| AwardYear: 1995-1996 EnterChapterNo: 4 EnterChapterTitle: Federal Pell Grant Program SectionNumber: SectionTitle: Appendix 1: Item-by-Item Description of Your Student Payment Summary PageNumbers: 113-120 UPPER LEFT HAND CORNER OF YOUR SPS: CENTRAL ADMINISTRATIVE OFFICE (REPORTING CAMPUS). Your 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 your institutional 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. 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 SAR you submitted to the Department and on which you based payment. EXPECTED FAMILY CONTRIBUTION (EFC). The student's eligibility for a Pell, as determined by the CPS for the Transaction Number shown. THIS EFC APPEARS ON BOTH THE FRONT AND BACK OF THE PAPER PAYMENT VOUCHER (PART 3 OF THE SAR). The Department uses this EFC in automated data exchange processing (RDE, EDE, and Floppy Disk Data Exchange) to match your student payment records with the corresponding eligible applicant record. Unless you indicate that you based payment on the Secondary EFC, the Department uses this EFC for payment purposes. An asterisk appears to the right of the EFC for students selected for verification by the CPS. A "C" will appear next to the EFC for problems the school must resolve with the student- see Chapter Two for more information. (See Secondary EFC on the next page for further information on Primary and Secondary EFC's.) PROCESSED PAYMENT VOUCHER/RECORD INFORMATION: The numbers in parentheses correspond to the item numbers on the paper Processed Payment Voucher. (10-6) SECONDARY EFC. The Secondary EFC,*16* 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*16*-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 remains blank. The Primary EFC and the Secondary EFC (if any) appear at the top of both the Student's Use Box on Part 1 of the SAR and the School Use Only box on Part 2 of the SAR. The Primary EFC appears on the front of parts 1 and 2 of the SAR and on both the front and back of Part 3 of the SAR IN ALL CASES EXCEPT ONE: If the Primary EFC makes the applicant ineligible for a Pell, but the Secondary EFC makes the applicant eligible, the Secondary EFC appears on the front and back of Part 3 (and on the front of parts 1 and 2). For these students, you use the EFC printed on the Payment Voucher in, and directly above, the "Make no marks in this box" block; do not indicate you based payment on the Secondary EFC. (10) EFC USED. The EFC you reported as the basis for the student's award. A "6" indicates you based the award on the student's Secondary EFC,*16* that is, on the EFC shown in Item 10 on the Payment Voucher. A "1" indicates you previously reported you used the Secondary EFC and then updated the record to revert to the usual EFC, that is, the EFC shown in, and directly above, the "Make no marks in this box" block and on the front of the paper Payment Voucher. (2) ACAD CAL. The student's academic calendar. (3) COST OF ATTENDANCE. The student's COA for a full academic year. Standard cost letters A through J will precede the cost if you used one of the standard costs you established on your IPS. (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), you must submit an update to the student's record to indicate you completed the verification process. Until the Department receives and accepts your update, the Department will honor only up to one-half of the student's Scheduled Award. The Department must reduce the student's award to $0 if you do 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 EXPECTED TO COMPLETE. The number of hours/credits you expect the student to complete in all payment periods in this award year if the student is enrolled in a program that measures progress in clock hours or measures progress in credit hours without terms-otherwise, blank. (5C) HOURS/CREDITS IN PROGRAM'S ACADEMIC YEAR. The number of hours/credits in the school academic year for the program in which the student is enrolled, if the program measures progress in clock hours or measures progress in credit hours without terms- otherwise, blank. (5D) WEEKS ENROLLED IN THIS AWARD YEAR. The number of weeks of instructional time you expect the student to complete in all payment periods in this award year if the student is enrolled in a program that measures progress in clock hours or measures progress in credit hours without terms-otherwise , blank. (5E) WEEKS IN PROGRAM'S ACADEMIC YEAR. The number of weeks of instructional time in the school academic year for the program in which the student is enrolled, if the program measures progress in clock hours or measures progress in credit hours without terms-otherwise, blank. (5F) PAYMENT METHODOLOGY. The formula used to calculate the student's Pell award. (11) INCARCERATED STATUS AND STATE. Leave blank unless the student is- - incarcerated, and - is not incarcerated in a state or federal facility. Code Y Yes, the student is incarcerated but is eligible to receive a Pell. N No, the student previously reported as incarcerated is not or is no longer 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 (Item 6) and Remaining Amount to be Paid (Item 7). If the Total Payment Amount shown disagrees with the actual, VALID Pell payments you will make to the student, you 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- 117). REC STA. The current status of the student's data in the Department's records, which corresponds to the categories in Section 2 of your IPS Batch Reports. The status codes are- E-- Rejected with errors; record retained in the Federal Pell Grant files (2a on your IPS Batch Report). You must correct the errors and resubmit them to the Department. A-- Accepted with assumptions; record retained in the Federal Pell Grant files (2b on your IPS Batch Report). You 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 your IPS Batch Report). You need to submit updates only if the student's award data changes, or you need to resolve a verification status code of "W." The Department provides the record status code in position 80 of Processed Payment Vouchers returned to you on tape or electronically; for Floppy Disk Data Exchange users, it appears on the Record Status query screen. Each status also corresponds to a specific comment, which is printed on paper Processed Payment Vouchers. IMPORTANT: Your SPS does NOT include student payment records rejected in entirety (Record Status "R" ) or records you submitted that duplicated payment data already accepted (Record Status "D"). You must correctly submit payment data for rejected records to receive credit for your payments to these students in your Pell authorization. BATCH NO. The number assigned to the batch of Vouchers for your most recent retained submission of this record for the student. The Department provides this number in positions 107-114 for records returned to you by tape or electronically; for Floppy Disk Data Exchange users, this number appears on the Processed Payment Data screens. The Batch Number is also printed on your IPS Batch Report and as the first comment on each Processed Payment Voucher. ED USE ONLY: SAR RECORD ID. The student's unique identifier in the Application and Pell Systems Division'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; and - 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 you submit 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 to you by tape or electronically; for Floppy Disk Data Exchange users, this number appears on the Processed Payment Data screen. On paper Processed Payment Vouchers, the Segment Number is printed as the first two numbers in the "Make no marks in this box" block on the back (Side 2). ACT. The status of the student's payment data relative to your Pell account. Current (active) payment records appear with a "inactive records have nothing in this column. If you receive your 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 your institutional system has branch campuses with unique Pell Institution Numbers, and a student has attended more than one of these campuses, you must review ALL of the student's active payment records to verify that you have not overpaid the student. If the sum of "Total Payment Amount" across all of the campuses the student attended exceeds the Pell amount the student should have received, you must submit corrections reducing the student's payments for each applicable attended campus. SUMMARY DATA: The Department provides summary data pages at the end of your SPS. Pages 2 and 3 of this summary data are produced for each attended campus you reported for your 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 amount in Item 15. The date corresponds to Item 16 on your paper IPS or to positions 20-25 in the header record of tape or electronic submissions. Floppy Disk Data Exchange users enter this field in the Header/Trailer information screen. TOTAL PAYMENTS TO DATE TO FEDERAL PELL RECIPIENTS PER SCHOOL RECORDS (ITEM 15). This should represent your total payments, less any recoveries you have restored to your Pell account, for ALL your Pell recipients through the Item 16 date shown on the line directly above. Under Recipient and Electronic Data Exchange, positions 17-25 of the trailer record correspond to IPS Item 15; under Floppy Disk Data Exchange, you use the Header/Trailer information screen to enter this figure. If you misreported this amount on your last report to the Department, you need to report your corrected "Total Payments to Date" figure to the Department as soon as possible. INFORMATION SUMMARIZED FROM PROCESSED PAYMENT VOUCHERS/RECORDS ON THIS REPORT TOTAL AMOUNT PAID TO DATE (ITEM 6). Total amount the Department has accepted to date for Amount Paid to Date (Item 6) for the Payment Vouchers/Processed Payment Vouchers you have submitted. TOTAL REMAINING AMOUNT TO BE PAID (ITEM 7). Total amount the Department has accepted to date for Remaining Amount to be Paid (Item 7) for the Payment Vouchers/Processed Payment Vouchers you submitted. TOTAL PAYMENT AMOUNT (ITEM 6 + ITEM 7). Total student payments the Department has credited to your institution for the students you reported and the Department has accepted, that is, those who appear on this report. This total, less any payments you reported in Item 7 but had not made through the date you indicated in Item 16, will equal the Total Payments to date to Pell Recipients per school records (IPS Item 15 or equivalent) listed above. If you have reported all your Pell recipients and payment data changes, this total should also agree with your institutional records through that same date. You must resolve any discrepancies and submit your 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 your administrative allowance. For single campus institutions, this should agree with your total number of Pell recipients. If it does not, you need to resolve the discrepancy. TOTAL ACTIVE STUDENT RECORDS. The number of current payment records the Department has for your students that it has credited toward your Pell account. You should have at least one current payment record for EACH of your Pell recipients. If your 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 your campuses. You must carefully review your payments to these students to confirm that you have 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 you have reported for your students. If all your 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 you to date for the award year. The Department provides these counts only for your information to give you a record of your 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 your SPS. SUMMARY DATA-PAGE 2: EXPECTED FAMILY CONTRIBUTION AND PAYMENT AMOUNT STATISTICS. This summarizes your 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 your current payment records by Cost of Attendance range. The Department also provides your overall average Cost of Attendance. VERIFICATION STATUS STATISTICS. This summarizes your current payment records according to each of the verification status codes. You use the "W" (Without documentation) count to determine the number of students for whom you must still report completion of the verification process to the Department. INFORMATION SUMMARIZED FROM PROCESSED PAYMENT VOUCHERS/RECORDS. This provides the totals for Amount Paid to Date (Item 6), Remaining Amount to be Paid (Item 7), and Total Payment Amount (Item 6 + Item 7) 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. FREQUENCY DISTRIBUTION FOR STANDARD COST USAGE. This summarizes your current payment records by the Standard Cost(s) of Attendance you have reported on your IPS. The Department lists both the alpha character and the corresponding dollar value next to it. FAA EFC ADJUSTMENT STATISTICS. This summarizes your 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 your student payment data to date. You should use these counts to identify any recurring problems you need to correct in your reporting. *15* At the time this handbook went to print, the 1995-96 SPS was still being developed. Therefore, the final version of the SPS may differ from the description provided in this Appendix. *16* If the familys Adjusted Gross Income does not exceed the maximum income that may be earned to claim the maximum federal earned income tax credit (approximately $12,000), and an IRS form 1040 will not be filed, than the family qualifies for an automatic zero EFC and no Secondary EFC will be calculated. |