# Volume III, Section 1---Combination System Implementation Guide

## Table of Contents

[Overview III-1-3](#overview)

[What it Means to be a Combination User
III-1-3](#what-it-means-to-be-a-combination-user)

[Organization of this Guide III-1-4](#organization-of-this-guide)

[Enhancements and Changes to EDExpress for 2006-2007
III-1-5](#enhancements-and-changes-to-edexpress-for-2006-2007)

[EDESuite Products Updated for Section 508 Compliancy
III-1-5](#edesuite-products-updated-for-section-508-compliancy)

[EDExpress --- Global III-1-6](#edexpress-global)

[COD Processing (Pell and DL) III-1-8](#cod-processing-pell-and-dl)

[Pell Only Processing III-1-9](#pell-only-processing)

[Direct Loan Only Processing III-1-9](#direct-loan-only-processing)

[Business Rules III-1-11](#business-rules)

[2006-2007 COD Message Class Options
III-1-11](#cod-message-class-options)

[2006-2007 Updates to Valid Date Ranges
III-1-12](#updates-to-valid-date-ranges)

[Direct Loan Ancillary Services
III-1-13](#direct-loan-ancillary-services)

[Direct Loan MPN, PLUS Credit Decision, and Disclosure Statement
III-1-14](#direct-loan-mpn-plus-credit-decision-and-disclosure-statement)

[System Options III-1-22](#system-options)

[EDExpress for Windows III-1-22](#edexpress-for-windows)

[Combination EDExpress/Custom System
III-1-23](#combination-edexpresscustom-system)

[Interface with Other Software Systems on Campus
III-1-23](#interface-with-other-software-systems-on-campus)

[Benefits to Using EDExpress III-1-23](#benefits-to-using-edexpress)

[PC Requirements for EDExpress III-1-24](#pc-requirements-for-edexpress)

[The Basic Process for Combination Systems
III-1-25](#the-basic-process-for-combination-systems)

[Combination System Message Classes
III-1-27](#combination-system-message-classes)

[Documents III-1-27](#documents)

[Combination System Record Layouts
III-1-29](#combination-system-record-layouts)

[Imports III-1-29](#imports)

[Pell External Imports III-1-33](#pell-external-imports)

[Direct Loan External Imports III-1-35](#direct-loan-external-imports)

[External Exports (Pell and Direct Loan)
III-1-43](#external-exports-pell-and-direct-loan)

[File Formats III-1-44](#file-formats)

[The Query Function III-1-47](#the-query-function)

[Combination System Edits III-1-50](#combination-system-edits)

[Example End-of-Entry Edits and Resolution Steps
III-1-50](#example-end-of-entry-edits-and-resolution-steps)

## Overview

Welcome to *Volume III* of the *Common Origination and Disbursement
(COD) Technical Reference* written for users with Pell or Direct Loan
systems used in combination with EDExpress.

This volume of the *COD Technical Reference* provides guidance, edits,
and record layouts for using 2006-2007 EDExpress for Windows (the free
software package provided by the U.S. Department of Education) in
combination with your own system or vendor-provided software.

As an EDExpress for Windows user, you are a Full Participant in COD
processing. As a Full Participant, also be sure to read the *2006-2007
COD Technical Reference, Volume II: Common Record Full Participant
Technical Reference*.

Each volume of the *2006-2007 COD Technical Reference* is available for
download from the U.S. Department of Education's Federal Student Aid
Download (FSAdownload) Web site located at
[[fsadownload.ed.gov]{.underline}](http://www.fsadownload.ed.gov/) as
well as the Information for Financial Aid Professionals Web site (IFAP)
located at [[ifap.ed.gov]{.underline}](http://www.ifap.ed.gov/), as
needed.

### What it Means to be a Combination User

As a financial aid administrator (FAA) at a combination school, you are
aware of how complicated the entire financial aid process can be to
manage. As a Full Participant, the COD system improves the flow of
financial aid processing and can streamline the workload in your
financial aid office.

The COD system continues to function using the basic process of schools
submitting records and receiving responses. You can use EDExpress in
combination with your mainframe or third-party software to perform this
task or part of this task with COD.

EDExpress continues to use flat American Standard Code for Information
Interchange (ASCII) files to communicate with your external systems. You
import flat ASCII files into EDExpress to load Pell and Direct Loan
data. In turn, EDExpress exports your data to COD in the required
Extensible Markup Language (XML) format for Full Participants.

After your data is processed, COD sends a response in XML format that
can be imported into EDExpress. You can then export the information you
need to your mainframe or third-party software from EDExpress in the
ASCII flat file format.

**Note:** Schools planning to use EDExpress for Windows 2006-2007 to
process Direct Loan or Pell data must be enrolled as a Full Participant
with COD for the respective programs. You only need to enroll as a Full
Participant for Direct Loan or Pell if you were not enrolled in the
respective program in 2005-2006.

The contact information is as follows:

-   800/474-7268 for Pell Grant assistance

-   800/848-0978 for Direct Loan assistance

-   [[CODSupport@acs-inc.com]{.underline}](mailto:CODSupport@acs-inc.com)

### Organization of this Guide

This Implementation Guide is a reference to assist school FAAs who use
EDExpress for Windows software in combination with their mainframe
system or third-party software to process Pell Grants and Direct Loans.
This guide also assists schools in implementing changes for the COD
system for the 2006--2007 award year.

The following sections in Volume III contain pertinent combination
system information:

-   Section 2: Combination System Message Classes

-   Section 3: Combination System Record Layouts

-   Section 4: Combination System Edits

## Enhancements and Changes to EDExpress for 2006-2007

EDExpress software has been enhanced to conform with the annual changes
to COD, Pell, and Direct Loan processes. EDExpress provides a common
setup feature for the Pell and the Direct Loan programs, as well as a
common Origination tab and a common Disbursement tab. Separate Pell and
Direct Loan origination and disbursement windows display mutually
exclusive data elements.

EDExpress Pell and Direct Loan users are Full Participants in the COD
process for 2006-2007. They send and receive origination and
disbursement data to and from COD using the Common Record XML format. If
your school does not use EDExpress for all of its Pell or Direct Loan
processing, you need to modify your processes using the 2006-2007 Pell
and Direct Loan Combination System record layouts to accommodate updates
to fields and edits that are implemented within EDExpress due to COD.
Refer to the *2006-2007 COD Technical Reference Volume III, Section 3:
Combination System Record Layouts* for more information.

### EDESuite Products Updated for Section 508 Compliancy

All 2006-2007 EDESuite PC products contain updates to software grids,
field labels, and help text to ensure compatibility with screen reader
technology used by the visually impaired, in compliance with Section 508
of the Rehabilitation Act.

Screen reader software cannot interpret color shading in EDESuite
software entry fields or directly read the contents of software grid
cells. To accommodate these restrictions, EDESuite software users will
notice the following major changes:

-   All software fields that are shaded yellow to indicate they are
    required will now also display a "-R" after the software label. The
    "-R" indicates the field is required.

-   All software fields that are shaded blue after a previously saved
    value has been modified will now also display a "-C" after the
    software label. The "-C" text indicates the field has been changed.
    If the change is made to a field that is shaded yellow, the "-C"
    text will replace the "-R" text after the label.

-   All software grids now display floating text descriptions of the
    contents of grid cells when cells are selected. The text appears one
    cell above (or one cell below, for cells in the first line of the
    grid) the selected cell. The text lists Row number, Column title,
    and (if applicable) the current Value. Clicking once in a cell, or
    using the Tab key or arrow keys to move to a cell, displays the
    text. Clicking a second time hides the text.

-   The first time you log into EDExpress, the default user ID and
    password is SYSADMIN. The system then prompts you to change the
    default password by entering a new password and verifying it.
    Floating text is always enabled for the SYSADMIN user ID and always
    appears on the Startup Information dialog box. For all users, other
    than SYSADMIN, floating text is disabled by default. To enable it,
    select the **Enable 508 Grid Functionality?** checkbox on the
    Security Users dialog box. To disable the floating text, go to
    **Tools**, **Setup**, **Global**, **Security Users** and create a
    new user ID and password. Exit the software, and then log back in
    with your new user ID and password.

> **Note**: Users will always see the "-R" and "-C" labels added to
> software fields.

### EDExpress --- Global

The following enhancements have been made to the EDExpress software
affecting Global functionality, which is applicable to the COD -- Pell
and Direct Loan module:

#### Security

-   **FAA Access Setup Security Added.** For added security, we modified
    Security Groups setup to enable administrators to grant or deny
    access to the FAA Access setup screen for particular Security
    Groups. EDExpress users associated with a Security Group that does
    not have rights to view FAA Access setup will not be able to view or
    modify the FAA Access setup dialog box.

-   **508 Grid Functionality Checkbox Added.** We added a checkbox,
    Enable 508 Grid Functionality?, to Security Users setup. This
    checkbox allows administrators to deactivate floating text
    descriptions of cell contents in software grids for staff who are
    not using screen reader technology. Selecting this checkbox
    activates the floating text for a specific User ID, while clearing
    the checkbox deactivates the floating text for a specific User ID
    for all grids except the Startup Information dialog box. Floating
    text is always enabled for the SYSADMIN user ID and always appears
    on the Startup Information dialog box. For all users other than
    SYSADMIN, floating text is disabled by default.

#### Prior Year Import

-   **Prior Year Global Setup Fields Added.** Prior Year User-Defined
    Queries, Setup, and File Formats Import now imports responses for
    the following Global setup fields (listed by Global setup area) from
    the prior year's EDExpress database:

```{=html}
<!-- -->
```
-   FAA Access setup: All fields

-   System setup: Default E-mail Address and Default Address

-   Security Users setup: Automatically Transmit?

```{=html}
<!-- -->
```
-   **Prior Year Global File Format Import.** Prior Year User-Defined
    Queries, Setup, and File Formats Import now imports Global File
    Formats and associated fields from the prior year's EDExpress
    database.

-   **Prior Year File Format Field Count Limitation Added.** Prior Year
    User-Defined Queries, Setup, and File Formats Import no longer
    allows the import of a File Format from the prior year's EDExpress
    database if more than 255 EDExpress fields are selected in the File
    Format. In prior versions of EDExpress, using a File Format with
    more than 255 fields resulted in software errors during the External
    Export process.

-   **Prior Year Demographic Data Import.** Prior Year Demographic Data
    Import now imports values for the Demo tab fields E-mail Address 2
    and Country Code from the prior year's EDExpress Database.

#### Other Imports

-   **Import and Export Files Automatically Backed Up.** EDExpress
    automatically backs up your files rather than prompting you to back
    them up when 1000 files of the same message class already exist in
    the import or export directory. If EDExpress determines that 1000
    files of the same message class already exist, the software creates
    a backup subdirectory called "BACKUP" in your existing data
    directory and automatically moves the files into it. This prevents
    previously imported or exported files from being overwritten when
    you import or export new files.

#### Setup

-   **File Formats Restricted to 255 Fields.** The File Format setup for
    all EDExpress modules has been modified to enable users to add a
    maximum of 255 fields to each unique File Format. In prior versions
    of EDExpress, using a File Format with more than 255 fields resulted
    in software errors during the External Export process.

#### Entry

-   **Labels Modified for Yellow-Shaded Required Fields.** As part of
    the overall update of EDESuite software for Section 508 compliancy,
    all software fields that are shaded yellow to indicate they are
    required for the given tab, dialog box, or process now display "-R"
    after the label. Certain required fields, particularly those
    required in some circumstances but not others, are not displayed
    with yellow shading, and hence will not display the "-R" as part of
    the field label, even though the fields must be entered before a
    given process or function can be run.

-   **Labels Modified for Blue-Shaded Modified Fields.** As part of the
    overall update to the EDESuite of software for Section 508
    compliancy, all software fields that change to blue shading after a
    change is saved to a previous value in the field now display "-C"
    after the field label. The "-C" text only appears as part of the
    label after the change is saved. If the change is made to a field
    that is shaded yellow, the "-C" text replaces "-R" after the label.

-   **Floating Text Added to Software Grids:** As part of the overall
    update to the EDESuite of software for Section 508 compliancy,
    software grids now display floating text descriptions of the
    contents of grid cells when cells are selected. The text appears one
    cell above (or one cell below, for cells in the first line of the
    grid) the selected cell. The text lists Row number, Column title,
    and (if applicable) the current Value. Clicking once in a cell, or
    using the Tab key or arrow keys to move to a cell, displays the
    text. Clicking a second time hides the text. Floating text is always
    enabled for the SYSADMIN user ID and always appears on the Startup
    Information dialog box. For all users other than SYSADMIN, floating
    text is disabled by default. To enable it, select the Enable 508
    Grid Functionality? checkbox on the Security Users dialog box. To
    disable the floating text, go to Tools, Setup, Security Users and
    create a new user ID and password. Exit the software, and then log
    back in with your new user ID and password.

#### Reports

-   **Student Summary Report Displays Cents for Pell Awards.** We
    updated the Pell Grants section of the Student Summary report to
    print Pell award amounts in both dollars and cents. Previously, this
    report only displayed whole dollar values for Pell awards.

### COD Processing (Pell and DL)

The following enhancements affect both Pell and Direct Loan data
processing:

#### Pell and Direct Loan Import

-   **Disbursement Data Reformatted on Response Import Edit Report.** We
    changed the format of the Disbursement Response section of the COD
    Response (message class CRAA07OP) import edit report to more clearly
    identify the data elements associated with each column heading.

#### Pell and Direct Loan Data Processing

-   **Updated Valid Date Ranges.** We updated valid date ranges for Pell
    and Direct Loan processing for the 2006-2007 processing cycle to
    synchronize EDExpress with COD edits and federal policy. These
    updated data ranges are discussed in more detail in the Business
    Rules section of this volume.

### Pell Only Processing

The following enhancements affect Pell data processing only:

-   **Processed Date Field Renamed.** We updated all references to the
    "Origination Processed Date" field in the Pell module to read "Last
    Pell Processor Date."

-   **Pell Award Amount Displayed in Dollars and Cents.** We updated
    EDExpress to display Pell award amounts in both dollars and cents
    throughout the Pell module, including:

```{=html}
<!-- -->
```
-   Fields on the Pell Origination and Disbursement tabs

-   Fields printed on Pell reports

-   Values displayed in Pell Multiple Entry

### Direct Loan Only Processing

The following enhancements affect Direct Loan data processing only:

#### Entry

-   **Master Promissory Note (MPN) Fields Renamed.** We updated all
    references of "Note" to "MPN" in the following fields:

```{=html}
<!-- -->
```
-   "Signed Note Received" renamed to "Signed MPN Received"

-   "Date Signed Note Received" renamed to "Date Signed MPN Received"

#### Import

-   **Import Statistics Dialog Box Modified.** The total number of
    processed records displayed on the Direct Loan Import Statistics
    dialog box is now calculated as the sum of accepted, rejected, and
    skipped records.

-   **Packaging Data Import Error Description Revised.** When a user
    attempts to create a subsidized or unsubsidized loan record from a
    Packaging record with a Transaction \# equal to "00" (on the Awards
    tab), EDExpress now displays a more detailed error message
    explaining the error on the import edit report for the Loan Data --
    Packaging import.

#### Reports

-   **DL Reports Group Records by Original Social Security Number
    (SSN).** Origination and disbursement data for student records is
    now grouped by Original SSN on all Direct Loan reports instead of
    Current SSN. This change makes it easier to identify borrowers in
    your database with the same Current SSN but different names,
    Original SSNs, and Loan IDs.

-   **Disclosure Statement Loan Information Sort Order Added.** For
    consistency, the Loan Information section of the Disclosure
    Statement report always prints subsidized loan information before
    unsubsidized loan information when data for both loan types is
    present.

#### Query

-   **Pre-Defined Query Parameters Modified.** We updated the criteria
    for the "LAA Not Equal to Endorser Amount" pre-defined query to
    filter for records with a Credit Decision value equal to E (Endorser
    OK), in addition to the current query criteria. This change will
    provide more accurate results for users attaching this query to
    reports or other EDExpress functions.

## Business Rules

The following issues may affect your combination system:

-   2006-2007 COD Message Class Options

-   2006-2007 Updates to Valid Date Ranges

-   Direct Loan Ancillary Services (for example, where to mail an MPN)

-   Direct Loan MPN, PLUS Credit Decision, and Disclosure Statement

### 2006-2007 COD Message Class Options

COD provides various message class options for sending and receiving
Common Record data to and from COD. The 2006-2007 Common Record Message
class options include:

-   Non-program specific and non-award year specific (current COMRECIN
    and COMRECOP)

-   Award year specific and non-program specific (Option selected by
    EDExpress)

-   Program specific and non-award year specific

-   Award year specific and program year specific

2006-2007 EDExpress is using the award year specific message class
option for sending and receiving Common Record data for Pell and Direct
Loan. These message classes are:

  ----------------------- -----------------------------------------------
  **2006-2007 Message     **Data Description**
  Class**                 

  CRAA07IN                COD Common Record data sent to COD from
                          EDExpress

  CRAA07OP                COD Response from COD to EDExpress

  CRRC07OP                COD Receipt from COD to EDExpress
  ----------------------- -----------------------------------------------

The award year specific message class option provides you the advantage
of viewing the award year of the data within the Common Record file
before importing the file into EDExpress. EDExpress is ***not*** using
the options for program specific message classes.

In addition, COD sends all Web-generated and system-generated
transactions such as a Pell negative disbursement or a Direct Loan MPN
response to all schools in new award year specific message classes.

**Note:** These options do not affect the Pell and Direct Loan report
message classes.

All message classes used by 2006-2007 EDExpress are outlined for you in
the *2006-2007 COD Technical Reference, Volume III, Section 2:
Combination System Message Classes*. All COD message classes are
outlined in the *2006-2007 COD Technical Reference, Volume II, Section
2: COD Message Classes*.

### 2006-2007 Updates to Valid Date Ranges

Valid date ranges for Pell and Direct Loan processing are updated for
the 2006-2007 processing cycle. These updates affect EDExpress edits and
valid field content. Below is the listing of updated 2006-2007 date
ranges.

  ---------- ---------- --------------------------------- -----------------------
  **Pell**   **Direct   **Data Element**                  **Date Range**
             Loan**                                       

             X          Date of Birth                     01/01/1907 to
                                                          12/31/1998

  X                     Pell Enrollment Date              01/01/2006 to
                                                          06/30/2007

  X                     Pell Payment Period Start Date    01/01/2006 to
                                                          06/30/2007

  X                     Pell Disbursement Date            07/01/2006 to
                                                          09/30/2012

             X          Direct Loan Award Begin Date      07/02/2005 to
                                                          06/30/2007

             X          Direct Loan Award End Date        07/01/2006 to
                                                          06/29/2008

             X          Direct Loan Academic Year Start   07/02/2005 to
                        Date                              06/30/2007

             X          Direct Loan Academic Year End     07/01/2006 to
                        Date                              06/29/2008

             X          Direct Loan Disbursement Date     06/22/2005 to
                                                          10/27/2008
  ---------- ---------- --------------------------------- -----------------------

### Direct Loan Ancillary Services

Borrowers of Direct Subsidized, Unsubsidized and PLUS loans can complete
a paper MPN or an electronic MPN at
[[dlenote.ed.gov]{.underline}](https://dlenote.ed.gov/). If a borrower
completes the electronic MPN, an MPN Response (CRPN07OP) is sent to the
appropriate school. If a borrower completes a paper MPN, the MPN can be
mailed directly to COD or returned to the school to forward to COD. COD
must receive and accept the MPN before the loan is booked.

Hardcopy MPNs mailed to COD by the school must be accompanied by a paper
manifest that lists the borrower's name and MPN Identification (ID) for
each MPN in the shipment. The paper manifest also provides a
certification to be signed by an official at the school.

**Note:** For 2006-2007, schools continue to send batches of MPNs with
paper shipping manifests to the following addresses:

+--------------------------------+-------------------------------------+
| **Through Regular Mail:**      | **Through Overnight, Express, or    |
|                                | Certified Mail:**                   |
+--------------------------------+-------------------------------------+
| **US Department of Education** | **US Department of Education**      |
|                                |                                     |
| **P.O. Box 5692**              | **201 TechnaCenter Drive**          |
|                                |                                     |
| **Montgomery, AL 36103-5692**  | **Montgomery, AL 36117**            |
|                                |                                     |
| **1-800-848-0978**             | **1-800-848-0978**                  |
+--------------------------------+-------------------------------------+

MPNs for subsidized and unsubsidized loans and MPNs for PLUS loans must
be batched separately and a separate paper manifest created for each.
Each document can contain up to 100 notes. Additionally, separate
documents (manifests) must be created for each Direct Loan school code.
The MPN Manifest option is available through the EDExpress Print
process.

After a batch of MPNs is received in the mailroom, the notes are
manually inspected for missing or incorrect information. A generic
checklist is used. If there are errors or information is missing, the
checklist is marked in the appropriate blank describing the error that
needs to be corrected. The checklist and MPN are returned to the school
or borrower, which ever is appropriate. If a note is rejected, a new MPN
must be printed with the corrected data and resubmitted to COD.

After an MPN is processed by COD, you receive an MPN Response which
includes the MPN status and can be used to update EDExpress.

More information on MPN Responses can be found in the *2006-2007 COD
Technical Reference, Volume II: Common Record Full Participant Technical
Reference.* You may want to become familiar with all volumes in the *COD
Technical Reference* to gain a full understanding of the COD system.

### Direct Loan MPN, PLUS Credit Decision, and Disclosure Statement

This section describes the Direct Loan MPN multi-year and single year
notes, as well as the PLUS credit decision, and the disclosure
statement.

#### Direct Loan Master Promissory Note

Since 2003-2004, the MPN is the approved promissory note for Direct
Subsidized and Unsubsidized loans and PLUS loans for all schools. All
MPN processes and procedures apply to all loan types.

**Note:** Refer to the Implementation Guide found in the *2006-2007 COD
Technical Reference, Volume II: Common Record Full Participant Technical
Reference* for complete details regarding Direct Loan Master Promissory
Notes.

The MPN is a legal document requiring the borrower to repay the funds
borrowed under the Direct Loan Program. An MPN must be signed by the
borrower before a Direct Loan can be disbursed. An MPN can be either a
paper MPN or an e-MPN.

No dollar amount is printed on the MPN by the school or COD. (Loan
amount and disbursement amounts are printed on the Disclosure
Statement.) An MPN ID is generated for each MPN and is printed on the
MPN. The 21-character MPN ID is used by COD to identify which loans are
linked to an MPN. A subsidized/unsubsidized MPN ID contains an **M** in
the tenth position. A PLUS MPN ID contains an **N** in the tenth
position.

The COD System links an accepted subsidized/unsubsidized award to a
valid MPN using the following student data elements:

-   Current SSN,

-   Date of birth, and

-   First two characters of the first name *or* the first two characters
    of the last name, if the first name is blank.

More information on Linking MPNs can be found in the *2006-2007 COD
Technical Reference, Volume II, Section 1 - Full Participant
Implementation Guide.*

***MPN Features***

All MPNs are processed using the multi-year (MY), single-year (SY), or,
in the case of PLUS loans, single-loan (SL) feature. The SL feature
applies only to PLUS loans with an endorser. Schools must use the same
MPN feature for all loan types, subsidized, unsubsidized, and PLUS
loans. For example, a school cannot process MPNs using the MY feature
for subsidized/unsubsidized loans and the SY feature for PLUS loans.
More details on each feature are discussed in the next few paragraphs.

##### Multi-Year MPN Feature 

Since 2003-2004, the authority to process Direct Loans using the
multi-year MPN feature was expanded. Under this expanded authority,
unless a school is specifically informed otherwise, all Direct Loan
schools can allow borrowers to receive loans for subsequent academic
years based on a previously signed MPN (even if that MPN was signed
before the effective date of the expanded authority). Not only are
multiple loans linked to the same MPN accepted by COD across academic
years, but also across schools. For more information regarding
eligibility for the multi-year MPN feature see the Dear Colleague Letter
GEN-02-10 (November 2002)
([[ifap.ed.gov/dpcletters/Gen0210.html](http://www.ifap.ed.gov/dpcletters/Gen0210.html))]{.underline}
and *2006-2007 COD Technical Reference, Volume II: Common Record Full
Participant Technical Reference*

On the Response, there is an MPN link indicator for
subsidized/unsubsidized/PLUS loans. If the loan record has been linked
to an MPN at COD, the MPN link indicator contains a **Y**. Loan records
not linked to an MPN on file at COD have an **N,** in the MPN link
indicator field.

**Note:** When processing 2006-2007 loan records, COD is aware of open
MPNs processed by the Loan Origination Center (LOC) for program years
before 2003-2004.

Schools using the multi-year feature must have a confirmation process in
place. The confirmation process for subsidized/unsubsidized loans can be
active or passive, however, schools must implement an active
confirmation process for PLUS loans.

**Note:** For more details regarding the confirmation process, refer to
the Direct Loan School Guide, Chapter 6 at
[[ed.gov/offices/OSFAP/DirectLoan/dl_guide.pdf]{.underline}](http://www.ed.gov/offices/OSFAP/DirectLoan/dl_guide.pdf)

##### Determining the MPN Status for Subsidized/Unsubsidized Loans When Using the Multi-Year MPN Feature 

For subsidized/unsubsidized loans processed using the multi-year
feature, determining the MPN status is a two-step decision-making
process within EDExpress.

First, EDExpress checks for other existing originated subsidized,
unsubsidized, or PLUS loans for the student. When another loan exists
within EDExpress for a student, EDExpress reviews the MPN status of the
existing loan.

  ------------------------------- ---------------------------------------
  **IF...**                       **THEN...**

  The MPN status of the existing  EDExpress updates the MPN status of the
  loan indicates a valid MPN      originating loan to **T**, assumes a
  exists or assumes a valid MPN   valid MPN exists
  exists (**A**, **P**, **S**,    
  **M**, or **T**)                

  The MPN status of the existing  EDExpress sets the MPN status of the
  loan indicates no valid MPN     originating loan to **R**, ready to
  exists (**R** or **N**)         print, and a new MPN can be printed
  ------------------------------- ---------------------------------------

**EDExpress MPN Statuses: N**: Not ready to print (Sub/Unsub only),
**R**: Ready to print, **P**: Printed or request to print sent to COD,
**S**: Signed & returned (available when current value is P), **M**:
Manifested, **A**: MPN Accepted by COD, **X**: MPN Pending, **T**: MPN
Exists (available when current value is N, R, P, S or M)

When no other loans for a student exist within EDExpress, EDExpress
reviews the ISIR Direct Loan MPN flags if ISIRs were imported into
EDExpress.

  ------------------------------ ----------------------------------------
  **IF...**                      **THEN...**

  The ISIR Direct Loan MPN flag  EDExpress updates the MPN of the
  indicates an active MPN at COD originating loan to **T**, assumes a
  (**A**)                        valid MPN exists

  The ISIR Direct Loan MPN flag  EDExpress sets the MPN status of the
  is blank or indicates no valid originating loan to **R**, ready to
  MPN (**I**, **C**, **N**, or   print, and a new MPN can be printed
  **U**)                         
  ------------------------------ ----------------------------------------

**ISIR Direct Loan MPN Flag: A**: Active, **I**: Inactive, **C**:
Closed, **N**: None or Unavailable, or **U**: Updated

##### Determining the MPN Status for PLUS Loans When Using the Multi-Year MPN Feature 

For PLUS loans processed using the multi-year feature, a school can set
the MPN status to **T** either manually or through multiple entry in
EDExpress. The MPN status of **T** is used to indicate you assume an MPN
is on file at COD for the borrower. When the MPN status is set to **T,**
EDExpress does not require the printing of an MPN for that PLUS loan.
Upon importing the COD Response for an accepted PLUS loan, EDExpress is
updated with the MPN status on file at COD.

##### Single-Year MPN Feature 

The single-year feature is available to all schools and requires that a
new MPN must be completed by a borrower for each academic year. All
schools ***not*** eligible to process MPNs using the multi-year feature
must use the Single-Year feature. Schools eligible for the multi-year
feature can opt to process MPNs using the single-year feature. The
school's processing feature is updated in EDExpress setup and on the COD
Web site.

A single-year school must use an MPN generated at or for that school
only. A single-year school can link multiple loans for the same academic
year, for the same student, to the same MPN. The academic year start and
academic year end dates must be the same on all loan records linked to a
specific MPN.

On the Response, there is an MPN link indicator for
subsidized/unsubsidized/PLUS loans. If the loan record has been linked
to an MPN at COD, the MPN link indicator contains a **Y**. Loan records
not linked to an MPN on file at COD have an **N,** in the MPN link
indicator field.

##### Determining the MPN Status When Using the Single-Year MPN Feature

When processing loans using the single-year feature, EDExpress looks for
other originated loans for the student with the same academic year
within EDExpress to determine the MPN status.

  ------------------------------ ----------------------------------------
  **IF...**                      **THEN...**

  No other loans exist for this  EDExpress sets the MPN status of the
  student within EDExpress       originating loan to **R**, ready to
                                 print and a new MPN can be printed

  Another loan exists and the    EDExpress sets the MPN status of the
  academic year start and end    originating loan to **R**, ready to
  dates do ***not*** match the   print and a new MPN can be printed
  loan being originated          

  Another loan exists and the    
  academic year start and end    
  dates match the loan being     
  originated, EDExpress reviews  
  the MPN status of the existing 
  loan:                          

  If the MPN status of the       EDExpress updates the MPN status of the
  existing loan indicates a      originating loan to **T** and assumes a
  valid MPN exists or assumes a  valid MPN exists
  valid MPN exists (**A**,       
  **P**, **S**, **M**, or **T**) 

  If the MPN status of the       EDExpress sets the MPN status of the
  existing loan indicates no     originating loan to **R**, ready to
  valid MPN exists (**R** or     print, and a new MPN can be printed
  **N**)                         
  ------------------------------ ----------------------------------------

**N**: Not ready to print (sub/unsub only), **R**: Ready to print,
**P**: Printed or request to print sent to COD, **S**: Signed & returned
(available when current value is P), **M**: Manifested, **A**: MPN
Accepted by COD, **X**: MPN Pending, **T**: MPN Exists (available when
current value is N, R, P, S or M)

**Note:** For schools implementing single-year functionality the ISIR
Direct Loan MPN flag is not used in the process to determine if a new
MPN should be printed since a previous year's MPN is not relevant.

##### Single-Loan MPN Feature 

The single-loan MPN is an MPN linked to a PLUS loan that is accepted
with an eligible endorser who has an approved credit decision. After an
endorser is associated with a PLUS loan, the MPN linked to that PLUS
loan cannot be linked to any other loans even if the school uses the
multi-year MPN feature. The MPN status for a single-loan MPN is
determined by COD.

When a PLUS loan with an endorser is linked to an MPN, the COD system
returns an MPN status of accepted on the Response. After the single-loan
MPN is established, it becomes an inactive MPN and no other loans can be
linked to that same MPN. In addition, all other pending or active PLUS
MPNs for the borrower become inactive at COD. Future ISIRs display an
MPN status of inactive and a new MPN must be completed if the borrower
wants to borrow a subsequent PLUS loan.

##### Importing the MPN Status from COD

EDExpress imports the determined MPN status for a loan from COD using
the common record Response or the promissory note Response. When the
loan is accepted by COD, COD links the loan to an MPN, if possible. The
common record Response (CRAA07OP) or the promissory note Response
(CRPN07OP) contains COD's MPN status for the loan record.

Upon import of the COD common record Response file (CRAA07OP), EDExpress
updates the MPN status of a loan as follows:

  --------------------------------- -------------------------------------
  **IF COD MPN Status Imported      **THEN EDExpress Updates to:**
  is:**                             

  A = Accepted MPN at COD           A = Accepted by COD

  R = Rejected or MPN not on file   R = Ready to print

  X = Pending MPN at COD            R = Ready to print
  --------------------------------- -------------------------------------

Upon import of the MPN Response (CRPN07OP), EDExpress updates the MPN
status of a loan as follows:

  --------------------------------- -------------------------------------
  **IF COD MPN Status Imported      **THEN EDExpress Updates to:**
  is:**                             

  A = Accepted MPN at COD           A = Accepted by COD

  R = Rejected or MPN not on file   R = Ready to print

  X = Pending MPN at COD            X = Pending at COD
  --------------------------------- -------------------------------------

#####  Valid MPN

An open MPN is valid for up to ten years from the date the MPN is
received by the COD system if at least one disbursement is made within a
year from the date COD received the MPN and the borrower has not closed
the note.

**Note:** If at least one disbursement is ***not*** made on any of the
loans linked to an MPN within twelve months, the MPN is closed by COD.

To close an MPN a borrower must send a written request to the Direct
Loan Servicing or to the school. If the closed notification is received
at the school, the school must forward the original documentation to COD
School Relations Center. Upon receipt of a written request, COD manually
closes the MPN and sends a confirmation letter to the borrower. After an
MPN has been closed, no new loans can be linked to it. Loans that are
already linked to a closed MPN can continue to use that MPN for
disbursement processing. A new MPN must be generated if new loans are to
be originated. When a loan is processed by COD and all MPNs for the
borrower on file at COD are closed, an MPN status of **R** (MPN not on
file) is returned in the Response to the school.

#### PLUS Credit Decision Status

When importing a common record Response (CRAA07OP) for a PLUS loan, the
PLUS credit decision status for the PLUS loan is updated in EDExpress. A
PLUS loan is not linked to an MPN until the borrower has an accepted
PLUS credit decision status. PLUS credit decision statuses are A =
Accepted, D = Denied, and P = Pending.

When a PLUS borrower requests a credit decision override or submits an
Endorser Addendum, a Credit Decision Override Response (CRCO07OP) is
generated by COD to communicate the updated credit decision status.
Valid values for the PLUS credit decision override code are:

C = Credit overridden as a result of new credit information provided

E = Credit overridden as a result of an endorser's approval

D = Credit denied as a result of an endorser's denial

N = Credit denied after pending.

When the credit decision status is updated to "Accepted," the COD system
attempts to link the PLUS loan to an MPN. If the loan is linked to an
MPN, an MPN Response (CRPN07OP) is generated to communicate the updated
MPN status. Upon importing the Credit Decision Override Response file,
EDExpress updates the PLUS credit decision status. Upon importing the
MPN Response file, EDExpress updates the MPN status for the PLUS loan.

Refer to the *2006-2007 COD Technical Reference, Volume II: Common
Record Full Participant Technical Reference* for additional information
regarding requesting a PLUS credit decision or appealing a PLUS credit
decision.

#### Generating Disclosure Statements

Disclosure Statements are required for all loan types (subsidized,
unsubsidized, and PLUS loans) and can be printed by COD or a school.

EDExpress provides the capability to print Disclosure Statements for
subsidized, unsubsidized, and PLUS loans. When the school prints a
Disclosure Statement, the disclosure statement print indicator value of
O = Onsite (school prints) within EDExpress is translated to a
disclosure statement print code of **S,** (school prints and sends to
borrower) on the Common Record export that is sent to COD.

**Note:** Refer to the Implementation Guide found in the *2006-2007 COD
Technical Reference, Volume II: Common Record Full Participant Technical
Reference* for complete details regarding Generating Disclosure
Statements.

## System Options

To help you decide how best to incorporate EDExpress for Windows,
consider the following questions.

  --------------------- -------------------------------------------------
  **Grant and Loan      How large is the grant and loan volume at your
  Volume**              school?

  **Available           How much of the following resources are
  Resources**           available: staff, data processing resources,
                        equipment, and money?

  **Existing Systems**  What existing systems are in place and how easy
                        are they to integrate?

  **Time Constraints**  Is there enough time available to develop a
                        system?

  **Campus              Are there existing means of communication between
  Communications**      offices involved in the Direct Loan Program or
                        the Federal Pell Grant Program? (These offices
                        could include financial aid and bursars.)
  --------------------- -------------------------------------------------

The U.S. Department of Education gives you maximum flexibility in
fashioning a system solution that best meets your school's needs. As a
combination school, you should consider the following options:

### EDExpress for Windows

EDExpress for Windows is a comprehensive financial aid management system
provided at no cost by the U.S. Department of Education.

-   It is a student-based system that enables you to process federal
    application data, including loading and printing Institutional
    Student Information Records (ISIRs) received electronically from the
    CPS ISIR Datamart and viewing and correcting individual ISIRs
    through FAA Access to CPS Online.

-   It also computes student award packages, maintains funds, tracks
    file documents, generates reports, establishes Pell and Direct Loan
    origination records, prints MPNs, and manages and reports Pell and
    Direct Loan disbursement data.

EDExpress supports all the necessary tasks required to participate in
the Federal Pell Grant Program and the William D. Ford Federal Direct
Loan Program. Schools using this software can refer to the Desk
References for Pell and Direct Loan or the online Help in EDExpress for
assistance.

EDExpress and its desk references along with other documentation are
located on the
[[fsadownload.ed.gov](http://fsadownload.ed.gov/)]{.underline} Web site.

### Combination EDExpress/Custom System

You can use any of the processing functions provided by EDExpress in
conjunction with external systems or software from another vendor.

EDExpress enables you to import data captured in other on-campus systems
for example, a financial aid packaging system.

You can export data needed by other on-campus systems (such as the
school's business office) from the EDExpress database.

### Interface with Other Software Systems on Campus

Your other school computer systems, used for registration or accounting,
are potential providers of data to EDExpress. EDExpress is designed to
import data captured in other systems and reformatted according to
specifications provided in this technical reference. Likewise, data in
EDExpress can be exported for use in other on-campus systems.

### Benefits to Using EDExpress

If you currently use another system for Pell and Direct Loan processing,
consider that 2006-2007 EDExpress for Windows:

-   Is fully XML-compliant to work with the COD system

-   Automatically translates the flat file that you imported from your
    mainframe or third-party software upon export to COD

-   Can automatically convert XML records from COD to flat ASCII and
    export them to a flat file for your mainframe or another system on
    campus

-   Offers a powerful structured query language (SQL)-based query
    function for extracting data

-   Uses a friendly Windows interface

-   Is proven to work well in combination with mainframe systems

-   Is backed by expert technical support

### PC Requirements for EDExpress

For PC requirements, see the *Installation Guide for EDExpress for
Windows* (year specific), located on the
[[fsadownload.ed.gov]{.underline}](http://fsadownload.ed.gov/) Web site
or contact CPS/SAIG Technical Support at\
**800/330-5947** (TDD/TTY 800/511-5806) or
[[CPSSAIG@ed.gov]{.underline}](mailto:cpssaig@ed.gov).

## The Basic Process for Combination Systems

As you review your processing methods and current use of EDExpress, or
if you are considering using EDExpress, ask these questions:

-   What is the source of my data?

-   How will I synchronize updates to the data between EDExpress and the
    mainframe or my other financial aid management software?

-   How will I synchronize updates to the data my office shares with
    other offices on campus?

Every combination school's processing environment is unique. As a simple
example, the steps for processing Pell and Direct Loan records with
EDExpress and the COD system in a combination system environment could
be similar to these:

1.  In EDExpress, import an ASCII file of records from the mainframe
    using the **Import External Add** function.

2.  Update records in EDExpress by importing an ASCII file from the
    mainframe using the **Import External Change** function.

3.  For Direct Loan, create or verify MPNs if needed. These MPN statuses
    can come from the External Add or Change files.

4.  Export the information from EDExpress (data is automatically
    translated to XML format) to COD for origination through the Student
    Aid Internet Gateway (SAIG).

5.  Receive Common Records Receipts and Responses from COD through the
    SAIG.

> **Note:** The COD System sends one Response document for each Common
> Record document submitted.
>
> For Common Record Responses processed by COD and received through the
> SAIG mailbox, schools can receive a Full or Standard Response.
> However, EDExpress always requests and receives Full Responses from
> COD. A Full Response contains all the original tags sent by the school
> and the rejected data elements and reason codes. A Standard Response
> contains only the rejected data elements and reason codes.
>
> The request that EDExpress sends in the Common Record for a Full
> Response overrides the school's option set on the COD Web site. For
> example: If you set your school option to receive Standard Response
> and you send your data to COD using EDExpress, COD is going to return
> a Full Response.
>
> **Note:** All Web-generated Responses are Full Responses.

For further information, record layouts, and processes, Full
Participants should refer to the *2006-2007 COD Technical Reference,
Volume II: Common Record Full Participant Technical Reference.*

6.  Import the Receipts and Responses into EDExpress.

7.  If the originations and MPNs were submitted successfully and
    accepted, disburse funds to the students.

8.  Export information to COD.

9.  Use the Query function in EDExpress to extract student information
    from the records and print the information to a file for the
    bursar's office.

10. Export the updated records to an ASCII file from EDExpress using the
    Export External function.

11. Load the file of updated records to your mainframe or third-party
    software.

12. Make changes to the student records, if corrections are needed.

**Note:** The Pell External Import Change process only requires those
fields that are to be modified and a few key fields to be imported into
EDExpress. Any fields not modified are to be submitted as filler. The
External Add/Change Record Layout is updated to allow filler in any
non-modified field. Refer to the *2006-2007 COD Technical Reference,
Volume III, Section 3: Combination System Record Layouts.*

## Combination System Message Classes

The *2006-2007 COD Technical Reference, Volume III, Section 2* provides
the 2006-2007 Pell and Direct Loan EDExpress message classes.

### Documents 

The COD Process begins when a Full Participant school submits a Common
Record. For the 2006-2007 award year, the Common Record is submitted by
Full Participants in one of two ways:

-   Document submission (**Note:** This is the option for EDExpress
    users.)

-   Online submission using the COD Web site

EDExpress in combination with EDconnect and SAIG enables users to
participate in the COD System using the document submission process. For
questions regarding the online submission using the COD Web site, refer
to *2006-2007 COD Technical Reference, Volume II: Common Record Full
Participant Technical Reference*.

#### Common Record Document Submission

All Common Record documents are submitted to COD's SAIG mailbox. The
Enterprise Application Integration Bus (EAI Bus) performs periodic data
pickups from COD's SAIG mailbox and transmits the Common Record data to
the COD System.

EDExpress continues to export Pell and Direct Loan files with document
headers and trailers. The document header contains a Document ID that is
unique to the export document.

For more information regarding transmitting to SAIG, see the *SAIG Host
Communication Guide* on the
[[fsadownload.ed.gov]{.underline}](http://fsadownload.ed.gov/) Web site.

#### The Document Integrity Rule

EDExpress requires document integrity. As a result, COD returns a
response for every Pell or Direct Loan record submitted by the school.
If a school submits a document with 1,000 Pell records, COD returns a
response corresponding to only those 1,000 records. The response file
always contains the same document ID originally submitted by the school.

#### Tracking Document IDs

Schools should track document IDs on their systems. The EDExpress
software provides document-level tracking capability through the Browse
function located within the Tools menu option. You can track COD
submissions with the Document Activity grid through this system option.
COD submissions can have Pell -- only data, DL -- only data, or both
Pell and DL data.

All document IDs transmitted to COD using EDExpress have the same format
and are 30 characters long. The format is
CCYY-MM-DDTHH:mm:ss.ff99999999.

The first segment of the document ID identifies the date the document
was exported from EDExpress. The date is represented in CCYYMMDD format.

-   CC = Century

-   YY = Year

-   MM = Month

-   DD = Day

Next in the document ID is a **T** as a date/time separator followed by
the document time identifying when the document was exported from
EDExpress. The time is represented in a HH:mm:ss.ff format.

-   HH = Hour

-   mm = Minutes

-   ss = seconds

-   ff = hundredths of a second

The characters that follow reflect the school's assigned eight-digit
Source Entity ID from COD System setup. The Source Entity ID is randomly
generated and assigned to schools by COD.

**Note:** The manifest document ID is also tracked in the Document
Activity Grid but it uses the Reporting Entity ID, not the Source Entity
ID.

**Note:** The Combination System Message Class table, along with other
message class information, is found in the *2006-2007 COD Technical
Reference, Volume III, Section 2: Combination System Message Classes.*

## Combination System Record Layouts

Interfacing your school's system with EDExpress for Windows reduces the
effort of preparing data by importing student data from your existing
systems into EDExpress. You can also take advantage of the built-in
edits in EDExpress to ensure that your records contain valid data. After
processing Pell or Direct Loan records with EDExpress, you can create a
customized export file to share the data with your school's other
systems.

The *2006-2007 COD Technical Reference, Volume III, Section 3:
Combination System Record Layouts* contains the record layouts that
enable you to use EDExpress for Windows in combination with your
school's software to process Pell Grant and Direct Loan data.

### Imports

The import process enables you to quickly add and update both
origination and disbursement records using a combination of EDExpress
and your school's system or third-party software. Remember, to import
data from another system to EDExpress, you must format the data
according to the record layouts in the *2006-2007 COD Technical
Reference, Volume III, Section 3: Combination System Record Layouts*.

EDExpress receives data from external systems without a header and
trailer record but does require ASCII format, with the end of each
record marked with carriage return/line feed characters (ASCII 13 and
10). After the last record there is no end of file marker (EOF), only
the final carriage return/line feed marker.

**Note:** If the file is incorrectly formatted without the carriage
return/line feed, the import fails and the following error message
displays: *Invalid Record Length.* You are given the record size of the
import file.

The figure on the next page shows the External Import process.

#### ![](media/image1.wmf) 

#### Import External Add or External Change Records

The basic steps for importing external data into EDExpress for Windows
are:

1.  Select **File**, **Import** from the menu bar.

2.  Click the tab of the module you want to use, Pell or Direct Loan.

3.  Click the down arrow on the import type box to display a list of
    file types to import.

4.  Select the file type.

For Pell, choose **Origination Data -- External** or **Disbursement Data
-- External**.

For Direct Loan, choose **Loan Data -- External Add** or **Loan Data --
External Change**.

5.  Confirm that the default filename and data directory you established
    in setup appears in the **Import From** box.

Or, if you want to import from a different filename, click the **File**
button to locate and name the file, then click **OK**. EDExpress enters
the filename in the box automatically.

6.  Click **Printer**, **File**, or **Screen** as the report output
    destination.

If you want to send the report to a file, click the **File** button to
locate and name the file, then click **OK**. EDExpress enters the
filename in the box automatically. Remember that if you print to a file,
no hard copy prints on your printer. To print a hard copy, you need to
either open the printed file and print ***or*** reimport the file and
select **Printer** as your output destination.

7.  Click **Y** for Yes at the Prompt for Duplicates option if you want
    EDExpress to display the IDs for records that are duplicates of
    those already in your database. If you are importing external change
    records for Direct Loan, skip this step.

8.  Click **OK** to import the file and send the report to the
    destination you chose. The Database Load Statistics dialog box
    appears.

9.  Click **OK** to close the Database Load Statistics dialog box. If
    you chose screen as your output destination, use the scroll bars to
    view and click **OK** when you are finished.

10. Review the results. If errors occurred, correct them in your import
    file, resave the file, and import the file again.

#### Prompt for Duplicates

If you want to be warned when EDExpress encounters a record in the
database with the same ID as a record being imported, select the Prompt
for Duplicates checkbox in the Import dialog box.

With the prompt for duplicates option selected, EDExpress prompts you
for the following actions when it encounters a duplicate record:

-   **Skip?** This option skips the current record and the import
    process advances to read the next record in the file. No updates are
    made to the current record.

-   **Skip All?** This option skips the current record and all other
    duplicates without notification. No updates are made to any of the
    duplicate records that are found. EDExpress does not prompt you when
    it finds duplicates during the process

-   **Update?** This option prompts you to update the current record and
    continues processing with the next record. The update option
    processes the current record, then advances to the next record and
    prompts you again when another duplicate record is found.

-   **Update All?** This option updates the current record and all other
    duplicate records throughout the process without warning you of
    duplicate records found.

**Note:** If you do not select the prompt for duplicates checkbox,
EDExpress automatically skips duplicate records.

#### Import Edits for Valid Values

As the import progresses, all records are passed through field-by-field
edits. EDExpress checks each field for valid content. If any field fails
an edit, the record is rejected. The fields causing the rejection and
appropriate invalid value messages are displayed on the Import Edit
report.

All records that successfully pass the valid values edits are saved in
the EDExpress database.

#### End-of-Entry Edits

During the External Import process, EDExpress passes the data through
end of entry edits. If an edit is hit, an error message appears on the
Import Edit report at the end of the process. You can also see "Invalid
Value" errors on this same edit report. If this type of error appears,
go to the data element in the record layout and refer to the valid
values column for help in resolving the error.

#### Correcting Errors

Invalid or missing data must be updated on the external system. You must
then recreate the External Add or Change record and reimport it into
EDExpress.

If you are importing only to add previously rejected records, you can
reuse the original import file after updating the rejected records. You
do not need to remove the previously accepted records from the import
file. EDExpress skips these records unless you select the prompt for
duplicates checkbox to choose a different action.

As with the original import, the corrected records run through the edits
again. If they pass all edits, EDExpress saves them in the database. The
correction and reimport process can be repeated until all errors are
resolved.

**Note:** The Pell External Import Change process only requires those
fields that are to be modified and a few key fields to be imported into
EDExpress. Any fields not modified are to be submitted as filler. The
External Add Record Layout is updated to allow filler in any
non-modified field. Refer to the *2006-2007 COD Technical Reference,
Volume III, Section 3: Combination System Record Layouts*.

#### Import Edit Report

An Import Edit report is created for each file of imported records. This
report identifies rejected records and provides statistics on the number
of records added in the database.

### Pell External Imports

This section contains information on processing Pell awards using
EDExpress in combination with your school's system.

After you enter your Reporting and Attended Entity IDs and your
Reporting and Attended Pell ID in EDExpress, you can import external
origination or external disbursement files from another system. Records
can be set to ready to batch when you import these external files.

#### External Origination Add/Change Record

The Pell External Origination Add/Change record layout designates the
data elements that are required for the origination record type. It is
used by external automated systems to add and change origination award
records in your EDExpress database. The detail of each record is based
on a set of predefined field elements. Create the file using the
PGEO07OP message class so that it can be imported into EDExpress.

**Note**: Changes to the Origination record use the same record layout
and apply to the entire award period.

**Note:** The Pell External Import Change process only requires those
fields that are to be modified and a few key fields to be imported into
EDExpress. Any fields not modified are to be submitted as filler. The
External Add Record Layout is updated to allow filler in any
non-modified field. Refer to the *2006-2007 COD Technical Reference,
Volume III, Section 3: Combination System Record Layouts.*

#### External Disbursement Add/Change Record

The Pell External Disbursement Add/Change record layout designates the
data elements that are required for the disbursement record type. It is
to be used by external automated systems to add and change disbursement
records in your EDExpress database. The detail of each record is based
on a set of predefined field elements. Create the file using the
PGED07OP message class so that it can be imported into EDExpress.

**Note:** Changes to disbursement records use the same layout.

#### Include Records in Next Document Submission

**If you select Include Records in Next Document Submission** in the
Import dialog box, EDExpress applies end-of-entry edits to the
origination records. They are reviewed for the integrity of their
content before they are saved in the Pell database. The origination
status of all records that meet the conditions of all required edits is
then set to R, ready to export.

Records that contain inadequate information are rejected and the import
report displays the details of the failed edit condition. Users are not
able to set the record to the R, ready to export status until it is
changed to conform to edit specifications.

If you do not select **Include Records in Next Document Submission**,
you must use the multiple entry feature in EDExpress or set the
origination records to R, ready to export one at a time. See the online
Help in EDExpress for information on multiple entry.

Disbursement records that successfully pass valid field content edits
are systematically added in the Pell database at the R, ready to export
status.

#### Resolving Edits

To resolve field-by-field edits or data element edits, refer to the
valid values column in the record layout and the End-of-Entry Edits
table at the end of this section.

#### Import Edit Report

At the completion of the import process, an Import Edit report is
generated. The Import Edit report gives record level detail as well as
summary information for the outcome of the import file. The following
statuses are printed in summary at the end of the report.

  ----------------- -------------------------- ---------------------------
  **Row Heading**   **Description**            **Status**

  Records Added     Total of first time        A
                    records added              

  Records Read      Total of all records read  N/A

  Records Updated   Total of records changed   U

  Records Rejected  Total of records with      E
                    errors                     

  Records Skipped   Total of records           S
                    disregarded                
  ----------------- -------------------------- ---------------------------

### Direct Loan External Imports

This section contains information on importing and processing Direct
Loans using EDExpress in combination with your school's system.

**Note:** In the COD process, the award ID is the loan ID.

#### External Import Add

When importing new records into the Direct Loan database in EDExpress,
you must create a file of borrower records according to a standard file
layout. See the External Import Add record layout in the *2006-2007 COD
Technical Reference, Volume III, Section 3: Combination System Record
Layouts* for layout and file creation specifications. Create the file
using the DIEA07OP message class so that it can be imported into
EDExpress.

If the record passes reject editing and a loan ID is not specified in
the import file, the loan record is added in the EDExpress database and
a 21-digit loan ID is assigned. The loan ID is important to systems
interfacing with EDExpress, because it is needed when making changes to
existing records.

When a loan record is imported, EDExpress searches for records with an
identical student SSN, loan type, program year, and Direct Loan school
code. If there is no match, EDExpress assigns 001 as the loan sequence
number.

##### More about the Loan Data Add File Layout

Certain borrower information is required before you can originate a
loan. This information includes data about the borrower such as the
name, address, date of birth, citizenship, and year in college. In
addition, it includes information specific to the loan, such as the loan
amount approved, loan period start and end dates, and assumed MPN
status. When creating the import file, refer to and adhere to the column
marked "required field" in the External Import Loan Origination Add file
(DIEA) record layout.

EDExpress automatically performs the origination process for all records
containing all of the required origination fields. This step is
performed during the import process for all records with a loan
origination status of **N**, not ready to send to COD.

If your school chooses to fill field #1 with a pre-assigned loan ID, you
can assign any loan sequence number (001 to 999). However, we strongly
recommend that you start the loan sequence number creation with 001 and
do not start with 101.

#### External Import Change

This type of import enables you to submit changes from your school's
systems to the EDExpress Direct Loan database. To do this, as with
originations, you must create a file of borrower records according to a
standard file layout. Use the External Import Change record layout and
the table of Loan Origination Import Change Field Numbers to create your
change record. These can be found in the *2006-2007 COD Technical
Reference, Volume III, Section 3: Combination System Record Layouts.*

Create the file using the DIEC07OP message class so that it can be
imported into EDExpress.

Each record must contain the borrower's loan ID, the field number of the
field to be updated, and the updated value.

To import most efficiently, you should import the records in Social
Security Number order, and the fields to be updated within each change
record should appear in numerical order. For example, if you are
changing fields S013 (borrower's telephone number) and S101 (student's
local address city), field S013 should appear first in the change
record, followed by field S101.

Each change record contains space for up to 10 data element changes.
Multiple change records can be imported for a loan ID if more than 10
changes are required.

##### Formatting Corrected Values

Corrected values must be left-justified within the 50-byte change value
field. Numeric fields are left-justified and blank-filled up to the
maximum number of positions for that field. For example, when correcting
a five-byte numeric field to a value of "900," the correction record
would display 00900 with 45 blank spaces.

Example:

Two changes are submitted to a loan record whose ID is
012345678U07G99999001:

-   A change in the borrower's last name to SMITH, and

-   A change in the first anticipated disbursement gross amount to
    \$900.

The following would be the contents of the change record excluding the
create time, document number, and User ID fields at the end of the
record:

### 

####  

#### Importing Actual Disbursement Data into EDExpress

You can create a change record to import actual disbursement data from
an external institutional system into EDExpress. To do this, use the
External Import Change record layout (DIEC07OP) in the *2006-2007 COD
Technical Reference, Volume III, Section 3: Combination System Record
Layouts.*

The change record should include the following data elements:

  ---------------------------------------------- ------------------------
  **Field**                                      **Change Field Number**

  Loan ID                                        N/A

  Sequence Number                                N/A

  Disbursement Number                            D003

  Disbursement Date                              D004

  Date                                           D009

  Action Type (Actual Disbursement)              D006

  Action Amount (Actual Disbursement)            D007

  Actual First Disbursement Change Flag          D008
  ---------------------------------------------- ------------------------

##### 

##### Disbursement Action Types

The gross, fee, interest rebate, and net amounts are sent to COD for all
anticipated and actual disbursements. Disbursement records can be
recorded in EDExpress by entering either actual gross or net amounts.
EDExpress calculates the other amounts.

You indicate whether disbursements are entered using the gross amount or
net amount in COD School setup, Direct Loan. After a disbursement is
entered into EDExpress using a disbursement gross amount or a
disbursement net amount, all disbursement records for that loan must be
entered using the same method.

When entering an actual disbursement adjustment (date or amount), you
also enter the disbursement number, the action date, and the action type
field. This field identifies whether the adjustment is for a
disbursement date or amount and describes the disbursement amount you
are entering.

The following chart describes the action types available.

+-----------------------------------------------------+----------------+
| **Description**                                     | **Action       |
|                                                     | Type**         |
+-----------------------------------------------------+----------------+
| Enter **gross** or **net** amount of the            | D              |
| disbursement                                        |                |
+-----------------------------------------------------+----------------+
| Enter **gross** or **net** amount of the adjustment | A              |
+-----------------------------------------------------+----------------+
| Use anticipated disbursement amounts to enter       | U              |
| actual disbursement **gross** or **net** amounts to |                |
| the disbursement grid.                              |                |
|                                                     |                |
| (Only applicable when creating an actual            |                |
| disbursement with an External Change file           |                |
| (DIEC07OP). This Action Type is not applicable to   |                |
| manual entry.)                                      |                |
+-----------------------------------------------------+----------------+
| Enter **net adjustment amount** (positive or        | N              |
| negative) of the adjustment                         |                |
+-----------------------------------------------------+----------------+
| Enter adjusted disbursement date                    | Q              |
+-----------------------------------------------------+----------------+

##### Sequence of Disbursement Records

Disbursement records should occur in the file grouped by loan ID. The
records must be sorted within loan ID by disbursement number and
disbursement sequence number using the previous disbursement sequence
number for disbursement sequence numbers 66 to 90.

For example, a loan has one actual disbursement and two adjustments. The
table below demonstrates the appropriate sort order for these
disbursement transactions.

  ------------------ ---------- ------------ ----------- ------------ ------------
                     **Disb     **Disb       **Disb      **Previous   **Action
                     Number**   Date**       Sequence    Disb         Date**
                                             Number**    Sequence     
                                                         Number**     

  **Disbursement**   01         09/10/2006   01                       

  **First Adjusted   01         09/10/2006   66          01           09/15/2006
  Disbursement                                                        
  Amount**                                                            

  **Second Adjusted  01         09/12/2006   02          66           10/01/2006
  Disbursement                                                        
  Date**                                                              
  ------------------ ---------- ------------ ----------- ------------ ------------

#####  Inactive Loan Process (Adjustments to Zero)

Individual disbursements and the loan amount approved can be adjusted to
zero. This process provides you the flexibility to increase the loan by
simply recording and sending COD an upward adjustment if the loan or
disbursement is to be reactivated after being adjusted to zero.

When you select the inactive flag in EDExpress, a dialog box appears
with two options.

+-----------------------------------+----------------------------------+
| Option 1                          | Loan Amount Approved -- not      |
|                                   | adjusted                         |
| Select the loan as inactive so it |                                  |
| no longer appears on reports.     | Anticipated Disbursement -- not  |
|                                   | adjusted                         |
+-----------------------------------+----------------------------------+
| Option 2                          | Loan Amount Approved -- adjusted |
|                                   | to zero                          |
| Select the loan as inactive so it |                                  |
| no longer appears on reports and  | Anticipated Disbursement --      |
| generates necessary change        | adjusts ALL anticipated          |
| records to be exported to COD.    | disbursements to zero            |
+-----------------------------------+----------------------------------+

**Note:** If the sum of actual disbursements is changed to \$0,
EDExpress displays a message suggesting that you may also want to change
the loan amount approved to \$0.

The following scenarios demonstrate this process:

**Scenario A**

**Description:** School A needs to cancel an entire loan and ***no***
actual disbursements have been made.

1.  Reduce the loan amount approved to \$0 or select the loan as
    inactive and select the option to reduce the loan amount approved to
    \$0.

2.  Save the record.

**Note:** The save process within EDExpress automatically reduces each
anticipated disbursement to \$0.

3.  Export a Common Record that contains the change to the loan amount
    approved and all anticipated disbursements to COD.

**If you later decide to reactivate this loan:**

4.  Increase the loan amount approved to the appropriate amount, which
    automatically resets the inactive flag.

5.  EDExpress automatically recalculates the anticipated disbursements.

6.  Export a Common Record that contains the change to the loan amount
    approved and all anticipated disbursements to COD.

**Scenario B**

**Description:** School B wants to cancel an entire loan, but actual
disbursements have been made.

1.  Adjust all actual disbursements to \$0 and send in a Common Record
    that contains the adjusted disbursement record to COD.

2.  At the same time, reduce the loan amount approved to \$0 or select
    the loan as inactive and select the option to reduce the loan amount
    approved to \$0.

3.  Save the record.

4.  Export a Common Record that contains the change to the loan amount
    approved.

**If you later decide to reactivate this loan:**

5.  (As in Step 4 for Scenario A) Increase the loan amount approved to
    the appropriate amount. The current anticipated disbursements are
    ***not*** recalculated.

6.  Enter new anticipated disbursements with new disbursement numbers.

7.  Select the disbursement release indicator (DRI) and an actual
    disbursement record is sent to COD to report the new actual
    disbursement amounts.

**Scenario C**

**Description:** School C wants to only cancel individual actual
disbursements but not inactivate the loan:

1.  Adjust the individual actual disbursements to \$0.

2.  Export a Common Record that contains these adjusted disbursements to
    COD.

If you later decide to reactivate these disbursements, you must submit
the new disbursement amounts and the new disbursement dates as two
separate disbursement adjustment transactions.

3.  Export the Common Records to COD to report the adjusted disbursement
    amounts and adjusted disbursement dates.

4.  Next, enter the **new disbursement date** (Q type transaction) and
    export a Common Record to COD to report the adjusted disbursement
    date. The adjusted disbursement date transaction ensures that the
    interest calculation on the reactivated disbursement is calculated
    accurately.

##### Prompt for Duplicates

If you selected the Prompt for Duplicates checkbox in the Import dialog
box and EDExpress discovers a record with the same student SSN, loan
type, program year, and DL code as on a record being imported, it
proceeds according to the action you select. For example, when you
select:

-   Create New, EDExpress creates a new loan record and prompts you
    again when the next duplicate record is found. EDExpress assigns the
    next highest loan sequence number.

-   Create All, EDExpress creates a new loan record when each instance
    of a duplicate record is found without further prompts. EDExpress
    assigns the next highest loan sequence number.

-   Skip, EDExpress skips the duplicate record. The skipped record is
    counted on the Import Edit report as a skipped record.

-   Skip All, EDExpress skips each instance of a duplicate record
    without further prompts. The skipped records are counted on the
    Import Edit report as skipped records.

##### Loan Types in the Database

EDExpress maintains separate records for each borrower loan type. For
example, if a borrower is associated with a subsidized loan,
unsubsidized loan, and PLUS loan, three records are imported to
EDExpress, one for each loan type. For each imported record, a record is
established in the Loan Origination database.

For all loan types, the Loan Origination database maintains demographic
information about the borrower. In addition, student demographic
information is maintained for PLUS loans.

##### Importing Disbursement Profile Codes into EDExpress

Notes regarding importing disbursement profile codes into EDExpress:

-   You can include a disbursement profile code without including the
    loan period start/end dates, academic year start/end dates, or the
    anticipated disbursement dates (disbursement profile code must
    already be included in your setup.)

-   You can include a disbursement profile code with corresponding loan
    period start/end dates, academic year start/end dates, and
    anticipated disbursement dates (EDExpress adds this disbursement
    profile code, loan period start/end dates, academic year start/end
    dates, and anticipated disbursement dates to your setup.)

-   You can include loan period start/end dates, academic year start/end
    dates, and anticipated disbursement dates, without a disbursement
    profile code. EDExpress creates a generic disbursement profile code
    in your setup.

### External Exports (Pell and Direct Loan)

The Export function in EDExpress enables you to extract the data you
need, in a format you create, for whatever purpose you choose. For
example, when you receive responses for the disbursement records you
send to COD, you can create ASCII files from the data that contains only
the information needed by the business office to update student
accounts.

Consider the following scenario for an External Export for Direct Loan
information:

The Admissions Office at your school is compiling confidential
statistics on the student population, and they need some data on Direct
Loan recipients. They want only a little information about each student,
not the student's entire financial aid record, and they want to use the
data on their mainframe computer. You find you can accommodate their
request easily by exporting the data from EDExpress. You would follow
these basic steps:

1.  **Identify the fields** on the loan record that collect the
    information needed by the Admissions Office.

2.  **Create a file format** that contains those fields using the File
    Formats tool in EDExpress. To create the file format first, you
    assign a code to the file format and enter a description so that you
    can identify it. Then you select the data fields you want to be
    included in the file format from a menu. (See "File Formats" later
    in this section and the online Help in EDExpress for information
    about creating and using file formats.)

3.  **Export the data**. When you begin the export process, you can
    select the records you want to export using queries or selection
    criteria. You also select the format code so EDExpress knows what
    format to use. In other words, EDExpress exports exactly the data
    you specify from only the records you select. The data you export is
    always in ASCII format. The Admissions Office staff told you that
    having the file delimited by tabs would make moving the data onto
    their mainframe much simpler, so you select the tab delimited option
    in the Export to File dialog box and proceed with the export.

4.  **Print the format** you used to export the data and give the
    printout to the administrators of the Admissions Office's computer
    system. The format lists the fields you selected. When the
    administrators match the format to the exported data, they can
    identify the data elements in each student's record.

The key points are to give the printed file format to the people
receiving the data and to tell them that the file is in ASCII format.

#### Header and Trailer Records

Because each school's system has unique requirements for importing data
files, the export files created by EDExpress for use by external systems
are created without header or trailer records attached. If needed, the
appropriate header or trailer records must be created by your school's
system upon import.

Also, these export files are created in ASCII format and the end of each
record is delineated or marked with carriage return/line feed characters
(ASCII 13 and 10). After the last record there is no end of file marker
(EOF), only the final carriage return/line feed marker.

Remember that before you can export external data, you must first
establish file formats to format the data for the external systems that
will use it. Each file format is identified by a code. Select Tools from
the EDExpress menu bar to access the File Format function.

### File Formats

File Formats is a utility in EDExpress that enables you to select the
data fields and the order of the fields for a file to be exported to an
external system. Before you can export external data, you must establish
a file format for Pell data or for Direct Loan data that is tailored to
your external system.

Each file format is identified by a user-defined, two-character code and
the specific fields you select in the File Formats dialog box. The order
in which you select the fields displays in the Sequence column and
indicates the sequence in which the fields appear in the exported file.

Files exported out of EDExpress using File Formats can be exported as
standard fixed-length files or each field can be separated by a
delimiter. When exporting a file, if you choose fixed-length, the system
exports the file in a standard layout, with each field exported into a
specific field position within the layout. If you choose comma, tab, or
custom delimiter, EDExpress exports the file with each field separated
by the chosen delimiter. Some systems may find it easier to import the
file with a selected delimiter, rather than using a fixed-length layout
for all exports.

For more information on file formats, see the online Help in EDExpress.

#### Create File Formats

The specific steps to create a file format in EDExpress follow.

1.  Select **Tools**, **File Formats** from the menu bar.

2.  Click the module for which you want to create the file format.

3.  (Optional) If you have previously created file formats, click
    **Add**.

4.  Type a two-character format code for the file you are creating. The
    code must be unique.

5.  Type a description of the format you are creating.

6.  Click the down arrow on the right to scroll through the list of
    fields.

7.  (Optional) If you want to select all the fields, click **Select
    All**.

8.  (Optional) If you want to select specific fields, select the
    checkbox next to the fields you want to select.

9.  Click the **Resequence** button to shift all selected fields to the
    top of the list for easy viewing. Click **OK** to continue.

10. Click **Save** to save the format, then click **OK** to continue.

11. (Optional) Click **Add** and repeat steps 3 through 10 to add more
    formats.

12. Click **OK** to return to the EDExpress main window.

#### Export Data to an External System

The specific steps to export data to an external system follow.

1.  Select **File**, **Export** from the menu bar.

2.  Click the tab for the module from which you are exporting data (Pell
    or Direct Loan.)

3.  Click the down arrow on the Export Type box to display and select
    from a list of data types to export.

For Pell, select **External Export**.

For Direct Loan, select **External Loan Data**.

4.  Confirm that the default filename and data directory you established
    in setup appears in the Export To box.

5.  (Optional for Direct Loan) Set export status to **Y** (Yes), **N**
    (No), or **B** (Both.) Export status refers to the export to
    external flag in the database. Choosing export status as Y in the
    Export dialog box exports all records with the export to external
    system flag set to Y. After the export process completes, this flag
    is set to N.

6.  Type the code of the file format you want to use in the Format Code
    entry box in the lower portion of the window. (See "File Formats" in
    this section and the online Help in EDExpress for information about
    creating and using file formats.)

Or, click the **ellipsis (\...)** button to open the File Format grid
and select a code from the list. Click the code you want to use, and
then click **OK** to return to the Export dialog box.

7.  (Optional) Click the **Select Delimiter** option and choose the
    delimiter method you want to use to separate the data in your file.
    If you chose to use a custom delimiter, type the character/string
    you want to use in the Custom Delimiter entry box.

8.  (Optional) Click the **Selection Criteria** button to narrow the
    group of records you want to work with. When you are finished, click
    **OK**.

9.  Click **OK** to export the file. EDExpress exports the file to the
    location shown in the Export To box, and an Export Statistics dialog
    box appears.

10. Click **OK** to close the Export Statistics dialog box.

### The Query Function

EDExpress includes a powerful SQL-based query function that offers you
much flexibility in locating and extracting information from the records
in your database, for whatever purpose you require. It enables you to
create files tailored with information just for the business office or
to print reports that identify specific student populations.

General information on query follows. For more detailed query
information, see the online Help in EDExpress.

#### What is a Query?

A query is a request for certain records from your EDExpress database.
It describes records meeting certain criteria that you specify. Queries
are used in functions like print and export to select specific groups of
student records from all the records in the database. Some queries have
fixed values, or you can enter different values each time you use the
query.

#### Why Create a Query?

Use a query any time you want to work with a subset of all the records
in your database. For instance, you may want to print a list of seniors
to whom you have disbursed Pell. Or, you might want to create
unsubsidized loan records for all dependent students with parent's
credit decisions of credit denied.

Queries are used in all modules of EDExpress to perform specific
functions, such as printing and exporting. Generally, any time working
with a subset of records makes sense, EDExpress provides the option to
use a query. Queries are available in any dialog box where the Selection
Criteria button is enabled.

#### Simple Query Statements

A query statement has three components:

-   Data field

-   Operator

-   Value

#### Query Examples

##### Example of a Pell Grant Query

If you want to find all students who are **residents** **of Missouri**,
who received the **maximum amount** of Pell Grant funding, the query
statement may look like this:

(STUDENT'S STATE OF LEGAL RESIDENCE = "MO")\
AND\
(AWARD AMOUNT FOR ENTIRE YEAR = 4050)

##### Example of a Direct Loan Query

If you want to find all **first year students** with an approved loan
amount of **less than 2,000**, the query statement may look like this:

(GRADE LEVEL IN COLLEGE = "0")\
AND\
(LOAN AMOUNT APPROVED \< 2000)

You can build queries like these easily in EDExpress by selecting
fields, operators, and values from lists. Help for the valid values, for
all fields, is available on the Query window.

##### Predefined Queries

To get you started, EDExpress offers sets of queries that are commonly
used in Pell, Direct Loan, and the other modules of the software. You
can use these predefined queries as they are, or you can use them as
templates for building the queries that are most useful to your school
and the way you process data.

See the online Help in EDExpress for a complete list of predefined
queries.

##### Create a Query

The specific steps to create a query in EDExpress follow.

1.  Select **Tools**, **Query** from the EDExpress menu bar.

2.  Click the tab of the module for which you want to create a query
    (Pell or Direct Loan.)

3.  Click the **Add** button.

4.  Type a descriptive title for the query.

5.  Select a field from the field list. You can type the first few
    letters of the field name to find the field names that begin with
    those letters.

6.  Click the down arrow in the operator field to select an operator.

7.  Type a value for the field. Click the **Value Help** button to see
    the valid values for the field.

If you want to be prompted for a value at the time you use the query, do
not specify a value for the query statement. Instead, select the
**Prompt at Execution** checkbox.

8.  Click the **Append** button to add the query statement to the
    criteria box.

9.  (Optional) Click the **And** button or the **Or** button to add
    another statement to the query. Repeat steps 5 through 8 until you
    have added all statements for the query, then continue with step 10.

10. Click **Save** to save the query, then click **OK**.

11. Click **OK** to close the Query dialog box or click **Add** to
    create another query.

## Combination System Edits

Volume III, Section 4 contains Pell Grant and Direct Loan EDExpress
edits. They are provided in a table format and are listed by edit
number. The field name, condition, and message associated with each edit
are also provided.

### Example End-of-Entry Edits and Resolution Steps

The following end-of-entry edits are commonly encountered whenever
importing external origination or disbursement add data into Pell and
Direct Loan. Refer to these example edits for resolution help.

#### Pell

##### Pell Origination End-of-Entry Edits

+----------+-----------------------------------------------------------+
| **120    | **Description:** EDExpress validates the student's award  |
| 0-1211** | amount for the entire school year based on the student's  |
|          | EFC, academic calendar, cost of attendance, and           |
|          | enrollment status or weeks/hours used to calculate        |
|          | payment. If the award amount for the entire year in the   |
|          | External Origination Add file is greater than the         |
|          | EDExpress calculated amount, the record will not import.  |
|          |                                                           |
|          | **Resolution Steps:** Confirm each record has the correct |
|          | award amount for the entire year in the External Add      |
|          | file.                                                     |
|          |                                                           |
|          | Payment methodology and academic calendar -- When         |
|          | calculating award amounts, you must use the correct       |
|          | payment methodology and academic calendar combination.    |
|          | EDExpress has a variety of edits that ensures consistent  |
|          | and accurate award amounts, provided the values are       |
|          | correct.                                                  |
+----------+-----------------------------------------------------------+
| **1550** | **Description:** This edit results when the student's     |
|          | date of birth in the External Origination Add file is     |
|          | blank.                                                    |
|          |                                                           |
|          | **Resolution Steps:** Add the student's date of birth in  |
|          | CCYYMMDD format to the External Add file.                 |
+----------+-----------------------------------------------------------+

#####  Pell Disbursement End-of-Entry Edits

+----------+-----------------------------------------------------------+
| **1520,  | The U.S. Department of Education assigns a Funding        |
| 1530,    | Methodology to schools which determines when a school can |
| 1540**   | disburse funds.                                           |
|          |                                                           |
|          | **1520 --** **Description:** This edit applies to         |
|          | Just-in-Time Funding or Pushed Cash. The current date     |
|          | cannot be more than 7 days before the disbursement date.  |
|          |                                                           |
|          | **Resolution Steps:** To correct this edit, enter a       |
|          | disbursement date that falls between 07/01/2006 to        |
|          | 09/30/2012 and is no more than 7 days greater than the    |
|          | current date.                                             |
|          |                                                           |
|          | **1530 --** **Description:** This edit affects advanced   |
|          | Funding or Cash Monitoring 1 (CM1). The current date      |
|          | cannot be more than 30 days before the disbursement date. |
|          |                                                           |
|          | **Resolution Steps:** To correct this edit, enter a       |
|          | disbursement date that falls between 07/01/2006 to        |
|          | 09/30/2012 and is no more than 30 days greater than the   |
|          | current date.                                             |
|          |                                                           |
|          | **1540 --** **Description:** This edit applies to Cash    |
|          | Monitoring 2 or Reimbursement Funding. The current date   |
|          | cannot be greater than the disbursement date.             |
|          |                                                           |
|          | **Resolution Steps:** To correct this edit, enter a       |
|          | disbursement date that falls between 07/01/2006 to        |
|          | 09/30/2012 and matches the current date.                  |
+----------+-----------------------------------------------------------+

####  

#### Direct Loan

##### Direct Loan General End-of-Entry Edits

+----------+-----------------------------------------------------------+
| **1025** | **Description:** This edit occurs if the change record    |
|          | importing the borrower default on education loans is set  |
|          | to a Y and an actual disbursement exists.                 |
|          |                                                           |
|          | **Resolution Steps:** EDExpress prompts you to adjust the |
|          | actual disbursement to \$0 (Disbursement tab) and set     |
|          | default on student loan to Y (Origination tab). Or, you   |
|          | can correct the Import Change file to include the correct |
|          | data. After corrected, the changes are ready to send to   |
|          | COD.                                                      |
+----------+-----------------------------------------------------------+
| **1180** | **Description:** This edit indicates the anticipated      |
|          | disbursement date is in error, because the dates imported |
|          | were out of order.                                        |
|          |                                                           |
|          | **Resolution Steps:** You can correct this by importing   |
|          | an actual disbursement date that occurs before the first  |
|          | actual disbursement date. After the date is corrected,    |
|          | you can reimport data to update the record in EDExpress,  |
|          | or you can make the change in the record in EDExpress and |
|          | then send the change to COD. After corrected, reimport    |
|          | data to update the record in EDExpress or to make the     |
|          | changes in the record in EDExpress and send the change to |
|          | COD.                                                      |
+----------+-----------------------------------------------------------+
| **1215** | **Description:** This edit looks at the inactive loan     |
|          | flag. If the inactive loan checkbox is selected, updates  |
|          | to actual disbursements are not allowed.                  |
|          |                                                           |
|          | **Resolution Steps:** Select the inactive loan flag       |
|          | checkbox in the Loan Information box on the Loans tab. If |
|          | the loan should be active, you can clear the inactive     |
|          | loan checkbox and then make changes to the disbursement   |
|          | fields.                                                   |
+----------+-----------------------------------------------------------+

##### Direct Loan Origination End--of-Entry Edits

+----------+-----------------------------------------------------------+
| **1010** | **Description:** You receive this error when the          |
|          | student's date of birth is the same as the parent's date  |
|          | of birth on a PLUS loan.                                  |
|          |                                                           |
|          | **Resolution Steps:** Correct either the student's date   |
|          | of birth or the parent's date of birth.                   |
+----------+-----------------------------------------------------------+
| **1035** | **Description:** You receive this error if the dependency |
|          | status = D for dependent and year in college is six or    |
|          | seven. Graduate students cannot be dependent.             |
|          |                                                           |
|          | **Resolution Steps:** Change either the dependency status |
|          | or the year in college.                                   |
+----------+-----------------------------------------------------------+
| **1126** | **Description:** You receive this error if the loan       |
|          | period end date is more than 12 calendar months past the  |
|          | loan period start date (must be less than 365 days or 366 |
|          | days if a leap year).                                     |
|          |                                                           |
|          | **Resolution Steps:** Correct this error by adjusting the |
|          | loan period end date.                                     |
+----------+-----------------------------------------------------------+

##### 

##### Direct Loan MPN End-of-Entry Edits

+----------+-----------------------------------------------------------+
| **1065** | **Description:** You receive this error:                  |
|          |                                                           |
|          | If the MPN status is changed to S and the current MPN     |
|          | status is not P, or                                       |
|          |                                                           |
|          | If the current MPN status is not an R and the MPN print   |
|          | indicator is F, on-site custom system.                    |
|          |                                                           |
|          | **Resolution Steps:** Change the status to P, then change |
|          | the status to S.                                          |
+----------+-----------------------------------------------------------+
| **4006** | **Description:** You receive this error when the MPN      |
|          | status is changed to T and the current MPN status is not  |
|          | N, R, P, S, or M.                                         |
|          |                                                           |
|          | **Resolution Steps:** Change the current MPN status to R  |
|          | or P. Then, change the MPN status to T.                   |
+----------+-----------------------------------------------------------+