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Summary: An Update to the Revised Procedures for Correcting Edit 025/338 (Duplicate Match on CPS)

Publication Date: March 20, 2003

Author: General Manager: FSA Schools Channel

Summary: An Update to the Revised Procedures for Correcting Edit 025/ 338 (Duplicate Match on CPS)


Posted on 03-20-2003

Award Year 2002-2003

TO: All Destination Points
FROM: Common Origination and Disbursement (COD)
RE: An Update to the Revised Procedures for Correcting Edit 025/ 338 (Duplicate Match on CPS)

On November 1, 2002, COD posted revised procedures for resolving Full Participant Edit 025, and Phase-In Edit 338 (Duplicate Match on CPS) to the COD web site. The revised procedures were posted as an electronic announcement to IFAP and a Pmessage was sent to the school's SAIG mailbox.

On March 4, 2003, we revised the procedures for resolving this edit, allowing you to work the edit in full on the COD web site the day it is received. When following the procedures, you will notice you can now send your disbursement records to COD as soon as your origination response has been processed. Previously, you were advised to wait two days before sending the disbursement records for processing. Please refer to the procedures below for resolving COD Edit 025/Phase-In Edit 338.

Schools may receive COD Edit 025, Phase-In Edit 338, after submitting an Origination Record to COD. 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. Receiving this edit will cause a student's record to reject.

To resolve edit 025/338 records, you must access the COD web site at http://www.cod.ed.gov, review the CPS matches for the student, and select the correct CPS information for the 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 web site. If you are in need of access to the COD web site, refer to the IFAP posting: http://www.ifap.ed.gov/eannouncements/0603SchoolUserID.html. COD representatives will be able to assist you in resolving this edit.

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

1. Access the COD web site 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.
2. Locate the rejected record from the search results. Click "View Record".
3. The Create Award screen will display the student's record and list the "Duplicate Match on CPS" error message. Click on "View CPS Matches".
4. The duplicate CPS 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, however it MUST be in a new batch. Once the Origination record has been resubmitted, COD will send the acknowledgment.

If you have any questions, please feel free to contact the COD School Relations Center at 800/4PGRANT for Pell or E-mail CODSupport@acs-inc.com.