Volume III, Section 3 – Pell

Grant Fixed-Length Record

Layouts

Pell Grant Record Layouts

Grant Batch Header Record

Field L T Field Description Valid Values Processing Notes/Edits
Position engt y Name
s h p
(# of e
First Byt
Last es)
1 10 10 A Header Identify Header This field is Missing Batch Header –
Identifier record in file. required. Reject Batch
Left Justified. Constant:
‘GRANT HDR ’
11 14 4 N Data Record Length of data This field is If not equal to length for
Length records included required. Message Class, then
in this Batch. Must be numeric: Reject Batch.
0001 to 9999

November 2003 (2004-2005) COD Technical Reference Page III-3-1

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing Notes/Edits
Position engt y Name
s h p
(# of e
First Byt
Last es)
15 40 26 A Batch ID Number This field is Valid Batch Type codes:
generated by the required. #A = Statement of
institution to Format = Account
uniquely identify XXCCYY999999 #C = Reconciliation
a specific batch CCYYMMDDHH #D = Disbursements
of records. MMSS #G = System Generated
Where: #I = Institution Data from
XX = batch type the web
code (alpha) #M = Multiple Reporting
CCYY = last year #O = Originations
in cycle: ‘2005' #P = Origination
999999 = acknowledgement from
Reporting PELL the web
ID #R = Data Request
CCYYMMDD = #T = ASCII Text
date batch created #W = Disbursement
HHMMSS = time Acknowledgements from
batch created the web
#Y = Year-to-Date
#S = SSN/Name/DOB
Change
#U = Preformatted
Pending Disbursement
List
#B = Delimited Pending
Disbursement List
#F = Preformatted Funded
Disbursement List
#H = Delimited Funded
Disbursement List
#V= Verification Status
Report
#Z = Pell POP Report

If duplicate Batch ID, 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 received more than
N days prior to Award
Year Start, then reject
Batch.
If Batch Award Year does
not agree with Message
Class award year, then
reject.
If reporting Pell ID is
November 2003 (2004-2005) COD Technical Reference Page III-3-2
Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing Notes/Edits
Position engt y Name
s h p
(# of e
First Byt
Last es)
41 48 8 A/ OPE ID The OPE ID Valid OPE ID If not blank and not equal
N number assigned number or blank. to OPE ID associated with
to the reporting Pell ID, then warn the
institution. Batch.
49 58 10 A/ Software For non-Express This field is No edits will be performed
N Provider software provide required. on this field.
an identifier to Software provider
indicate the defined or blank
software provider
and version
number if
applicable.
59 62 4 A Unused Reserved for Constant spaces
future expansion.
63 63 1 A ED Use ED Use Only – Constant Spaces Media Type = Y for Year-
do not use to-Date
64 68 5 A/ ED Use ED Use Only – Constant spaces ED Express PC software
N do not use version number
69 76 8 N Process Date Date the Format = Completed as a result of
corresponding CCYYMMDD processing the Batch.
Batch was
processed.
77 10 24 N Batch Reject List of up to Reject Reasons Completed by PELL
0 Reasons eight 3-digit format = 000 to processor as a result of
batch reject 999 Batch editing. These are
reason codes Position 101 to the 200 series of edits that
which occurred 103 = 1st reject can be found in Volume
during initial reason code III, Section 4 of the
editing of the Position 104 to Technical Reference.
Batch. Only 106 = 2nd reject
reject reason reason code
codes hit will Position 107 to
display in this 109 = 3rd reject
field. Otherwise, reason code
this space will be Position 110 to
zero filled. 112 = 4th reject
reason code
Position 113 to
115 = 5th reject
reason code
Position 116 to
118 = 6th reject
reason code
Position 119 to
121 = 7th reject
reason code
Position 122 to
124 = 8th reject
reason code

November 2003 (2004-2005) COD Technical Reference Page III-3-3

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing Notes/Edits
Position engt y Name
s h p
(# of e
First Byt
Last es)
XX A Unused Length extended Constant spaces
to make the
header record the
same length as
the detail records
which follow.
≥100 Total
Record
Length

November 2003 (2004-2005) COD Technical Reference Page III-3-4

Volume III – Pell Grant Phase-In Participant Technical Reference
Grant Batch Trailer Record
Field L T Field Description Valid Values Processing Notes/Edits
Position engt y Name
s h p
(# of e
First Byt
Last es)
1 10 10 A Trailer Identify Trailer This field is Missing Batch Trailer –
Identifier record in file. required. reject batch. No detail
Constant: records—reject Batch.
‘GRANT TLR ’
11 14 4 N Data Record Length of data This field is If not equal to Data
Length records included required. Record on Header, then
in this Batch. Must be numeric: reject Batch.
0001 to 9999
15 40 26 A Batch ID Number This field is If not equal to Batch ID
generated by the required. on Header, then reject
institution to Format = Batch.
uniquely identify XXCCYY99999
a specific batch 9CCYYMMDD
of records. HHMMSS
Where:
XX = batch
type code (alpha)
CCYY = last
year in cycle =
‘2005'
999999 =
Reporting PELL
ID
CCYYMMD
D = date batch
created
HHMMSS =
time batch
created
41 46 6 N Reported Number of data This field is If not equal to count of
Number of records included required. detail records in input
Records in the Batch. Must be numeric: Batch, then return
000000 to warning message.
999999

November 2003 (2004-2005) COD Technical Reference Page III-3-5

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing Notes/Edits
Position engt y Name
s h p
(# of e
First Byt
Last es)
47 57 11 N Reported Total Origination This field is If not equal to total of
Total of Award Amount required. detail records in Batch,
Batch or Disbursement Dollars and then return warning
amount reported cents. Use message.
on Origination or leading zeros; do
Disbursement not include the $
batches. For all sign or decimal
other types of point.
batches this For ESOA is
amount will be constant 0.
constant 0. 00000000000 to
99999999999
58 58 1 A Reported Positive or This field is
Total Sign negative sign for required.
Indicator total amount P = Positive
reported. N = Negative
For ESOA is
constant P.
59 64 6 N Accepted ED USE ONLY - 000000 to
and Number of data 999999
Corrected records accepted
Number of and corrected by
Records the Pell
Processor.
65 75 11 N Accepted ED USE ONLY - Dollars and
and Total Award or cents. Use
Corrected Disbursement leading zeros, do
Total of amount accepted not include the $
Batch and corrected on sign or decimal
Batch. point.
00000000000 to
99999999999
76 76 1 A Accepted ED USE ONLY - P = Positive
and Positive or N = Negative
Corrected negative sign for
Total Sign total amount
Indicator accepted.

November 2003 (2004-2005) COD Technical Reference Page III-3-6

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing Notes/Edits
Position engt y Name
s h p
(# of e
First Byt
Last es)
77 82 6 N Number of ED USE ONLY- 000000 to
Duplicate Number of data 999999
Records records that
duplicate a
previously
accepted
Origination or
Disbursement
record. For all
other types of
batches this field
is all zeroes.
83 10 18 A Unused Reserved for Constant spaces
0 future expansion.
XX A Unused Length extended Constant spaces
to make the
trailer record the
same length as
the detail
records.
>100 Total
Record
Length

November 2003 (2004-2005) COD Technical Reference Page III-3-7

Volume III – Pell Grant Phase-In Participant Technical Reference
 Origination Record
Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
1 23 23 A/ Origination Unique number This field is Identifier
N ID used to identify an required. If Origination ID
origination. Format = matches on Pell
999999999XX200 database, then Compare
599999900 all fields. If all the
Where: fields match, then the
SSN = 001010001 record is returned as a
to 999999999 duplicate otherwise it is
Name Code = XX a change. If the
Year Indicator = Origination ID does not
2005 match then the
Valid Attended Origination is new.
PELL ID =
999999
Orig Sequence
Number = 00
24 32 9 N Original Student's SSN This field is Identifier
SSN from original required.
FAFSA. 001010001 to
999999999
33 34 2 A Original Student's name This field is Identifier
Name Code code from original required. If SSN & Name Code
FAFSA. Uppercase A to Z; do not match value in
. (period); Origination ID, then
' (apostrophe); reject record.
- (dash);
Blank = no last
name

November 2003 (2004-2005) COD Technical Reference Page III-3-8

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
35 40 6 N Attended Pell-ID of This field is Identifier
Campus attended campus. required. Change creates new
Pell-ID Change creates Valid Pell-ID origination record. If
new origination Attended Pell ID does
record. Institution not match value in
must change Origination ID, then
award amounts for reject record. If
student at original Attended Campus is not
attended campus equal to Reporting
as necessary. Campus, then reject. If
Attended Pell ID is not
a branch of the
Reporting Pell ID or
Central Funded, then
reject.
41 45 5 A/ Unused Reserved for Constant spaces
N expansion.
46 58 13 A/ Origination This field can Institution defined No editing by Pell
N Cross-Refere contain any cross- processor will be done
nce reference on this field.
information useful
to the institution
to identify student
records internally.
59 59 1 A Action Code Code to indicate Will always be No editing.
action to be taken. BLANK
60 60 1 A Unused Reserved for Constant spaces
expansion.
61 67 7 N Award Must equal the This field is Cannot exceed Total
Amount for award amount required. Payment Ceiling - See
Entire calculated by the Dollars and cents. Pell Grant Calculations
School Year institution to be Use leading zeros; Appendix. You must
disbursed to this do not include the report increases to the
student for $ sign or decimal Award amount for the
attendance for this point. entire school year. If
entire Pell Grant Range = 0000000 any of the origination
award year. to AWARD data used in the award
AMOUNT calculation changes, the
MAXIMUM Award amount must be
re-edited to ensure it
does not exceed Total
Payment Ceiling.

November 2003 (2004-2005) COD Technical Reference Page III-3-9

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
68 75 8 N Estimated Date 1st This field is If Date not within
Disbursemen disbursement to required. range, then set approved
t Date #1 student is CCYYMMDD = value to system date.
estimated to be Range = N days
made prior to
DISBURSEMENT
START DATE
(20040621) to
DISBURSEMENT
END DATE
(20100930).
76 83 8 N Estimated Date 2nd This field is If Date not within
Disbursemen disbursement to optional range, then set approved
t Date #2 student is CCYYMMDD = value to spaces.
estimated to be Range = [see field
made. position 68 in this
record] or
BLANK
84 91 8 N Estimated Date 3rd This field is See Estimated
Disbursemen disbursement to optional Disbursement Date #2.
t Date #3 student is CCYYMMDD =
estimated to be Range = [see field
made. position 68 in this
record] or
BLANK
92 99 8 N Estimated Date 4th This field is See Estimated
Disbursemen disbursement to optional Disbursement Date #2.
t Date #4 student is CCYYMMDD =
estimated to be Range = [see field
made. position 68 in this
record] or
BLANK
10 10 8 N Estimated Date 5th This field is See Estimated
0 7 Disbursemen disbursement to optional Disbursement Date #2.
t Date #5 student is CCYYMMDD =
estimated to be Range = [see field
made. position 68 in this
record] or
BLANK

November 2003 (2004-2005) COD Technical Reference Page III-3-10

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
10 11 8 N Estimated Date 6th This field is See Estimated
8 5 Disbursemen disbursement to optional Disbursement Date #2.
t Date #6 student is CCYYMMDD =
estimated to be Range = [see field
made. position 68 in this
record] or
BLANK
11 12 8 N Estimated Date 7th This field is See Estimated
6 3 Disbursemen disbursement to optional Disbursement Date #2.
t Date #7 student is CCYYMMDD =
estimated to be Range = [see field
made. position 68 in this
record] or
BLANK
12 13 8 N Estimated Date 8th This field is See Estimated
4 1 Disbursemen disbursement to optional Disbursement Date #2.
t Date #8 student is CCYYMMDD =
estimated to be Range = [see field
made. position 68 in this
record] or
BLANK
13 13 8 N Estimated Date 9th This field is See Estimated
2 9 Disbursemen disbursement to optional Disbursement Date #2.
t Date #9 student is CCYYMMDD =
estimated to be Range = [see field
made. position 68 in this
record] or
BLANK
14 14 8 N Estimated Date 10th This field is See Estimated
0 7 Disbursemen disbursement to optional Disbursement Date #2.
t Date #10 student is CCYYMMDD =
estimated to be Range = [see field
made. position 68 in this
record] or
BLANK
14 15 8 N Estimated Date 11th This field is See Estimated
8 5 Disbursemen disbursement to optional Disbursement Date #2.
t Date #11 student is CCYYMMDD =
estimated to be Range = [see field
made. position 68 in this
record] or
BLANK

November 2003 (2004-2005) COD Technical Reference Page III-3-11

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
15 16 8 N Estimated Date 12th This field is See Estimated
6 3 Disbursemen disbursement to optional Disbursement Date #2.
t Date #12 student is CCYYMMDD =
estimated to be Range = [see field
made. position 68 in this
record] or
BLANK
16 17 8 N Estimated Date 13th This field is See Estimated
4 1 Disbursemen disbursement to optional Disbursement Date #2.
t Date #13 student is CCYYMMDD =
estimated to be Range = [see field
made. position 68 in this
record] or
BLANK
17 17 8 N Estimated Date 14th This field is See Estimated
2 9 Disbursemen disbursement to optional Disbursement Date #2.
t Date #14 student is CCYYMMDD =
estimated to be Range = [see field
made. position 68 in this
record] or
BLANK
18 18 8 N Estimated Date 15th This field is See Estimated
0 7 Disbursemen disbursement to optional Disbursement Date #2.
t Date #15 student is CCYYMMDD =
estimated to be Range = [see field
made. position 68 in this
record] or
BLANK

November 2003 (2004-2005) COD Technical Reference Page III-3-12

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
18 19 8 D Enrollment First date that the This field is If blank or invalid, then
8 5 Date student was required. set approved value to
enrolled in an CCYYMMDD = previous value or date
eligible program Range = reported in Batch ID in
for the designated 20040101 to Grant Header record.
award year. If the 20050630
student enrolled in
a crossover
payment period
before the first day
of the Pell award
year (July 1), but
which will be paid
from 2004-2005
funds, report the
actual start date of
the student's
classes for that
payment period.
19 19 1 A/ Low Tuition Flag to identify Value Tuition If invalid, then set
6 6 N & Fees Code tuition ranges Range approved value to
when the annual 1=0 previous value or
tuition is less than 2 = 1-225 BLANK.
or equal to 3 = 226-450
minimum defined 4 = 451 - 674
by low tuition and or BLANK = low
fees table. tuition does not
apply
19 19 1 A Verification Status of V = Verified
7 7 Status Code verification of W = Without
applicant data by Documentation
the school. S = Selected, Not
Verified
Or Blank

November 2003 (2004-2005) COD Technical Reference Page III-3-13

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
19 19 1 A Incarcerated Code to indicate BLANK = Not If invalid, then set
8 8 Federal Pell the student’s incarcerated approved value to
Recipient incarcerated status Y = Yes, the previous value or
Code for students student is BLANK.
incarcerated in incarcerated in a
local penal local institution,
institutions, but but is otherwise
otherwise eligible eligible.
to receive Federal N = No, if student
Pell Grants. previously
reported as
incarcerated, but
is not or is no
longer
Incarcerated
19 20 2 N Transaction CPS–assigned This field is If BLANK or NO
9 0 Number Transaction required. Match with eligible app
number from Must be numeric data, then reject record.
eligible ISIR or = 01 to 99 Return last value
SAR used to reported on
calculate award acknowledgement.
20 20 5 N Expected Must equal the This field is If BLANK or NO
1 5 Family student's Expected required. Match with eligible app
Contribution Family Range = 00000 to data, then reject record.
(EFC) Contribution from EFC MAXIMUM Return last value
the ISIR or SAR. reported on
acknowledgement.
20 20 1 A Secondary Code indicating O = Federal Pell If invalid, then set
6 6 Expected which EFC value Grant award approved value to
Family is used to previously based previous value or
Contribution determine award on the secondary BLANK.
Used Code amount. EFC and reported If NO Match with
to the Federal Pell eligible app data, then
Grant program; reject record. Return
student’s award last value reported on
now based on the acknowledgement.
original EFC.
S = Federal Pell
Grant award based
on the secondary
EFC, as calculated
by the CPS.
Or BLANK if
Secondary EFC
not used

November 2003 (2004-2005) COD Technical Reference Page III-3-14

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
20 20 1 N Academic Calendar which The Academic calendar
.
7 7 Calendar applies to this dictates which Payment
1= Institution uses
student's Methodology can be
nonstandard
educational accepted and the data
academic terms,
program. Must be elements required to
and measures
valid or system calculate the student’s
academic progress
accepted to award. Refer to Pell
by credit hours
process record. Grant Calculations
2=Institution uses
Appendix for acceptable
standard quarters
combinations.
and measures
academic progress
If Academic calendar
by credit hours
invalid or BLANK, then
3=Institution uses
correct to (in the order
standard semesters
shown):
and measures
--Academic calendar
academic progress
already accepted for this
by credit hours
student, if any;
4=Institution uses
--Academic calendar on
standard
file for Attended
trimesters and
Campus, if any;
measures
--Academic calendar on
academic progress
file for Reporting
by credit hours
Campus, if any;
5=Institution
--Clock hour (5) if
measures
Payment
academic progress
Methodology=4;
by clock hours
--Semester (3)
6=Institution does
not use terms, but
For Academic Year 04-
does measure
05 and forward, this
academic progress
field is optional. If
by credit hours
populated, COD will
7= Blank
not edit on this field,
but will return the value
on the Origination
Acknowledgement.

November 2003 (2004-2005) COD Technical Reference Page III-3-15

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
20 20 1 N Payment Formula used to Range: 1-5. See The Payment
8 8 Methodology calculate the Pell Grant Methodology that can
student's Federal Calculations be accepted is dictated
Pell Grant Award. Appendix for by the Academic
calendar. Refer to the
regulations Pell Grant Calculations
covering which Appendix for the data
Academic elements required for
calendars may each Payment
use each specific Methodology.
formula
If Payment
BLANK Methodology invalid or
BLANK, then correct
to:
--1 Academic calendars
2,3,4;
--3 Academic calendar
1;
--4 Academic calendars
5, 6

For Academic Year 04-

05 and forward, this
field is optional. If
populated, COD will
not edit on this field,
but will return the value
on the Origination
Acknowledgement.

20 21 7 N Cost of Must equal COA This field is Used in award amount

9 5 Attendance calculated by the required. validation. If invalid or
institution Dollars and cents. BLANK, then set
following the Use leading zeros; accepted value to
Federal Pell Grant do not include the previous value or
Payment $ sign or decimal “9999999”.
regulations. point.
Range = 0000000
to 9999999

November 2003 (2004-2005) COD Technical Reference Page III-3-16

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
21 21 1 A Enrollment This student’s Leave BLANK Used in award amount
6 6 Status expected only if Payment validation. See Pell
enrollment status Methodology is 4. Grant Calculations
for the entire Appendix.
award year. The Range for
Enrollment Status Payment If Enrollment status
5 “Other” is used Methodologies 1, invalid or BLANK, then
when the student’s 2, 3, and 5: correct to:
enrollment is 1=Full-time
“mixed” or 2=3/4-time --BLANK, if Payment
student attends 3=1/2-time Methodology is 4
more than number 4=Less than ½- --3 (half-time) if
of terms in a full time Payment Methodology
academic year. 5=Enrollment is 5
Valid Values status changed --1 (full-time) for
depend upon from one payment Payment Methodologies
Academic period to another, 1, 2, 3
Calendar and OR student
Payment attends more than
Methodology the number of
fields. terms in a full
academic year.

November 2003 (2004-2005) COD Technical Reference Page III-3-17

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
21 21 2 A Weeks of Total number of BLANK=Payment School determines this
7 8 Instructional weeks of Methodology 1 value based on the time
Time used to instructional time required for the majority
Calculate provided by this Required for of its full-time students
Payment student’s program Payment to complete the program
of study during a Methodologies 2, of study, not student by
full academic year. 3, 4, or 5. student. See Pell Grant
PM2=Total Calculations Appendix.
number of weeks Range for
of instructional Payment
time in academic Methodology 2 is For Academic Year 04-
year for student’s 00-29 05 and forward, this
program of study field is optional. If
(fall through populated, COD will
Range for
spring terms). not edit on this field,
Payment
PM5 (academic but will return the value
Methodologies 3,
calendars 1, 2, 3, on the Origination
4, and 5 is 00-78
or 4) and Acknowledgement.
PM3=Total
number of weeks
of instructional
time in all terms
in academic year
for student’s
program of study
PM5 (academic
calendar 6) and
PM4 =The lesser
of either (a) total
number of weeks
of instructional
time for a full-
time student to
complete hours in
student’s program
of study, or (b)
total number of
weeks of
instructional time
for a full-time
student to
complete hours in
academic year for
student's program
of study.

November 2003 (2004-2005) COD Technical Reference Page III-3-18

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
21 22 2 A Weeks of Total number of Leave BLANK for Used in award amount
9 0 Inst. Time in weeks of Payment validation.
Program's instructional time Methodology 1.
Definition of in the school’s Required for If invalid or BLANK,
Academic definition of a full Payment correct to (in order
Year academic year for Methodologies 2, shown):
this student’s 3, 4, or 5. --Weeks of instructional
program of study. time in program’s
Range for definition of academic
Payment year previously accepted
Methodologies 2, for student, if any;
3, 4, or 5: --Weeks of instructional
30-78 time in program’s
definition of academic
year on file for Attended
campus, if any;
--Weeks of instructional
time in program’s
definition of academic
year on file for
Reporting campus, if
any;
--30 (Payment
Methodologies 2, 3, 4,
5)
--BLANK if supplied
and not needed for
Payment Methodology.

For Academic Year 04-

05 and forward, this
field is optional. If
populated, COD will
not edit on this field,
but will return the value
on the Origination
Acknowledgement.

November 2003 (2004-2005) COD Technical Reference Page III-3-19

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
22 22 4 A Credit/Clock Total number of BLANK for Used in award amount
1 4 Hrs in Award credit/clock hours Academic validation. See Pell
Year in all payment calendars 1, 2, 3, Grant Calculations
periods institution and 4. Appendix.
expects this
student to attend Ranges: If invalid, out of range,
and be paid for 0000-3120 if or greater than
during this Academic Credit/Clock hours in
Federal Pell Grant calendar = 5 the academic year for
Award year. 0000-0100 if this student’s program
Academic of study, then correct to
calendar = 6 (in order shown):
--Credit/Clock hours in
award year previously
accepted for student;
--Credit/Clock hours in
the academic year for
this student’s program
of study;
--BLANK if supplied
and not needed for
Payment Methodology.

For Academic Year 04-

05 and forward, this
field is optional. If
populated, COD will
not edit on this field,
but will return the value
on the Origination
Acknowledgement.

November 2003 (2004-2005) COD Technical Reference Page III-3-20

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
22 22 4 A Credit/Clock Total number of BLANK for Used in award amount
5 8 Hours in credit or clock Academic validation. See Pell
This hours in the calendars 1, 2, 3, Grant Calculations
Student’s institution’s or 4. Appendix.
Program of definition of a full
Study’s academic year for Ranges: If Invalid or BLANK,
Academic this student’s 0900-3120 if then correct to (in the
Year Program of Study. Academic order shown):
calendar = 5 --Credit/Clock hours in
0024-0100 if the academic year for
Academic this student’s program
calendar = 6 of study, if any;
--Credit/Clock hours in
the academic year on
file for Attended
campus, if any;
--Credit/Clock hours in
the academic year on
file for Reporting
campus, if any;
--0900 if Academic
calendar=5;
0024 if Academic
calendar=6;
--BLANK if supplied
and not needed for
Payment Methodology.
For Academic Year
04-05 and forward,
this field is optional.
If populated, COD
will not edit on this
field, but will return
the value on the
Origination
Acknowledgement.

22 23 3 A/ Institution This is an internal Institutional No editing by Pell

9 1 N Internal sequence number defined processor will be done
Sequence the institution can on this field
Number define.

November 2003 (2004-2005) COD Technical Reference Page III-3-21

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
23 24 9 A/ Student Social Security Valid Social
2 0 N Current SSN Number, as altered Security Number
by the student
through the 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 for this
transaction.
24 24 8 D Student’s The date of birth Format:
1 8 Date of Birth of the student for CCYYMMDD
this CPS Range: 19050101
transaction. to 19961231
24 26 16 A/ Student’s The last name of A – Z, 0 – 9,
9 4 N Last Name the student for this period,
CPS transaction. apostrophe,
hyphen or blank
26 27 12 A/ Student’s The first name of A – Z, 0 – 9 or
5 6 N First Name the student for this blank
CPS transaction.
27 27 1 A Student’s The middle initial A – Z or blank
7 7 Middle of the student for
Initial this CPS
transaction.
27 30 23 A Unused Reserved for Constant spaces
8 0 expansion
300 Total
Record
Length
NOTE: A change to an origination record is supplied in this same format. Changes apply to the
entire award period

November 2003 (2004-2005) COD Technical Reference Page III-3-22

Volume III – Pell Grant Phase-In Participant Technical Reference
 Origination Acknowledgement Record
Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
1 23 23 A/ Origination Unique number This field is Identifier
N ID used to identify an required. If Origination ID
origination. Format = matches on Pell
999999999XX200 Database, then Compare
599999900 all fields. If all the
Where: fields match, then the
SSN = 001010001 record is returned as a
to 999999999 duplicate otherwise it is
Name Code = XX a change. If the
Year Indicator = Origination ID does not
2005 match then the
Valid Attended Origination is new.
PELL- ID =
999999
Orig Sequence
Number = 00
24 32 9 N Original Student's SSN 001010001 to Identifier
SSN from original 999999999
FAFSA.
33 34 2 A Original Student's name Uppercase A to Z Identifier
Name Code code from original . (period)
FAFSA. ' (apostrophe)
- (dash)
Blank = no last
name
35 40 6 N Attended PELL-ID of Valid PELL-ID Identifier
Campus campus attended.
PELL-ID Change creates
new origination
record. Institution
must change
payment amounts
for student at
original attended
campus as
necessary.
41 45 5 A/ Unused Reserved for Constant spaces
N expansion.

November 2003 (2004-2005) COD Technical Reference Page III-3-23

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
46 58 13 A/ Origination This field can Institution defined No editing will be done
N Cross- contain any cross- on this field by Pell
Reference reference processor
information useful
to the institution
to identify student
records internally.
59 59 1 A Action Code Code to indicate Valid Codes =
action to be taken A = Accepted - all
fields accepted
C = Corrected -
one or more fields
corrected
D = Duplicate of
an accepted record
E = Rejected -
record was
rejected
60 60 1 A Unused Reserved for Constant spaces
expansion
61 67 7 N Accepted Must equal the Dollars and cents.
Award award amount Use leading zeros;
Amount for calculated by the do not include the
Entire institution to be $ sign or decimal
School Year disbursed to this point.
student for Range = 0000000
attendance for this to AWARD
entire Pell Grant AMOUNT
award year. MAXIMUM
68 75 8 N Accepted Date 1st Format =
Estimated disbursement to CCYYMMDD
Disbursemen student is Range = N days
t Date #1 estimated to be prior to
made. DISBURSEMENT
START DATE
(20040621) to
DISBURSEMENT
END DATE
(20100930)
76 83 8 N Accepted Date 2nd CCYYMMDD =
Estimated disbursement to Range = [see field
Disbursemen student is position 68 in this
t Date #2 estimated to be record]or BLANK
made.

November 2003 (2004-2005) COD Technical Reference Page III-3-24

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
84 91 8 N Accepted Date 3rd CCYYMMDD =
Estimated disbursement to Range = [see field
Disbursemen student is position 68 in this
t Date #3 estimated to be record]or BLANK
made.
92 99 8 N Accepted Date 4th CCYYMMDD =
Estimated disbursement to Range = [see field
Disbursemen student is position 68 in this
t Date #4 estimated to be record]or BLANK
made.
10 10 8 N Accepted Date 5th CCYYMMDD =
0 7 Estimated disbursement to Range = [see field
Disbursemen student is position 68 in this
t Date #5 estimated to be record]or BLANK
made.
10 11 8 N Accepted Date 6th CCYYMMDD =
8 5 Estimated disbursement to Range = [see field
Disbursemen student is position 68 in this
t Date #6 estimated to be record]or BLANK
made.
11 12 8 N Accepted Date 7th CCYYMMDD =
6 3 Estimated disbursement to Range = [see field
Disbursemen student is position 68 in this
t Date #7 estimated to be record]or BLANK
made.
12 13 8 N Accepted Date 8th CCYYMMDD =
4 1 Estimated disbursement to Range = [see field
Disbursemen student is position 68 in this
t Date #8 estimated to be record]or BLANK
made.
13 13 8 N Accepted Date 9th CCYYMMDD =
2 9 Estimated disbursement to Range = [see field
Disbursemen student is position 68 in this
t Date #9 estimated to be record]or BLANK
made.
14 14 8 N Accepted Date 10th CCYYMMDD =
0 7 Estimated disbursement to Range = [see field
Disbursemen student is position 68 in this
t Date #10 estimated to be record]or BLANK
made.
14 15 8 N Accepted Date 11th CCYYMMDD =
8 5 Estimated disbursement to Range = [see field
Disbursemen student is position 68 in this
t Date #11 estimated to be record]or BLANK
made.

November 2003 (2004-2005) COD Technical Reference Page III-3-25

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
15 16 8 N Accepted Date 12th CCYYMMDD =
6 3 Estimated disbursement to Range = [see field
Disbursemen student is position 68 in this
t Date #12 estimated to be record]or BLANK
made.
16 17 8 N Accepted Date 13th CCYYMMDD =
4 1 Estimated disbursement to Range = [see field
Disbursemen student is position 68 in this
t Date #13 estimated to be record]or BLANK
made.
17 17 8 N Accepted Date 14th CCYYMMDD =
2 9 Estimated disbursement to Range = [see field
Disbursemen student is position 68 in this
t Date #14 estimated to be record]or BLANK
made.
18 18 8 N Accepted Date 15th CCYYMMDD =
0 7 Estimated disbursement to Range = [see field
Disbursemen student is position 68 in this
t Date #15 estimated to be record]or BLANK
made.
18 19 8 D Accepted First date that the CCYYMMDD =
8 5 Enrollment student was Range =
Date enrolled in an 20040101 to
eligible program 20050630
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 2004-2005
funds, report the
actual start date of
the student's
classes for that
payment period.

November 2003 (2004-2005) COD Technical Reference Page III-3-26

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
19 19 1 A Accepted Flag to identify Value Tuition
6 6 Low Tuition tuition ranges Range
& Fees Flag when the annual 1=0
tuition is less than 2 = 1-216
or equal to 3 = 217-433
minimum defined 4 = 434-649
by low tuition and or BLANK = low
fees table. tuition does not
apply
19 19 1 A Accepted Status of V: Verified
7 7 Verification verification of W: Without
Status Flag applicant data by Documentation
the school. S: Selected, Not
Verified
Or Blank
19 19 1 A Accepted Code to indicate BLANK = Not
8 8 Incarcerated the student’s incarcerated
Federal Pell incarcerated status Y = Yes, the
Recipient for students student is
Code incarcerated in incarcerated in a
local penal local institution,
institutions, but but is otherwise
otherwise eligible eligible.
to receive Federal N = No, if student
Pell Grants. previously
reported as
incarcerated, but
is not or is no
longer
incarcerated
19 20 2 N Accepted CPS-assigned Must be numeric:
9 0 Transaction Transaction 01 to 99
Number number from
eligible SAR used
to calculate award
20 20 5 N Accepted Must equal the Range = 00000 to
1 5 Expected student's Expected EFC MAXIMUM
Family Family
Contribution Contribution from
(EFC) the ISIR or SAR.
May be the
primary or
secondary EFC
value.

November 2003 (2004-2005) COD Technical Reference Page III-3-27

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
20 20 1 A Accepted Code indicating O = Federal Pell
6 6 Secondary which EFC value Grant award
Expected is used to previously based
Family determine award on the secondary
Contribution amount EFC and reported
Used Code 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.

November 2003 (2004-2005) COD Technical Reference Page III-3-28

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
20 20 1 N Accepted Calendar which
This field is
7 7 Academic applies to this
required.
Calendar student's
1= Institution uses
educational
nonstandard
program.
academic terms,
and measures
academic progress
by credit hours
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

November 2003 (2004-2005) COD Technical Reference Page III-3-29

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
20 20 1 N Accepted Formula used to This field is
8 8 Payment calculate the required.
Methodology student's Federal Range: 1-5.
Pell Grant. See Pell Grant
Calculations
Appendix for
regulations
covering which
Academic
calendars may use
each specific
formula.
20 21 7 N Accepted Must equal COA Dollars and Cents.
9 5 Cost of calculated by the Use Leading
Attendance institution Zeros; do not
following the include the $ sign
Federal Pell Grant or decimal point
Payment Range: 0000000-
regulations. 9999999
21 21 1 A Accepted The student’s BLANK=Payment
6 6 Enrollment enrollment status Methodology 4.
Status at the time the
student’s records Range for all other
is created or Payment
updated. Changes Methodologies is
to this field apply 1-5.
to the entire award 1=Full-time
year. 2=3/4-time
3=1/2-time
4=Less than ½-
time
5=Enrollment
status changed
from one payment
period to another,
OR student
attends more than
the number of
terms in a full
academic year.

November 2003 (2004-2005) COD Technical Reference Page III-3-30

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
21 21 2 A Accepted Total number of BLANK=Payment
7 8 Weeks of weeks of Methodology 1.
Instructional instructional time
Time Used provided by this Range for
to Calculate student’s program Payment
Payment of study during a Methodology 2 is
full academic year. 00-29.
PM2=Total
number of weeks Range for
of instructional Payment
time in academic Methodologies 3,
year for student’s 4, and 5 is 00-78.
program of study
(fall through
spring terms).
PM5 (academic
calendars 1, 2, 3,
or 4) or
PM3=Total
number of weeks
of instructional
time in all terms
in academic year
for student’s
program of study
PM5 (academic
calendar 6) and
PM4 =The lesser
of either (a) total
number of weeks
of instructional
time for a full-
time student to
complete hours in
student’s program
of study, or (b)
total number of
weeks of
instructional time
for a full-time
student to
complete hours in
academic year for
student's program
of study.

November 2003 (2004-2005) COD Technical Reference Page III-3-31

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
21 22 2 A/ Accepted Total number of BLANK=Payment
9 0 N Weeks of weeks of Methodology 1.
Inst. Time in instructional time
Program's in the school’s Range for
Definition of definition of a full Payment
Academic academic year for Methodologies 2,
Year this student’s 3, 4, or 5 is 30-78.
program of study.
22 22 4 A Accepted Total number of BLANK for
1 4 Cr/Clock credit/clock hours Academic
Hours in in all payment calendars 1, 2, 3
Award Year periods the and 4.
institution expects
this student to Ranges:
attend, and to be 0000-3120 if
paid from this Academic
Federal Pell Grant calendar = 5
Award year. 0000-0100 if
Academic
calendar = 6
22 22 4 A Accepted Number of credit BLANK for
5 8 Cr/Clock or clock hours in Academic
Hours in this school’s calendars 1, 2, 3
This definition or a full and 4.
Student’s academic year for
Program of this student’s Ranges:
Study’s program of study. 0900-3120 if
Academic Academic
Year calendar = 5
0024-0100 if
Academic
calendar = 6
22 23 3 A/ Institution This is an internal Institutional No editing will be done
9 1 N Internal sequence number defined on this field by Pell.
Sequence the institution can
Number define.
23 25 19 A Unused Reserved for Constant spaces
2 0 expansion
25 25 5 N Scheduled Scheduled amount Range =
1 5 Federal Pell for a full time 00000 to AWARD
Grant student. AMOUNT
MAXIMUM

November 2003 (2004-2005) COD Technical Reference Page III-3-32

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
25 25 2 N Previously Transaction 01 to 99
6 7 Accepted number that was or BLANK if
Transaction previously Origination not
Number accepted and rejected.
currently stored by
the Pell Processor
for this student.
This field will
only be populated
for rejected
originations.
25 26 5 N Previously EFC that was Range = 00000 to
8 2 Accepted previously EFC MAXIMUM.
EFC accepted and or BLANK if
currently stored by Origination not
the Pell Processor rejected.
for this student.
This field will
only be populated
for rejected
originations.
26 26 1 A Previously Secondary EFC O = Federal Pell
3 3 Accepted Code that was Grant award
Secondary previously previously based
EFC Code accepted and on the secondary
currently stored by EFC and reported
the Pell Processor to the Federal Pell
for this student. Grant program;
This field will student’s award
only be populated now based on the
for rejected original EFC.
originations. 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.

November 2003 (2004-2005) COD Technical Reference Page III-3-33

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
26 27 7 N Previously COA previously Dollars and cents.
4 0 Accepted accepted and Use leading zeros;
Cost of currently stored by do not include the
Attendance the Pell Processor $ sign or decimal
for this student. point.
This field will Range = 0000000
only be populated to 9999999
for rejected
originations.
27 34 75 N Origination List of up to Twenty-five
1 5 Warning/Rej twenty-five 3-digit edit/reject codes of
ect Reasons reject/warning = 000 to 999
codes which Position 271-273:
occurred during 1st code
processing of this Position 274-276:
origination record. 2nd code
Only edit codes hit Position 277-279:
will display in the 3rd code...
field. Otherwise, Position 343-345:
this space will be 25th code
zero filled.
34 35 10 N ED Use Flags that are set Format =
6 5 Flags to inform 0000000000 to
institutions of 1111111111
modifications that Values = 0 –
have been made to indicates not set
their database and 1 = indicates flag
require immediate is set.
action to rectify Where:
Each digit
signifies a
different situation
1st -Shared SAR
ID
2nd -Verification
W Status
3rd - Concurrent
Enrollment
4th - POP
5th through 10th -
Reserved for
future use

November 2003 (2004-2005) COD Technical Reference Page III-3-34

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
35 36 7 N Negative Amount that Dollars and cents. This value is processed
6 2 Pending indicates the Use leading zeros; using dollars and cents,
Amount negative do not include the regardless of a school’s
disbursement $ sign or decimal choice to process Pell
amount required. point. Grant awards with or
Range: 0000000- without cents.
9999999
36 36 5 N Secondary Indicates the Range:
3 7 Expected secondary EFC 00000-99999
Family calculated by CPS, or BLANK = No
Contribution if any, for this Secondary EFC
transaction. calculated by CPS
36 37 9 A/ Student Social Security Valid Social
8 6 N Current SSN Number, as altered Security number
by the student
through the 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 of
SSN for this
transaction.
37 38 8 D Student’s The date of birth Format:
7 4 Date of Birth of the student for CCYYMMDD
this CPS Range: 19050101
transaction. to 20061231
38 40 16 A/ Student’s The last name of A – Z, 0 – 9,
5 0 N Last Name the student for this period,
CPS transaction. apostrophe,
hyphen or blank
40 41 12 A/ Student’s The first name of A – Z, 0 – 9 or
1 2 N First Name the student for this blank
CPS transaction.

November 2003 (2004-2005) COD Technical Reference Page III-3-35

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
41 41 1 A Student’s The middle initial A – Z or blank
3 3 Middle of the student for
Initial this CPS
transaction.
41 45 37 A Unused Reserved for Constant spaces
4 0 expansion
450 Total
Record
Length

November 2003 (2004-2005) COD Technical Reference Page III-3-36

Volume III – Pell Grant Phase-In Participant Technical Reference
Disbursement Record
Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
1 2 23 A Originatio Unique number This field is
3 / n ID used to identify required.
N the origination Format =
which the 999999999XX2
disbursement is 00599999900
to be applied
against. Where:
SSN =
001010001 to
999999999
Name Code =
XX
Year Indicator =
2005
Valid Attended
PELL-ID =
999999
Orig Sequence
Number = 00
2 3 13 A Disbursem This field can Institution
4 6 / ent Cross- contain any defined
N Reference cross-reference
information
useful to the
institution to
identify student
records
internally.
37 37 1 A Action Code Action code Will always be No editing
blank
38 39 2 N Disbursemen Unique number of This field is Identifier 66-99 is
t Number the disbursement required. Reserved for Pell system
01-65. The Pell Must be numeric: generated
Processor will 01 to 65 disbursements. If
send disbursement number is equal to
number 66 to 99 previously accepted
for system number associated with
generated Origination ID, then
disbursement. reject record as
duplicate.

November 2003 (2004-2005) COD Technical Reference Page III-3-37

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
40 40 1 A Sign Indicates whether This field is If first accepted
Indicator the Reported required. disbursement, then must
Disbursement P = positive equal “P”.
Amount is an N = negative
increase or a
decrease to the
total amount that
has been disbursed
to the student for
the award year.
41 47 7 N Disbursemen Amount of This field is
t Amount disbursement for required.
student Dollars and cents.
Use leading zeros;
do not include the
$ sign or decimal
point.
Range = 0000000
to AWARD
AMOUNT MAX
48 55 8 D Disbursemen Date this This field is Process Date must be
t Date disbursement was required. within N days prior to
or will be made to CCYYMMDD = disbursement date.
the student. Range = If date plus 30 days >
20040621 to system date, then send
20100930 30 day warning
message.
N may be different for
Just In Time and
Advance Funding
Institutions.

November 2003 (2004-2005) COD Technical Reference Page III-3-38

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
56 63 8 D Payment Beginning date of CCYYMMDD = If institution is
Period Start the Payment Range = ineligible and Payment
Date Period 20040101 to Period Start date is
20050630 invalid or not in range,
Or Spaces then reject the record.
If Payment Period Start
date does not fall within
the institution’s period
of eligibility the record
will be rejected. If the
institution is eligible
and Payment Period
Start date is invalid or
not in range, then the
date will be set to
spaces.
64 10 37 A/ Unused Reserved for Constant spaces
0 N future expansion
100 Total
Record
Length
An adjustment to a disbursement record is supplied in this same format.

November 2003 (2004-2005) COD Technical Reference Page III-3-39

Volume III – Pell Grant Phase-In Participant Technical Reference
Disbursement Acknowledgement Record
Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
1 23 23 A/ Origination Unique number Format =
N ID used to identify an 999999999XX200
origination. 599999900
Where:
SSN = 001010001
to 999999999
Name Code = XX
Year Indicator =
2005
Valid Attended
PELL ID =
999999
Orig Sequence
Number = 00
24 36 13 A/ Disbursemen This field can Institution defined
N t contain any cross-
Cross- reference
Reference information useful
to the institution
to identify student
records internally.
37 37 1 A Action Code to indicate Valid Codes:
Code/Status processing status A = Accepted
of disbursement disbursement
amount
C = Corrected
disbursement
amount
D = Duplicate
disbursement
reference number
of an accepted
record at the Pell
Processor
E = Rejected -
record was
rejected

November 2003 (2004-2005) COD Technical Reference Page III-3-40

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
38 39 2 N Disbursemen Unique number of Must be numeric: Identifier
t Number the disbursement 01 to 99 66-99 are Reserved for
01-99. Pell system generated
disbursement.
The Pell Processor
will send
disbursement
number 66 to 99
for system
generated
disbursement.
40 40 1 A Accepted Indicates whether P = positive
Sign the Reported N = negative
Indicator Disbursement
Amount is an
increase or a
decrease to the
total amount that
has been disbursed
to the student for
the award year.
41 47 7 N Accepted Amount of Dollars and cents. If the disbursement
Disbursemen disbursement for Use leading zeros; amount is invalid on the
t Amount student. If an do not include the input record it will be
adjustment, this $ sign or decimal returned as all zeros on
value is a point. the rejected record.
replacement Range = 0000000
amount. to AWARD
AMOUNT MAX
48 55 8 N Disbursemen Date this CCYYMMDD =
t Date disbursement was Range =
or will be made to 20040621 to
the student. 20100930

November 2003 (2004-2005) COD Technical Reference Page III-3-41

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
56 63 8 D Payment Beginning date of CCYYMMDD = If institution is
Period Start the Payment Range = ineligible and Payment
Date Period 20040101 to Period Start date is
20050630 invalid or not in range,
Or Spaces then reject the record.
If Payment Period Start
date does not fall within
the institution’s period
of eligibility the record
will be rejected. If the
institution is eligible
and Payment Period
Start date is invalid or
not in range, then the
date will be set to
spaces.
64 10 37 A Unused Reserved for Constant spaces
0 future expansion
10 10 7 N YTD Total amount that Dollars and cents. If the record is rejected
1 7 Disbursed has been disbursed Use leading zeros; this amount will be 0.
Amount to the student for do not include the
the award year $ sign or decimal
point.
Range = 0000000
to AWARD
AMOUNT MAX
10 18 75 N Edit/Comme Three digit Twenty-five
8 2 nt Codes comment codes edit/reject codes
indicating the of: 000 to 999
results of Federal Position XXX-
Pell Grant XXX: 1st code
processing. Position XXX-
Maximum of 25 XXX: 2nd code
comments will Position YYY-
appear in a single YYY: 25th code
acknowledgement
record. If less
than 25
comments, zero
filled.

November 2003 (2004-2005) COD Technical Reference Page III-3-42

Volume III – Pell Grant Phase-In Participant Technical Reference
 Field L T Field Description Valid Values Processing
Position engt y Name Notes/Edits
s h p
(# of e
First Byt
Last es)
18 19 10 N ED Use Flags that are set Format =
3 2 Flags to inform 0000000000 to
institutions of 1111111111
modifications that Values:
have been made to 0 = indicates not
their database and set
require immediate 1 = indicates flag
action to rectify is set.
Where:
Each digit
signifies a
different situation
1st -Shared SAR
ID
2nd -Verification
W Status
3rd - Concurrent
Enrollment
4th - POP
5th through 10th -
Reserved for
future use
19 20 8 A/ Unused Reserved for Constant spaces
3 0 N future expansion
200 Total
Record
Length

If record has been rejected, Action Code = E, reported data is returned on the record.

Please refer to Volume VIII, Section 8 – COD Reports for Report record layouts.

November 2003 (2004-2005) COD Technical Reference Page III-3-43

Volume III – Pell Grant Phase-In Participant Technical Reference