Maintained for Historical Purposes

This resource is being maintained for historical purposes only and is not currently applicable.

Federal Pell Grant Program - Appendix 2: What Causes a Student to Appear on Your SPS More Than Once

AwardYear: 1995-1996
EnterChapterNo: 4
EnterChapterTitle: Federal Pell Grant Program
SectionNumber:
SectionTitle: Appendix 2: What Causes a Student to Appear on Your SPS More Than Once
PageNumbers: 121-122


Your SPS will list a student more than once for a single attended
campus when you report that student to the Department using a
different SAR or ISIR, or when you change the type of academic
calendar. The Department honors payment on only one record per
student for each attended campus. As mentioned in Appendix 1,
current (active) payment records appear with a "of the student entry in your detailed listing. You should carefully
review any student who appears more than once to confirm that the
current payment record for the student in the Department's records
agrees with the SAR or ISIR on which you based payment.

The Department establishes another record for a student, and
reduces the payments accepted on the prior record to $0, in two
cases:

1. Transaction Number. The two-digit Transaction Number
assigned by the CPS uniquely identifies a particular applicant
record for the student. It indicates the specific SAR or ISIR on
which you based payment to the student. Each Transaction
Number you submit for a student will create a new record. The
LAST transaction you sent that the Department accepted always
becomes the current record for the student, even if you reported a
higher Transaction Number earlier.

Example:

Transaction 01 Original application--rejected

Transaction 02 Result of applicant corrections--EFC of 310

Transaction 03 Result of applicant corrections--EFC of 1507

The student turns in Transaction Number 03, and you report it to the
Department. You later determine that the student has Transaction
Number 02, which meets the definition of a valid SAR. You report
Transaction Number 02 to the Department, which is accepted; the
Department AUTOMATICALLY reduces the payment amounts on
Transaction Number 03 to $0.

2. Academic Calendar. The Department establishes a new
current record for a student when you report any of the following
academic calendar changes:

FROM
TO

a. Standard term academic
calendar (quarter,
semester, trimester)
Clock hour or credit hour
(nonstandard term)

b. Clock hour or credit hour
Standard term academic
calendar (quarter,
semester, trimester)

c. Credit hour (nonstandard
term)
Clock hour academic
calendar

d. Clock hour academic
calendar
Credit hour
(nonstandard term)