Summary: 2001-2002 Draft Record Layouts for the Recipient Financial Management System (RFMS)
Author: General Manager: SFA School Channel
Posted on September 1, 2000
TO: All Destination Points
FROM: Pell Grant Operations/Systems Teams
RE: 2001-2002 Draft Record Layouts for the Recipient Financial Management System (RFMS)
THIS MESSAGE: Announces the Release of the 2001-2002 Draft Record Layouts for RFMS
Covers the major changes to the system for the 2001-2002 Award Year
Covers the changes to the RFMS record layouts for the 2001-2002 Award Year
We are pleased to announce that the draft 2001-2002 RFMS Record layouts have been posted on the IFAP web site
(http://www.ifap.ed.gov). They can be found under the Current SFA Publications in the Pell Grant Processing Area.
Please be aware that these record layouts are the first draft and there may be some changes before they are finalized. We are providing these at this time to assist schools and their software providers in planning for the 2001-2002 award year. Below are the major modifications/differences to the record layouts from the 2000-2001 record layouts.
Changes to RFMS for the 2001-2002 Award Year.
- There are three new message classes
PGRC02OP - Reconciliation Record Batch
PGOW02OP - Origination Acknowledgment generated from a post-deadline data submission via email@example.com
PGDW02OP - Disbursement Acknowledgment generated from a post-deadline data submission via firstname.lastname@example.org
- One message class has been removed
PGSP02IN has been eliminated due to the deletion of the Special Disbursement record
- The Special Disbursement (PGSD01OP) record has been eliminated. Schools that were previously required to submit a Special Disbursement record will use the Disbursement record.
Changes to the RFMS Record layouts for the 2001-2002 Award Year
- Grant Batch Header:
Batch ID - 3 new message classes added:
#C: Reconciliation file
WO: Origination acknowledgements submitted through Pell GrantsOn-line
WD: Disbursement acknowledgements submitted through Pell Grants On-line
Positions 41 to 48 now the OPE ID
Positions 49 to 58 now the Software Provider
Positions 59 to 63 now unused
The Batch Header will no longer include the Grantee
DUNS and Financial Servicer DUNS fields (Positions 232 to 250)
The Batch Header will include the OPE ID and a software provider ID (within the field positions previously used for the two DUNS fields being deleted).
- Origination Record
A new action code of 'D' for duplicate record will be sent on Disbursement and Origination records that are duplicate records of previously accepted records. In RFMS, these records are considered as rejected and no processing occurs on the duplicate record.
The 'Number of Payment Periods' (position 60) field has been deleted from the Origination record because this was used only for the processing of Special Disbursements records.
A three character field (Positions 229 to 231) has been added to the Origination record to allow institutions to enter a number on the Origination record that schools can use to determine which 'version' of the Origination record is on file at RFMS. This field will not be edited; it will only be stored at RFMS.
- The Special Disbursement Record
The Special Disbursement (PGSD01OP) record has been eliminated. Schools that were previously required to submit a Special Disbursement record will use the Disbursement record.
- The Disbursement Record
The Disbursement record has a new field (Position 56 to 63) "Payment Period Start Date". Only schools that lose their eligibility to participate in Pell during the award year will be required to use this field. Disbursement records submitted after a school's loss of eligibility must have entered a date in this field.
- Data Request
Data Request options will include the Reconciliation File with a Request Type 'R'. This record layout for this file is not yet finalized and is not included in the record layouts.
- Multiple Reporting Record
- Four new fields being added to the end of the record
Positions 396 to 411, Students Last Name
Positions 412 to 423, Students First Name
Position 424, Students Middle Initial
Positions 425 to 432, Students Date of Birth
Positions 433 to 450, Unused
Record Length is now 450 instead of 400
- Year to Date (YTD)
When entering a Year To Date Data Request, schools that have multiple attending campuses will be able to submit one request to obtain a Year to Date for each of their campuses by entering all zeros (000000) in the 'Requesting Attended Pell ID' field.
- YTD Origination
Position 61 is now unused. It was the Number of Payment Periods.
Positions 230 to 232 are now the Internal Institution Sequence Number
Positions 233 to 251 are now unused.
Students name is now positions 257 to 285 because the First Name is 12 characters long.
The following fields start at new positions because of the name field being increased
Students Current SSN, position 286
Students Date of Birth, position 295
CPS Verification Selection, position 303
YTD Disbursement Amount, position 304
Batch ID, position 311
Process Date, position 337
The length of the YTD Origination record is now 350.
- YTD Disbursement
Position 57 is now unused. It was the Number of Payment Periods.
Positions 66 to 103 are not unused. These were the disbursement fields associated with Special Disbursements.
Position 104 to 129 is now the Disbursement Batch ID.
The YTD Disbursement record length is now 350.
The Disbursement Batch ID is being added to the Year to Date Disbursement Detail record
- External Add/Change Origination Record
Student Name now Position 274 to 302 since the First Name is now 12 characters long.
Create Time was added in Position 304 to 309.
The Total Record Length is now 309.
Removed Number of Payment Periods in Students School Year
- External Add/Change Disbursement Record
Special Disbursement fields removed (now filler)
Payment Period Number
Payment Period End Date
Number of Payment Periods
Total Payment for Payment Period
Institutional Cross Reference available
Total Record Length remains 108
In addition there will be several new edit/comment codes to clarify reject reasons as well as some deletions of current edit/comment codes primarily pertaining to the discontinued special disbursement record. Code numbers of deleted edit/comment codes will not be reused. Edit/comment codes of retained edits will not be renumbered. These changes to the edit/comment codes will be released at a later date.
If you have any questions, please contact Pell Grant Customer Service at 800-4PGRANT (1-800-474-7268) or by e-mail at email@example.com