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Session 38 - 1
U.S. Department of Education1998 Electronic Access Conferences
Session 38 - 2
Session 38
New Pell Grant Reporting -Part II
Nuts and Bolts of theRecipient and FinancialManagement System (RFMS)
Session 38 - 3
Objective
Provide a detailed description of thenew origination and disbursementprocess for the Federal Pell Grantprogram.
Session 38 - 4
Summary of the NewRFMS
Communication with the RFMSTransmission and Processing OrderOriginationDisbursement and FundingData Request
Session 38 - 5
Communication
All electronic transmissions use the sameformatRDE - one more yearInternet or TIVWAN
Session 38 - 6
Transmission Integrity
Transmission Batch defines Grant BatchType– Only Batches of the same type within the
message class• PGOR00IN - #O batches
Grant Batch Type defines Record Type– Only records of the same type within the
batch• #O - Origination Records
Session 38 - 7
Transmission Integrity
Transmissions failing Transmission editsare not retained - no batchacknowledgment.Batches failing Batch edits are returned inthe corresponding acknowledgmentmessage class. No transactions areacknowledged.
Session 38 - 8
TransmissionProcessing Order
Institution DataOriginationSpecial DisbursementDisbursementData Request
Session 38 - 9
Transmission Format
Message Classes– 15 message classes– PGTTYYXX
• PG - Pell Grant• TT - Transaction Type• YY - Processing Year - 00• XX - IN - Input to RFMS OP - Output from RFMS
Session 38 -10
EDE Submission Format
Transmission HeaderTransmission Batch Header “PGOR00IN”
Grant Batch Header “#O”Origination Record
Grant Batch TrailerTransmission Batch TrailerTransmission Batch Header “PGDR00IN”
Grant Batch Header “#D”Disbursement Record
Grant Batch TrailerTransmission Batch Trailer
Transmission Trailer
Session 38 -11
RDE Submission Format
Grant Batch Header “#O”Origination Record
Grant Batch TrailerGrant Batch Header “#D”
Disbursement RecordGrant Batch Trailer
Session 38 -12
RDE Submission Rules
All RDE transmissions containing multiplebatches must identify the Batch ID of allbatches on the tape label.
Session 38 -13
Transmission/BatchProcessing
TransactionEditing
Department of Education
RFMS
BatchEditing
Valid Batch
Rejected Batch
TransmissionEditing
RDE
TIVWAN/WWW
TIVWAN/WWW
RDE
Institution
Session 38 -14
TransactionProcessing
Accepted, corrected and rejected records arereturned in an acknowledgment.
Data Request batches shall either return therequested information or an acknowledgment ifthe request was rejected.
Session 38 -15
Record Edits
Institution Data - institution identifierOrigination records– student eligibility– award amount
Special Disbursement and Disbursementrecords– disbursement amount– concurrent enrollment– POP
Session 38 -16
RFMS
Origination
Disbursement
Record Editing
Funding
Web Drawdown Request (Advance Funding)
Authorizations & Payment
Authorizations
Just-In-Time Payments
Drawdowns & Payments
From Schools
Department of EducationRFMS
GAPS
To Schools
Data RequestInstitutionData
AcknowledgmentESOAInstitution DataYTDMRRElectronic Letters
SpecialDisbursement
Session 38 -17
Origination
Record Editing
Department of EducationRFMS
To Schools
Origination Records
Session 38 -18
Origination Process
Basically same data as in current PellPayment Data without payment amountsFull editing with the acknowledgmentSubmitted anytime before or with initialdisbursement
Session 38 -19
Origination RecordEdits
Origination ID– Applicant exists– No duplicate on file
Award Amount for entire school year– Eligibility (corrected)– Estimated Disbursements (up to 15 dates )– Eligibility fields
• Valid Values
– Award fields• Valid Values
Session 38 -20
Origination Edits &Rules
Origination ID, Original SSN, Name Code, andAttending Campus must be complete and valid.Attending Campus must be eligible andparticipating.One origination per recipient for attendingcampus.Changes to fields other than Origination ID,Original SSN, Name Code, and AttendingCampus update the current origination data.
Session 38 -21
Origination Edits &Rules
An Origination record is considered a change ifany field is different.All fields must be valid or corrected to process.Origination data applies to the entire awardyear.Original SSN, Name Code, TransactionNumber and EFC must match the EligibleApplicant data from CPS.
Session 38 -22
Origination Edits &Rules
Academic calendar and payment methodologymust be logically consistent with valuesdefined in the records layouts.Origination award amount must be validated oradjusted downward based on data provided inthe origination.RFMS can never adjust the origination awardamount upward.
Session 38 -23
Origination Edits &Rules
All origination amount fields shall fill centswith zeros.RFMS must contain a valid origination prior toaccepting a disbursement record.Origination data does not obligate funds or postany transaction to the the institution’s account.
Session 38 -24
Origination
Record Editing
Department of EducationRFMS
To Schools
Origination Records
OriginationAcknowledgment
Session 38 -25
Disbursement
Record Editing
From Schools Department of EducationRFMS
To Schools
Disbursement Records
Session 38 -26
Disbursement Record
Disbursement contains simple paymentdata.Submitted with or after Origination record.Submission– 30 days for Advance Funded– 5 days for Just-In-Time
Will generate an MRR if POP or concurrentenrollment indicated.
Session 38 -27
Disbursement Record
Disbursement Fields - page 20– Origination ID
• 999999999XXYYYY99999900
– Disbursement Reference Number• No duplicate numbers
– Disbursement Amount• amount of this disbursement (used with Debit/Credit
Indicator Flag )
– Disbursement Date• Date disbursement made or to be made
– Debit/Credit Indicator Flag - P/N
Session 38 -28
Disbursement RecordEdits
Origination ID• Must exist in RFMS
Disbursement Reference Number• Must not exist
Disbursement Amount• Sum less than Accepted Award Amount for year
Disbursement Date• Earliest: Accepted Enrollment Date - 10 days• Can not be greater than September 30 of Award
Year
Session 38 -29
Disbursement RecordEdits
Debit/Credit Indicator Flag• P or N• 1st disbursement must be P
Session 38 -30
Special DisbursementRecord
Special Disbursement contains additionalpayment period specific dataAffect only reported payment periodRequired for Institutions underReimbursement or Cash MonitoringPayment Method (approved by IPOS)May be submitted by any InstitutionWill generate an MRR if POP orconcurrent enrollment indicated
Session 38 -31
Special DisbursementRecord
Additional Special Disbursement fields -pg 23– Payment Period Number
Numeric and corresponding with Origination
– Payment Period Start and End DatesValid dates
– Total Payment of the Payment PeriodNumeric within Payment Ceiling Range
Session 38 -32
Special DisbursementRecord
Additional Special Disbursement fields -pg. 23 cont.– Payment Period Award fields
Academic Calendar, Payment Methodology, Cost OfAttendance, Enrollment Status and AcademicCalendar calculation fields
– These values for Payment Period only, notentire year
Session 38 -33
Special DisbursementRecord Edits
Payment Period Number– If provided, must reference Origination
Payment Period or new payment period ofSpecial Disbursement
Payment Period Start and End Dates– If provided, must be valid dates– If provided, must be greater than or equal to
enrollment date
Session 38 -34
Special DisbursementRecord Edits
Total Payment of the Payment Period– Must not exceed original or recalculated
award amount
Payment Period Award fields– Any report of award fields initiates
recalculation for payment period
Session 38 -35
Disbursement
Record Editing
From Schools Department of EducationRFMS
To Schools
Disbursement Records
MRR
DisbursementAcknowledgment
Session 38 -36
FUNDING
Advance Funding
Just-In-Time
Session 38 -37
Advance Funding
Record Editing
Web Drawdown Request (Advance Funding)
Authorizations
Drawdown & Payments
From Schools Department of EducationRFMS
To Schools
GAPS
Funding
ESOA
Session 38 -38
Just-In-Time
Record Editing
From Schools Department of EducationRFMS
To Schools
GAPS
Funding
Authorizations & Payment Just-In-Time Payments
ESOA
Session 38 -39
Electronic Statementof Account
Generated when transaction isAcknowledged by GAPS or by DataRequestSummary - reports Current, Previous andtotalsDetail - Batch Number and amount
Session 38 -40
Data Request
Record Editing
Acknowledgment
From Schools
Department of EducationRFMS
To Schools
DataRequest
BatchReplacement
MRR
Data RetrievalYTD
Session 38 -41
Data Request Edits -page 36
Valid Attending CampusValid Request TypeLogical Type Combinations– B - Valid Batch Number– M - Valid Code1 and Code 2
• Valid Student or Pell ID
Session 38 -42
Multiple Reporting
Record Editing
Acknowledgment
From Schools
Department of EducationRFMS
To Schools
DataRequest
MRR
Data Retrieval
Session 38 -43
Multiple ReportingRecord
Provided only for originated or disbursedstudentsRequested to assist in identification ofpossible concurrent enrollment/POPstudentsGenerated for concurrent enrollment/POP
Session 38 -44
Multiple ReportingRecord - Requested
Multiple Reporting Record fields - page 39– Request data– Student information
• SSN, Name Code, Orig Award Amount, Trans No.,EFC, Enrollment Date, Total of Disbursements,Eligibility Used
– School information• Institution Pell Id• Institution Name and address• FAA name, phone, fax, and internet e-mail address
Session 38 -45
Multiple ReportingRecord - Generated
Disbursement Processing Only
Potential Overaward Program - POP
Concurrent Enrollment
Session 38 -46
Potential OverawardProject - (POP)
A : PELL-ID: 001002– Scheduled Award: $2000– Disbursements:
• 1 - $1000.00 - 50%
B : PELL-ID: 003001– Scheduled Award: $2000– Disbursements:
• 1 - $500.00 - 25%
Transaction: School B- Disb #2, Amount-$1000.00
Session 38 -47
Potential OverawardProject - (POP) Result
Generate Disbursement Acknowledgement:– B: PELL-ID: 003001– Comment Code– Amount: $500.00
Generate MRR– B: PELL-ID: 003001
• PB -A: 001002 (BLOCKING)
Generate MRR– A: PELL-ID: 001002
• PR -B: 003001 (BLOCKED)
Session 38 -48
Concurrent Enrollment
Edit Initiated at Disbursement
More than one institution disbursing for thesame student where the Originationenrollment date is within 30 days
Disbursement acknowledged with warning
Session 38 -49
Year To Date
Record Editing
Acknowledgment
From Schools
Department of EducationRFMS
To Schools
DataRequest
YTD
Data Retrieval
Session 38 -50
Year To Date Record
Year-To-Date : Origination– Accepted Data only
Year-To-Date : Disbursement– Accepted Data only– Supports Special Disbursement
Year-To-Date: Summary
Session 38 -51
RFMS STATUS
Record Layouts distributed early
EDExpress Tabs developed– Origination– Disbursement
System to complete testing 4/99
Session 38 -52
Summary
New Records– Origination– Disbursement– MRR
Improvements– Standard Processes– YTD / no more SPS– Electronic
