| AwardYear: 1996-1997 EnterChapterNo: 4 EnterChapterTitle: Federal Pell Grant Program SectionNumber: SectionTitle: Appendix B: Description of the Student Payment Summary PageNumbers: 101-106 Upper left hand corner of the SPS: CENTRAL ADMINISTRATIVE OFFICE (REPORTING CAMPUS). The school's Pell Institution Number, name, and address. REPORT FOR STUDENTS ATTENDING. The Pell Institution Number, name, and address of the school actually attended by the students listed. If the system has branch campuses with unique Pell Institution Numbers, the Department produces a separate section for each Attended Campus. Student information: STUDENT NAME. The student's full name, as reported to the CPS for the Transaction Number shown. CURRENT SOC SEC NO. The student's CURRENT Social Security Number, as reported to the CPS for the Transaction Number shown. DATE OF BIRTH. The student's date of birth (MMDDYY), as reported to the CPS for the Transaction Number shown. TRANS NO. The two-digit Transaction Number assigned by the CPS to identify uniquely a particular record for a student. This number indicates the specific Payment Data record the school submitted to the Department. EFC. The student's eligibility for a Pell, as determined by the CPS for the Transaction Number shown. The Department uses this EFC to match student payment records with the corresponding eligible applicant record. Unless the school indicates that it based payment on the Secondary EFC, the Department uses this EFC for payment purposes. Processed Payment Data information: (10-6) SECONDARY EFC. The Secondary EFC,*1* if any, calculated for the student by the CPS. The application processing system establishes Primary and Secondary EFCs as follows: PRIMARY EFC. If the applicant qualifies for the simplified formula, the Primary EFC reflects this calculation; if not, the Primary EFC reflects the regular formula calculation. SECONDARY EFC. If the applicant qualifies for the simplified formula but also provides complete data, the Secondary EFC reflects the regular formula calculation; otherwise, the Secondary EFC is blank. (10) EFC USED. The EFC the school reported as the basis for the student's award. A "6" indicates the school based the award on the student's Secondary EFC. A "1" indicates the school previously reported that it used the Secondary EFC and then updated the record to revert to the primary EFC. (2) ACAD CAL. The student's academic calendar. (3) COST OF ATTEND. The student's cost of attendance for a full academic year. (4) VERIFICATION STATUS. The current status of verification of the student's application data. For each active student record shown with a verification status of "W" (Without documentation), the school must submit an update to the student's record to indicate that it completed the verification process. Until the Department receives and accepts the update, the Department will honor only up to one- half of the student's Scheduled Award. The Department will reduce the student's award to $0 if the school does not report an acceptable verification status code. (5A) ENROLLMENT STATUS. The student's enrollment status (full time, half time, three-quarter time, less-than-half time, other) if enrolled in programs measured by terms--otherwise, blank. (5B) HOURS/CREDITS PAID. The number of hours/credits the school expects the student to complete in all payment periods in the award year if the student is enrolled in a clock-hour program or a nonterm credit-hour program--otherwise, blank. (5C) HOURS/CREDITS IN PGM. The number of hours/credits in the academic year for the program in which the student is enrolled, if the student is enrolled in a clock-hour program or a nonterm credit- hour program--otherwise, blank. (5D) WEEKS USED. The number of weeks of instructional time the school used to calculate the Pell payment (see page 4-77 for information on how schools determine this number). For programs using Formula 1, this item is blank. (5E) WEEKS IN PGM. For students in programs using Formula 1, this item is blank. For students in all other programs, the number of weeks of instructional time in the academic year for the program in which the student is enrolled. (5F) PAY METH. The formula used to calculate the student's Pell award. (11) INCAR. Blank unless the student is incarcerated. Y if the student is incarcerated but eligible to receive a Pell; N if the school previously reported that the student was incarcerated and then updated to indicate that the student is not incarcerated. (6 + 7) TOTAL PAYMENT AMOUNT. The total payment for this award year that the Department accepted for the student. This amount equals the sum of "Amount Paid to Date" and "Remaining Amount to be Paid." If the Total Payment Amount shown disagrees with the VALID Pell payments the school will make to the student, the school must provide corrected student payment amount(s) to the Department. A blank Total Payment Amount indicates an inactive payment record (see ACT on page 4-104). REC STA. The current status of the student's data in the Department's records, which corresponds to the categories in Section 2 of the IPS Batch Reports. The status codes are-- E Rejected with errors; record retained in the Federal Pell Grant files (2a on the IPS Batch Report). The school must correct the errors and resubmit them to the Department. A Accepted with assumptions; record retained in the Federal Pell Grant files (2b on the IPS Batch Report). The school must review these carefully and resubmit updates if the Department's assumptions do not agree with the student's award information. I Accepted as reported by the institution; record retained in the Federal Pell Grant files (2d on the IPS Batch Report). The school needs to submit updates ONLY if the student's data changes, or if the school needs to resolve a verification status code of "W." The SPS does NOT include student payment records rejected in entirety (Record Status "R" ) or records the school submitted that duplicated payment data already accepted (Record Status "D"). The school must correctly submit payment data for rejected records to receive credit for its payments to these students in its Pell authorization. BATCH NO. The number assigned to the Payment Data batch for the school's most recent retained submission of this record for the student. The Batch Number is printed on the IPS Batch Report and is also provided in the Processed Payment Data (see the appropriate "User's Guide"). ED use only: SAR RECORD ID. The student's unique identifier in the Department's payment records. The SAR Record ID consists of-- ORIGINAL SOCIAL SECURITY NUMBER. The Social Security Number reported on the student's original application for the award year. ORIGINAL NAME CODE. The first two letters of the student's last name, as reported on the student's original application. TRANSACTION NUMBER. Sequentially assigned by the CPS to uniquely identify a particular applicant record for a student. SEG NO. Segment Number, as assigned to processed payment records to identify uniquely a particular payment data record for a student. When the school submits changes to previously reported data, the Department uses this number to find the corresponding student record in its payment records. The segment number is given in positions 116-117 in processed records returned by tape or electronically; for Floppy Disk Data Exchange users, this number appears on the Processed Payment Data screen. ACT. The status of the student's payment data relative to the school's Pell account. Current (active) payment records appear with a "receives its SPS on tape, inactive payment records contain an "I" in position 320. The Department honors payment on only one record per student for each attended campus. If the institutional system has branch campuses with unique Pell Institution Numbers, and a student has attended more than one of these campuses, the school must review ALL of the student's active payment records to verify that it has not overpaid the student. Summary data The Department provides summary data pages at the end of the SPS. Pages 2 and 3 of this summary data are produced for each attended campus the school reported for its students; Page 1 of the summary data is provided for the Central Administrative Office (Reporting Campus) only. Summary data--Page 1 Information reported on your latest Institutional Payment Summary: DATED XX/XX/XX. Ending Date of the period corresponding to the "Total Payments to date to Pell Recipients" the school reported. TOTAL PAYMENTS TO DATE TO PELL RECIPIENTS PER SCHOOL RECORDS (ITEM 15). This should represent the school's total payments, less any recoveries the school has restored to its Pell account, for ALL the school's Pell recipients through the date shown on the line directly above. If the school misreported this amount on its last report to the Department, it needs to report its the corrected figure as soon as possible. Information summarized from Processed Payment Data on this report: TOTAL AMOUNT PAID TO DATE (ITEM 6). Total amount the Department has accepted to date for "Amount Paid to Date" for the Payment Data/Processed Payment Data the school has submitted. TOTAL REMAINING AMOUNT TO BE PAID (ITEM 7). Total amount the Department has accepted to date for "Remaining Amount to be Paid" for the Payment Data/Processed Payment Data the school submitted. TOTAL PAYMENT AMOUNT (ITEM 6 + ITEM 7). Total student payments the Department has credited to the school for the students the school reported and the Department accepted, that is, those who appear on this report. This total, less any payments the school reported in "Remaining Amount to be Paid" but had not made through the date indicated above, will equal the "Total Payments to date to Pell Recipients per school records" listed above. If the school has reported all its Pell recipients and payment data changes, this total should also agree with institutional records through that same date. The school must resolve any discrepancies and submit its changes to the Department. TOTAL UNDUPLICATED RECIPIENTS. The number of individual students (unique combination of original Social Security Number and original name code) on this report. The Department uses this number to calculate the school's administrative allowance. For single campus institutions, this should agree with the total number of Pell recipients. If it does not, the school needs to resolve the discrepancy. TOTAL ACTIVE STUDENT RECORDS. The number of current payment records the Department has for students that it has credited toward the school's Pell account. The school should have at least one current payment record for EACH of its Pell recipients. If the institutional system has branch campuses with unique Pell Institution Numbers, and this count exceeds the number of unduplicated recipients above, it indicates that some students have attended more than one of the campuses. The school must carefully review its payments to these students to confirm that it has not overpaid them. TOTAL RECORDS ON THIS REPORT. The total number of student records, current and inactive, on this report. TOTAL NUMBER OF ATTENDED CAMPUSES. The number of different attended campuses the school has reported for its students. If all students have the same Reporting and Attended Campus, a zero appears here. Information summarized from Item 2 of your IPS Batch Reports These counts provide the cumulative total for each listed item from all of the IPS Batch Reports sent to the school to date for the award year. The Department provides these counts only to give the school a record of its total activity and to highlight the number of records rejected, accepted with assumptions, duplicated, and accepted. Do NOT try to balance these figures with the individual student detailed listing of the SPS. Summary data--Page 2 EXP FAMILY CONTR AND PAYMENT AMOUNT STATISTICS. This summarizes current payment records by EFC range. The Department also provides the average amount paid each student within each range, the overall average EFC, and the average payment amount. COST OF ATTENDANCE STATISTICS. This summarizes current payment records by Cost of Attendance range. The Department also provides the overall average Cost of Attendance. VERIFICATION STATUS STATISTICS. This summarizes current payment records according to each of the verification status codes. The school may use the "W" (Without documentation) count to determine the number of students for whom it must still report completion of the verification process to the Department. INFORMATION SUMMARIZED FROM PROCESSED PAYMENT DATA. This provides the totals for Amount Paid to Date, Remaining Amount to be Paid, and Total Payment Amount for the current payment records at the attended campus shown in the upper left corner. These figures appear only on Page 1 for single campus systems. FAA EFC ADJUSTMENT STATISTICS. This summarizes current payment records by EFC used for payment. 1--Orig. EFC indicates records paid based on the Primary EFC after a Secondary EFC was previously reported. 6--Secondary EFC Used indicates payment was made based on a Secondary EFC. Summary data--Page 3 RECIPIENT COMMENTS SUMMARY STATISTICS. This cumulative summary provides a capsule picture of the number of error and assumption comments the Department used in processing the school's student payment data to date. The school should use these counts to identify any recurring problems it needs to correct in its reporting. *1* If the family's adjusted gross income does not exceed the maximum income that may be earned to claim the maximum federal earned income tax credit, and an IRS Form 1040 will not be filed, then the family qualifies for an automatic zero EFC and no Secondary EFC will be calculated. |