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Volume II, Section 4 – COD

Full Participant Edits

Full Participant Edits


No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
001 R Document Info Invalid Destination Mailbox The Entity ID is invalid or Pell/DL Resubmit data using N/A
ID not assigned to send Pell and the appropriate
Direct Loan data from that Destination Mailbox
Destination Mailbox. ID.
002 R Award Reporting Entity ID is Not Reporting School Entity ID Pell Resubmit using Pell - 221
Eligible To Report is not eligible to report. appropriate reporting
school entity ID.

003 R Document Info Duplicate Document ID Document ID has been Pell/DL Review document to Pell - 203
previously submitted. determine if duplicate. DLB - 01
If not, resubmit with
unique Document ID
number.
004 R Document Info Entity ID (Source) Not The Entity ID submitted Pell/DL Verify your Source Pell - 212
Found On Participant File does not match any existing Entity ID. For further DLB - 02
Entity ID on file at COD. clarification, if needed,
call your Customer
Service Representative.

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 1


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
005 R Document Info Full Participant Schools A Source Entity that is a Full Pell/DL Resubmit data using DLB - 04
cannot submit Legacy Participant for this program the appropriate XML Pell - 233
Records for this program and award year has Common Record or
and award year submitted a legacy record contact COD Customer
Service to change
school's full participant
status for that program
and award year. See
COD Technical
Reference and
Common Record
Schema for more
information.

006 R Document Info Document Create Date The date indicated in the Pell/DL Correct Document Pell - 227
Greater Than Current DateTime stamp in the (Batch) ID Create Date DLB - 04
System Date Document ID is greater than Time and resubmit.
the current system date at
COD.
007 R Document Info No Detail Records In The Document (Batch) Pell/DL Resubmit Document Pell - 232
Document contained no detail records, (Batch) with detail DLB - 04
and cannot be processed. records.
008 W Entity Reported Number of The Reported Total Number Pell/DL No action required. Pell - 218
Students Does Not Equal of Students reported in the
Detail Count Document Information
Block does not equal the
total number of Students in
the Document (Batch).

010 R Document Info Phase-In Schools cannot A Source Entity that is a not Pell/DL Contact COD N/A
submit Common Record a Full Participant has Customer Service to
Documents submitted a Common change school's status
Record to Full Participant.

NOTE: Applicable for NOTE: All schools


award 2002-2003 only. are required to be Full
Participant by award
year 2005-2006.

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

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 2


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

013 R Person Citizenship Status Indicator PLUS Borrower's DL-PLUS If this data is correct, DLO - 05
for PLUS Borrower is not Citizenship Status Indicator the PLUS borrower is
eligible is not “1” for U.S. citizen or not eligible for a PLUS
“2” for eligible non-citizen loan.
(PLUS only)
If this data is incorrect,
update and resubmit.
014 R Person Citizenship Status Indicator Student's Citizenship Status DL-PLUS If this data is correct, DLO - 38
for PLUS Student is not Indicator is not “1” for U.S. the student is not (Student edit for
eligible citizen or “2” for eligible eligible for a loan. If PLUS only)
non-citizen this data is incorrect,
(PLUS only) update and resubmit.
015 W Person Corrected Value Same as The corrected value Pell/DL No action required. N/A
Original Value. submitted in the COD
Common Record matches
the value currently on file.

016 R Person PLUS Borrower and Student The PLUS borrower has the DL-PLUS Verify the SSN of the DLO - 36
Cannot be the Same Person same SSN as the student parent borrower and the DLO - 83
associated with this PLUS student. Update
loan. records appropriately
(PLUS Only) and resubmit.
017 R Person PLUS Endorser and Student The PLUS endorser has the DL-PLUS Verify the SSN of the DLO - 84
Cannot be the Same Person same SSN as the student endorser and the
associated with this PLUS student. Update
loan. (PLUS Only) records appropriately
and resubmit.
020 R Person First and Last Name Blank First Name and Last Name Pell/DL Submit first name, last Pell - 334
are both blank. name or both. Pell - 335

DLO - 6
(Borrower)
DLO - 40
(Student)
021 R Person Address is Incomplete Complete address is defined Pell/DL If rejected, update and DLO – 02
as: resubmit address (Borrower’s
-If Foreign Indicator = information. Address is
False, at least one Incomplete)
occurrence of each of the DLO – 20
following must be present: (Invalid State
-AddressLine Code)

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 3


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
-AddressCity DLO – 57
-AddressState (Borrower’s
ProvinceCode Permanent Zip
-AddressPostalCode Code should not
be blank)
-If Foreign Indicator =
True, at least one
occurrence of each of the Pell – 397
following must be present: (Address is
-AddressLine Incomplete)
-AddressCity
-AddressCountryCode

For Pell and Direct Loan


(Subsidized and
Unsubsidized):
The student’s address is
incomplete on the incoming
record, on CPS and the COD
database.

For Direct Loan PLUS:


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

If the school has chosen to


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

(Pell only)

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

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 4


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
025 R Award Info Duplicate Match on CPS The Student Identifier -- Pell/DL Go to the COD website Pell - 338
SSN, Date of Birth, first two and review the CPS
characters of Last Name, matches for this
and CPS Transaction student. Select the
Number combination correct transaction.
reported in the COD
Common Record has two or
more matches on CPS.

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

(Pell only)

NOTE: Not applicable for


2005-2006 and forward.
027 C/R Award Info Incorrect Payment If ANY of the following are Pell Review the field for the Pell - 315
Methodology/Correction true: correct value and
Applied AC - Academic Calendar resubmit.
PM - Payment Methodology
<> - Not equal to

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

If the school has chosen to


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

(Pell only)

NOTE: Not applicable for


award year 2004-2005 and
forward

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 5


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
028 C/R Award Info Incorrect Academic If the Academic Calendar is Pell Review the field for the Pell - 314
Calendar/Correction Applied not equal to 1, 2, 3, 4, 5, or appropriate value and
6: re-submit.

If the school has chosen to Ensure that the value is


have COD correct its records either Blank if Award
and if Academic Calendar Type is not equal to
invalid or BLANK, correct Pell or correct type to:
in the following order:
(1) if you measure
1) If Academic Calendar academic progress in
invalid or BLANK, then set Credit Hours – non-
accepted value to previous standard terms;
value on database (for (2) if you measure
change records) or academic progress in
2) If AttendedEntity ID Credit Hours –
default Academic Calendar standard terms of
populated, then set accepted quarters;
value to default. (3) if you measure
3) ELSE If Reporting Entity academic progress in
ID default Academic Credit Hours –
Calendar populated, then set standard terms of
accepted value to default. semesters;
4) ELSE If Payment (4) if you measure
Methodology = 4, then set academic progress in
accepted value to "5". Credit Hours –
5) ELSE set accepted value standard terms of
to "3". trimesters;
(5) if you measure
If the school does not accept academic progress in
corrections, reject the record. Clock hours;
(6) if you measure
(Pell only) academic progress in
Credit Hours without
NOTE: Not applicable for terms
award year 2004-2005 and
forward

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 6


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
029 C/R Award Info Invalid Weeks of If the accepted 'Payment Pell Verify that the Payment Pell - 319
Instructional Time in Methodology' is "1" and the Methodology and
Program’s Definition of reported Weeks of Academic Calendar are
Academic Year/Correction Instructional Time Used to correct.
Applied Calculate Payment is not
BLANK, for schools Correct the Payment
accepting corrections, COD Methodology,
will set the value to Academic Calendar
BLANK. and/or Weeks of
Instructional Time and
If the accepted Payment resubmit.
Methodology is "2" and the
reported Weeks of
Instructional Time Used to
Calculate Payment is not
"00" - "29", for schools
accepting corrections, COD
will set value to "29".

If the accepted Payment


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

If these conditions are met


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

(Pell only)

NOTE: Not applicable for


award year 2004-2005 and
forward

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 7


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
030 C/R Award Info Invalid Weeks of If the accepted 'Payment Pell Verify that the Payment Pell- 320
Instructional Time used to Methodology' is "1" and the Methodology and
Calculate Payment reported Weeks of Academic Calendar are
Instructional Time Used to correct.
Calculate Payment is not
BLANK, for schools Correct the Payment
accepting corrections, COD Methodology,
will set the value to Academic Calendar
BLANK. and/or Weeks of
Instructional Time and
If the accepted Payment resubmit.
Methodology is "2" and the
reported Weeks of
Instructional Time Used to
Calculate Payment is not
"00" - "29", for schools
accepting corrections, COD
will set value to "29".

If the accepted Payment


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

If these conditions are met


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

(Pell only)

NOTE: Not applicable for


award year 2004-2005 and
forward

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 8


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
031 C/R Award Info Invalid Credit or Clock If the accepted value for Pell Verify that the Payment Pell - 321
Hours in Program’s Academic Calendar is "1", Methodology and
Definition of Academic Year "2", "3" or "4" and the Academic Calendar are
Credit or Clock Hours in correct and our
Program's Definition of assumption is correct.
Academic Year is not If this is correct, no
BLANK, for schools further action is
accepting corrections, COD necessary. If it is not
will set the value to correct, update the
BLANK. Payment Methodology
and Academic Calendar
If accepted value for and Cr/Clock Hours
Academic Calendar is "5" and resubmit.
and the Credit/Clock Hours
in Program's Definition of
Academic Year is less than
"900" or greater than
"3120", for schools
accepting corrections, COD
will set the value to "900".

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

If these conditions are met


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

(Pell only)

NOTE: Not applicable for


award year 2004-2005 and
forward

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 9


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
032 C/R Award Info Invalid Credit or Clock If the accepted value for Pell Verify that the Payment Pell - 322
Hours in all Payment Academic Calendar is "1", Methodology and
Periods Expected to "2", "3" or "4" and the Academic Calendar are
Complete this School Year Credit or Clock Hours in all correct. If it is not
Payment Periods Expected correct, update the
to Complete this School Payment Methodology
Year is not BLANK, for and Academic Calendar
schools accepting and/or Credit/Clock
corrections, COD will set the Hours and resubmit.
value to BLANK.

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

If these conditions are met


and the school is not
accepting corrections, reject
the record

(Pell only)

NOTE: Not applicable for


award year 2004-2005 and
forward

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 10


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
033 R Award Duplicate Award ID This Award ID is a duplicate Pell/DL Create a new Award ID DLO - 16
and is already established for this borrower. Pell - 301
under a different student
identifier.

This Award ID already exists


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

The COD Award Identifiers


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

(Pell Legacy and Direct


Loan only)

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

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

(Direct Loan Only)


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

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

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 11


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
039 C/R Award Incorrect Award Amount Award amount exceeds the Pell/DL Review the maximum PELL - 305
maximum annual limit. annual limit for this DLO - 26
For DL Sub - award. If appropriate, DLD - 24
Grade Level = 0 or 1 Max = update this field and
2625 resubmit.
Grade Level = 2 Max =
3500
Grade Level = 3, 4, 5 Max =
5500
Grade Level >=6 Max =
8500

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

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

PLUS - 0 - 99999.99

Pell - refer to the Student


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

(Pell only)

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 12


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
041 R Award Changed Award Amount Is Award amount reported is DL Review Award Amount DLO - 82
Less Than Total less than the sum of the and funded
Disbursements accepted funded disbursements. Update
disbursements. and resubmit.

(This edit is only executed if If you are attempting to


Disbursement Release decrease the loan, you
Indicator(Payment Trigger) must make adjustments
equals True) to the disbursements
that have already been
processed.

042 R Award New Award Type Submitted For an initial submission for Pell/DL Enter an Award Pell - 339
with a Zero Award Amount this award type, the award Amount and resubmit. DLO - 33
amount is not greater than
zero.
043 R Award New Award Amount or For Pell: Pell/DL To disburse after the Pell - 399
Award Increase Received deadline of the award DLO - B4
After End Of Processing A new award or increase to a year, your school must
Year and Institution Has Not previously originated award seek Extended
Been Granted Extended was submitted after the Processing for Pell
Processing (Pell and DL) processing deadline for the and/or Direct Loan.
award year and the school
has not been granted Contact your Customer
Extended Processing. Service Representative
if your school has been
If ALL of the following are granted Extended
true: Processing or if you
want to apply for this
-- The Received Date is extension.
greater than the Latest
Accepted Date for the Award
Year (the Award Year
Processing Cycle End Date)
-- The school has not been
granted Extended Processing
or an audit adjustment.
-- An Award for this student
identifier is currently not in
COD or the Award amount
is an increase to the amount
in COD.

For Direct Loan:

A new or an increased award


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

If ALL of the following are


true:

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 13


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
-- The Received Date is
greater than the Latest
Accepted Date for the Award
Year (the Award Year
Processing Cycle End Date)
-- The school has not been
granted Extended Processing
or an audit adjustment.
-- An Award for this student
identifier is currently not in
COD or the Award amount
is an increase to the amount
in COD.

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

If grade level is correct


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

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 14


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
045 R Award Incorrect Award Dates Difference between DL Review the record and DLO - 30
Financial Award Begin Date ensure the Award Begin DLO- 31
and Financial Award End and End Dates are DLO - 92
Date is greater than 12 accurate. If incorrect,
months. update and resubmit.
OR
Financial Award Begin Date
is after the Financial Award
End Date
OR
Financial Award Begin Date
and Financial Award End
Date is not equal to or
within the student's
academic year dates.

(Direct Loan only)

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

(Direct Loan only)

047 R Award Academic Year Dates Academic Year Start and DL Academic Year Begin DLO - A6
Already Linked to MPN or End Date cannot be changed (Start) Date cannot be
PLUS MPN because more than one changed on this loan
Direct Loan is already since it is linked to an
linked to an MPN or a MPN or a PLUS MPN
PLUS MPN based on based on the existing
specific academic year dates. Academic Year Begin
(Start) and End Dates.

(Direct Loan - MPN Single If the academic year


Year Feature only) dates are incorrect, you
must obtain a new
promissory note and
process a new loan with
the correct academic
year dates.

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 15


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
048 R Disbursement School Is Ineligible If any of the following are Pell/DL Review your Attend Pell - 424
true: School Entity Identifier DLO - 44
to ensure it is correct DLD - 02
and that you are
School is not eligible to eligible to participate in
participate in the Title IV the program for which
programs OR you are submitting
School is requesting Pell records and/or
Grant funds and was not requesting funds. If
eligible to participate in the incorrect, update and
Pell Grant program at time resubmit.
the disbursement was made
OR
School is requesting Direct
Loan funds and was not
eligible to participate in the
Direct Loan program at the
time the funds were
requested OR
School was not open at the
time the funds were
requested OR
School was undergoing an
ownership change at the time
the funds were requested.
049 R Disbursement Disbursement Date Is More Adjusted Disbursement Date DL Review your adjusted DLD - 22
Than 120 Days After the is not within 120 days of disbursement date in
Original Disbursement Date original Disbursement Date. conjunction with your
(Direct Loan Only) original disbursement
date. If incorrect,
update and resubmit.

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

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 16


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
051 R Disbursement Disbursement Date With Disbursement Release Pell/DL Review your Pell - 408
Payment Trigger Set to Yes Indicator (Payment Trigger) Disbursement Release DLD - S
Outside of Allowable is True and Disbursement Indicator (Payment
Window Date is outside of allowable Trigger) Flag and
window. submit a release based
on the disbursement
Pell Allowable Window: date and your school’s
Funds First (Advanced Pay) allowable disbursement
= 30 calendar days window.
Records First (Just in Time)
= 7 calendar days
Reimbursement = 0 calendar
days
Heightened Cash
Monitoring1 = 7 calendar
days
Heightened Cash
Monitoring2 = 0 calendar
days

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

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 17


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
052 R Disbursement First Disbursement Date This edit applies to DL Review the DLO - A2
Must Be the Earliest disbursements with disbursement dates of DLD - 44
Disbursement Release the rejected record and DLD - 51
Indicator equal to True or first disbursement
False: (disbursement with the
First Disbursement
a. If Disbursement Release Indicator [FDI] flag set
Indicator equals False, to true)
Subsequent Disbursement
Date is before the If the date of the
Disbursement Date of the disbursement submitted
first disbursement is earlier than the date
(disbursement with the First of the first
Disbursement Indicator disbursement, and that
[FDI] flag set to true). date is incorrect, update
and resubmit.
b. If Disbursement Release
Indicator equals True, If the date is earlier
subsequent disbursement than the date of the first
date is on or before the disbursement and that
Disbursement Date of the date is correct, then the
first FUNDED disbursement First Disbursement
(Disbursement Number 01 Indicator flag must be
or the Disbursement with the set to true. This
First Disbursement Flag). indicates this specific
NOTE: If Disbursement disbursement is the
Release Indicator equals initial disbursement
True, the disbursement date (chronologically) even
should not be compared to though it is a
the disbursement date of subsequent
"unfunded" disbursements. disbursement number
to “Disbursement
(Direct Loan Only) Number 01”
053 R Disbursement Disbursement Date Cannot The Disbursement Date is Pell/DL Resubmit disbursement DLO - 11
Be Blank not populated. with a disbursement DLD - V
date. Pell - 408

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

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 18


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
055 W Disbursement Disbursement Information Disbursement Information Pell/DL No action required. N/A
Received 30 Days or more (DRI = true and
after Date of Disbursement Disbursement Sequence Please refer to The
Number = 01) was received Code of Federal
and processed by COD more Regulation 690.81 for
than 30 days later than the more information.
Disbursement Date reported
on the record.
056 C/R Disbursement Sequence Number Not In Disbursement Sequence Pell/DL Review disbursement DLD - 16
Sequential Order numbers associated with a transactions and
specific Disbursement disbursement sequence
Number must be processed numbers for this
in incremental, sequential disbursement and
order. (i.e. 01, 02, 03,..) resubmit all
transactions not yet
School reported a accepted by COD in
disbursement sequence the proper order.
number other than ‘01’ on a
disbursement that is not yet
accepted.

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

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


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

(Direct Loan only)

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

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 19


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
059 W Disbursement Duplicate Adjustment The Disbursement Number, Pell/DL No action required. N/A
Information on File Disbursement Amount(s)
Disbursement Date, and Review the field you
Disbursement Release are attempting to
Indicator (Payment Trigger) change and resubmit
equal to True are already on
file with COD for this
Disbursement Adjustment.

060 R Disbursement Insufficient Number of Disbursement Amount DL Since your school does DLO - 10
Disbursements Based on equals the Total Net Loan not meet special
School Type Amount and the school does condition status, you
not meet special condition must disburse a loan in
status. two or more
disbursements and the
Special condition status disbursement amount
includes "Experimental Site (net disbursement)
Schools" or schools with a cannot equal the total
default rate < 5% in the most net loan amount.
recent fiscal year. All
students at “Experimental Update the
Site Schools” may receive a disbursement amount
single disbursement. For for this record and
other eligible schools, only resubmit.
students enrolled in study If you believe your
abroad programs may school does meet
receive a single special condition status,
disbursement. call your Customer
Only schools meeting special Service Representative.
condition status are allowed
to make one disbursement.
A minimum of two
disbursements is required for
all other schools.

(Direct Loan Only)


061 R Disbursement Only One Disbursement You can only make one Pell You must perform Pell - 420
Allowed for Students with a disbursement for a student verification on this
Verification Status of "W" with a Verification Status of student’s application
"W". data. Once verification
has been performed,
(Pell only) update the verification
status to “V” and
resubmit.

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

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 20


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
063 R Disbursement Incorrect Net Disbursement Disbursement Amount(s) is DL Verify your DLO - 27
Amount not equal to COD's disbursement DLD - 07
calculated amount.: calculations based on
the award type.
a. The Net Disbursement Resubmit if
Amount is calculated using appropriate.
the following steps (+ or -$1
tolerance):
Step 1: Calculate the
Combined Fee/Interest
Rebate Percentage by
subtracting the Interest
Rebate Percentage from the
Loan Fee Percentage
Step 2: Calculate the
Combined Fee/Interest
Rebate Amount by
multiplying the
Disbursement Gross Amount
by the Combined
Fee/Interest Rebate
Percentage (go out 3
decimal places) and
truncating the result
Step 3: Calculate the Net
Disbursement Amount by
subtracting the Combined
Fee/Interest Rebate Amount
from the Disbursement
Gross Amount
Step 4: Calculate the
Loan Fee Amount by
multiplying the Gross
Disbursement Amount by
the Loan Fee Percentage (go
out 3 decimal places) and
truncating the result
Step 5: Calculate the
Interest Rebate Amount by
subtracting the Loan Fee
Amount from the Gross
Disbursement Amount and
then subtracting the result
from the Net Disbursement
Amount
b. Payment Trigger set to
"Y" and Disbursement
Amount exceeds annual loan
limit across schools. See
common record for loan
limit criteria.

NOTE: + or - $1 tolerance
only applies if there is no
impact to Interest Rebate
Amount

(Direct Loan Only)

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 21


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
064 C/R Disbursement Disbursement Amount > ALL of the following are Pell Review disbursement Pell - 418
50% of award with a true: amount and verification
Verification Status of "W" status or assumption
The Verification Status is made. If incorrect,
‘W’ on the Award AND update and resubmit.
Disbursement Amount is
>50% of the Scheduled
Award Amount
If the school has chosen to
have COD correct its
records, COD will set the
Accepted Disbursement
Amount to the lesser of
either the Award Amount or
50% of the Schedule Award
Amount

(Pell only)

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

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

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

(Pell Only)

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 22


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
067 C/R Disbursement Incorrect Disbursement For Direct Loan: Sum of all Pell/DL Review the Pell - 406
Amount the Disbursement Gross disbursement amount Pell - 432
Amounts is greater than the for each disbursement
Award Amount. number and compare to DLO - 12
the award amount DLD - G
For Pell: (Loan Amount
The sum of the Approved). Update
disbursements exceeds the record where
Award Amount appropriate and
--OR-- resubmit.
The reported Disbursement
Amount exceeds 100% of
the student's Total Eligibility
Used and the student is
already in a POP situation
involving two or more
schools. Total Eligibility
Used calculation is in the
appendix

For Pell Legacy, this edit


should not be run on
disbursement amounts less
than zero.

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

Disbursement is not rejected


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

(Pell only)

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 23


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
069 W Disbursement Potential Concurrent Two or more Pell Pell Review guidance Pell - 410
Enrollment - Notice Sent disbursements for a student contained in separate
Separately have been received from two notice.
or more schools and ALL of
the following are true:

Other Pell awards exist for


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

(Pell only)

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

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 24


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
071 R Disbursement New Disbursement, For Pell: Pell/DL To disburse after the Pell - 417
Increase, or Disbursement deadline of the award DLD - 63
Release Indicator(Payment A new Disbursement, a year, your school must
Trigger) to "True" Received disbursement increase, or a seek Extended
After End Of Processing Disbursement Release Processing for Pell
Year and Institution Has Not Indicator (Payment Trigger) and/or Direct Loan.
Been Granted Extended set to "True" was submitted
Processing (Pell or DL). after the award year deadline Contact your CSR if
and the school has not been your school has been
granted Extended granted Extended
Processing. Processing or if you
want to apply for this
If ALL of the following are extension.
true:

The Received Date is greater


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

For Direct Loan:

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

If ALL of the following are


true:

The Received Date is greater


than the Latest Accepted Date
for the Award Year (Award
Year Processing Cycle End

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 25


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
Date)
AND
The school has not been
granted status of Extended
Processing (may include an
audit adjustment)
AND
An Award Type for this
student identifier is currently
not in COD or the
Disbursement Amount is an
increase to the amount in
COD

072 R Disbursement Incomplete Disbursement Sequence Number is "02" or DL Resubmit record with DLD - 36 (Gross
Amounts greater missing Gross all disbursement Disb Amt)
Disbursement Amount, OR amounts populated. DLD - 37 (Loan
Disbursement Fee Amount Fee Amt)
OR Interest Rebate Amount DLD - 38 (Disb
OR Disbursement Net Net Amt)
Amount. DLD - 52 (Interest
Rebate Amt)

(Direct Loan only)

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

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 26


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
074 R Disbursement Incorrect Adjustment to Disbursement Release Pell/DL No action required. N/A
Disbursement Release Indicator (Payment Trigger)
Indicator(Payment Trigger) adjusted to "False" after Disbursement Release
disbursement was funded. Indicator (Payment
Trigger) cannot be
changed to “False”
after disbursement
becomes an actual
disbursement. If you
are attempting to cancel
a disbursement, then
you must send an
adjustment to the
disbursement amount.

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

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

077 R Disbursement Incorrect Disbursement Disbursement Fee Amount DL Review Disbursement DLO - 18
Loan Fee Amount does not equal COD's Loan Fee Amount DLD - 9
calculated Loan Fee Amount calculation. Resubmit
(+ or - $1 tolerance). record with corrected
disbursement amounts
NOTE: + or - $1 tolerance
only applies if there is no
impact to Interest Rebate
Amount

(Direct Loan only)


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

(Direct Loan only)

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 27


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
079 R Disbursement Payment Period Start Date The school is ineligible and Pell Review the Payment Pell - 424
Not In Eligible Range the Payment Period Start Period Start Date
Date does not fall within the reported. If incorrect,
range of eligibility. update and resubmit. If
correct, you are not
For 2005-2006 award year, eligible to receive Pell
valid date rage is 2005-01- Grant funds for this
01 – 2006-06-30. student. No further
action required.
(Pell only)
080 R Disbursement No Accepted PLUS Credit The Disbursement Release DL-PLUS Resubmit DLD - J
Decision Status Indicator (Payment Trigger) Disbursement Release
is set to "True" and there is Indicator (Payment
no approved PLUS Credit Trigger) of True” after
Decision Status on file for an approved credit
this loan. decision is obtained for
this PLUS borrower.
An approved PLUS Credit
Decision Status must be
obtained for a PLUS
borrower prior to
disbursement.

(PLUS only)

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

(Direct Loan only)

083 R Disbursement CMO Rejected This Student CMO rejected this student Pell/DL Contact your Pell - 440
For Eligibility Issues for eligibility issues reimbursement analyst
for additional
(Reimbursement Schools information about
only) correcting this record.
084 R Disbursement CMO Rejected This Student CMO rejected this student Pell/DL Contact your Pell - 441
For Incorrect Calculation(s) for incorrect calculation(s) reimbursement analyst
for additional
(Reimbursement Schools information about
only) correcting this record.

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 28


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
085 R Disbursement CMO Rejected This Student CMO rejected this student Pell/DL Contact your Pell - 442
For Already Being Funded for already being funded reimbursement analyst
for additional
(Reimbursement Schools information about
only) correcting this record.
086 R Disbursement CMO Rejected This Student CMO rejected this student Pell/DL Contact your Pell - 443
For Improper Package for improper package reimbursement analyst
Submission submission for additional
information about
(Reimbursement Schools correcting this record.
only)
087 R Disbursement CMO Rejected This Student CMO rejected this student Pell/DL Contact your Pell - 444
For Incomplete Student for incomplete student reimbursement analyst
Processing processing for additional
information about
(Reimbursement Schools correcting this record.
only)
088 R Disbursement CMO Rejected This Student CMO rejected this student Pell/DL Contact your Pell - 445
For Missing Documentation for missing documentation reimbursement analyst
information for additional
information about
(Reimbursement Schools correcting this record.
only)
089 R Disbursement Invalid disbursement due to Invalid disbursement DL No further DLD - 60
pending bankruptcy transaction. The disbursements or
disbursement is received upward adjustments to
after the receipt of a pending existing disbursements
bankruptcy notification. can be made on this
loan.
(Direct Loan Only)
Downward adjustments
NOTE: No longer on this specific loan can
applicable. be accepted.
090 W Entity Reported Amount of The Total Reported Amount Pell/DL Compare the sum of Pell - 219
Disbursements does not of Disbursements in the individual
equal Amount of detail Entity Block does not equal disbursement amounts
records the amount (sum of to the Total Amount
disbursements) of detail Reported. Update if
records for the Program for appropriate and
the Award Year. resubmit.
092 R Award No further awards can be No further awards can be DL Award cannot be DLO-B3
accepted for this borrower, accepted for this borrower. accepted as the
person is deceased The Direct Loan Servicing borrower is deceased.
Center has notified COD Verify this award has
that this person is deceased. the correct last name,
SSN, and birth date.
093 R Disbursement Invalid disbursement Invalid disbursement Pell/DL Verify disbursement DLD - 59
Sequence Number Sequence Number. sequence number and
Disbursement sequence resubmit.
number must be 01-65

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 29


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
094 R Disbursement Invalid disbursement due to Invalid disbursement DL No further DLD - 62
a loan discharge notification transaction. The disbursements or
for an unauthorized disbursement is received upward adjustments to
signature/unauthorized after the receipt of a loan existing disbursements
payment discharge notification due to can be made on this
an unauthorized loan.
signature/unauthorized
payment. Downward adjustments
on this specific loan can
(Direct Loan Only) be accepted.
095 R Disbursement Invalid disbursement, person Invalid disbursement DL No further DLD - 61
is deceased transaction. The disbursements or
disbursement is received upward adjustments to
after the receipt of a loan existing disbursements
discharge notification due to can be made on this
death of the borrower. loan.

(Direct Loan Only) Downward adjustments


on this specific loan can
be accepted.
096 R Disbursement Total Disbursed amount The sum of all disbursement DL-PLUS Review the total DLD - 25
cannot be greater than the amounts for a PLUS loan disbursement amount
lesser of the cannot exceed the lesser of for this PLUS loan in
Award Amount or the Loan the Award Amount or the conjunction with the
Amount Requested Loan Amount Requested. Loan Amount
Requested.
(PLUS Only)
Update and resubmit
NOTE: Applicable for disbursement.
award year 2002-2003 only

097 R Disbursement Disbursement amount would A Pell Disbursement record Pell Review disbursement Pell - 432
have been corrected to zero triggered edit 067, Incorrect amount and resubmit
by COD calculations so the Disbursement Amount, and disbursement record.
record was rejected the school's Error Processing
Option has been set for COD
to correct Pell data;
however, based on COD
calculations, the
Disbursement Amount
would have been corrected
to $0.00. Therefore the
disbursement record is
rejected.
100 R Award Sender does not have Destination Mailbox Pell/DL Verify your School N/A
reporting permission for the Number ID (TG Number) Entity ID.
School identified in the does not have reporting
Reporting School Entity ID. permission for the School
identified in the Reporting
School Entity ID.
101 W Award The Reporting School Entity Reporting School is Pell/DL No Action Required. N/A
ID is listed as ineligible currently listed as ineligible
upon receipt of batch on file with PEPS/COD.

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 30


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
102 W Entity Reported Amount of Awards The Total Reported Award Pell/DL Compare the sum of the Pell - 219
does not equal Amount of Amount in the Entity Block individual Award
detail records does not equal the amount Amounts to the Total
(sum of Award Amount) of Reported Award
detail records for the Amount. Update
Program for the Award Year. appropriately and
resubmit.
105 R Document Info Only one document can be Either more than one set of Pell/DL Review submission and N/A
submitted per pair of SAIG Common Record root resubmit with only one
Transmission Batch Headers elements or other extraneous Common Record
and Trailers. data were submitted within a document between
set of SAIG Batch Headers SAIG Transmission
and Trailers Batch Headers and
Trailers.
107 R Award Phase-In Schools cannot An Attended School that is a Pell/DL Resubmit data using N/A
submit Common Record Phase-In Participant for this the appropriate Phase-
documents for this program program and award year has In record layout or
and award year. submitted a Common contact COD Customer
Record document containing Service to change
award information for this school's status to Full
program and award year. Participant. See COD
Technical Reference for
NOTE: Not applicable for more information.
award year 2005-2006 and
forward.

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

NOTE: Not applicable for


award year 2004-2005 and
forward
111 W Disbursement First Actual Disbursement If a school does not send DL Review school N/A
was submitted less than 5 disbursement data to COD procedures to ensure
days prior to the first at least 5 days before the that DL borrowers
disbursement date without first disbursement date and receive disclosure
an indication that the school does not indicate that it has statement prior to or on
printed/provided a printed/provided the disbursement date
disclosure statement disclosure statement, then
COD will print/provide the
disclosure statement to the
borrower and send a warning
to the school.

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 31


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
112 R Promissory The loan amount on the The loan amount on the DL- PLUS School must submit a DLPromNote - S
Note PLUS Promissory Note is PLUS promissory note is new PLUS Promissory
less than the sum of the less that the sum of the Note.
accepted disbursements for accepted actual
this PLUS award. disbursements for this
award.

NOTE: Applicable for


award year 2002-2003 only
113 R Disbursement Total Disbursed amount The sum of all disbursement DL-PLUS Review the total DLD - 25 (for 03-
cannot be greater than the amounts for a PLUS loan disbursement amount 04 forward)
lesser of the cannot exceed the lesser of for this PLUS loan in
Award Amount or the the Award Amount or the conjunction with the
Endorser Amount Endorser Amount. Endorser Amount.

(PLUS Only) Update and resubmit


disbursement.
NOTE: Applicable for
award year 2003-2004 and
forward only

114 R Disbursement Disbursement or A new disbursement or an Pell Update Verification Pell - 420
Disbursement Adjustment upward disbursement Status Code and
received after Verification adjustment was submitted resubmit disbursement.
Status W Deadline Date with Verification Status
equal to W after deadline for
Verification Status W for this
award.
115 W Disbursement Student referred to DCS, A new actual disbursement Pell Action may be Pell- 499
satisfactory arrangements is submitted for a student necessary. Contact the
must be established with who has been referred to student to validate the
DCS, prior to making DCS for a Pell overpayment; status of the Pell
further Pell disbursements to or an increase to an existing overpayment. If the
this student for this award disbursement is submitted student does not have
year. for a student who has been the satisfactory
referred to DCS for a Pell arrangements
overpayment. established at DCS, the
disbursement or
disbursement increase
cannot be made.
116 W Person SSN, Date of Birth and/or School submitted a change to Pell/ DL No action required. Pell - 398
Last Name have NOT been a student identifier and Record has processed,
updated in the COD system either of the following is but student identifier
true: has not been updated in
COD system
The award year submitted on
the change record is lower
than the highest award year
for the student

OR

For the same award year, if


the CPS transaction number
on the change record is either
lower than the highest
transaction number for that

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 32


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
award year and student, or is
equal to the highest
transaction number for that
award year and student and
the identifier data does match
with CPS.
117 R Award Disbursement information is Initial Direct Loan award is DL Review the sum of N/A
incomplete or rejected. submitted and ANY of the disbursement amounts.
Direct Loan award is not following is true: Confirm that sum of
accepted. Sum of disbursements disbursement amounts
(Disbursement Release are equal to award
Indicator = false and/or true) amount. Update and
does not equal award amount resubmit award.
OR
one or more of the
disbursements rejects
OR
School is not eligible for a
single disbursement and
submits a single
disbursement OR
School is eligible for a single
disbursement and submits a
single disbursement not
equal to the award amount

(Performed on new Direct


Loan awards only)

NOTE: Applicable for


award year 2004-2005 and
forward only
118 W Award The sum of anticipated The sum of the reported DL No action required. N/A
disbursements does not equal anticipated disbursements
the updated Direct Loan does not equal the updated
award amount. COD will Direct Loan Award Amount.
recalculate the anticipated Therefore, COD
disbursements. recalculated the anticipated
disbursements first reducing
the last anticipated
disbursement (largest
disbursement number) and
then reducing each of the
previous disbursements as
needed until the sum of the
anticipated disbursements
equals the new award
amount.

NOTE: Applicable for


award year 2004-2005 and
forward only
119 W Award COD has reduced the School submitted a change DL No action required. N/A
anticipated disbursements to a Direct Loan award
and made this loan inactive reducing the Award Amount
based upon your record to $0 and the sum of
reducing the Award Amount anticipated disbursements on
to $0. file is greater than $0. COD
reduced anticipated

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 33


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
disbursements to $0. Loan
is inactive.

NOTE: Applicable for


award year 2004-2005 and
forward only
120 W Person Incomplete Address: Complete address is defined Pell/DL-PLUS No action required. Pell – 396
Complete Address Exists on as: (Complete
COD. For Direct Loan -Foreign Indicator = False: Schools may check the Address Exists on
PLUS Only, Student -AddressLine address COD has for a COD)
Address is Incomplete. -AddressCity student on the COD
-AddressState web site. Schools can DL – N/A
ProvinceCode update the address on
-AddressPostalCode the COD web site or
can submit an updated
-Foreign Indicator = True: address via batch.
-AddressLine
-AddressCity
-AddressCountryCode

For Pell and Direct Loan


(Subsidized and
Unsubsidized):
The student’s address is
incomplete on the incoming
record; however a complete
address is found on CPS or
the COD database.

For Direct Loan PLUS:


The student’s address is
incomplete on the incoming
record, the COD database or
the CPS.
121 R Person SSN Change Request Edit 121 will be returned Pell/DL-PLUS Cancel the loan/grant Pell – 332
Rejected as person is also a when an SSN Change is and reoriginate with the DLO -- 85
PLUS Borrower. submitted (for any award correct SSN.
type) for a PLUS borrower
with the following
conditions:
1. The award amount is
greater than zero, and
2. The sum of all actual
disbursements for
PLUS loans does not
equal the PLUS award
amount (i.e. the award
is not fully disbursed).
122 R Person Increase to PLUS Loan Edit 122 will be returned DL-PLUS Cancel the loan and DLO – 19
Award Amount Rejected. when a school submits an reoriginate with the
increase to a PLUS loan correct SSN.
award amount and the
person has had an SSN
change.
993 C General Missing Value; Correction Content was not submitted Pell Correction applied. No N/A
Applied for a required field. action required.

Correction applied.

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 34


Volume II: Common Record Full Participant Technical Reference
No. Edit Block Message Condition Award Type How to Fix Record Nearest
Code/ Affected Corresponding
Type Phase-In
Participant
Edit
994 R General Missing Value Content was not submitted Pell/DL Review the Format and
for a required field. Valid Values cell
corresponding to the
The content has not been rejected tag. Update
loaded to COD. data accordingly and
resubmit.

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

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

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

Correction applied.

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

Note: For Pell Data Request Edit Codes, please refer to the Data Request topic in Volume VI,
Section 8 – COD Reports.

May 2005 (2005-2006) COD Technical Reference Page II – 4 – 35


Volume II: Common Record Full Participant Technical Reference