’s enrollment status for the 1: Full time; origination record for the designated
Payment Period. 2: ¾ time; payment period.
3: ½ time; If missing or invalid, then set accepted
4: Less than ½ time value to origination value OR if PM does
not equal 4 and invalid or BLANK, then
set accepted value to previous value or
“1”. ELSE if invalid, set accepted value t
BLANK.

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Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
91 92 2 A/N Pay Meth 2, 3, Weeks of instructional time used Number of weeks used to Blank or Changes applied only if different from the
4, 5 to calculate payment for this calculate payment for this 00 – 78 origination record for the designated
payment period payment period by PM Blank is valid only for PM=1 payment period.
PM 2: Weeks of instructional time If missing or invalid, then set accepted
in fall through spring terms value to origination value OR
PM3: Weeks of instructional time If invalid or out of range, then accepted
in payment period value equal to previous value or equal to
PM 4: Weeks of instructional time Weeks for Academic Year. If supplied and
for a full time student to complete not needed for payment methodology,
hours in prog or hrs in academic ignore.
yr
PM 5A: Same as Payment Meth
4
PM 5B: Same as Payment Meth 3
93 94 2 A/N Pay Meth 2, 3, Weeks of inst. Time in program’s Number of weeks in program’s Blank or Changes applied only if different from the
4, 5 definition of academic year definition of academic year 30 – 78 origination record for the designated
Blank is valid only for PM=1 payment period.
If missing or invalid, then set accepted
value to origination value OR
If attending Pell ID default Weeks
populated, then set accepted value to
default.
ELSE If Reporting Pell ID default Weeks
populated, then set accepted value to
default.
95 98 4 A/N Pay Meth 4,5 Cr/clock hrs expected to comp. Number of CR/clock hrs expected Ranges: Blank (Unless Payment Changes applied only if different from the
for this Payment period. to be completed in this payment Methodology 5 and AC 6, or origination record for the designated
period Payment Methodology 4) payment period
0000-3120 Academic calendar 5 If missing or invalid, then set accepted
0000-0100 Academic calendar 6 value to origination value OR
If invalid, or out of range, then accepted
value equal to previous value or equal to
Cr/Clock Hrs for Acad Yr.
If supplied and not needed for payment
methodology, ignore.

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Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
99 102 4 A/N Pay Meth 4, 5 Cr/clock hrs in program’s Number of Cr/clock hrs in Range: Blank (Unless Payment Changes applied only if different from the
definition of academic year program’s definition of academic Methodology 5 and AC 6, or origination record for the designated
year Payment Methodology 4) payment period.
0900 – 3120 Academic calendar 5 If missing or invalid, then set accepted
0024 – 0100 Academic calendar 6 value to origination value OR
If attending Pell ID default Hours
populated, then set accepted value to
default. ELSE if Reporting Pell ID defaul
hours populated, then set accepted value to
default. ELSE set accepted value to 900 i
Academic Calendar = 5 or set accepted
value to 24 if Academic Calendar = 6.
103 110 8 A Unused Reserved for future expansion Reserved for future expansion
110 Total Record Length

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 1999-2000 RFMS Record Layouts
SPECIAL DISBURSEMENT ACKNOWLEDGMENT RECORD

Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
1 23 23 A/N Yes Origination ID Unique number used to identify Format: Identifier
the origination which the special 999999999XX200099999900
disbursement is to be applied Where:
against. SSN – 001010001-999999999
Name Code – XX
Year Indicator – 2000
Valid Attending PELL ID
Orig Sequence Number – 00
24 36 13 A No Institution cross-reference This field can contain any cross Institution defined. No editing.
reference information useful to
the institution to identify student
records internally

37 37 1 A No Action Code Code to indicate action to be Valid codes:

taken A: Accepted – all fields accepted
C: Corrected – one or more fields
corrected
E: Rejected – record was rejected
38 39 2 N Yes Disbursement Reference Number Number of the disbursement per Must be numeric: 01 – 90 Identifier
student for the Award Year. 91- 91-99 are Reserved for RFMS system
99 are reserved for RFMS system generated disbursements
generated disbursements.

40 46 7 N Yes Accepted Disbursement Amount Amount of disbursement for Dollars and cents. Use leading
student’s payment period. If an zeros; do not include the $ sign or
adjustment, this value is a decimal point.
replacement amount. Range: 0000000 -
AWARD AMOUNT MAX
(0312500)

47 47 1 A Yes Accepted Debit/Credit Indicator Indicates if the Disbursement P: positive

Flag Amount is positive or negative N: negative

48 55 8 D Yes Disbursement Date Date this disbursement was or CCYYMMDD:

will be made to the student. Range: 19990621 – 20050930

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SPECIAL DISBURSEMENT ACKNOWLEDGMENT RECORD (CON’T.)

Field Length Type Requ Field Name Description Valid Values Processing Notes/Edits
Positions (# of ired
First Last
bytes)
56 56 1 N Yes Payment Period Number Number used to identify which Must be numeric: 1-9
Payment Period this record is
referencing
57 64 8 N Yes Payment Period Start Date Beginning date of Payment CCYYMMDD:
Period Range: PP START (19990101) -
PP END 20001231
65 72 8 N Yes Payment Period End Date Ending date of Payment Period CCYYMMDD:
Range: PP START (19990101) -
PP END 20001231
73 73 1 N Yes Accepted No. of Payment Periods Number of terms or payment Must be numeric: 1 – 9
in Student’s school year periods in student’s school year

74 80 7 N Yes Accepted Total Payment for this Total Payment Amount Dollars and cents. Use leading
Payment Period acceptable for this Payment zeros; do not include the $ sign or
Period. decimal point.
Range: 0000000 -
AWARD AMOUNT MAX
(0312500)
81 81 1 A Yes Accepted Academic calendar for Calendar which applies to this Blank or
this payment period payment period for the student’s 1= Institution uses nonstandard
educational program. terms and measures progress by
credit hours;
2= Institution uses quarters and
measures progress by credit hours;
3= Institution uses semesters and
measures progress by credit hours;
4= Institution uses trimesters and
measures progress by credit hours;
5= Institution measures progress by
clock hours;
6= Institution does not use terms,
but does measure progress by credit
hours

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SPECIAL DISBURSEMENT ACKNOWLEDGMENT RECORD (CON’T.)

Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
82 82 1 A Yes Accepted Payment methodology Report the formula used to Blank or
for this payment period calculate this payment for the 1= Credit hour with standard terms
student’s Federal Pell Grant. of Quarter, Semester, or Trimester
equal to or exceeding 30 weeks (AC:
2, 3, 4)
2= Credit hour with standard terms
of Quarter, Semester, or Trimester
less than 30 weeks (AC: 2, 3, 4)
3= Credit hour with non-standard
terms of Quarter, Semester,
Trimester (AC:1-4)
4= Clock hour or Credit hour
without terms (AC: 5,6)
5= Nonresidential portion of
programs offered by correspondence
with credit hours (AC: 1-6)
83 89 7 N Yes Accepted Cost of Attendance for Must equal COA calculated by Dollars only; omit cents. Use Only populated if changed. Changes
this payment period the institution following the leading zeros; do not include $ sign. applied only if different from the
Federal Pell Grant Payment Range: 0000000 – 9999999. origination record for the designated
regulations. payment period.

90 90 1 A PM 1,2,3,5 Accepted Enrollment Status for The code that applies to the Blank or Only populated if changed. Changes
this Payment Period student’s enrollment status for the 1: Full time; applied only if different from the
Payment Period. 2: ¾ time; origination record for the designated
3: ½ time; payment period.
4: Less then ½ time

91 92 2 A/N Pay Meth 2, 3, Accepted Weeks of Instructional Number of weeks used to Blank or 00-78 Only populated if changed. Changes
4, 5 time used to Calculate Payment calculate payment for this applied only if different from the
for This Payment Period payment period by PM. origination record for the designated
PM2: Weeks of Instructional time payment period.
in fall through spring terms
PM3: Weeks of instructional time
in payment period
PM4: Weeks of instructional time
for a full-time student to complete
hours in program or hours in
academic year
PM5A: Same as PM4
PM5B: Same as PM3

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Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
93 94 2 A/N Pay Meth 2, 3, Accepted Weeks of inst. Time in Number of weeks in program’s Blank or Only populated if changed. Changes
4, 5 program’s definition of academic definition of academic year 30-78 applied only if different from the
year origination record for the designated
payment period.
95 98 4 A/N Pay Meth 4,5 Accepted Cr/clock hrs expected to Number of Cr/clock hrs expected Ranges: Blank or Only populated if changed. Changes
comp. for this Payment Period to be completed in this payment 0000-3120 Academic Calendar 5 applied only if different from the
period. 0000-0100 Academic Calendar 6 origination record for the designated
payment period.

99 102 4 A/N Pay Meth 4,5 Accepted Cr/clock hrs in Number of Cr/clock hrs in Range: Blank or Only populated if changed. Changes
program’s definition of academic program’s definition of academic 0900-3120 Academic Calendar 5 applied only if different from the
year year. 0024-0100 Academic Calendar 6 origination record for the designated
payment period.
103 110 8 A Unused Reserved for future expansion Reserved for future expansion Spaces

111 117 7 N Output YTD Disbursement Amount Total amount that has been Dollars and cents. Use leading zeros;
disbursed to the student for the do not include the $ sign or decimal
award year. point.
Range: 0000000 -
AWARD AMOUNT MAX
(0312500)
118 192 75 N Output Edit/Comment Codes Three digit comment codes Twenty-Five edit/reject codes of:
indicating the results of Federal 000 – 999
Pell Grant processing. Maximum Position XXX-XXX: 1st code
of 25 comments will appear in a Position XXX-XXX: 2nd code
single acknowledgment record. If Position YYY-YYY: 25th code
less than 25 comments, zero
filled.

193 202 10 N Output ED Use Flags Flags that are set to inform Format: 0000000000 (1st digit, Shared SAR ID cannot be
institutions of modifications that Where: checked by RFMS.)
have been made to their database Each digit signifies a different
and require immediate action to situation
rectify 1st – Shared SAR ID
2nd – Verification W Status
3rd – Concurrent Enrollment
4th – POP
5th thru 10th – Reserved for future
use
203 210 8 A Unused Reserved for future expansion Reserved for future expansion
210 Total Record Length

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