This Electronic Announcement provides information about resolving issues when institutions report the Payment Period Start Date (PPSD) and Payment Period End Date (PPED) for each new disbursement submitted to the Common Origination and Disbursement (COD) System. The initial requirement and schema changes for reporting these dates were outlined in an attachment titled “COD System Changes for 2022–23” published with the March 18, 2022 Electronic Announcement, (COD-22-01) COD System Implementation for 2022–23 Award Year.
Initial PPSD and PPED Submission and Exceptions
As of the 2022–23 award year, the PPSD and PPED must be submitted with each new disbursement of a Federal Direct Loan, Federal Pell Grant (Pell Grant), and Teacher Education Assistance for College and Higher Education (TEACH) Grant. The valid date range for the PPSD and PPED varies by Title IV program, so institutions must review the 2022–23 COD Technical Reference, Volume 2, Common Record Layout to determine each program’s PPSD and PPED valid date range. Institutions submitting a PPSD or PPED outside the valid date range will receive COD Reject Edit 228 that requires resolution for Pell Grants and TEACH Grants. To resolve this edit, institutions should review the following information:
Pell Grants and TEACH Grants
Payment Period Start Date – The PPSD valid date range for the Pell Grant and TEACH Grant programs is the same. For example, the PPSD valid date range for the 2022–23 award year is 10/1/2021 through 6/30/2023.
-
Any institution having clock-hour or non-term credit-hour program types with a PPSD prior to the published valid date range is instructed to submit the earliest date in the valid date range for that award year (i.e., October 1) to resolve COD Reject Edit 228. The student’s actual PPSD should be maintained in institutional records for auditing purposes.
-
Any institution having term-based program types submitting a PPSD outside the published valid date range for the specified award year will trigger COD Reject Edit 228. An institution will need to review the reported date and resubmit within the valid date range.
-
Any institution, regardless of program type, with a PPSD beginning after the last date in the published PPSD valid date range (i.e., June 30) cannot assign the payment period to the award year that ended on June 30 due to crossover payment period rules.
Note: There have been no changes to the crossover payment period regulations or guidance. Crossover payment period information can be referenced in 34 CFR 690.64 and in the 2022–23 FSA Handbook Volume 3 - Calculating Awards and Packaging.
Payment Period End Date – The PPED valid date range for the Pell Grant and TEACH Grant programs is limited to the valid disbursement date range for each program. There is no exception to the PPED valid date range to resolve COD Reject Edit 228.
-
Any institution, regardless of program type, with a PPED outside the published PPED valid date range cannot assign the payment period to the award year specified in the record submission. The combination of award year, valid disbursement date range and PPED should be reviewed, and updated data should be resubmitted to clear COD Reject Edit 228.
Direct Loans
All institutions, regardless of program type, are required to submit a PPSD and PPED contained within the Award Begin and End dates. Submitting a PPSD or PPED outside of the Award Begin and End dates will result in COD Reject Edit 205 for Direct Loans. There are no PPSD or PPED date exceptions to resolve COD Reject Edit 205. An institution will need to review the reported dates and resubmit within the valid date range.
Conditions for Updating PPSD and PPED
Clock-Hour or Nonterm Credit-Hour Programs
There are times when a student in a clock-hour or nonterm credit-hour program alters his or her completion progression. In these cases, the rate of progress will determine if a correction to the PPSD and/or PPED is required. Institutions with clock-hour or nonterm credit-hour programs
-
are required to update the PPED and, if applicable, subsequent PPSD if a student makes slow progress and completes a payment period later than expected.
-
would not update the PPSD and/or PPED if a student makes accelerated progress and completes the clock hours or credit hours in the payment period sooner than the established timeframe.
Withdrawals
All institutions, regardless of program type, should not update the PPED if the student withdraws.
Contact Information
If you have questions regarding crossover payment periods, utilize the FSA Partner Connect Help Center and choose “Ask-Fed” in the “Topic” field dropdown.
If you have questions about clearing COD edits, contact the FSA Partner and School Relations Center at 1-800-848-0978. You may also email CODSupport@ed.gov.