Maintained for Historical Purposes

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

Summary: Revised Procedures for How to Correct Edit 025/338

Publication Date: November 1, 2002

Author: CPS | Central Processing System

Summary: Revised Procedures for How to Correct Edit 025/338


Posted on 11-01-2002

Award Year 2002-2003
Summary: Revised Procedures for How to Correct Edit 025/338

TO: All Destination Points
FROM: Common Origination and Disbursement (COD)
RE: Revised Procedures for How to Correct Edit 025/338

Previously, on September 5, 2002, COD posted procedures for resolving Full Participant edit 025 and Phase In edit 338. These procedures were posted as an electronic announcement and Pmessage. As of October 23, 2002 these procedures have been revised. Please refer to the updated procedures below.

Schools may receive Common Record Edit 025 (Duplicate Match on CPS), Phase In Edit 338, after submitting an Origination Record to COD. An Edit 025/338 is an error where the Student Identifiers (SSN, Date of Birth, first two characters of the Last Name) and CPS Transaction Number combination reported in the COD Common Record has two or more matches on CPS. An Edit 025/338 will cause a student's record to reject.

To correct an Edit 025/338 record, you must access the COD Website at http://www.cod.ed.gov, and review the CPS matches for this student, and select the correct CPS information for that student. Phase In Schools will not receive acknowledgments from web based activities. Full Participants will not receive an acknowledgment of the corrected transaction unless you have requested to receive web acknowledgments for web-initiated updates. Resolution for Edit 025/338 can only be completed through the COD Website. If you do not have access to the COD website please call 1-800-4PGRANT. COD will be able to assist you in resolving this edit.

The steps below outline the process for working the rejected records through the COD Website.

  1. Access the COD Website and Click "Batch". Perform a search by entering the student's SSN in the SSN field. Click on "Search". A search can also be performed by entering the Batch ID of the rejected record and then click "Search".
  2. Locate the rejected record based on the search criteria. Click "View Record" to view the rejected record.
  3. The Create Award screen displays with the student's record and listing the "Duplicate Match on CPS" error message. Click on "View CPS Matches".
  4. The duplicate records will appear and allow you to compare which of the records is the correct record.
  5. Select the correct record. The correct information for the student will appear.
  6. Select the "Submit" button for processing to begin. A confirmation window will appear.
  7. You should now be able to resubmit the origination record. The submitted information can be the same as before, however it MUST be in a new batch. Once the Origination record has been resubmitted, COD will send the acknowledgment.

The school must wait 2 days before sending in the Disbursement Record on these originations. This will allow the COD system time to update the origination information in the database. If the schools sends in the Disbursement Record to COD prior to the 2-day timeframe, they will receive a "No Origination on File" reject. Once the disbursement record is received, COD will send the school an acknowledgment.

Please ensure that creating an update on the Web without importing an acknowledgment will not cause reconciliation issues with your software/system. If you have any questions, please feel free to contact the COD School Relations Center: Telephone: 1-800-4P-GRANT or E-mail to CODSupport@afsa.com.