Publication Date: June 2002
Bulletin ID: DLB-02-21
Summary:Common Origination and Disbursement (COD) Origination, CPS and Disbursement Issues
June 2002
DLB-02-21
Subject: Common Origination and Disbursement (COD) Origination, CPS and Disbursement Issues
Dear Partner,
This bulletin provides important information regarding issues that Common Origination and Disbursement (COD) has experienced. Please review this bulletin carefully to determine how these issues may impact your Direct Loan processing.
Origination Issues
Currently, when an origination record is submitted to COD, certain data elements are reported to match a student award against the CPS for editing. These data elements are award year, current social security number (SSN), current Date of Birth (DOB), and last name.
This process has created a conflict in processing DL origination records for students who have not submitted a FAFSA application for the 2002-03 award year and contain award begin dates prior to the July 1, 2002 date and the schools used the Expected Family Contribution from the 2001-02 award year to determine eligibility. These factors are causing the origination records to reject when matched to CPS.
To resolve this issue, a modification was made to the CPS abbreviated applicant match, so that the match process will bypass all CPS edits when the student is not found on CPS and the award begin dates cross the July 1st date. As a result, the record will be accepted. Schools should resubmit these rejected records to continue processing.
CPS Issues
In CPS, a change is being made to allow schools to update the change identifier information, (SSN, DOB, and Name) for loans originated prior to July 1, 2002. This will be available once testing has been completed.
Additionally there is a processing error with respect to the matching of the CPS identifiers. The problem occurs when a school attempts to process an update to a student identifier, changing the CPS transaction number associated with the award to a number lower than the one that COD has listed as most current.
The record being submitted for the change will reject for Common Record edit code 12, Direct Loan Legacy edit code A9, or Pell Legacy edit code 332, 333, or 334. (These edit codes reference there is not an eligible match on CPS.) COD is in the process of evaluating the code change necessary to prevent this edit from happening in the future. Once a solution is identified, COD will post an update to the COD website.
Anticipated Disbursement Amounts
COD has identified a software problem when processing school batches that contain multiple change records for a student meeting specific conditions. When records are submitted with the payment trigger set to "false" and the Total Anticipated Disbursement Amount (the sum of all disbursements) has exceeded the Award Amount, the edit requiring the Total Anticipated Gross Amount to be less than or equal to the Loan Amount Approved is invoked. (This is Common Record edit code 67 and Legacy edit code 12.) However, the software error causes all the change records for that student to reject, instead of the single record that caused the disbursement to exceed the award amount. COD is in the process of fixing the software to resolve the problem. A message will be posted to the COD website when the problem is resolved.
We apologize for any inconvenience resulting from this issue. If you have any questions concerning COD, you may contact the COD School Relations Center at 800/848-0978. Staff is available Monday through Friday, 8 a.m. - 8 p.m. (ET). You may also email inquiries to CODSupport@afsa.com.
We thank you for your support in the COD system and for your ongoing partnership in the Direct Loan Program.
Sincerely,
Jane Holman
Acting Director, Title IV Delivery
Schools Channel