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(Grants) Subject: Processing Tips - COD System Edit 38 and Edit 51 on Federal Pell Grant Awards

Posted Date:November 4, 2010

Author: William Leith, Service Director, Program Management, Federal Student Aid

Subject: Processing Tips - COD System Edit 38 and Edit 51 on Federal Pell Grant Awards

Each year, at the beginning of the traditional processing cycle, we often identify a certain number of Common Origination (COD) System edits that are returned more frequently than usual. In the past few months, we have identified an increased number of COD System edits triggered for the Federal Pell Grant (Pell Grant) Program, specifically COD Reject Edit 38 (Student Not Pell-Eligible) and COD Reject Edit 51 (Disbursement Date with Disbursement Release Indicator Set to True Outside of Allowable Window).

In this announcement, we provide guidance to assist schools in understanding why these edits are being triggered and how to avoid or resolve them.

Edit 38 – Student Not Pell Eligible

COD Reject Edit 38 is being triggered primarily for 2010-2011 Pell Grant awards. Schools can avoid hitting this edit by ensuring that the CPS Transaction Number indicating the student as Pell-eligible is the CPS Transaction Number submitted with the award. This may require waiting for Institutional Student Information Record (ISIR) corrections to be processed before attempting to establish the Pell Grant award in the COD System.

If COD Reject Edit 38 is returned in the Common Record response file, verify the student’s Pell eligibility in the chosen CPS transaction, and update it to an eligible transaction number, if necessary.

Edit 51 - Disbursement Date with Disbursement Release Indicator (DRI) Set to True Outside of Allowable Window

The increased frequency of COD Reject Edit 51 is likely the result of the recent 2010-2011 processing change that reduced the maximum number of days that an Advanced Funded school can submit an actual disbursement (DRI equals “True”) for a Pell Grant award from 30 days to 7 days. Schools can avoid hitting this edit by reviewing their school procedures and updating any timeframe calculation for reporting actual disbursements. This may need to be coordinated with the business office to ensure the reporting of disbursements to the COD System, disbursement to the students, and drawdowns of Pell Grant funds are in sync with the new timeframe.

If COD Reject Edit 51 is returned in the Common Record response file, resubmit the disbursement record within 7 days of the disbursement date.

Contact Information

If you have additional questions about these edits, contact the COD School Relations Center at 800/474-7268 for Grants. You may also e‑mail CODSupport@acs-inc.com.

Last Modified: 11/03/2010