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Summary: Pell Grant Reconciliation Report for the 2003-2004 Award Year will be Pushed to Reporting Schools

Publication Date: September 10, 2004

Author: General Manager, School Eligibility Channel, FSA ASEDS

Summary: Pell Grant Reconciliation Report for the 2003-2004 Award Year will be Pushed to Reporting Schools


Posted on 09-10-2004

To: All Destination Points
From: General Manager, FSA ASEDS
Summary: Pell Grant Reconciliation Report for the 2003-2004 Award Year will be Pushed to Reporting Schools

As we reminded you through a recently posted electronic announcement (http://www.ifap.ed.gov/eannouncements/0902PellProcDeadline0304.html), the deadline for electronically transmitting Pell Grant records for the 2003-2004 Award Year to the Common Origination and Disbursement (COD) System is Thursday, September 30, 2004. To meet this deadline, a school's transmissions must be completed by midnight (in the school's local time zone) on September 30, 2004.

As explained in the previous announcement, the Pell Grant Reconciliation Report, which is a student summary of processed records, can be helpful to a school as it completes both the year-end and ongoing reconciliation processes. Normally, a school requests this report on the COD web site or by submitting a batch data request to the COD System via SAIG. However, to assist schools with final reporting before the September 30, 2004 deadline, we are going to push a Reconciliation Report for the 2003-2004 Award Year to the SAIG mailbox of all Pell Grant reporting schools with at least one funded 2003-2004 disbursement.

We will begin pushing the Reconciliation Reports to the reporting schools this coming weekend, and schools will receive the reports over the next week. Each report will-

  • Include information for all Pell Grant recipients at all attended campuses for the reporting school;
  • Be in the standard fixed-length format as specified in Volume VIII, Section 8 of the 2003-2004 COD Technical Reference (http://www.ifap.ed.gov/cod/0304CODTechRefv2.html); and
  • Be sent to the reporting school's SAIG mailbox via the standard message class, PGRC04OP.

Upon receipt, the Reconciliation Report can be downloaded and then viewed, printed, or imported into a spreadsheet for comparison with the school's data. For instance, this file can be imported into a spreadsheet program such as Microsoft Excel. Since the file is not in XLS (spreadsheet format), the spreadsheet program will automatically prompt the user to convert it by following the directions displayed. Once the file has been imported into a spreadsheet, the column widths and data formats must be reviewed and adjusted to meet the user's needs.

Note: The format of any dollar value data element will need to be updated to numeric with two decimal places.

After a school completes a comparison of its data and the data in the COD System, the school must resolve all discrepancies by either updating the school database or submitting updates to the COD System by September 30, 2004. To assist in the resolution process, individual discrepancies can be looked up on the COD web site, www.cod.ed.gov, or a school can request a Pell Grant Year-to-Date Record. A Year-to-date Record can be requested for one given student or for all Pell Grant recipients at the school and contains detailed origination and disbursement data at a transaction level. This detailed information can assist in the determination of the appropriate resolution.

Note to EDExpress Users: To identify discrepancies, a school can use EDExpress to run a comparison between a Year-to-date Record and the school's Pell Grant database. For more information about using the comparison feature, refer to the EDExpress 2003-2004 Desk Reference for Pell under the "Software and Associated Documents" link at http://fsadownload.ed.gov/index.htm/.

Contact Information

If you have any questions about this announcement or about the 2003-2004 Award Year processing deadline, contact the COD School Relations Center at 800/4PGRANT. You may also e-mail CODSupport@acs-inc.com.