1996-97 Fall Pell Grant Calculation
16-17 Fall/Spring/ Summer Pell Grant Orig/Disb PROCEDURES
ORIGINATIONS
All Pell eligible students must have an origination and disbursement acknowledgement prior to disbursement. A school location code for each student will be sent to COD on the disbursement record. A Pell eligible student is defined as:
a. EFC ≤ 5234
b. EDE DG ( 1 (Y displayed on EDE Screen)
c. EDE independent field G ( 1 (Y displayed on EDE Screen)
d. Tracking Class < 6
e. Tracking College ( CD, DN, LW, MD, PA, VM, PT, ND or MC
f. Tracking College ( PD unless award file SPEC PROG = U
g. EDE High School code ≠ 4 unless COD ATB field = 02
h. EDE NSLDS LEU < 600
i. EDE COD LEU < 600
j. Tracking Complete date ≠ blank
Origination will occur when:
a. VSC ≠ blank
b. O-STAT ≠ A, C, or S
When the verification process is complete, a calculation of Federal Pell Grant eligibility will occur using the following guidelines.
• All students will be originated based on full-time status for the entire award year.
• An actual Pell Award will be added to the award file through the calculation program (FM76CALF, FM76CALS or FM76SUM2). No money will be scheduled at this point.
• Data to be transmitted to COD and positions on the transaction file include the following.
Origination ID – consists of student’s ORIG SSN, Name Code (first two letters of student’s last name), a “2017” for the 16-17 year indicator, Institution Code (001535) and a two digit sequence number 01.
Number of Payment Periods in a Year – should always be set = “2”.
Award 100% Amount for Entire Year – using Pell Payment Schedule, COST and PEFC get amount student would be eligible for at the full-time rate. Maximum award = 5815.00.
Estimated Disbursement Date 1 – first time of the award year you expect to make a disbursement to the student. Will default to the first day of fall semester unless eligible for summer1 Pell (which will be set up manually) or fall is in session or has passed and student is/was not enrolled fall term, then use upcoming semester first day of classes.
Summer 2016 1st day of classes =05/09/2016
Fall 2016 1st day of classes = 08/22/2016
Spring 2017 1st day of classes = 01/04/2017
Summer 2017 1st day of classes = 05/08/2017
Estimated Disbursement Date 2 – Second time of the award year you expect to make a disbursement to the student. (See above for specifics)
Enrollment Date – First date student enrolled in an eligible program for UF for this award year. Default to fall first day of classes unless fall semester is in session or has passed and student is/was not enrolled, then use upcoming semester first day of classes.
Verification Status Code – Status of verification taken from verification screens. Must be populated before origination record is sent to COD.
CPS Transaction Number – Transaction number from eligible SAR used to calculate Pell award.
Expected Family Contribution – Eligible EFC from SAR used to calculate Pell award.
Academic Calendar – The calendar that applies to student’s educational program. Should always be set = “3” (207,1).
Payment Methodology – Formula used to calculate Pell award. Should be set = 1.
Cost of Attendance – Fall/Spring Cost of Attendance or Pell cost as calculated using federal Pell guidelines.
Enrollment Status – Expected enrollment status for the award year. Default to full time.
Permanent Address - from the UF Directory
Local Address - from the UF Directory
REORIGINATION - FM76RORG
If a student’s Pell eligibility changes the student’s origination record must be updated and re-transmitted.
IF VAL VSC ( blank, file complete on tracking, Last verification remark ≠ 52 and SAR PEFC ≠ OEFC, SAR TN = last remark TN on VAL and O-STAT = A.
Award is calculated and if new amount ≠ SAR Award set the O-STAT field = “R” (ready to be sent).
ORIGINATION - FM76PGOR
PGOR looks at R, Blank and E records and Originates the file.
If prior OEFC = blank use fall/spring.
If prior OEFC > PEFC, Pell eligibility increases and the new origination is always sent.
If prior OEFC < PEFC, Pell eligibility decreases. If there is no paid 0324 Pell on the 1516 award screen and no paid 0004 Pell on the 1516 award screen the origination is sent. If there is a paid 0324 Pell on the 1516 award screen or a paid 0004 Pell on the 1617 award screen the origination does not send and the record is put on a report to be manually reviewed. The O-STAT field must be set to M for the record to send.
* NOTES
The Sequence Number, found in the origination id, should always = “01”.
At the time of origination the “Hrs, TC, CALC'D” fields will not be updated. These fields should be updated at the point the disbursement record is prepared for transmission. (CALF, CALS or SUM2).
When the origination record is transmitted “Sent” should be set to date of transmission and the O-STAT field set = “S”.
The D-STAT is blanked. When CALC program runs D-STAT set to “R”.
If Award amount is an odd number divide the award evenly using cents.
ORIGINATION ACKNOWLEDGMENTS
• Data transmitted to COD will be accepted as transmitted, corrected or rejected.
For an accepted record:
□ Set O-STAT = “A”
□ Set Rcvd = date acknowledgement put in mailbox
For a corrected record:
□ Set O-STAT = “C”
□ Change origination fields to match corresponding acknowledgement fields record as follows.
OEFC
Cost
Award
OTN
OVC
ENRL Hrs
□ Set Rcvd = date acknowledgement put in mailbox.
For a rejected record:
□ Set O-STAT = “E”
□ Delete origination “Sent” date
□ Print on an error report the student’s origination ID and reject reasons.
□ Print on an error report the following:
Origination ID
OEFC
COST
OTN
Edit/Reject Reasons
ED Flags
************************************************************************************************
DISBURSEMENTS - FM75PGDR
All Pell eligible students must have an origination and disbursement acknowledgement prior to disbursement. PGDR creates the disbursement transaction to transmit. A school location code for each student will be sent to COD on the disbursement record.
I. Eligibility
A. If EDE screen D-STAT (disbursement status) = R
and O-STAT (origination status) = A, C or S
and PEFC ≤ 5234
and Track Type on (1415 award file for summer1) 1516 award file for fall, spring and summer2) ≠ BRECHT or GBC
and Calc Flag = $
and VSC ≠ blank.
B. Class and College = Undergraduate.
and UB Code ≠ A, C, E, F, Q or N.
and Academic Progress current term (1st byte) ≠ T.
C. Award Total or EDE screen SCHD Total ≠ YTDDisb.
D. Complete date on tracking ≠ blank.
E. EDE / %-Used < 100.000
- else add to report.
II. Creating Disbursements - All disbursements use TODAY + 5 for the EDSB Date in the PELL Disb Segs and on the COD record.
A. Disbursement 1
1. Check which term is in the EDE PELL Disb YTD, Disb1, Term field (1, F, S or 2).
a. Award file term AQTR ≠ Disbursement amount in prior EDE segment for that disbursement #.
b. Load must be > 0 unless PL field = N, T or O.
c. Set up the COD record and EDE fields with disb1 data.
2. Add to Disbursement report (PGDR).
B. Disbursement 2
1. Check which term is in the EDE PELL Disb YTD, Disb2, Term field (F, S or 2).
a. Award file term AQTR ≠ Disbursement amount in prior EDE segment for that disbursement #.
b. Load must be > 0 unless PL field = N, T or O.
c. Set up the COD record and EDE fields with disb2 data.
2. Add to Disbursement report (PGDR).
C. Disbursement 3
1. Check for term S or 2 in the EDE PELL Disb YTD, Disb3, Term field.
a. Award file term AQTR ≠ Disbursement amount in prior EDE segment for that disbursement #.
b. Load must be > 0 unless PL field = N, T or O.
c. Set up the COD record and EDE fields with disb3 data.
2. Add to Disbursement report (PGDR).
D. Disbursement 4
1. Check for term 2 in the EDE PELL Disb YTD, Disb4, Term field
a. Award file term AQTR ≠ Disbursement amount in prior EDE segment for that disbursement #.
b. Load must be > 0 unless PL field = N, T or O.
c. Set up the COD record and EDE fields with disb4 data.
2. Add to Disbursement report (PGDR).
III. Manual Cases (EDE D-STAT = M).
A. Disb1 is SUM1 - Case 1
1. If EDE PELL Disb YTD, Disb1 Term = 1 or blank and today is after 06/29/15 and payment trigger = F and (1415) 0324 AQTR5 ≠ 0 OR payment trigger = T and AQTR5 (1415) ≠ EDE PELL Disb YTD, Amount 1.
2. Set up COD record and fields on EDE with Disb1 updated data.
3. Add to Disbursement report (PGDR).
B. Disb1 is Fall - Case 2
1. If EDE PELL Disb YTD, Disb1 Term = F or blank and today is after 08/24/15 and payment trigger = F and AQTR1 ≠ 0
OR payment trigger = T and AQTR1 ≠ EDE PELL Disb YTD, Amount 1.
2. Set up COD record and fields on EDE with Disb1 updated data.
3. Add to Disbursement report (PGDR).
C. Disb1 is Spring - Case 3
1. If EDE PELL Disb YTD, Disb1 Term = S or blank and today is after 01/05/16 and payment trigger = F and AQTR2 ≠ 0
OR payment trigger = T and AQTR2 ≠ EDE PELL Disb YTD, Amount 1.
2. Set up COD record and fields on EDE with Disb1 updated data.
3. Add to Disbursement report (PGDR).
D. Disb1 is SUM2 - Case 4
1. If EDE PELL Disb YTD, Disb1 Term = 2 or blank and today is after 05/09/16 and payment trigger = F and AQTR3 or AQTR5 ≠ 0
OR payment trigger = T and AQTR3 or AQTR5 ≠ EDE PELL Disb YTD, Amount 1.
2. Set up COD record and fields on EDE with Disb1 updated data.
3. Add to Disbursement report (PGDR).
E. Disb2 is Fall - Case 5
1. If EDE PELL Disb YTD, Disb2 Term = F or blank and today is after 08/24/15 and payment trigger = F and AQTR1 ≠ 0
OR payment trigger = T and AQTR1 ≠ EDE PELL Disb YTD, Amount 2.
2. Set up COD record and fields on EDE with Disb2 updated data.
3. Add to Disbursement report (PGDR).
F. Disb2 is Spring - Case 6
1. If EDE PELL Disb YTD, Disb2 Term = S or blank and today is after 01/05/16 and payment trigger = F and AQTR2 ≠ 0
OR payment trigger = T and AQTR2 ≠ EDE PELL Disb YTD, Amount 2.
2. Set up COD record and fields on EDE with Disb1 updated data.
3. Add to Disbursement report (PGDR).
G. Disb2 is SUM2 - Case 7
1. If EDE PELL Disb YTD, Disb2 Term = 2 or blank and today is after 05/09/16 and payment trigger = F and AQTR3 or AQTR5 ≠ 0
OR payment trigger = T and AQTR3 or AQTR5 ≠ EDE PELL Disb YTD, Amount 2.
2. Set up COD record and fields on EDE with Disb2 updated data.
3. Add to Disbursement report (PGDR).
H. Disb3 is Spring - Case 9
1. If EDE PELL Disb YTD, Disb3 Term = S or blank and today is after 01/05/16 and payment trigger = F and AQTR2 ≠ 0
OR payment trigger = T and AQTR2 ≠ EDE PELL Disb YTD, Amount 3.
2. Set up COD record and fields on EDE with Disb3 updated data.
3. Add to Disbursement report (PGDR).
I. Disb3 is SUM2 - Case 10
1. If EDE PELL Disb YTD, Disb3 Term = 2 or blank and today is after 05/09/16 and payment trigger = F and AQTR3 or AQTR5 ≠ 0
OR payment trigger = T and AQTR3 or AQTR5 ≠ EDE PELL Disb YTD, Amount 3.
2. Set up COD record and fields on EDE with Disb3 updated data.
3. Add to Disbursement report (PGDR).
J. Disb4 is SUM2 - Case 11
1. If EDE PELL Disb YTD, Disb4 Term = 2 or blank and today is after 05/09/16 and payment trigger = F and AQTR3 or AQTR5 ≠ 0
OR payment trigger = T and AQTR3 or AQTR5 ≠ EDE PELL Disb YTD, Amount 4.
2. Set up COD record and fields on EDE with Disb4 updated data.
3. Add to Disbursement report (PGDR).
K. Disb1 is being removed - Case 12
1. If EDE PELL Disb YTD, Disb1 Term ≠ blank and Payment Trigger1 is true and Disb Amount1 is > 0
And award file 0324 (for Disb1 Term 1) or 0004 = 0 or does not exist move zeros to Disb Amount1 in COD record, EDE Pell Disb YTD, Disb1 Amount and PELL Disb Segs Amount.
2. Set up COD record and EDE fields for Disbursement 1.
3. Add to Disbursement report (PGDR).
L. Disb2 is being removed - Case 13
1. If EDE PELL Disb YTD, Disb2 Term ≠ blank and Payment Trigger2 is true and Disb Amount2 is > 0
And award file 0004 = 0 or does not exist move zeros to Disb Amount2 in COD record, EDE Pell Disb YTD, Disb2 Amount and PELL Disb Segs Amount.
2. Set up COD record and EDE fields for Disbursement 2.
3. Add to Disbursement report (PGDR).
M. Disb3 is being removed - Case 14
1. If EDE PELL Disb YTD, Disb3 Term ≠ blank and Payment Trigger3 is true and Disb Amount3 is > 0
And award file 0004 = 0 or does not exist move zeros to Disb Amount3 in COD record, EDE Pell Disb YTD, Disb3 Amount and PELL Disb Segs Amount.
2. Set up COD record and EDE fields for Disbursement 3.
3. Add to Disbursement report (PGDR).
N. Disb4 is being removed - Case 14
1. If EDE PELL Disb YTD, Disb4 Term ≠ blank and Payment Trigger4 is true and Disb Amount4 is > 0
And award file 0004 = 0 or does not exist move zeros to Disb Amount4 in COD record, EDE Pell Disb YTD, Disb4 Amount and PELL Disb Segs Amount.
2. Set up COD record and EDE fields for Disbursement 4.
3. Add to Disbursement report (PGDR).
IV. Disbursement Date Update.
A. Resetting the clock for the estimated Disbursement Date (not paid yet).
1. Manually set EDE D-STAT = 1, 2 3 or 4 (depending on disbursement).
2. Create a COD record to update the estimated disbursement date only and update the EDE segment to match for disbursement 1, 2, 3 or 4.
3. Add to Disbursement report (PGDR).
B. Changing to actual disbursement date when estimated date is ≠ the actual date (This process will skip edits that usually stop D-STAT = R from disbursing.)
1. Manually set EDE D-STAT = R.
2. Manually change PELL Disb YTD, Actual Disb Date (ccyymmdd),
Disb1, Disb2 Disb3 or Disb4 (depending on disbursement) to paid date on award screen.
3. Create a COD record to update the disbursement date only and update the EDE segment to match for disbursement 1, 2 3 or 4.
4. Add to Disbursement report (PGDR).
DISBURSEMENT ACKNOWLEDGEMENTS - FM75PGDA
All Pell eligible students must have an origination and disbursement acknowledgement prior to University Bursar (UB) disbursement. PGDA brings in and schedules the disbursement acknowledgement.
I. Receive COD disbursement acknowledgement and match to EDE record.
A. If the acknowledgement record does not match EDE add to report.
B. If record type = D (Disbursement), or record type is blank and DOCTYPE = ND (negative disbursement) - Continue - otherwise skip.
C. Check the Award file
1. If has Pell (0004 or 0324) set HASPELL = Y.
2. Get LOAD for the term being processed from EDE: SHHR, FHRS, SHRS or SUHR (set in Calc from STUCSE) Subtract SFCC hrs, (on award) Overseas Hours and Transient Hours (from Special Programs Screen) from the LOAD.
3. If the resulting load is:
> 11 Move a * to hour release (to blank any data)
< 12 and > 8 set hour release = 9
< 9 and > set hour release = 6
< 6 and > 0 set hour release = 1
= 0 and award screen SPEC PROG = N, O or T set hour release = 0.
4. If total eligibility > 100% set Award file message (SFIL) = POP, set hold code = B.
5. If the ND COD record is for QTR5 create the summer corrections report for manual awarding and scheduling.
II. Update and Report
A. If there is a Pell (0004 or 0324) on Award file (HASPELL = Y).
1. Create an update transaction to apply acknowledgement data on the Award file, including setting the SQTR amount (schedule) for the term being processed.
a. If the COD record Term ≠ Current Term report the prior term accepted but not scheduled. Do not update SQTR amount.
b. If DOCTYPE = ND and award is paid DO NOT zero out SQTR amount. Set a remark on PGDA report "negative disbursement".
2. Update the EDE file with acknowledgement data including year to date (YTD Disb), percent used (%-Used), D-STAT, PELL Disb YTD, EFC, Amount, Seq# etc.
a. If the disbursement is accepted set PELL Disb YTD, Pmt Trigger to T.
b. If the disbursement is rejected set D-STAT = E.
3. Update the EDE segment with acknowledgement data including Amount, Status, Seq#, ENRL Hrs, etc.
4. Create PGDA report.
B. If Award file has no Pell (0004 or 0324) (HASPELL = N) and the disbursement amount = 0.
1. Skip the award file update (see A.1.)
2. Perform the EDE update (see A.2.)
3. Perform the EDE Segment update (see A.3.)
4. Perform the PGDA report setup (see A.4.)
C. Set revision date, revision number and revision source on EDE file.
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