Session #14

Resolving Database Match Results (SAR-C codes) and

CPS Rejects

Ginger KlockTeri Hunt

Ida Mondragón

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Session Objectives Learn how the CPS generates “C”

codes and selects records for rejects Understand what the SAR ”C” codes

and rejects are telling you Learn how you can help the student

correct the data, eliminate the reject or “C” code and how and when you can or cannot disburse aid based on remaining “C” codes

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Agenda• CPS Processing

– Edits – EFC Calculation– Verification Selection – Data Matches

• CPS Matches– Social Security Administration – Veterans Affairs– Department of Homeland Security – NSLDS – Selective Service

• Rejects

CPS Processing

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The CPS

• Receives data• Processes data• Calculates EFC• Disseminates data to

students, schools and other agencies

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Options for submitting FAFSA data

• Web Applications and Corrections (English & Spanish)

• Paper Applications and Corrections (English & Spanish)

• Schools and Third Party Servicers Applications and Corrections using FAA Access on the Web or EDconnect and SAIG

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Initial Receipt and Editing

• Ensures data and files are valid according to the specifications

• Checks for field length and valid values

• Pulls forward and converts previous cycle data for Renewal Applications

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Processing Edits

• Substantive edits on application data to determine if EFC can be calculated

• Edit for basic eligibility requirements (name, date of birth, citizenship, drug offense conviction, dependency status)

• Edit for validity and consistency of financial data

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Assumption Edits• Assume a logical response for

missing or incorrect data based on comparison with other responses provided by the applicant– Assumed values are used in

calculating the EFC– Data is identified as assumed for both

the student and the FAA– Some assumptions can be overridden

by the student or an FAA

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Reject Edits

• Missing or significant conflict in key information, and a logical assumption cannot be made

•An EFC is not calculated •Fields are highlighted and SAR

comments are provided•A correction is required

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Types of Rejects• Alpha reject codes indicate reject

reasons that are verifiable - that is, the student can verify the questionable data by re-entering the same value, or can correct it to a different value

• Numeric reject codes are not verifiable - the questioned data must be changed or provided

• Most alpha rejects and a few numeric rejects can be overridden by an FAA

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Warning Edits

• Data is questionable or contradicting but not severe enough to be rejected

•Includes cross year edits •EFC is calculated•Fields are highlighted and SAR

comments are provided

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EFC Calculation

• Performed for non-rejected and signature only rejected records

• Calculate primary and secondary EFC if SNT is met and asset information is provided

• Calculate eleven alternate EFCs for programs of less than and greater than nine months

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Verification Selection• Records with EFCs or rejected for

missing signatures only • Goal is to select 30% of all applicants• 100 targeted criteria used - each with

an associated score• Total score used to determine if record

will be selected• Only Pell eligibles selected except for

random selection

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Data Matches

• Department of Homeland Security (DHS)

• Selective Service • Veterans Affairs (VA)• National Student Loan Data

System (NSLDS) • Social Security

Administration (SSA)

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Paper FAFSA (IDC)

SocialSecurityAdmin.

Veterans Affairs

NSLDS

COD

FSAIC

EDE Destinations (Schools, States and Servicers)

FAFSA on the Web Products/ FAA Access

SAIG

Internet

CPS

Dept of Homeland

Security

SelectiveService

Social Security Admin

CPS Data Matches

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Department

of Homeland Security(DHS) Match for eligible

non-citizen

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When can I disburse for an eligible non-citizen? • “Y” flag in the DHS Match Flag

– ISIR field 276

or

• “Y” flag in the Secondary DHS Match Flag– ISIR field 277

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When can I disburse with a “C” code for eligible non-citizen?

• No response from DHS on Secondary Confirmation submission– 15 days – supporting documentation

• See FSA Handbook– Vol. 1, Chapter 2

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When do I have to do Secondary Confirmation?

• When you get a ___ flag in the Secondary DHS Match Flag - ISIR field 277

– “P” - wait 10 days

– “C” - wait 10 days

– “X” - don’t wait

– “N” - don’t wait

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Where do I get a G-845 Form and where do I send it?

• IFAP, Electronic Announcement, entitled, “Summary: Update on USCIS Field Offices for Submission of Immigration Status/Document Verification Request, G-

845-New Field Office for Schools"

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How do I fill out the G-845 form?

• For best results be sure to provide:– DHS Verification Number in #5 (ISIR

Field 279)

– Add student SSN in item #8 in “Other”– “Submitting Agency” is YOU, the school– Supporting documentation needed

MATCH FLAGS SSN Match Flag: 4 Selective service Registration Flag: Selective Service Match: Y DHS Match Flag; N DHS Verification #: 123456789012345 SSA Citizenship Code: DHS Sec. Conf. Flag: X VA Match Flag: 1 FSSN Match Flag: 4 NSLDS Match Flag: 1 NSLDS Database Results Flag: 4 MSSN Match Flag: 4

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What happens if the applicant leaves the citizen question on the FAFSA blank?

• Reject 17– Unless, SSA confirms that the

applicant is a U.S. Citizen - ISIR field 289 = “A” or is blank

– Unless, the applicant provides an ARN

• Correction to indicate citizen or eligible non-citizen, as appropriate

Are you a U.S. citizen? Mark one.

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What if the applicant corrects to “citizen” but SSA does not confirm?

• Reject 17 will disappear

• “C” code requires resolution: collect documentation showing proof of citizenship such as birth certificate or passport

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What if the applicant corrects from eligible non-citizen to citizen or changes the ARN?• New for 08-09

– SSA Match to check citizenship – ARN changes go to DHS Match

• “C” code if SSA does not confirm – Collect documentation– Make correction to SAR

Selective Service (SS) Match for registration

status

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Can I disburse when the Selective Service Match flag is N (not registered) and there is a “C” code?

• ONLY when you have documentation of Registration Acknowledgement or letter of registration from Selective Service OR if the applicant qualifies for a waiver or exemption

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What’s up with adding a response of “Female” to FAFSA Question 21?

• More direct question so females won’t leave the question blank

• Blank responses are sent to the SS match

• Less documentation required -- for females not confirmed by SS

Veterans Affairs Match (VA) for dependency

status

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What do I do when a Veteran is not confirmed by VA?• Independent Student• VA does not confirm

– “C” code – Collect documentation– Make a correction to SAR

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What happens when a student responds “Yes” to active duty, but not to Veteran?

• Independent Student• No Match with VA• If Veteran is “Yes” and VA does

not confirm, still Independent

Just Say “NO” to Drugs

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What correction is needed to get off the Drug Abuse Hold File?• Reject 19• DOJ refers records to FSA• Debarment Expiration Date • Student works with Parole

Officer and the courts • New ISIR not automatic

– FSA: 202-377-3385

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Is there any way I can disburse on a “C” code because of FAFSA Drug Question 31?

• Cannot be left blank• Must make correction• Must eliminate “C” code

NSLDS Match for aid history on SAR/ISIR

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What is the purpose of CPS sending NSLDS aid history information?

• First alerts• Providing Caution• Information outside your

own school• Assists in your own

reporting to NSLDS

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What NSLDS information does CPS provide that causes the “C” code?• FSEOG, Perkins or Grants in Fraud

or in Overpayment• Defaulted Loans• Bankrupt Loans• Discharged Loans• Close to or Exceeding Loan Limits• Identifier Mismatch

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So, do I have to eliminate the “C” code before I can disburse?

• Timing of updates to NSLDS

• Never pay on a “C” code without appropriate documentation

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Where do I find out more about the NSLDS information?

• NSLDS Sessions– #1 Security & What’s New– #2 NSLDS Aggregate calculations– #23 NSLDS for Beginners - hands on

• FSA Handbook: Volume 1, Chapter 3• ISIR Guide: NSLDS Financial Aid History

and Appendices B and C• www.nsldsfap.ed.gov

Social Security Administration for

verifying identifiers

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SSA indicates that SSN is invalid or belongs to a deceased individual • An EFC will not be calculated• If SSN Correct

– Student contacts SSA – Then reaffirm SSN on SAR

• If SSN is NOT Correct– Correct SSN on SAR– Can re-file with the Correct SSN

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SSA does not confirm Name or DOB for student

• An EFC will not be calculated• If Name/DOB is correct

– Student encouraged to contact SSA – Reaffirm Name/DOB on SAR – Record goes back to SSA for Match– If SSA still does not confirm,

• CPS reject will be suppressed• “C” code will remain• Documentation required before disbursing

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What if SSA confirms the second time around?

• No “C” code. No further resolution required

• For Parents– Even if SSA does not confirm after

parent reaffirms, no further resolution required

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Do I have to resolve “C” codes for SSA mismatches for parents?

• No “C” codes for parents • Parents encouraged to contact

SSA to resolve discrepancies• Require a full match for at least

one parent• Rejects must be resolved

Reject Codes Reject Reasons

Reject Resolutions

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Reject Codes and Reject Reasons

• Reject Codes– Alpha/numeric– Verifiable/non-verifiable– Information is highlighted– FAA overrides

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What happens when parents enter all zeros for SSN, but indicate Tax Filer?

– Reject: J, K– Reason: If they filed taxes, they

should have SSN– Resolution: Correct or re-enter

to verify—FAA Documentation for student

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When will a student get a signature reject?

–Reject: 14, 15, 16

–Reason: Failed SSA match or Student/ Parent failed to sign paper FAFSA, Signature page or SAR

–Resolution: Correct at SSA or Provide signature

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What if student/parent reports income greater than IRS filing requirements?

• New edit– Reject: 20

– Reason: Non-filer with income greater than IRS filing requirements

– Resolution: Correct or FAA override with documentation

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What if a student wants to project or change marital status?

• New edit • Non-verifiable—FAA override

– Reject: 4– Reason: Marital status date is greater

than application date. Student is attempting to change “snapshot”

– Resolution: Correct or FAA override

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What happens when Taxes Paid is > $0 and > or equal to AGI?• Non-verifiable reject – FAA override

– Reject: 3 or 12– Reason: Student/parent has entered

unreasonable number for Taxes Paid– Resolution:

•Correct to a different value•Re-enter same value (reject remains)

–Only the FAA can override

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What if Taxes Paid is not equal to or > than AGI but > a reasonable % of AGI?

– Reject: C or G– Reason: Student/parent has an

unusually high number for Taxes Paid

– Resolution: Correct or re-enter to verify data – FAA can override on 01 transaction

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References

• On IFAP:– The 2008-09 ISIR Guide– Federal Student Aid Handbook– Electronic Announcements

• www.nsldsfap.ed.gov

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Contact Information

• If you have additional questions or issues on Data Matches or CPS Rejects:

Phone: 1-800-433-7327 Email: ifap@ed.gov