NCHELP CommonLine Network for FFELP And Alternative …€¦ · particular order. The transactions...

NCHELP CommonLine® Network for FFELP And Alternative Loans Change Transaction Send File

File DescriptionRelease 4 Processing

NCHELP CommonLine® Network for FFELP and Alternative Loans Table of Contents Change Transaction Send File

TABLE OF CONTENTS

INTRODUCTION .............................................................................................. 1 Transaction types ............................................................................... 4 Change transaction flow ................................................................... 10 Change Transaction Send File/Common Account Maintenance file relationship ................................................................................ 11 NCHELP information ........................................................................ 12 Media ................................................................................................ 13 Participant types ............................................................................... 13 Additional services ............................................................................ 14

IMPLEMENTATION GUIDELINES ................................................................. 17 CommonLine compliance rules ........................................................ 17 CommonLine unique identifier and loan sequence number ............. 19 File transmissions: subject name ...................................................... 20

PHYSICAL CHARACTERISTICS .................................................................. 21

PROCESSING INFORMATION ...................................................................... 23 File organization ............................................................................... 23 Data representation .......................................................................... 26 Data verification ................................................................................ 29

HEADER RECORD ........................................................................................ 31 Layout ............................................................................................... 31 Field descriptions .............................................................................. 32

@1 DETAIL RECORDS ................................................................................. 37 Borrower (@1-02) Detail Record(s) ...................................................... 39

Layout ............................................................................................... 39 Field descriptions .............................................................................. 40

Loan Period Change (@1-07) Detail Record(s) ................................... 47 Layout ............................................................................................... 47 Field descriptions .............................................................................. 49

Loan Cancellation/Reinstatement (@1-08) Detail Record(s) ............. 61 Layout ............................................................................................... 62 Field descriptions .............................................................................. 63

Disbursement Cancellation/Change (@1-09) Detail Record(s) .......... 75 Layout ............................................................................................... 76 Field descriptions .............................................................................. 78

Issued: 04/01/2010 Page: i Revises: 01/15/2009

NCHELP CommonLine® Network for FFELP and Alternative Loans Table of Contents Change Transaction Send File

Page: ii Issued: 04/01/2010 Revises: 01/15/2009

Disbursement Notification/Change (@1-10) Detail Record(s) ........... 93 Layout ............................................................................................... 94 Field descriptions .............................................................................. 96

School Refund (@1-11) Detail Record(s) ........................................... 111 Layout ............................................................................................. 111 Field descriptions ............................................................................ 113

School Refund Correction (@1-12) Detail Record(s) ....................... 125 Layout ............................................................................................. 125 Field descriptions ............................................................................ 126

Sub/Unsub Reallocation Loan Decrease (@1-13) Detail Record(s) 137 Layout ............................................................................................. 138 Field descriptions ............................................................................ 140

Sub/Unsub Reallocation Loan Increase (@1-14) Detail Record(s) . 155 Layout ............................................................................................. 156 Field descriptions ............................................................................ 158

E-mail Information (@1-19) Detail Record(s)… ................................. 173 Layout ............................................................................................. 173 Field descriptions ............................................................................ 174

Loan Increase (@1-24) Detail Record(s) ............................................ 181 Layout ............................................................................................. 182 Field descriptions ............................................................................ 184

UNIQUE SUPPLEMENTAL (@2) DETAIL RECORD(S) ............................. 199 Layout ............................................................................................. 199 Field descriptions ............................................................................ 200

TRAILER RECORD ..................................................................................... 201 Layout ............................................................................................. 201 Field descriptions ............................................................................ 202

APPENDIX A: Valid Guarantor ID’s ........................................................... 207

APPENDIX B: Field Name Comparison .................................................... 209

APPENDIX C1—10: Transaction Examples .............................................. 211

APPENDIX D: CommonLine Unique Identifier Algorithm ....................... 235

NCHELP CommonLine® Network for FFELP and Alternative Loans Introduction Change Transaction Send File

INTRODUCTION

This file description explains the programming format you will use to create the NCHELP CommonLine® Network for FFELP (Federal Family Education Loan Program) and Alternative Loans Change Transaction Send File (dated 04/01/2010) for CommonLine Release 4 processing. The Change Transaction Send File allows you to submit loan change transactions via selected electronic media. You can request change transactions for the following loan types:

• Subsidized Federal Stafford loans

• Unsubsidized Federal Stafford loans

• Federal PLUS loans •

NOTE

Within the Federal PLUS programs there are two loan types available: the FFELP PLUS and the FFELP Graduate PLUS. Throughout the document “Federal PLUS” or “PLUS loans” refer to both loan types.

• Alternative loans

NOTE

The Change Transaction Send File, dated 04/01/2010, is the most recent release of this format. It replaces the NCHELP CommonLine Network for FFELP and Alternative Loans Change Transaction Send File (dated 01/15/2009).

The Change Transaction Send File should only be used to submit changes to loans for which one of the following statuses was reported in the NCHELP CommonLine® Network for FFELP and Alternative Loans Response File for Release 4 processing: G (guaranteed) or B (guaranteed, promissory note received and approved for disbursement). If a G or B was not reported for the loan, application corrections should be submitted via the NCHELP CommonLine® Network for FFELP and Alternative Loans Application Send File for Release 4 processing. Modifications to previously reported guarantees should be reported via the Response File.

Issued: 04/01/2010 Page: 1 Revises: 01/15/2009


The Response File is also used for response to and acknowledgment of changes submitted in the Change Transaction Send File. Change transaction response (R) records in the Response File provide a snapshot of the service provider’s database after the change transaction(s) was processed. Rejected change transactions are reported to the school that originated the change transaction by service providers using the Change Transaction Error (@6) Detail Record(s) in the Response File. For each rejected transaction, the school must correct all detected errors and re-submit the entire change transaction to the service provider. Refer to the NCHELP CommonLine® Network for FFELP and Alternative Loans Response File for more information.

NOTE

If the service provider receives a change transaction and cannot identify the loan and return a database snapshot in the Response File, the service provider should communicate the error to the sending organization outside of CommonLine.

You can submit the Change Transaction Send File to make changes to a loan or disbursement either pre- or post-disbursement. The definition of pre- and post-disbursement will vary depending on whether the requested change is at the loan or disbursement level. Pre-disbursement changes at the loan level must be requested prior to the issue of any funds. Pre-disbursement changes at the disbursement level must be requested prior to the issuance of that disbursement. The following table summarizes all change transaction types submitted in the Change Transaction Send File. Refer to the Transaction types section for a more detailed description of each transaction.

Page: 2 Issued: 04/01/2010 Revises: 01/15/2009


Detail

Record Code-Type

Detail Record Name Detail Record

Level *

Submitted Detail Record Functions Pre-

disb Post-disb

@1-02 Borrower Detail Record Borrower Reports borrower specific information.

@1-07 Loan Period Change Detail Record Loan Used to submit changes to loan period begin and end dates, student’s grade level, and/or student’s anticipated completion date.

@1-08 Loan Cancellation/Reinstatement Detail Record

Loan Used to submit full loan cancellations and reinstate previously cancelled loans.

@1-09 Disbursement Cancellation/Change Detail Record

Disbursement Used to submit disbursement cancellations, reinstate previously cancelled disbursements, reschedule disbursement dates and Hold / Release Changes.

@1-10 Disbursement Notification/Change Detail Record

Disbursement Used to submit full or partial disbursement cancellations, reissue requests, and reinstatements.

@1-11 School Refund Detail Record Loan Used to report school refund information.

@1-12 School Refund Correction Detail Record

Loan Used to correct previously submitted school refund information.

@1-13 Sub/Unsub Reallocation Loan Decrease Detail Record

Loan Used to perform subsidized/unsubsidized reallocations.

@1-14 Sub/Unsub Reallocation Loan Increase Detail Record

Loan Used to perform subsidized/unsubsidized reallocations.

@1-19 E-mail Information Detail Record Borrower Reports borrower e-mail information.

@1-24 Loan Increase Detail Record Loan Used to request guarantee loan increases.

* Detail Record Level indicates the level of information included in the detail record. For example, you will include one Borrower Detail Record for each borrower, and one Loan Period Change Detail Record for each loan, if applicable. Records may be at the borrower, loan, or disbursement level.



Transaction types

The following change transactions may be submitted in the Change Transaction Send File:

• Borrower (@1-02) Detail Record

The Borrower (@1-02) Detail Record contains information specific to the borrower such as borrower name and date of birth. No loan information is submitted in the @1-02 Detail Record. This record must always be included first, followed by all transaction records being submitted for the borrower. The transactions related to the @1-02 Detail Record will not be submitted in any particular order. The transactions may include multiple loans for the same borrower with differing CommonLine unique identifiers. Each borrower may have multiple detail records for the same transaction type (e.g., more than one @1-07 Detail Record may be associated with a borrower).

Any change transaction submitted for a borrower is subject to service provider edits, which could affect the results of the requested changes. When processing change transactions, service providers should be aware of situations involving dependent transactions. Failure to do so could result in unnecessary rejected transactions. For example, if a school requests a disbursement date change and the requested date is outside the original loan period begin and end dates, the school must submit a Loan Period Change (@1-07) Detail Record to change the loan period begin and end dates and a Disbursement Cancellation/Change (@1-09) Detail Record to change the disbursement date. The service provider must recognize this dependent transaction and process the @1-07 Detail Record first followed by the @1-09 Detail Record to complete the change correctly. Refer to Appendix C-9 and C-10 for more examples of dependent transactions.

NOTE

The @1-02 Detail Record is used for identification purposes only. Service providers should not edit against this detail record for errors. There should only be one Borrower (@1-02) Detail Record in the file

for each borrower. This record must always be included first, followed by all transaction records being submitted for the borrower. The transactions related to the @1-02 Detail Record will not be submitted in any particular order. The transactions may include multiple loans for the same borrower with different CommonLine unique identifiers. Any change transaction submitted for a borrower is subject to service provider edits, which could affect the results of the requested changes. When processing change transactions, service providers should be aware of situations involving dependent transactions. Failure to do so could result in unnecessary rejected transactions.



• Loan Period Change (@1-07) Detail Record

The Loan Period Change (@1-07) Detail Record is used to submit changes to loan period begin and end dates, student’s grade level, and/or student’s anticipated completion date. The @1-07 can be submitted pre- or post-disbursement.

NOTE

For subsidized/unsubsidized Federal Stafford loans submitted originally on the same application, you must submit a separate record for each loan if you are requesting any of the above changes.

• Loan Cancellation/Reinstatement (@1-08) Detail Record

The Loan Cancellation/Reinstatement (@1-08) Detail Record is used to request full loan cancellations prior to the release of the first disbursement. A full loan cancellation is requested when a loan is no longer needed and funds have yet to be disbursed. In this case, all scheduled disbursements are cancelled.

NOTE


If any funds have been disbursed, do not use the @1-08 Detail Record to cancel the loan. Instead, each disbursement must be cancelled individually using the Disbursement Cancellation/Change (@1-09) Detail Record if canceling future disbursements or the Disbursement Notification/Change (@1-10) Detail Record if the disbursement(s) has occurred.

If a loan cancellation is made prior to the release of the first disbursement, the loan can be either fully or partially reinstated using the @1-08 Detail Record. The reinstated loan amount must not exceed the original guarantee amount.



• Disbursement Cancellation/Change (@1-09) Detail Record

The Disbursement Cancellation/Change (@1-09) Detail Record is used to submit full or partial disbursement cancellations prior to the release of funds for the disbursement.

NOTE

If the funds for this disbursement have been issued, do not use the @1-09 Detail Record to cancel disbursements. Instead, each disbursement must be cancelled individually using the Disbursement Notification/Change (@1-10) Detail Record.

When submitting disbursement cancellations, all subsequent disbursements are not automatically cancelled.

If a disbursement cancellation is made prior to the release of funds, the disbursement can be either fully or partially reinstated using this record. The sum of all scheduled disbursements, including those that have been reinstated, must not exceed the original guarantee amount.

A combination of @1-09 Detail Records may also be used to create a new disbursement that did not exist at the time of guarantee. There must be at least one unissued disbursement to request a disbursement addition. For example, the school can request to add a third disbursement to a loan originally guaranteed with two disbursements, if one or both scheduled disbursements have not been issued. Assuming the loan amount is not increasing, the school will submit three @1-09 Detail Records. The first two detail records will reference the existing disbursements and lower the disbursement amounts, and the third detail record will create the third disbursement. Refer to Appendix C-3 for an example of a disbursement addition.

In addition to disbursement cancellations, reinstatements, and additions, the @1-09 Detail Record can be used to reschedule disbursement dates prior to the release of each disbursement.

To ensure consistency in the identification of disbursements, all participants must maintain the ordinal position of each disbursement as originally guaranteed regardless if that particular disbursement is cancelled or disbursed on a date later than another disbursement with a higher disbursement number due to reinstatements or reissues. The disbursement number is established at the time of guarantee and should not be altered due to subsequent changes (e.g., reissues or reinstatements). In addition to disbursement cancellations, reinstatements, additions, and rescheduling of disbursement dates, the @1-09 can be used to request the release or hold of a disbursement.



If submitting a Hold / Release Change, this detail record cannot be used for any other change transactions (e.g., disbursement date or amount changes). Other changes must be submitted in a separate @1-09 change transaction, but may be submitted under the same @1-02 record.

NOTE If a disbursement is reduced to zero because the school requests that the funds be combined into another disbursement, the disbursement date will remain on the loan because it is established at the time of guarantee. If the school then requests that another disbursement be added because of a loan increase or a disbursement add then the ordinal position that was reduced to zero should be used for this purpose. See Appendix C-11 in the file description for an example.

• Disbursement Notification/Change (@1-10) Detail Record

The Disbursement Notification/Change (@1-10) Detail Record is used to submit full or partial disbursement cancellations after the issue of funds. A cancellation or revocation of loan guarantee occurs if:

— The borrower’s check is returned uncashed to the lender within 120

days of disbursement.

— The loan check is not cashed within 120 days of disbursement.

— The loan proceeds disbursed by EFT or master check have not been released from the school’s restricted account within 120 days of disbursement.

— The loan is paid in full within 120 days of disbursement.

NOTE


Reissue requests can also be submitted using the @1-10 Detail Record. A full reissue is requested when a school returns the original disbursement amount to the disbursing agent and requests that the same amount be disbursed at a later date. A full reissue allows you to change the disbursement date after the issue of funds.

A partial reissue is requested when a school returns the original disbursement amount to the disbursing agent and requests that a reduced amount be disbursed at a later date. A partial reissue allows you to reduce the disbursement amount and change the disbursement date. The lender is required to recalculate and refund origination and loan guarantee fees in the case of a partial reissue.



NOTE A reissue request is submitted when a school is attempting to return and request the funds back on a later date in the same transaction.

If you previously fully cancelled a disbursement using the @1-10 Detail Record, you can then later use the @1-10 Detail Record to request full or partial reinstatement of the disbursement. This allows you to request that either the original disbursement amount or a reduced amount be reinstated for purposes of re-disbursement. The sum of all scheduled disbursements, including those that have been reinstated, must not exceed the original guarantee amount.

NOTE Partial cancellation reinstatements are not allowed because the funds cannot be disbursed on the same disbursement number on different dates.

A reinstatement is submitted when a school is attempting to request previously cancelled funds be rescheduled for disbursement.

• To ensure consistency in the identification of disbursements, all participants must

maintain the ordinal position of each disbursement as originally guaranteed regardless if that particular disbursement is cancelled or disbursed on a date later than another disbursement with a higher disbursement number due to reinstatements or reissues. The disbursement number is established at the time of guarantee and should not be altered due to subsequent changes (e.g., reissues or reinstatements).

• School Refund (@1-11) Detail Record

The School Refund (@1-11) Detail Record is submitted when a student is entitled to a school refund post-disbursement. Refunds are unearned institutional charges that must be returned to the disbursing agent for a student who received funds and has ceased attending school after attending at least one class. Refunds do not apply to a student who withdraws, drops out, or is expelled before his or her first day of class; withdraws from some classes but continues to be enrolled in other classes; or does not receive funds for the enrollment period in question.

NOTE

Funds returned prior to being delivered to the student or credited to the student’s account are considered cancelled and must be reported using the Disbursement Notification/Change (@1-10) Detail Record.



• School Refund Correction (@1-12) Detail Record

The School Refund Correction (@1-12) Detail Record is used to correct a previously submitted @1-11 Detail Record post-disbursement. Both the previously reported and the revised refund data appear in this record.

• Sub/Unsub Reallocation Loan Decrease (@1-13) Detail Record and

Sub/Unsub Reallocation Loan Increase (@1-14) Detail Record

The Sub/Unsub Reallocation Loan Decrease (@1-13) and the Sub/Unsub Reallocation Loan Increase (@1-14) Detail Records are submitted either pre- or post-disbursement when a loan reduction/increase is due to a subsidized/unsubsidized reallocation of funds.

A subsidized/unsubsidized reallocation is requested when subsidized and unsubsidized Federal Stafford loan amounts are adjusted per the school’s request due to a change in the borrower’s eligibility. For example, a borrower may receive a scholarship after the original loan certification, which alters his/her estimated financial aid and reduces the subsidized Federal Stafford eligibility, but there is remaining unsubsidized Federal Stafford eligibility. In this case, the school can request that the amount reduced from the subsidized loan be reallocated to increase the unsubsidized loan.

Both the subsidized and unsubsidized loans must have existed (guaranteed dollar amount greater than zero) originally, which is usually identified by being submitted with the same CommonLine unique identifier. The school should submit one Sub/Unsub Reallocation Loan Decrease (@1-13) Detail Record and one Sub/Unsub Reallocation Increase (@1-14) Detail Record for each loan that is to be reallocated. These records must always be submitted as a pair. Refer to chapter 7 in the CommonLine® Reference Manual for more information regarding subsidized/unsubsidized reallocations.

NOTE

In the case of a subsidized/unsubsidized reallocation where one of the loans fails, the service provider should fail both loans and send back the same error code for both in the Response File.

• E-mail Information (@1-19) Detail Record

The @1-19 Detail Record is used to submit or correct borrower e-mail information. The E-mail Information (@1-19) Detail Record contains information specific to the borrower’s e-mail address information. No loan information is submitted in the @1-19 Detail Record.

NOTE

The @1-19 Detail Record is used for identification purposes only. Service providers should not edit against this detail record for errors.



• Loan Increase (@1-24) Detail Record

The guarantee Loan Increase (@1-24) Detail Record is submitted pre- or post-disbursement to request an increase. There must be at least one unissued disbursement for the loan to request a loan increase. The requested guarantee loan increase cannot exceed the borrower requested loan amount.

Change transaction flow

By default, changes sent prior to the receipt of the first disbursement roster are sent to the service provider identified by Source ID (field 17, header record) in the initial Response File (i.e., initial response to an Application Send File). School Based Software (SBS) developers are required to support this default destination. In addition, SBS developers are required to support change transaction destination tables that can override the default destination as necessary for pre-first disbursement changes.

The change transaction destination tables allow schools to manually select the destination for pre-first disbursement change transactions if the service provider that services and disburses the loan is not the organization identified by Source ID in the initial Response File. This typically occurs when a school chooses to send the initial Application Send File to a guarantor, but the loan is serviced and disbursed by a lender or servicer. By providing destination tables, schools can manually choose to send change transactions to a more appropriate source than the source identified from the initial Response File.

Change transaction destination tables are required to allow selection of the destination for pre-first disbursement change transactions according to the following criteria: guarantor, lender and loan type.

To ensure that pre-disbursement changes are requested in advance of the issuance of funds, most service providers require that pre-disbursement changes must be submitted an adequate amount of time prior to the disbursement date of the affected disbursement. Schools should contact the service provider regarding the acceptable window for submitting pre-disbursement changes.

Change transactions sent after the receipt of the first disbursement roster should be sent to the service provider identified by the Source ID (field 10, header record) of the most recent NCHELP CommonLine® Network for FFELP and Alternative Loans Disbursement Roster File for all loans contained within that Disbursement Roster File. Change transaction destination tables are not allowed.

If the receiving organization cannot process the change transaction due to lack of authorization or lack of data, the receiving organization must route the change transaction to the appropriate service provider for processing via the Change Transaction Send File. For example, if the change is sent prior to the first disbursement to a guarantor who does not service the loan, the guarantor can forward the request to the lender originating the loan. Organizations serving as “routing agents”: should compile change transactions from multiple schools, sort these transactions by destination, indicate themselves as the source in Source ID (field 12, header record) in



the Change Transaction Send File, and forward these transactions to the appropriate service provider. Service providers who receive these routed files for processing should process the transactions and send the Response File back to the routing agent. The routing agent then must compile the Response Files from various service providers, sort these responses by school, indicate themselves as the source in Source ID (field 17, header record) in the Response File, and forward these responses to the appropriate school or school agent.

Processed change transactions may need to be reported between lenders and guarantors, and in some cases requested transactions may require the approval of another party before the transaction can be processed. In these cases, the NCHELP Common Account Maintenance file or other proprietary communication should be used as notification. The only time a CommonLine Change Transaction Send File should be sent from one service provider to another is in the situation described above where the service provider is acting as a routing agent.

Change Transaction Send File/Common Account Maintenance file relationship

In response to industry comment, the Change Transaction Send File was developed with a simpler, transactional structure (i.e., separate detail records for different transactions). This file structure is based on the Common Account Maintenance file format developed by the NCHELP Electronic Standards Committee (ESC), since significant overlap exists between the intended use of these file formats. In addition, basing the Change Transaction Send File on the Common Account Maintenance file provides the student loan industry with a comprehensive standard for post-guarantee electronic loan changes.

However, while the file formats are almost identical and have a common subset of transaction types, the Change Transaction Send File differs in several ways from the Common Account Maintenance file:

• The Change Transaction Send File is used for communication from schools to

disbursing agents or service providers, while the Common Account Maintenance file is used for communication between service providers (i.e., lenders, guarantors, and servicers).

• The Response File serves as a response to the Change Transaction Send File, as

well as the Application Send File. The Common Account Maintenance response process uses the Common Account Maintenance format.

• The CommonLine header and trailer records are not part of the Common Account

Maintenance file format, and are included for standardization with other CommonLine files.

• The Change Transaction Send File handles only a subset of the transactions

allowed by the Common Account Maintenance file.



• The Change Transaction Send File detail records are preceded by an @1 record code for consistency with other CommonLine files, which changed all field positions in these records by two bytes.

• Field names are standardized in the Change Transaction Send File detail records

for consistency between those records and other CommonLine files.

• Some fields used in the Common Account Maintenance file to identify loans are optional in the CommonLine Change Transaction Send File because of the use of the CommonLine unique identifier. In addition, some fields not used by CommonLine are shown as reserved and will not be completed in the Change Transaction Send File.

• The Change Transaction Send File has stricter guidelines for the flow of change

transactions. NCHELP information

This document and its contents were created by the NCHELP Electronic Standards Committee (ESC) . NCHELP, the National Council of Higher Education Loan Programs, Inc., is an association of organizations using or providing services related to postsecondary student loan programs. The format in this document was created by industry organizations to provide a simplified approach and a common format for the electronic exchange of student loan data. The standardized format will provide a consistent approach and allow each participating organization to assure data sent or received following these standards will be accepted.

This format is not mandatory, nor is it intended to limit the ability of any two organizations to define their own format, edits, or method of exchange. However, organizations that implement this format and exchange data with other organizations participating in the CommonLine Network are assured of that data’s acceptance. Refer to CommonLine Compliance rules for additional information.

The ESC recommends that organizations providing software to schools and lenders will use this format to transmit and receive data. It also recommends the hope that this software will be created or modified to allow a school to send and receive federal and alternative loan data electronically with other organizations following these standards.

The Change Transaction Send File format will be reviewed and modified periodically by the ESC to meet federal requirements and user needs.



If you have any questions concerning the Change Transaction Send File format or the CommonLine Network, please contact the receiving organization (i.e., the organization to which you will be submitting this file). If you received this document directly from NCHELP, please contact the NCHELP central office at:

National Council of Higher Education Loan Programs Inc. 1100 Connecticut Ave NW 12th Floor Washington, DC 20036

Phone: (202) 822-2106 Fax: (202) 822-2142 E-mail: [email protected] Web site: http://www.nchelp.org

Media

The media types you may use to submit the Change Transaction Send File will vary depending on your approach to data exchange.

Participant types

The term “sending organization” is used throughout this document. It refers to the service customer, which is the organization that will create these records. In most cases, the sending organization will be a school. However, other types of organizations may create and submit this file on behalf of schools. Possible types of sending organizations are:

• Schools

• Servicers or service bureaus (any type of organization submitting on behalf of a

school; can be a guarantor, lender, or service bureau)

NOTE The terms “guarantor” and “guarantee” are used throughout this document. For those organizations that are accommodating alternative loan processes, please note that the definition of these terms is equivalent to the definition of the terms “insurer” and “insurance,” respectively.


mailto:[email protected]

http://www.nchelp.org/


The term “receiving organization” is used throughout this document. It refers to the disbursing agent or service provider that will receive these records. The service provider is defined as the organization with which the school exchanged the original Application Send File. Possible types of receiving organizations are:

• Guarantors

• Lenders

• Servicers or service bureaus

NOTE

Please refer to the Change transaction flow section for more information regarding the flow of change transactions between sending and receiving organizations.

Additional services

This section describes additional services supported by this file. All school-based software (SBS) is required to support these services. However, these services are optional for receiving organizations to provide. Additional services available to you are determined by the receiving organization.

The additional services listed below may require the completion of some optional fields in the Change Transaction Send (@1) Detail Record(s). However, they do not require the inclusion of a Unique Supplemental (@2) Detail Record.

NOTE

Some receiving organizations provide other unique services that require the inclusion of an @2 Detail Record. Contact your receiving organization if you wish to use unique services.



• Hold/release disbursement funds

This additional service allows sending organizations to control the actual release of funds for each disbursement. The Disbursement Hold/Release Indicator Code (field 28) in the Disbursement Cancellation/Change (@1-09) Detail Record acts as a flag indicating when funds should be released: H (hold disbursement until release notification is given) and R (release the disbursement as scheduled). Some service providers may allow schools to place all disbursements in a hold status automatically at the time of guarantee/application processing. Schools choosing this option must then submit a release transaction for each disbursement when they are ready to receive funds for that loan.

NOTE

The submission and acceptance of a hold record should not affect the reported disbursement schedule. Service providers should not change the original disbursement schedule because of a hold record (e.g., changing the scheduled disbursement date to a future date). The original disbursement dates should still be used when reporting anticipated disbursement date information in the @1-09 Detail Record.

Not all service providers offer the hold and release functionality. Disbursements placed in a hold status for an extended period without notification of release are subject to cancellation based on service provider criteria. Most service providers will follow-up with schools prior to canceling the disbursement (and any subsequent disbursements) if this situation occurs.

• Netting

The netting process is optional for service providers, but must be supported by all SBS. Netting is defined as a disbursement method in which funds that have been sent to the school electronically are reallocated for disbursement to another eligible borrower(s), instead of being returned. The disbursing agent then offsets (deducts) the adjusted amounts from the total dollar amounts on the next transmission of funds to the school. Netting is applicable only to EFT and master check disbursements.

NOTE

Please note that while some disbursing agents may support netting, schools are not required to perform netting transactions.

When using the netting disbursement method, the school is still required to report cancellations, refunds, and reissues via the Change Transaction Send File.




To be CommonLine compliant, a service provider must support all disbursement methods, except netting. Netting is optional for service providers; at a minimum, a service provider must provide an error code indicating that netting is not a currently supported function. If a service provider rejects a netting transaction because it is not supported, the school must submit a new change transaction in the Change Transaction Send File indicating a different funds-return method, and must physically return the funds to the disbursing agent. Service providers that support netting must use a Record Type Indicator Code (field 2, Disbursement [@1] Detail Record) of A, and populate Total Deficit Amount (field 15, trailer record), if applicable, in the NCHELP CommonLine® Network for FFELP and Alternative Loans Disbursement Roster/Disbursement Roster Acknowledgment File for netting processing.

To be CommonLine compliant, SBS must be able to support a Funds Return Method Code (field 32, Disbursement Notification/Change [@1-10] Detail Record, or field 27, School Refund [@1-11] Detail Record) of N in the Change Transaction Send File for netting processing. In addition, SBS must support adjustment (A) records and Total Deficit Amount (field 15, trailer record) in the Disbursement Roster File.

NCHELP CommonLine® Network for FFELP and Alternative Loans Implementation Guidelines Change Transaction Send File

IMPLEMENTATION GUIDELINES CommonLine compliance rules

This section provides you with general processing rules to follow when implementing the Change Transaction Send File for CommonLine Release 4 processing.

• Service providers are required to support all basic processing options. If the service

provider does not process a transaction, the service provider is required to obtain additional information or obtain approval from other service providers before responding to the school.

• All school-based software (SBS) is required to support all processing options and

additional services. Additional services are optional for service providers to provide. (See Additional services in the Introduction.)

• All participants are required to use a CommonLine-compliant mail system for file

transmissions. Please refer to the NCHELP Technical Manual for additional information.

• All SBS is required to support the CommonLine change transaction flow rules to

determine the recipient of Change Transaction Send Files. (See Change transaction flow in the Introduction.)

• If an organization receives an unsupported optional record type (e.g., a Unique

Supplemental [@2] Detail Record), the organization should ignore the record and should not produce a fatal error.

• If the school has a relationship with a Central Disbursing Agent (CDA), the CDA

may act as an intermediary between the school and the appropriate guarantor, lender, or servicer when processing change transactions. In this scenario, the CDA may forward the Response File to the school.

• If the receiving organization cannot process the change transaction due to lack of

authorization or lack of data, the receiving organization must route the change transaction to the appropriate service provider for processing via the Change Transaction Send File. Service providers who receive these routed files for processing should process the requests and may send the Response File back to the routing agent to forward to the school.



• The netting process is optional for service providers, but must be supported by all SBS. Netting is defined as disbursement methods in which funds that have been sent to the school electronically or via Master Check are reallocated for disbursement to another eligible borrower(s), instead of being returned. The disbursing agent then offsets (deducts) the adjusted amounts from the total dollar amounts on the next transmission of funds to the school. Netting is applicable only to EFT and master check disbursements.

NOTE

Please note that while some disbursing agents may support netting, schools are not required to perform netting transactions.

When using the netting disbursement method, the school is still required to report cancellations, refunds, and reissues via the Change Transaction Send File.

To be CommonLine compliant, a service provider must support all disbursement methods, except netting. Netting is optional for service providers; at a minimum, a service provider must provide an error code indicating that netting is not a currently supported function. If a service provider rejects a netting transaction because it is not supported, the school must submit a new change transaction in the Change Transaction Send File indicating a different Funds Return Method, and must physically return the funds to the disbursing agent. Service providers that support netting must use a Record Type Indicator Code (field 2, Disbursement [@1] Detail Record) of A, and populate Total Deficit Amount (field 15, trailer record), if applicable, in the NCHELP CommonLine® Network for FFELP and Alternative Loans Disbursement Roster/Disbursement Roster Acknowledgment File for netting processing.

To be CommonLine compliant, SBS must be able to support a Funds Return Method Code (field 32, Disbursement Notification/Change [@1-10] Detail Record, or field 27, School Refund [@1-11] Detail Record) of N in the Change Transaction Send File for netting processing. In addition, SBS must support adjustment (A) records and Total Deficit Amount (field 15, trailer record) in the Disbursement Roster File.



CommonLine unique identifier and loan sequence number

NOTE In this section, the term “application” references either the application from the borrower or the certification from the school.

Two fields are designed as CommonLine unique identifiers for the application and resulting loans: CommonLine Unique Identifier and CommonLine Loan Sequence Number. These fields are located in all detail records except the Borrower (@1-02) Detail Record. You are required to use the CommonLine unique identifier as the primary application identification code for CommonLine processing. All CommonLine files submitting information related to an application must include the CommonLine unique identifier. The CommonLine loan sequence number is required, if known by the file creator, per instructions detailed in this section. While CommonLine is the primary focus, use of the CommonLine unique identifier and CommonLine loan sequence number between all business partners in processes outside of CommonLine is strongly encouraged.

NOTE

Because the CommonLine loan sequence number is assigned at the time of guarantee, it is not included in the Application Send File. However, this field is included in all other CommonLine files.

The CommonLine unique identifier is assigned at the application level. This code is assigned by the organization that transmits the first electronic record containing information about the application. Typically, this takes place when the Application Send (@1) Detail Record is submitted in the Application Send File. However, there are cases in which the CommonLine unique identifier may not yet be assigned when other CommonLine files are created. When creating CommonLine files, it is the file creator’s responsibility to confirm whether or not the CommonLine unique identifier has been assigned; if not, it is the file creator’s responsibility to assign it.

The CommonLine loan sequence number is assigned at the loan level and is used in conjunction with the CommonLine unique identifier to identify each loan. This number is assigned by the guarantor at the time of guarantee or by the Lender for Blanket Certificate of Guarantee (BCG) loans. Typically, this takes place when the Response (@1) Detail Record is submitted in the Response File.

NOTE

Once the Loan Sequence Number is assigned it can not be modified, which means you can not have more than one loan of the same type with the same unique id and multiple sequence numbers. If the CommonLine loan sequence number has not yet been assigned and the Change Transaction Send File is created by an organization other than the guarantor, it is




that organization’s responsibility to obtain the CommonLine loan sequence number from the guarantor and populate CommonLine Loan Sequence Number. The guarantor has the option to delegate the responsibility of assigning the CommonLine loan sequence number to the lender. If the CommonLine loan sequence number cannot be obtained by the file creator, this field may be filled with zeros.

Refer to the Detail Record(s) section for complete descriptions of the CommonLine Unique Identifier and CommonLine Loan Sequence Number fields.

File transmissions: subject name

When transmitting the Response File via a CommonLine-compliant data exchange you must specify the appropriate subject name::

Internet mail: COM04 CHNG SEND [01]

<DOE.000000:19990730053015> (see NOTE)

NOTE The Internet mail subject line includes the file subject name, an optional 2-digit encryption method code, and a unique identifier to identify the file transmission. Please refer to the NCHELP Technical Manual for additional information.

The subject name is for file transmission/mailbox identification only and does not appear as a value in the Change Transaction Send File.

NOTE

File transmissions using a CommonLine-compliant data exchange have recommended file size limits. Please refer to the NCHELP Technical Manual for additional information.

NCHELP CommonLine® Network for FFELP and Alternative Loans Physical Characteristics Change Transaction Send File

PHYSICAL CHARACTERISTICS

The physical characteristics of the Change Transaction Send File must be:

Format: IBM compatible Recording mode: Fixed length Character set: Standard ASCII text Physical record length: 480 bytes Block size: Unblocked

Carriage-return and line-feed characters must be placed at the end of each 480-byte physical record.

Text files should be transmitted in binary mode.


NCHELP CommonLine® Network for FFELP and Alternative Loans Physical Characteristics Change Transaction Send File


THIS PAGE IS INTENTIONALLY BLANK

NCHELP CommonLine® Network for FFELP and Alternative Loans Processing Information Change Transaction Send File

PROCESSING INFORMATION

This section provides you with the following helpful processing information: how records in the file must be organized; how data must be represented within fields; and what fields must be included to aid in verification of the file’s data.

File organization

All of the Change Transaction Send record types for a loan must be submitted together, but may be submitted in non-numeric order. The Change Transaction Send File may contain the following records:

• One header record

• One Borrower (@1-02) Detail Record in the file for each borrower


NOTE


Any change transaction submitted for a borrower is subject to service provider edits, which could affect the results of the requested changes. When processing change transactions, service providers should be aware of situations involving dependent transactions. Failure to do so could result in unnecessary rejected transactions.



The Change Transaction Send File must also contain at least one of the following records: • One Loan Period Change (@1-07) Detail Record in the file for each loan (if

applicable)

This detail record is submitted if revising loan period begin and end dates, student’s grade level, and/or student’s anticipated completion date. The @1-07 can be submitted pre-or post-disbursement.

• One Loan Cancellation/Reinstatement (@1-08) Detail Record in the file for each

loan (if applicable)

This detail record is submitted to request a full loan cancellation or to reinstate a previously cancelled loan prior to the release of the first disbursement.

• At least one Disbursement Cancellation/Change (@1-09) Detail Record in the file

for each disbursement (if applicable)

This detail record is submitted for each disbursement to be cancelled, rescheduled, reinstated, held / released and/or added prior to the release of funds for the disbursement. If submitting a Hold / Release Change, this detail record cannot be used for any other change transactions (e.g., disbursement date or amount changes). Other changes must be submitted in a separate @1-09 change transaction, but may be submitted under the same @1-02 record.

• One Disbursement Notification/Change (@1-10) Detail Record in the file for each disbursement (if applicable)

This detail record is submitted for each disbursement to be cancelled, reissued, and/or reinstated after the release of funds for the disbursement.

• One School Refund (@1-11) Detail Record in the file for each loan (if applicable)

This detail record is submitted when a student is entitled to a school refund after the release of funds for the loan.

• One School Refund Correction (@1-12) Detail Record in the file for each loan (if

applicable)

This detail record is submitted to correct a previously submitted @1-11 Detail Record post-disbursement. Both the previously reported and the revised refund data appear in this record.



• One Sub/Unsub Reallocation Loan Decrease (@1-13) Detail Record in the file for each loan (if applicable)

This detail record is submitted if a loan reduction is due to a subsidized/unsubsidized reallocation of funds. This record can be submitted pre- or post-disbursement.

NOTE

The @1-13 and @1-14 must be submitted consecutively and the @1-13 must precede the @1-14.

• One Sub/Unsub Reallocation Loan Increase (@1-14) Detail Record in the file for

each loan (if applicable)

This detail record is submitted if a loan increase is due to a subsidized/unsubsidized reallocation of funds. This record can be submitted pre- or post-disbursement.

NOTE


• One E-mail Information (@1-19) Detail Record in the file for each borrower (if

applicable)


• One Loan Increase (@1-24) Detail Record in the file for each loan (if applicable)

This detail record is submitted if a guarantee loan increase is requested. This record can be submitted pre- or post-disbursement.



• One or more Unique Supplemental (@2) Detail Records for each loan or disbursement if the school wishes to use unique services provided by the disbursing agent or service provider

If unique services are included, they may require the inclusion of an @2 Detail Record(s) for each loan or disbursement. Schools wishing to use unique services should contact their disbursing agent or service provider. If included, the @2 Detail Record(s) must immediately follow the corresponding @1 - XX Detail Record(s).

NOTE

All Unique Supplemental (@2) Detail Record layouts must be registered with the NCHELP central office.

If @2 Detail Record(s) are included in the Change Transaction Send File, they may be sent back with the Response File, depending on the school’s agreement with the disbursing agent or service provider. Contact your disbursing agent or service provider for more information.

If organizations receive unique information for which they have no agreement to accept, they should ignore this information, and should not produce a fatal processing error.

• One trailer record

You will find a description of each record and its fields in the appropriate section of this document: Header Record, @1-XX Detail Record(s), @2 Detail Record(s), and Trailer Record.

Data representation

• Unless otherwise noted, all alphabetic data in alphanumeric fields must be in uppercase characters only.

• Unless otherwise noted, numeric fields must be right-justified and padded with

zeros. They must contain digits only (no blanks, hyphens, commas, slashes, etc.). If there is no data in the field, it must be filled with zeros. Any exceptions to this are noted in the record layout tables and field descriptions.

Money amounts must have no commas, decimal points, or dollar signs. All fields appear as whole dollar amounts in this file (no decimal places). Refer to the layout table to determine the structure for each dollar amount field.

Example: 0250000 ($2,500.00)



• Unless otherwise noted, alpha and alphanumeric fields must be left-justified and padded with spaces. If there is no data in the field, it must be filled with spaces. Any exceptions to this are noted in the record layout tables and field descriptions.

• Dates in the file must be in one of two formats:

CCYYMMDD

CC = Century YY = Year MM = Month DD = Day

Example: 19981105 (November 5, 1998)

CCYYMM

CC = Century YY = Year MM = Month

Example: 199811 (November 1998)

Single-digit years, months, and days must be padded with a leading zero. Hyphens or slashes must not be included in dates. The appropriate format for each date is indicated in the respective field description. All times in the file must be the sending organization’s local time in HHMMSS format on a 24-hour military clock, where:

HH = Hours MM = Minutes SS = Seconds

Examples: 013024 (1:30:24 a.m.)

133024 (1:30:24 p.m.)

Single-digit hours, minutes, and seconds must be padded with a leading zero.



• The detail records of this file include a Date/Time Stamp field. The field is used to indicate the date and time each transaction was created. This field appears in CCYYMMDDHHMMSSNNNNNN format.

The date must be in CCYYMMDD format with single-digit years, months, and days padded with a leading zero.

Example: 19981105 (November 5, 1998)

The time must be the sending organization’s local time in HHMMSSNNNNNN format on a 24-hour military clock. Single-digit hours, minutes, seconds, and nanoseconds must be padded with a leading zero(s).

Examples: 013024000000 (1:30:24 a.m.)

133024000000 (1:30:24 p.m.)

• In the record layout table for each record type, the data type for each field is represented in COBOL format with X’s indicating alphanumeric characters and 9’s, indicating numeric characters.

— A number enclosed in parentheses immediately following the symbol X or

9 specifies the number of consecutive occurrences of that symbol. For example, X(005) indicates an alphanumeric field with five characters.

Example: 05000 ($5000)

— A V indicates the location of an assumed decimal point. The V does not

represent a character position and, therefore, is not counted in the size of the field. The number of 9’s that follow the V indicates how many digits follow the assumed decimal point.

For example, 9(005)V99 indicates a numeric field with five digits plus an assumed decimal point followed by two digits. The data appears as seven digits in a row since the decimal point does not actually appear in the field.

Example: 0005000 ($50.00)

• Required statuses for each field are explained in the record layout tables and field

descriptions. The codes appearing in the record layout tables are:

R = Required O = Optional — = Not applicable

NOTE

Some fields may be required or optional under certain conditions. These conditions are indicated by footnotes in the layout tables and explained in each field description.



File Packaging

For purposes of facilitating record routing, file responses, and the use of encryption/decryption keys at the non-ED branch level, it is important that files be packaged appropriately.

The source ID and source non-ED branch ID, if one exists, and the recipient ID and recipient non-ED branch ID, if one exists, must be used together to determine which records are to be grouped in a single file. For example, if the source of the file is a school and the school has a non-ED branch ID assigned to a particular campus or branch, only those records for borrowers associated with that particular campus or branch should be included in any given file. Records for borrowers attending different campuses that have been assigned non-ED branch IDs should be included in separate files which are properly designated in the header and trailer Records with the school ID and school non-ED branch ID as the source ID and source non-ED branch ID, respectively. Further, records intended for different recipient non-ED branches of the same recipient must also be packaged separately.

For example, if the University of Learning, school ID 01234500, has been assigned a school non-ED branch ID of UVOL for one campus and 1234 for another campus, and if there are records to be sent on behalf of both campuses, the school must create separate Change Transaction Send files, even if the records are intended for a single destination. One file will be created with a source ID of 01234500 and source non-ED branch ID of UVOL and will include the records for borrowers associated with that campus. Detail records will reflect a lender ID of 881882, a school ID of 01234500, and a school non-ED branch ID of UVOL. The second file will be created with a source ID of 01234500 and source non-ED branch ID of 1234 and will include the records for borrowers associated with the second campus. Detail records will reflect a lender ID of 881882, a school ID of 01234500, and a school non-ED branch ID of 1234. In cases where a single organization provides services for multiple organizations, such as multiple schools serviced by a school servicer or multiple lenders serviced by a lender servicer, it is appropriate to package records for more than one organization together and to encrypt the file with a single encryption key-provided that any response to these records would be returned to the source of the file.

Data verification

There are two fields in the trailer record used to verify the data in the file. The number in these fields must represent exactly what is in the file. Any discrepancy will prevent processing of the file.

• @1 DETAIL RECORD COUNT (field 2) — The count of all @1 Detail Records in

the file. This includes transaction types 02, 07, 08, 09, 10, 11, 12, 13, 14, 19, and 24.

• UNIQUE SUPPLEMENTAL (@2) DETAIL RECORD COUNT (field 3) — The

count of all Unique Supplemental (@2) Detail Records in the file.


NCHELP CommonLine® Network for FFELP and Alternative Loans Header Record Change Transaction Send File

HEADER RECORD

A single header record must be the first record in the file.

The following Layout table lists all of the fields to be contained in the header record. Each field’s start position, length, data type, justification, padding, and required status are also included. A definition of each field is provided after the table.

Layout

Field Field Name Required

Field Start

Position Length Data Type Justify Padding

1 Record Code R 1 2 X(002)

2 Software Product Code R 3 4 X(004) Left Spaces

3 Software Version R 7 4 X(004) Left Spaces

4 Batch ID O 11 12 X(012) Left Spaces

5 File Creation Date (CCYYMMDD) R 23 8 9(008)

6 File Creation Time (HHMMSS) O 31 6 9(006)

7 File Transmission Date (CCYYMMDD)

R 37 8 9(008)

8 File Transmission Time (HHMMSS)

O 45 6 9(006)

9 File Identifier Name R 51 19 X(019) Left Spaces

10 File Identifier Code R 70 5 X(005)

11 Source Name R 75 32 X(032) Left Spaces

12 Source ID R 107 8 X(008) Left Spaces

13 Filler2 — 115 2 X(002)

14 Source Non-ED Branch ID R1 117 4 X(004) Left Spaces

15 Source Type Code R 121 1 X(001)

16 Recipient Name R 122 32 X(032) Left Spaces

17 Recipient ID R 154 8 X(008) Left Spaces

18 Filler2 — 162 2 X(002)

19 Recipient Non-ED Branch ID R1 164 4 X(004) Left Spaces

20 Media Type Code R 168 1 X(001)

21 DUNS Source ID O 169 9 X(009)

22 DUNS Recipient ID O 178 9 X(009)

23 Filler — 187 293 X(293)

24 Record Terminator R 480 1 X(001)

NOTE: A 2-character end-of-record indicator (i.e., carriage-return and line-feed characters) must follow each physical record. This end-of-record indicator should not be included in determining the fixed length of the record. (Please note that this end-of-record indicator must be included in addition to Record Terminator [field 24].)

1This field is required based on condition(s) listed in the field description. 2This field is reserved for future use.



Field descriptions

1 RECORD CODE — The value identifying the header record. This field must contain the constant: @H

This data is required.

2 SOFTWARE PRODUCT CODE —A code (maximum of 4 characters) indicating

the software product used to generate the file. The software product indicated must participate in the CommonLine Network.

If the sending organization is using proprietary software, fill this field with the value PS. Other codes will be used if the sending organization is not using its own software to generate this file.

NOTE

The NCHELP central office maintains a list of all software product codes. Contact this office if you would like to obtain a current code list.


3 SOFTWARE VERSION — The value (maximum of 4 characters) indicating the

version of the software identified in Software Product Code (field 2). If you are using proprietary software, fill this field with the year the software was developed.


4 BATCH ID — The identification code (maximum of 12 characters) assigned to the

batch.

This data is optional. Fill the field with spaces if you are not providing this data.

NOTE

Because the structure of the batch ID is not dictated by CommonLine, this ID is only valid for use in controlling transmission of this file. The batch ID will not necessarily be returned in the Response File.

5 FILE CREATION DATE — The date the file was created. This date must match

File Creation Date (field 4, Trailer Record).


Example: 19990130 (January 30, 1999)




6 FILE CREATION TIME — The time the file was created. This must be the sending organization’s local time. This time must match File Creation Time (field 5, Trailer Record).

The time must be in HHMMSS format on a 24-hour military clock. Single-digit hours, minutes, and seconds must be padded with a leading zero.

Examples: 013024 (1:30:24 a.m.)

133024 (1:30:24 p.m.)

This data is optional. Fill the field with zeros if you are not providing this data.

7 FILE TRANSMISSION DATE — The date the file was transmitted.


Example: 19990131 (January 31, 1999)


8 FILE TRANSMISSION TIME — The time the file was transmitted. This must be

the sending organization’s local time.


Examples: 013024 (1:30:24 a.m.)

133024 (1:30:24 p.m.)


9 FILE IDENTIFIER NAME — A short description of the data in the file. This field

must contain the constant: CHANGE TRANS


10 FILE IDENTIFIER CODE — A 5-character code indicating the type of data in the file and the version of the file layout.

FOR PRODUCTION FILES: This field must contain the constant:

C004P

FOR TEST FILES: This field must contain the constant: C004T




11 SOURCE NAME — The name of the organization (guarantor, lender, school, servicer, or service bureau) identified in Source ID (field 12) and Source Non-ED Branch ID (field 14).


12 SOURCE ID — The unique identification code assigned to the organization

creating this file.

For guarantors, this is the 3-digit number as shown in Appendix A, Valid Guarantor ID’s. For lenders and servicers, this is the 6-digit number assigned by the U.S. Department of Education (ED). For schools, this is the 8-digit ED-assigned school ID. The last 2 digits identify the branch campus.

For those organizations that do not have a numeric ED-assigned ID, this field may contain alphabetic (uppercase only) characters.

NOTE

If you are a servicer or a service bureau and you have not been assigned an ED number, contact the NCHELP central office to determine the appropriate 3-, 6-, or 8-character value.


13 FILLER — A field reserved for future use. It must be filled with spaces.

14 SOURCE NON-ED BRANCH ID — The unique identification code (maximum of

4 characters) assigned by an entity other than ED to the branch office or campus creating this file. This ID is unique to the entity that assigned it and can be used by the receiving organization.

This data is required if a branch ID has been assigned by an entity other than ED. Otherwise, fill the field with spaces.

15 SOURCE TYPE CODE — A 1-character code indicating the type of organization

creating this file.

O = Servicer or service bureau (any organization, acting as a servicer or service bureau, submitting this file on behalf of the school)

S = School (or branch campus) for loans in file


16 RECIPIENT NAME — The name of the organization identified in Recipient ID (field 17) and Recipient Non-ED Branch ID (field 19).




17 RECIPIENT ID — The unique identification code assigned to the organization that is the direct recipient of this file.

For guarantors, this is the 3-digit number as shown in Appendix A, Valid Guarantor ID’s. For lenders and servicers, this is the 6-digit number assigned by ED. For schools, this is the 8-digit ED-assigned school ID. The last 2 digits identify the branch campus.


NOTE

If the receiving organization is a servicer or a service bureau that has not been assigned an ED number, contact the receiving organization to determine the value for this field. The receiving organization will contact the NCHELP central office to determine the appropriate 3-, 6-, or 8-character value.



19 RECIPIENT NON-ED BRANCH ID — The unique identification code (maximum

of 4 characters) assigned by an entity other than ED to the branch office receiving this file. This ID is unique to the entity that assigned it and can be used by the sending organization.


20 MEDIA TYPE CODE — A 1-character code indicating the method used to submit

this file.

D = Diskette M = Mainframe transmission P = PC transmission T = Magnetic tape (9-track reels or 18-track cartridges)

NOTE

Only codes M and P are valid for CompuServe transmissions. Codes D and T should only be used for proprietary submissions.

This data is required. The media types available will vary depending upon the receiving organization.




21 DUNS SOURCE ID — (Data Universal Numbering System) — A 9-digit code from ED used to identify the organization creating this file. This code references the same organization identified in Source ID (field 12).

NOTE

Although this field is optional, it is expected that ED will replace their existing identification numbers with DUNS identification numbers. CommonLine participants are encouraged to plan appropriately to support the use of the DUNS number.


22 DUNS RECIPIENT ID — A 9-digit code from ED used to identify the

organization that is the direct recipient of this file. This code references the same organization identified in Recipient ID (field 17).

NOTE




24 RECORD TERMINATOR — The value identifying the end of the record. This

field must contain the constant: *

This data is required. IMPORTANT: A 2-character end-of-record indicator (i.e., carriage-return and line-feed

characters) must follow each physical record. This end-of-record indicator should not be included in determining the fixed length of the record. (Please note that this end-of-record indicator must be included in addition to Record Terminator [field 24].)

The trailer record's end-of-record indicator (i.e., carriage-return and line-feed) described in the CommonLine documentation is to be the absolute end of the file. No additional characters can be provided after the end-of-record indicator.

NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File BORROWER (@1-02) DETAIL RECORD(S)


@1 DETAIL RECORD(S)

The Change Transaction Send File may contain the following @1 detail records:

• One Borrower (@1-02) Detail Record in the file for each borrower

Each borrower may have multiple detail records for the same transaction type (e.g., more than one @1-07 Detail Record may be associated with a borrower).

• One Loan Period Change (@1-07) Detail Record in the file for each loan (if

applicable)

• One Loan Cancellation/Reinstatement (@1-08) Detail Record in the file for each loan (if applicable)

• At least one Disbursement Cancellation/Change (@1-09) Detail Record in the file

for each disbursement (if applicable)

• One Disbursement Notification/Change (@1-10) Detail Record in the file for each disbursement (if applicable)

• One School Refund (@1-11) Detail Record in the file for each loan (if applicable)

• One School Refund Correction (@1-12) Detail Record in the file for each loan (if

applicable)

• One Sub/Unsub Reallocation Loan Decrease (@1-13) Detail Record in the file for each loan (if applicable)

• One Sub/Unsub Reallocation Loan Increase (@1-14) Detail Record in the file for

each loan (if applicable)

• One E-mail Information (@1-19) Detail Record in the file for each borrower (if applicable)

• One Loan Increase (@1-24) Detail Record in the file for each loan (if applicable)

NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File BORROWER (@1-02) DETAIL RECORD(S) (continued)


There must be one Borrower (@1-02) Detail Record in the file for each borrower.


NOTE


Any change transaction submitted for a borrower is subject to service provider edits that could affect the results of the requested changes. When processing change transactions, service providers should be aware of situations involving dependent transactions. Failure to do so could result in unnecessary rejected transactions. For example, if a school requests a disbursement date change and the requested date is outside the original loan period begin and end dates, the school must submit a Loan Period Change (@1-07) Detail Record to change the loan period begin and end dates and a Disbursement Cancellation/Change (@1-09) Detail Record to change the disbursement date. The service provider must recognize this dependent transaction and process the @1-07 Detail Record first followed by the @1-09 Detail Record to complete the change correctly. Refer to Appendix C-9 and C-10 for more examples of dependent transactions.

NOTE


The following Layout table lists all of the fields to be contained in the @1-02 Detail Record. Each field’s required status, start position, length, data type, justification, and padding are also included. A definition of each field is provided after the table.



Layout


Field Start



2 Record Type R 3 2 9(002)

3 Borrower SSN R 5 9 9(009)

4 School ID R 14 8 9(008)

5 Filler2 — 22 3 X(003)

6 School Non-ED Branch ID5 — 25 4 X(004)


8 Filler2 — 37 3 X(003)


10 Filler2 — 44 12 X(012)

11 Borrower Last Name R 56 35 X(035) Left Spaces

12 Borrower First Name R 91 12 X(012) Left Spaces

13 Borrower Middle Initial R1 103 1 X(001)

14 Borrower Date of Birth (CCYYMMDD)

R 104 8 9(008)

15 Record Status5 — 112 1 X(001)

16 Date/Time Stamp (CCYYMMDDHHMMSSNNNNNN)

O 113 20 X(020)

17 DUNS School ID O 133 9 X(009)


19 Filler2 — 151 183 X(183)

20 School Use Only5 — 334 23 X(023)

21 Lender Use Only5 — 357 20 X(020)

22 Guarantor Use Only5 — 377 23 X(023)

23 Filler — 400 80 X(080)



1This field is required based on condition(s) listed in the field description. 2This field is reserved for future use. 5This field is not used for CommonLine processing.



Field descriptions

1 RECORD CODE — The value identifying the detail record. This field must contain the constant: @1


2 RECORD TYPE — The value identifying the Borrower (@1-02) Detail Record(s).

This field must contain the constant: 02


3 BORROWER SSN — The borrower’s 9-digit Social Security Number.

This data is required. This must be a valid SSN (do not send pseudo SSN’s). It must not begin with an 8 or 9, and the first three characters must not be 000.

NOTE 800-00-0000 to 999-99-9999 is optional to support for service providers for alternative loans when the student does not have a valid SSN. Please contact your service provider for additional information. This data is required for all loan programs and processes.

4 SCHOOL ID — The unique 8-digit Office of Postsecondary Education (OPE)

identification number assigned by ED to the school associated with the loan(s). The last 2 digits identify the branch campus.



6 SCHOOL NON-ED BRANCH ID — This field is not used for CommonLine

processing. Fill the field with spaces.




For guarantors, this is the 3-digit number as shown in Appendix A, Valid Guarantor ID’s. For lenders and servicers, this is the 6-digit number assigned by ED. For schools, this is 8-digit ED-assigned school ID. The last 2 digits identify the branch campus.


NOTE

If you are sending this file to a servicer or a service bureau that has not been assigned an ED number, contact the receiving organization to determine the value for this field. The receiving organization will contact the NCHELP central office to determine the appropriate 3-, 6-, or 8-character value.




of 4 characters) assigned by an entity other than ED to the branch office or campus receiving this file. This ID is unique to the entity that assigned it and can be used by the sending organization.





11 BORROWER LAST NAME — The last name of the borrower identified in Borrower SSN (field 3).

Examples: SMITH JR (John W. Smith, Jr.)

JONES (Mark Jones, M.D.) ST THOMAS (Susan H. St. Thomas) JOHNSON-HALL (Laura Johnson-Hall) O’CONNER (Patrick O’Conner)

NOTE

Hyphens, apostrophes, and spaces are acceptable data. Periods and commas should not be used.

Professional and educational titles should not be considered part of the name.

The first character of the last name must be alphabetic and cannot be blank.

This data is required if Borrower First Name (field 15) does not contain a valid name. If the borrower’s first name is provided and there is no last name given, populate this field with NLN (no last name).

12 BORROWER FIRST NAME — The first name of the borrower identified in

Borrower SSN (field 3).

Examples: JOHN (John W. Smith, Jr.) MARK (Mark Jones, M.D.) SUSAN (Susan H. St. Thomas) LAURA (Laura Johnson-Hall) PATRICK (Patrick O’Conner)

NOTE

Hyphens, apostrophes, and spaces are acceptable data. Periods and commas should not be used.

Professional and educational titles should not be considered part of the name.

This data is required if Borrower Last Name (field 14) does not contain a valid name. If the borrower’s last name is provided and there is no first name given, populate this field with NFN (no first name).



13 BORROWER MIDDLE INITIAL — The middle initial of the borrower identified in

Borrower SSN (field 3).

This data is required if the borrower has a middle initial. Otherwise, fill the field with a space.

14 BORROWER DATE OF BIRTH — The borrower's date of birth.


Example: 19750102 (January 2, 1975)


15 RECORD STATUS — This field is not used for CommonLine processing. Fill the

field with a space.

16 DATE/TIME STAMP — The date and time this record was created.

The date and time are combined in CCYYMMDDHHMMSSNNNNNN format.


Example: 19990130 (January 30, 1999)

The time must be in HHMMSSNNNNNN format on a 24-hour military clock. Single-digit hours, minutes, seconds, and nanoseconds must be padded with a leading zero(s).

Examples: 013024000000 (1:30:24 a.m.)

133024000000 (1:30:24 p.m.)




17 DUNS SCHOOL ID (Data Universal Numbering System) — A 9-digit code from ED used to identify the school associated with the loan(s). This code references the same school as identified in School ID (field 4).

NOTE





NOTE




20 SCHOOL USE ONLY — This field is not used for CommonLine processing. Fill

the field with spaces.

21 LENDER USE ONLY — This field is not used for CommonLine processing. Fill the field with spaces.

22 GUARANTOR USE ONLY — This field is not used for CommonLine processing. Fill the field with spaces.

23 FILLER — A field used to pad the record to the appropriate length.



24 RECORD TERMINATOR — The value identifying the end of the record. This field must contain the constant: *


IMPORTANT: A 2-character end-of-record indicator (i.e., carriage-return and line-feed



NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File LOAN PERIOD CHANGE (@1-07) DETAIL RECORD(S)


There must be one Loan Period Change (@1-07) Detail Record in the file for each loan if revising loan period begin and end dates, student's grade level, and/or student's anticipated completion dates. The @1-07 Detail Record can be submitted pre- or post-disbursement.

NOTE

For subsidized/unsubsidized Federal Stafford loans submitted originally on the same application, you must submit a separate record for each loan if changing the loan period begin and/or end dates.

The following Layout table lists all of the fields to be contained in the @1-07 Detail Record(s). Each field’s required status, start position, length, data type, justification, and padding are also included. A definition of each field is provided after the table.

NOTE

Fields 1-22 are submitted with each change transaction for informational purposes. The data contained in these fields cannot be updated by submitting a change transaction.

Layout


Field Start





4 School ID R 14 8 9(008)

5 Filler2 — 22 3 X(003)



8 Filler2 — 37 3 X(003)


10 Unique Loan Identifier5 — 44 16 X(016)

11 Guarantee Date (CCYYMMDD) O 60 8 9(008)

12 Loan Type Code R 68 2 X(002)

13 Alternative Loan Program Type Code

R1 70 3 X(003)

14 First Disbursement Date (CCYYMMDD)

O 73 8 9(008)

15 Lender ID R 81 6 X(006)

16 Servicer Code R1 87 6 X(006)

17 Loan Period Begin Date (CCYYMMDD)

R1 93 8 9(008)

NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File LOAN PERIOD CHANGE (@1-07) DETAIL RECORD(S) (continued)



Field Start


18 Loan Period End Date (CCYYMMDD)

R1 101 8 9(008)

19 School Designated Branch/Division Code

R1 109 2 X(002)

20 PLUS/Alternative Student SSN R1 111 9 9(009)

21 CommonLine Unique Identifier R 120 17 X(017)

22 CommonLine Loan Sequence Number

R1 137 2 9(002)

23 Revised Loan Period Begin Date (CCYYMMDD)

R 139 8 9(008)

24 Revised Loan Period End Date (CCYYMMDD)

R 147 8 9(008)

25 Grade Level Code R 155 1 X(001)

26 Change Certification Date (CCYYMMDD)

R 156 8 9(008)

27 Filler2 — 164 1 X(001)

28 Anticipated Completion Date (CCYYMMDD)

R 165 8 9(008)



O 174 20 X(020)



33 DUNS Lender ID O 212 9 X(009)

34 DUNS Servicer Code5 — 221 9 X(009)

35 Lender Non-ED Branch ID5 — 230 4 X(004)

36 Filler2 — 234 100 X(100)

37 School Use Only O 334 23 X(023)

38 Lender Use Only O 357 20 X(020)

39 Guarantor Use Only O 377 23 X(023)

40 Filler — 400 80 X(080)






Field descriptions



2 RECORD TYPE — The value identifying the Loan Period Change (@1-07) Detail Record(s). This field must contain the constant: 07




NOTE 800-00-0000 to 999-99-9999 is optional to support for service providers for alternative loans when the student does not have a valid SSN. Please contact your service provider for additional information.

This data is required for all loan programs and processes.

4 SCHOOL ID — The unique 8-digit OPE identification number assigned by ED to

the school associated with the loan. The last 2 digits identify the branch campus.










NOTE




9 RECIPIENT NON-ED BRANCH ID — The unique identification code (maximum of 4 characters) assigned by an entity other than ED to the branch office or campus receiving this file. This ID is unique to the entity that assigned it and can be used by the sending organization.


10 UNIQUE LOAN IDENTIFIER — This field is not used for CommonLine


11 GUARANTEE DATE — The date the loan was guaranteed.


Example: 19971215 (December 15, 1997)




12 LOAN TYPE CODE — A 2-character code indicating the type of loan.

AL = Alternative loan PL = Federal PLUS loan GB = Federal Graduate/Professional PLUS loan SF = Subsidized Federal Stafford loan SU = Unsubsidized Federal Stafford loan


13 ALTERNATIVE LOAN PROGRAM TYPE CODE — A 3-character code indicating the specific category of the alternative loan.

The NCHELP central office assigns a block of codes to each service provider that processes alternative loans. The service provider assigns one of these codes to each type of alternative loan it processes. It then registers all of these codes with the NCHELP central office and provides these codes to its customers.

This data is required for alternative loans. Otherwise, fill the field with spaces.

14 FIRST DISBURSEMENT DATE — The first disbursement date for a multiple-

disbursement loan, or the only disbursement date for a single-disbursement loan. This date may be used to identify the loan.


Example: 19990115 (January 15, 1999)


15 LENDER ID — The unique 6-character identification code assigned by ED to the

lender associated with the loan.


16 SERVICER CODE — The unique 6 -digit identification number assigned to the repayment servicer associated with the loan(s).

This data is required if available. Fill this field with spaces if the data is not provided.

NOTE Do not populate this field with a lender code. This field will be updated if the repayment servicer changes.



17 LOAN PERIOD BEGIN DATE — The previously reported beginning date, as

reported by the school, of the period covered by the loan. If revising the loan period begin date, the revised date should appear in Revised Loan Period Begin Date (field 23).



This data is required if you are revising the loan period. Otherwise, fill the field with zeros.

18 LOAN PERIOD END DATE — The previously reported ending date, as reported

by the school, of the period covered by the loan. If revising the loan period end date, the revised date should appear in Revised Loan Period End Date (field 24).


Example: 19990530 (May 30, 1999)

This data is required if you are revising the loan period. Otherwise, fill the field with zeros.

19 SCHOOL DESIGNATED BRANCH/DIVISION CODE — The unique 2-character

code assigned by the school to identify the branch campus associated with the loan. This code is used by schools for internal routing purposes.

This data is required if a branch/division code has been assigned by the school. Otherwise, fill the field with spaces.



20 PLUS/ALTERNATIVE STUDENT SSN — The Federal PLUS, Federal Graduate/Professional PLUS, and alternative student’s 9-digit Social Security Number.

This data is required for Federal PLUS and Federal Graduate/Professional PLUS loans. It is also required for alternative loans if the student is not the borrower. Otherwise, fill the field with zeros. If included, this must be a valid SSN (do not send pseudo SSN’s). It must not begin with an 8 or 9, and the first three characters must not be 000.

NOTE

For Federal Graduate/Professional PLUS loans this field must contain the same value as in Borrower SSN (field 3).


21 COMMONLINE UNIQUE IDENTIFIER — The unique code (maximum of 17

characters) identifying the application. This code is assigned by the organization that transmitted the first electronic record containing information about the application. If the CommonLine unique identifier is not yet assigned by the school or another service provider, the file creator must assign it.

NOTE

For this field, the term “application” references either the application from the borrower or the certification from the school.

This field may contain both numeric and alphabetic (uppercase only) characters; however, it should not contain spaces.



The CommonLine unique identifier is composed as follows:

Positions 1–6 = Participant ID

The unique identification code for the organization assigning the CommonLine unique identifier to the application.

For guarantors, this is the 3-digit number as shown in Appendix A, Valid Guarantor ID’s. For lenders and servicers, this is the 6-digit number assigned by ED. For schools, this is the first 6 digits of the 8-digit ED-assigned school ID. The last 2 digits of the school ID will appear in positions 7–10 (Participant Branch ID).

NOTE

If you are a servicer or service bureau and you have not been assigned an ED number, contact the NCHELP central office to determine the appropriate 3-, 6-, or 8-character value.

The participant ID must be right-justified and padded with zeros.

Positions 7–10 = Participant Branch ID

If ED has assigned a branch ID: For schools, this is the last 2 digits of the 8-digit ED-assigned school ID. These 2 digits identify the branch campus assigning the CommonLine unique identifier.

If ED has not assigned a branch ID: The unique identification code (maximum of 4 characters) assigned by an entity other than ED to the branch office or campus assigning the CommonLine unique identifier.

The participant branch ID must be right-justified and padded with zeros. If no branch ID has been assigned, fill positions 7–10 with zeros.

Position 11 = System ID

A 1-character code indicating the computer system on which the original electronic application was created. The system ID is especially useful in environments where the same software product is loaded on multiple PC’s.



Positions 12–17 = Incremental Code

A unique 6-character code assigned by the software to the application. See Appendix D, CommonLine Unique Identifier Algorithm, for a description of the algorithm for this code.

Use of this algorithm is strongly recommended for CommonLine processing.


22 COMMONLINE LOAN SEQUENCE NUMBER — A unique 2-digit identification

number assigned by the guarantor at the time of guarantee. This number is used in conjunction with CommonLine Unique Identifier (field 21) to identify the loan.

This number must be unique for each new loan resulting from an application. Any 2-digit number is valid.

NOTE

Typically, the CommonLine loan sequence number is assigned when the loan guarantees and the Response File is sent. If the CommonLine loan sequence number has not yet been assigned and the Change Transaction Send File is created by an organization other than the guarantor, it is that organization’s responsibility to obtain the CommonLine loan sequence number from the guarantor and populate CommonLine Loan Sequence Number. The guarantor has the option to delegate the responsibility of assigning the CommonLine loan sequence number to the lender.

This data is required if the CommonLine loan sequence number can be obtained by the file creator. Otherwise, fill the field with zeros.

23 REVISED LOAN PERIOD BEGIN DATE — The revised beginning date, as

reported by the school, of the period covered by the loan. If the loan period begin date is not being revised, this field contains the previously reported loan period begin date.


Example: 19990110 (January 10, 1999)




24 REVISED LOAN PERIOD END DATE — The revised ending date, as reported by the school, of the period covered by the loan. If the loan period end date is not being revised, this field contains the previously reported loan period end date.


Example: 19990605 (June 5, 1999)


25 GRADE LEVEL CODE — The current or revised 1-character code indicating the

student’s grade level during the loan period.

Undergraduate 1 = 1st year (freshman) 2 = 2nd year (sophomore) 3 = 3rd year (junior) 4 = 4th year (senior) 5 = 5th year (undergraduate)

Graduate or professional A = 1st year B = 2nd year C = 3rd year D = Beyond 3rd year


NOTE

When transmitting a Federal Graduate/Professional PLUS loan, grade levels A, B, C, or D must be provided.

26 CHANGE CERTIFICATION DATE — The date the school certified the

information in this record is correct.


Example: 19990111 (January 11, 1999)





28 ANTICIPATED COMPLETION DATE — The current or revised anticipated date the student will complete the program at the school.


Example: 19990530 (May 30, 1999)



field with a space. 30 DATE/TIME STAMP — The date and time this record was created.



Example: 19990130 (January 30, 1999)


Examples: 013024000000 (1:30:24 a.m.)

133024000000 (1:30:24 p.m.)


31 DUNS SCHOOL ID (Data Universal Numbering System) — A 9-digit code from

ED used to identify the school associated with the loan(s). This code references the same school as identified in School ID (field 4).

NOTE





32 DUNS RECIPIENT ID — A 9-digit code from ED used to identify the organization that is the direct recipient of this file. This code references the same organization identified in Recipient ID (field 7).

NOTE



33 DUNS LENDER ID — A 9-digit code from ED used to identify the lender

associated with the loan(s). This code references the same organization identified in Lender ID (field 15).

NOTE



34 DUNS SERVICER CODE — This field is not used for CommonLine processing.

Fill the field with spaces.

35 LENDER NON-ED BRANCH ID — This field is not used for CommonLine processing. Fill the field with spaces.




37 SCHOOL USE ONLY — A field reserved for school information only. Schools may use the field to store information not otherwise tracked, such as campus activity or a school-assigned application ID.


NOTE

If this data is provided, it must not be manipulated by the receiving organization. It must be returned in the Response File as originally submitted. For response (R) records responding to multiple change transactions, the value returned in this field reflects the value contained in the last applied transaction. If a non-blank value was ever supplied in either the Application Send File or Change Transaction Send File, the Response File must contain the most recent non-blank value.

38 LENDER USE ONLY — A field reserved for lender information only. Lenders

may use the field to store information not otherwise tracked, such as branch activity, specific accounting needs, or a lender-assigned application ID.


NOTE


39 GUARANTOR USE ONLY — A field reserved for guarantor information only.

Guarantors may use the field to store information not otherwise tracked, such as loan activity or a guarantor-assigned application ID.


NOTE

If this data is provided, it must not be manipulated by the receiving organization. It must be returned in the Response File as originally submitted. For response (R) records responding to multiple change transactions, the



value returned in this field reflects the value contained in the last applied transaction. If a non-blank value was ever supplied in either the Application Send File or Change Transaction Send File, the Response File must contain the most recent non-blank value.







NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File LOAN CANCELLATION/REINSTATEMENT (@1-08) DETAIL RECORD(S)


There must be one Loan Cancellation/Reinstatement (@1-08) Detail Record in the file for each loan to be fully cancelled or fully/partially reinstated (pre-disbursement).

The Loan Cancellation/Reinstatement (@1-08) Detail Record is used to request full loan cancellations prior to the release of the first disbursement. A full loan cancellation is requested when a loan is no longer needed and funds have yet to be disbursed. In this case, all scheduled disbursements are cancelled.

NOTE


NOTE

If any funds have been disbursed or cancelled pre-disbursement, do not use the @1-08 Detail Record to cancel the loan. Instead, each disbursement must be cancelled individually using the Disbursement Cancellation/Change (@1-09) Detail Record if canceling future disbursements or the Disbursement Notification/Change (@1-10) Detail Record if the disbursement(s) has occurred.

If a loan cancellation is made prior to the release of the first disbursement, the loan can be either fully or partially reinstated using the @1-08 Detail Record. The reinstated loan amount must not exceed the original guarantee amount.


NOTE


NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File LOAN CANCELLATION/REINSTATEMENT (@1-08) DETAIL RECORD(S) (continued)


Layout


Field Start





4 School ID R 14 8 9(008)

5 Filler2 — 22 3 X(003)



8 Filler2 — 37 3 X(003)






R1 70 3 X(003)


O 73 8 9(008)

15 Lender ID R 81 6 X(006)



R 93 8 9(008)


R 101 8 9(008)


R1 109 2 X(002)




R1 137 2 9(002)

23 Cancellation Date (CCYYMMDD) R1 139 8 9(008)

24 Reinstated Loan Amount R1 147 8 9(006)V99

25 Cancellation Reason R1 155 1 X(001)


O 156 20 X(020)




30 DUNS Servicer Code — 203 9 X(009)

31 Filler2 — 212 202 X(202)






Field Start






Field descriptions



2 RECORD TYPE — The value identifying the Loan/Cancellation Reinstatement

(@1-08) Detail Record(s). This field must contain the constant: 08














7 RECIPIENT ID — The unique identification code assigned to the organization that

is the direct recipient of this file.



NOTE If you are sending this file to a servicer or a service bureau that has not been assigned an ED number, contact the receiving organization to determine the value for this field. The receiving organization will contact the NCHELP central office to determine the appropriate 3-, 6-, or 8-character value.

















13 ALTERNATIVE LOAN PROGRAM TYPE CODE — A 3-character code indicating

the specific category of the alternative loan.






Example: 19990115 (January 15, 1999)







16 SERVICER CODE — The unique 6-character identification number assigned to the repayment servicer associated with the loan(s).



17 LOAN PERIOD BEGIN DATE — The beginning date, as reported by the school,

of the period covered by the loan.




18 LOAN PERIOD END DATE — The ending date, as reported by the school, of the

period covered by the loan.


Example: 19990530 (May 30, 1999)







20 PLUS/ALTERNATIVE STUDENT SSN — The Federal PLUS, Federal Graduate/Professional, and alternative student’s 9-digit Social Security Number.


NOTE




characters) identifying the application. This code is assigned by the organization that transmitted the first electronic record containing information about the application. If this number has not yet been assigned when the Change Transaction Send File is created, the file creator must assign it.

NOTE









NOTE


















NOTE



23 CANCELLATION DATE — The effective date of the loan cancellation.


Example: 19990111 (January 11, 1999)

This data is required for cancellations. Otherwise, fill the field with zeros.



24 REINSTATED LOAN AMOUNT — The amount of the previously cancelled loan to be reinstated. This amount must not exceed the original guaranteed amount of the loan.

Example: 00220000 ($2,200.00)

NOTE

Some service providers only process whole dollar amounts (i.e., no decimals). Contact your service provider for further information.

This data is required for reinstatements. Otherwise, fill the field with zeros.

25 CANCELLATION REASON — A one character code indicating why the school is submitting an alternative loan cancellation.

A = Student received additional aid (lower cost) B = Borrower’s request D = Deceased (borrower or student) E = Student no longer eligible (satisfactory academic progress) F = Identity theft/fraud G = Student no longer meets program guidelines H = Student dropped below half time L = Student on leave of absence N= Student never enrolled/attended P = Duplicate request W= Student no longer enrolled/withdrew This data is required when requesting cancellations of alternative loans in order for the lender to determine if the cancellation is permissible. Otherwise, fill the field with a space.






Example: 19990130 (January 30, 1999)


Examples: 013024000000 (1:30:24 a.m.)

133024000000 (1:30:24 p.m.)




NOTE





NOTE







NOTE








NOTE




33 LENDER USE ONLY — A field reserved for lender information only. Lenders may use the field to store information not otherwise tracked, such as branch activity, specific accounting needs, or a lender-assigned application ID.


NOTE





NOTE


NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File DISBURSEMENT CANCELLATION/CHANGE (@1-09) DETAIL RECORD(S)


There must be at least one Disbursement Cancellation/Change (@1-09) Detail Record in the file for each loan disbursement to be cancelled, reinstated, rescheduled (pre-disbursement) and/or Hold / Release Changes.

The Disbursement Cancellation/Change (@1-09) Detail Record is used to submit full or partial disbursement cancellations prior to the release of funds for the disbursement.

NOTE

If the funds for this disbursement have been issued, do not use the @1-09 Detail Record to cancel disbursements. Instead, each disbursement must be cancelled individually using the Disbursement Notification/Change (@1-10) Detail Record.


When a loan has been reduced to zero by a previous subsidized/unsubsidized reallocation, the loan should not be reinstated using the Disbursement Cancellation/Change (@1-09) Detail Record. The loan should instead be either increased with a Sub/Unsub Reallocation Loan Increase (@1-14) or a Loan Increase (@1-24) Detail Record.

If a disbursement cancellation is made prior to the release of funds, the disbursement can be either fully or partially reinstated using this record. The sum of all scheduled disbursements, including those that have been reinstated, must not exceed the original guarantee amount.

A combination of @1-09 Detail Records may also be used to create a new disbursement that did not exist at the time of guarantee. There must be at least one unissued disbursement to request a disbursement addition. For example, the school can request to add a third disbursement to a loan originally guaranteed with two disbursements, if one or both scheduled disbursements have not been issued. Assuming the loan amount is not increasing, the school will submit three @1-09 Detail Records. The first two detail records will reference the existing disbursements and lower the disbursement amounts, and the third detail record will create the third disbursement. Refer to Appendix C-3 for an example of a disbursement addition. In addition to disbursement cancellations, reinstatements, additions, and rescheduling of disbursement dates, the @1-09 can be used to request the release or hold of a disbursement. If submitting a Hold / Release Change, this detail record cannot be used for any other change transactions (e.g., disbursement date or amount changes). Other changes must

NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File DISBURSEMENT CANCELLATION/CHANGE (@1-09) DETAIL RECORD(S) (continued)


be submitted in a separate @1-09 change transaction, but may be submitted under the same @1-02 record.

To ensure consistency in the identification of disbursements, all participants must maintain the ordinal position of each disbursement as originally guaranteed regardless if that particular disbursement is cancelled or disbursed on a date later than another disbursement with a higher disbursement number due to reinstatements or reissues. The disbursement number is established at the time of guarantee and should not be altered due to subsequent changes (e.g., reissues or reinstatements).

NOTE

If a disbursement is reduced to zero because the school requests that the funds be combined into another disbursement, the disbursement date will remain on the loan because it is established at the time of guarantee. If the school then requests that another disbursement be added because of a loan increase or a disbursement add then the ordinal position that was reduced to zero should be used for this purpose. See Appendix C-11 in the file description for an example.


NOTE


Layout


Field Start





4 School ID R 14 8 9(008)

5 Filler2 — 22 3 X(003)



8 Filler2 — 37 3 X(003)





Field Start






R1 70 3 X(003)


O 73 8 9(008)

15 Lender ID R 81 6 X(006)



R 93 8 9(008)


R 101 8 9(008)


R1 109 2 X(002)




R1 137 2 9(002)

23 Disbursement Number5 — 139 1 X(001)

24 Disbursement Number R 140 1 9(001)

25 Disbursement Date (CCYYMMDD) R1 141 8 9(008)


27 Cancellation Amount R1 157 8 9(006)V99

28 Disbursement Hold/Release Indicator Code

R1 165 1 X(001)

29 Revised Disbursement Date (CCYYMMDD)

R1 166 8 9(008)

30 Revised Disbursement Amount R1 174 8 9(006)V99

31 Reinstatement Indicator Code R 182 1 X(001)



O 184 20 X(020)






39 Submittal As-Of Date5 — 244 8 9(008)

40 Filler2 — 252 82 X(082)







Field Start


44 Filler — 400 80 X(080)




Field descriptions

1 RECORD CODE — The value identifying the detail record(s). This field must contain the constant: @1


2 RECORD TYPE — The value identifying the Disbursement Cancellation/Change


















NOTE
























Example: 19990115 (January 15, 1999)







16 SERVICER CODE — The unique 6-digit identification number assigned to the repayment servicer associated with the loan(s). This data is required if available. Fill this field with spaces if the data is not provided.







18 LOAN PERIOD END DATE — The ending date, as reported by the school, of the period covered by the loan.


Example: 19990530 (May 30, 1999)









NOTE





NOTE







The unique identification code for the organization assigning the CommonLine unique identifier to the application


NOTE












A unique 6-character code assigned by the software to the application – See Appendix D, CommonLine Unique Identifier Algorithm, for a description of the algorithm for this code.






NOTE



23 DISBURSEMENT NUMBER (first digit) — this field is not used for CommonLine

processing. Fill the field with a space.

NOTE This field represents the first digit of the Common Account Maintenance 2-digit disbursement number.



24 DISBURSEMENT NUMBER — a 1-digit number identifying the disbursement.

1 = First disbursement of a multiple-disbursement loan, or only disbursement of a single-disbursement loan

2 = Second disbursement of a multiple-disbursement loan 3 = Third disbursement of a multiple-disbursement loan 4 = Fourth disbursement of a multiple-disbursement loan

NOTE

The disbursement number is established at the time of guarantee and should not be altered due to subsequent changes (e.g., reissues or reinstatements).


25 DISBURSEMENT DATE — the currently scheduled disbursement date for the

disbursement. If the disbursement date is being revised with this transaction, the revised date appears in Revised Disbursement Date (field 29). If the disbursement was previously cancelled, populate this field with the last known disbursement date.


Example: 19990115 (January 15, 1999)

This data is required unless adding an additional disbursement. If a new disbursement is being added, fill this field with zeros.

26 CANCELLATION DATE — the effective date of the disbursement cancellation.


Example: 19990111 (January 11, 1999)




27 CANCELLATION AMOUNT — the gross amount of the cancellation for the disbursement. This amount is for this transaction only (i.e., not cumulative).

When the Disbursement Cancellation/Change (@1-09) Detail Record is being used to transfer amounts across one or more disbursements in a loan, this field should not reflect a reduction in the disbursement amount unless the overall loan amount is being reduced.

Example: 00100000 ($1,000.00)

NOTE



28 DISBURSEMENT HOLD/RELEASE INDICATOR CODE — A 1-character code

indicating if the disbursement will be held or released by the disbursing agent.

H = Hold disbursement until release notification is given R = Release the disbursement as scheduled

This data is required if placing a hold or release on a disbursement. Otherwise, fill the field with a space.

NOTE If this field is completed, this detail record cannot be used for any other change transactions (e.g., disbursement date or amount changes). Other changes must be submitted in a separate transaction.

29 REVISED DISBURSEMENT DATE — The revised disbursement date for the

disbursement. If the disbursement date is not being revised, this field contains the previously scheduled disbursement date.


Example: 19990130 (January 30, 1999)

This data is required for all changes except full cancellations. If the disbursement is cancelled in full, fill the field with zeros.



30 REVISED DISBURSEMENT AMOUNT — The revised disbursement amount including all fees retained by the lender. If the disbursement amount is not being revised, this field contains the previously scheduled disbursement amount.

Example: 00120000 ($1,200.00)

NOTE


This data is required for all changes except full cancellations. If the disbursement is cancelled in full, fill the field with zeros.

31 REINSTATEMENT INDICATOR CODE — A 1-character code indicating if the

previously cancelled disbursement is being reinstated.

Y = Yes, reinstate previously cancelled disbursement N = No, this is not a reinstatement



A = Student received additional aid (lower cost) B = Borrower’s request D = Deceased (borrower or student) E = Student no longer eligible (satisfactory academic progress) F = Identity theft/fraud G = Student no longer meets program guidelines H = Student dropped below half time L = Student on leave of absence N= Student never enrolled/attended P = Duplicate request W= Student no longer enrolled/withdrew This data is required when requesting cancellations of alternative loans in order for the lender to determine if the cancellation is permissible. Otherwise, fill the field with a space.






Example: 19990130 (January 30, 1999)


Examples: 013024000000 (1:30:24 a.m.)

133024000000 (1:30:24 p.m.)




NOTE





NOTE







NOTE






39 SUBMITTAL AS-OF DATE — This field is not used for CommonLine processing. Fill the field with zeros.


41 SCHOOL USE ONLY — A field reserved for school information only. Schools

may use the field to store information not otherwise tracked, such as campus activity or a school-assigned application ID.


NOTE




42 LENDER USE ONLY — a field reserved for lender information only. Lenders may use the field to store information not otherwise tracked, such as branch activity, specific accounting needs, or a lender-assigned application ID.


NOTE


43 GUARANTOR USE ONLY — a field reserved for guarantor information only.



NOTE If this data is provided, it must not be manipulated by the receiving organization. It must be returned in the Response File as originally submitted. For response (R) records responding to multiple change transactions, the value returned in this field reflects the value contained in the last applied transaction. If a non-blank value was ever supplied in either the Application Send File or Change Transaction Send File, the Response File must contain the most recent non-blank value.

44 FILLER — a field used to pad the record to the appropriate length.



45 RECORD TERMINATOR — the value identifying the end of the record. This field must contain the constant: *





NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File DISBURSEMENT NOTIFICATION/CHANGE (@1-10) DETAIL RECORD(S)


There must be at least one Disbursement Notification/Change (@1-10) Detail Record in the file for each loan disbursement to be cancelled, reissued, reinstated, and/or rescheduled (post-disbursement).

The Disbursement Notification/Change (@1-10) Detail Record is used to submit full or partial disbursement cancellations after the issue of funds. A cancellation or revocation of loan guarantee occurs if:

— The borrower’s check is returned uncashed to the lender within 120 days

of disbursement.

— The loan check is not cashed within 120 days of disbursement.

— The loan proceeds disbursed by EFT or master check have not been released from the school’s restricted account within 120 days of disbursement.

— The loan is paid in full within 120 days of disbursement.

NOTE


Reissue requests can also be submitted using the @1-10 Detail Record. A full reissue is requested when a school returns the original disbursement amount to the disbursing agent and requests that the same amount be disbursed at a later date. A full reissue allows you to change the disbursement date after the issue of funds.

A partial reissue is requested when a school returns the original disbursement amount to the disbursing agent and requests that a reduced amount be disbursed at a later date. A partial reissue allows you to reduce the disbursement amount and change the disbursement date. The lender is required to recalculate and refund origination and loan guarantee fees in the case of a partial reissue.

If you previously cancelled a disbursement in full using the @1-10 Detail Record, you can then later use the @1-10 Detail Record to request full or partial reinstatement of the disbursement. This allows you to request that either the original disbursement amount or a reduced amount be reinstated for purposes of re-disbursement. The sum of all scheduled disbursements, including those that have been reinstated, must not exceed the original guarantee amount.

If a partial post-disbursement cancellation has been processed against a disbursement, the canceled amount can be reinstated using an unissued disbursement if the loan is not fully disbursed. To add a disbursement, at least one unissued disbursement must remain in the disbursement schedule. Because the disbursement associated with the partial cancellation has already been disbursed, the reinstated amount must be applied to an existing or new future disbursement.

NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File DISBURSEMENT NOTIFICATION/CHANGE (@1-10) DETAIL RECORD(S) (continued)


To ensure consistency in the identification of disbursements, all participants must maintain the ordinal position of each disbursement as originally guaranteed regardless if that particular disbursement is cancelled or disbursed on a date later than another disbursement with a higher disbursement number due to reinstatements or reissues. The disbursement number is established at the time of guarantee and should not be altered due to subsequent changes (e.g., reissues or reinstatements).


NOTE


Layout


Field Start





4 School ID R 14 8 9(008)

5 Filler2 — 22 3 X(003)



8 Filler2 — 37 3 X(003)






R1 70 3 X(003)


O 73 8 9(008)

15 Lender ID R 81 6 X(006)



R 93 8 9(008)


R 101 8 9(008)




Field Start



R1 109 2 X(002)




R1 137 2 9(002)

23 Disbursement Number5 — 139 1 X(001)

24 Disbursement Number R 140 1 9(001)

25 Disbursement Identifier Date5 (CCYYMMDD)

— 141 8 9(008)

26 Disbursement Date (CCYYMMDD)

R 149 8 9(008)

27 Gross Disbursement Amount — 157 8 9(006)V99


29 Cancellation Amount R1 173 8 9(006)V99

30 Disbursement Consummation Indicator Code

R1 181 1 X(001)

31 Actual Returned Amount R1 182 8 9(006)V99

32 Funds Return Method Code R1 190 1 X(001)

33 Funds Reissue Indicator Code R1 191 1 X(001)

34 Revised Disbursement Date (CCYYMMDD)

R1 192 8 9(008)

35 Revised Disbursement Amount R1 200 8 9(006)V99

36 Reinstatement Indicator Code R 208 1 X(001)



O 210 20 X(020)





43 Lender Non-Ed Branch ID5 — 266 4 X(004)


45 Filler2 — 278 56 X(056)




49 Filler — 400 80 X(080)






Field Start

Position Length Data Type Justify Padding 1This field is required based on condition(s) listed in the field description. 2This field is reserved for future use. 5This field is not used for CommonLine processing.

Field descriptions

1 RECORD CODE — the value identifying the detail record. This field must contain the constant: @1


2 RECORD TYPE — the value identifying the Disbursement Notification/Change



3 BORROWER SSN — the borrower’s 9-digit Social Security Number.




4 SCHOOL ID — the unique 8-digit OPE identification number assigned by ED to



5 FILLER — a field reserved for future use. It must be filled with spaces.





7 RECIPIENT ID — the unique identification code assigned to the organization that is the direct recipient of this file.



NOTE

If you are sending this file to a servicer or a service bureau that has not been assigned an ED number, contact the receiving organization to determine the value for this field. The receiving organization will contact the NCHELP central office to determine the appropriate 3-,6-, or 8-character value.


8 FILLER — a field reserved for future use. It must be filled with spaces.

9 RECIPIENT NON-ED BRANCH ID — the unique identification code (maximum



10 UNIQUE LOAN IDENTIFIER — this field is not used for CommonLine


11 GUARANTEE DATE — the date the loan was guaranteed.









13 ALTERNATIVE LOAN PROGRAM TYPE CODE — a 3-character code indicating




14 FIRST DISBURSEMENT DATE — the first disbursement date for a multiple-



Example: 19990115 (January 15, 1999)


15 LENDER ID — the unique 6-character identification code assigned by ED to the





16 SERVICER CODE — the unique 6-digit identification number assigned to the repayment servicer associated with the loan(s).








18 LOAN PERIOD END DATE — the ending date, as reported by the school, of the



Example: 19990530 (May 30, 1999)


19 SCHOOL DESIGNATED BRANCH/DIVISION CODE — the unique 2-character







NOTE





NOTE









NOTE


















NOTE



23 DISBURSEMENT NUMBER — (first digit) — This field is not used for

CommonLine processing. Fill the field with a space.

NOTE This field represents the first digit of the Common Account Maintenance 2-digit disbursement number.



24 DISBURSEMENT NUMBER — A 1-digit code identifying the disbursement.

1 = First disbursement of a multiple-disbursement loan, or only disbursement of a single-disbursement loan

2 = Second disbursement of a multiple-disbursement loan 3 = Third disbursement of a multiple-disbursement loan 4 = Fourth disbursement of a multiple-disbursement loan

NOTE

The disbursement number is established at the time of guarantee and should not be altered due to subsequent changes (e.g., reissues or reinstatements).


25 DISBURSEMENT IDENTIFIER DATE — The field is not used for CommonLine

processing. Fill the field with zeros.

26 DISBURSEMENT DATE — The currently scheduled disbursement date for the disbursement. If the disbursement date is being revised with this transaction, the revised date appears in Revised Disbursement Date (field 34). If the disbursement was previously cancelled, populate this field with the last known disbursement date.


Example: 19990115 (January 15, 1999)


27 GROSS DISBURSEMENT AMOUNT — This field is not used for CommonLine

processing. Fill the field with zeros.

28 CANCELLATION DATE — The effective date the disbursement or a portion of the disbursement was cancelled.


Example: 19990111 (January 11, 1999)

This data is required for cancellations or if reissuing funds for less than the original disbursement amount. Otherwise, fill the field with zeros.



29 CANCELLATION AMOUNT — The gross amount of the cancellation for the disbursement. This amount is for this transaction only (i.e., not cumulative).

Example: 00100000 ($1,000.00)

NOTE


This data is required for cancellations or if reissuing funds for less than the original disbursement amount. Otherwise, fill the field with zeros.

30 DISBURSEMENT CONSUMMATION INDICATOR CODE — A 1-character code

indicating if the funds being returned have been applied to the borrower’s account.

Y = Yes, funds have been applied to the borrower’s account N = No, funds have not been applied to the borrower’s account

This data is required for cancellations. Otherwise, fill the field with a space.

31 ACTUAL RETURNED AMOUNT — The net portion of the disbursement being

returned by the school to the disbursing agent. For the netting functionality, this is the debit amount.

Example: 00100000 ($1,000.00)

This data is required for cancellations and reissues. Otherwise, fill the field with zeros.



32 FUNDS RETURN METHOD CODE — A 1-character code indicating the method used by the school to return funds to the disbursing agent for the disbursement.

E = Electronic Funds Transfer (EFT) I = Individual borrower check M = Master check N = Netting process

NOTE

The netting process is optional for service providers, but must be supported by all SBS. Refer to CommonLine compliance rules for information on netting.

If netting is used as a disbursement method, it must be used for all disbursements received via EFT and master check.

This data is required for cancellations and reissues. Otherwise, fill the field with a space.

33 FUNDS REISSUE INDICATOR CODE — A 1-character code indicating if the

disbursement or a portion of the disbursement will be reissued on the date indicated in Revised Disbursement Date (field 34). The amount to be reissued is indicated in Revised Disbursement Amount (field 35).

Y = Yes, reissue disbursement N = No, do not reissue disbursement

This data is required for reissues. Otherwise, fill the field with a space.

34 REVISED DISBURSEMENT DATE — The revised disbursement date for the

disbursement. If the disbursement date is not being revised, this field contains the previously scheduled disbursement date.


Example: 19990130 (January 30, 1999)

This data is required for all changes except full disbursement cancellations. If the disbursement is cancelled in full, fill the field with zeros.



35 REVISED DISBURSEMENT AMOUNT — The revised disbursement amount including all fees retained by the lender. If the disbursement amount is not being revised, this field contains the previously scheduled disbursement amount.

Example: 00120000 ($1,200.00)

NOTE


This data is required for all changes except full disbursement cancellations. If the disbursement is cancelled in full, fill the field with zeros.

36 REINSTATEMENT INDICATOR CODE — A 1-character code indicating if the

previously cancelled disbursement is being reinstated.

Y = Yes, reinstate previously cancelled disbursement N = No, this is not a reinstatement



A = Student received additional aid (lower cost) B = Borrower’s request D = Deceased (borrower or student) E = Student no longer eligible (satisfactory academic progress) F = Identity theft/fraud G = Student no longer meets program guidelines H = Student dropped below half time L = Student on leave of absence N= Student never enrolled/attended P = Duplicate request W= Student no longer enrolled/withdrew

This data is required when requesting cancellations of alternative loans in order for the lender to determine if the cancellation is permissible. Otherwise, fill the field with a space.






Example: 19990130 (January 30, 1999)


Examples: 013024000000 (1:30:24 a.m.)

133024000000 (1:30:24 p.m.)




NOTE





NOTE







NOTE






44 SUBMITTAL AS-OF DATE — This field is not used for CommonLine processing.

Fill the field with zeros.




NOTE






NOTE





NOTE



NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File SCHOOL REFUND (@1-11) DETAIL RECORD(S)

Issued: 05/12/2006 Page: 111 Revises:

There must be at least one School Refund (@1-11) Detail Record in the file for each loan with a school refund (post-disbursement).

The School Refund (@1-11) Detail Record is submitted when a student is entitled to a school refund post-disbursement. Refunds are unearned institutional charges that must be returned to the disbursing agent for a student who received funds and has ceased attending school after attending at least one class. Refunds do not apply to a student who withdraws, drops out, or is expelled before his or her first day of class; withdraws from some classes but continues to be enrolled in other classes; or does not receive funds for the enrollment period in question.

NOTE

Funds returned prior to being delivered to the student or credited to the student’s account are considered cancelled and must be reported using the Disbursement Notification/Change (@1-10) Detail Record.


NOTE


Layout


Field Start





4 School ID R 14 8 9(008)

5 Filler2 — 22 3 X(003)



8 Filler2 — 37 3 X(003)






R1 70 3 X(003)

NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File SCHOOL REFUND (@1-11) DETAIL RECORD(S) (continued)



Field Start



O 73 8 9(008)

15 Lender ID R 81 6 X(006)



R 93 8 9(008)


R 101 8 9(008)


R1 109 2 X(002)




R1 137 2 9(002)

23 School Refund Date (CCYYMMDD)

R 139 8 9(008)

24 School Refund Amount R 147 8 9(006)V99 Right Zeros

25 Net Loan Amount5 — 155 8 9(006)V99 Right Zeros

26 Withdrawal Date (CCYYMMDD) R 163 8 9(008)

27 Funds Return Method Code R 171 1 X(001)



O 173 20 X(020)





34 Filler2 — 229 185 X(185)





NOTE: A 2 character end-of-record indicator (i.e., carriage return and line-feed characters) must follow each physical record. This end-of-record indicator should not be included in determining the fixed length of the record. (Please note that this end-of-record indicator must be included in addition to Record Terminator [field 38].)

1This data is required based on condition(s) listed in the field description. 2This field is reserved for future use. 5This field is not used for CommonLine processing.



Field descriptions



2 RECORD TYPE — The value identifying the School Refund (@1-11) Detail

Record(s). This field must contain the constant: 11

















NOTE If you are sending this file to a servicer or a service bureau that has not been assigned an ED number, contact the receiving organization to determine the value for this field. The receiving organization will contact the NCHELP central office to determine the appropriate 3-, 6-, or 8-character value.























Example: 19990115 (January 15, 1999)


















Example: 19990530 (May 30, 1999)


19 SCHOOL DESIGNATED BRANCH/DIVISION CODE — The unique 2-character code assigned by the school to identify the branch campus associated with the loan. This code is used by schools for internal routing purposes.


20 PLUS/ALTERNATIVE STUDENT SSN — The Federal PLUS, Federal

Graduate/Professional, and alternative student’s 9-digit Social Security Number.


NOTE





21 COMMONLINE UNIQUE IDENTIFIER — The unique code (maximum of 17 characters) identifying the application. This code is assigned by the organization that transmitted the first electronic record containing information about the application. If this number has not yet been assigned when the Change Transaction Send File is created, the file creator must assign it.

NOTE







NOTE












A unique 6-character code assigned by the software to the application See Appendix D, CommonLine Unique Identifier Algorithm, for a description of the algorithm for this code.





22 COMMONLINE LOAN SEQUENCE NUMBER — A unique 2-digit identification number assigned by the guarantor at the time of guarantee. This number is used in conjunction with CommonLine Unique Identifier (field 21) to identify the loan.


NOTE



23 SCHOOL REFUND DATE — The date the school forwards the refund to the

disbursing agent.


Example: 19990111 (January 11, 1999)


24 SCHOOL REFUND AMOUNT — The net amount of the loan refunded by the

school in this transaction.

Example: 00100000 ($1000.00)


25 NET LOAN AMOUNT — This field is not used for CommonLine processing. Fill the field with zeros.



26 WITHDRAWAL DATE — The date the student ceased attending school after attending at least one class.


Example: 19990111 (January 11, 1999)


27 FUNDS RETURN METHOD CODE — A 1-character code indicating the method

used by the school to return funds to the disbursing agent for the loan.

E = Electronic Funds Transfer (EFT) I = Individual borrower check M = Master check N = Netting process

NOTE

The netting process is optional for service providers, but must be supported by all SBS. Refer to CommonLine compliance rules for information on netting.

If netting is used as a disbursement method, it must be used for all disbursements received via EFT and master check.



A = Student received additional aid (lower cost) B = Borrower’s request D = Deceased (borrower or student) E = Student no longer eligible (satisfactory academic progress) F = Identity theft/fraud G = Student no longer meets program guidelines H = Student dropped below half time L = Student on leave of absence N= Student never enrolled/attended P = Duplicate request W= Student no longer enrolled/withdrew

This data is required when requesting cancellations of alternative loans in order for the lender to determine if the cancellation is permissible. Otherwise, fill the field with a space.






Example: 19990130 (January 30, 1999)


Examples: 013024000000 (1:30:24 a.m.)

133024000000 (1:30:24 p.m.)




NOTE





NOTE







NOTE




Fill the field with spaces. 34 FILLER — A field reserved for future use. It must be filled with spaces.

35 SCHOOL USE ONLY — A field reserved for school information only. Schools

may use the field to store information not otherwise tracked, such as campus activity or a school-assigned application ID.


NOTE






NOTE


37 GUARANTOR USE ONLY — A field reserved for guarantor information only. Guarantors may use the field to store information not otherwise tracked, such as loan activity or a guarantor-assigned application ID.


NOTE


NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File SCHOOL REFUND CORRECTION (@1-12) DETAIL RECORD(S)

Issued: 04/01/2010 Page: 125 Revises: 01/15/2009:

There must be at least one School Refund Correction (@1-12) Detail Record in the file for each loan with a school refund correction (post-disbursement).

The @1-12 Detail Record is used to correct a previously submitted School Refund (@1-11) Detail Record post-disbursement. Both the previously reported and the revised refund data appear in this record.


NOTE


Layout


Field Start





4 School ID R 14 8 9(008)

5 Filler2 — 22 3 X(003)



8 Filler2 — 37 3 X(003)






R1 70 3 X(003)


O 73 8 9(008)

15 Lender ID R 81 6 X(006)



R 93 8 9(008)


R 101 8 9(008)


R1 109 2 X(002)


NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File SCHOOL REFUND CORRECTION (@1-12) DETAIL RECORD(S) (continued)



Field Start




R1 137 2 9(002)

23 Last School Refund Date (CCYYMMDD)

R 139 8 9(008)

24 Cumulative School Refund Amount

R 147 8 9(006)V99 Right Zeros

25 Revised School Refund Date R1 155 8 9(008)

26 Revised School Refund Amount R1 163 8 9(006)V99 Right Zeros



O 172 20 X(020)





33 Filler2 — 228 186 X(186)







Field descriptions



2 RECORD TYPE — The value identifying the School Refund Correction (@1-12)

Detail Record(s). This field must contain the constant: 12

















NOTE






9 RECIPIENT NON-ED BRANCH ID — The unique identification code (maximum of 4 characters) assigned by an entity other than ED to the branch office or campus receiving this file. This ID is unique to the entity that assigned it and can be used by the sending organization.




















Example: 19990115 (January 15, 1999)
















Example: 19990530 (May 30, 1999)










NOTE





NOTE









NOTE


















NOTE



23 LAST SCHOOL REFUND DATE — The date the school forwards the refund to

the disbursing agent.


Example: 19990111 (January 11, 1999)


24 CUMULATIVE SCHOOL REFUND AMOUNT — The total net amount of all

refunds previously reported by the school for the loan, including the amount in error.

Example: 00100000 ($1000.00)




25 REVISED SCHOOL REFUND DATE — The new school refund date.


Example: 19990115 (January 15, 1999)

This data is required if revising the school refund date. Otherwise, fill the field with zeros.

26 REVISED SCHOOL REFUND AMOUNT — The corrected total net amount of

school refunds for the loan. If more than one refund occurred, this should be the cumulative net refund amount. To reverse the refund transactions (no refund occurred), fill this field with zeros.

Example: 00100000 ($1000.00)

This data is required if reversing less than the full refund amount. Otherwise, fill the field with zeros.


field with a space.




Example: 19990130 (January 30, 1999)


Examples: 013024000000 (1:30:24 a.m.)

133024000000 (1:30:24 p.m.)






NOTE





NOTE





NOTE










NOTE

If this data is provided, it must not be manipulated by the receiving organization. It must be returned in the Response File as originally submitted. For response (R) records responding to multiple change transactions, the value returned in this field reflects the value contained in the last applied transaction. If a non-blank value was ever supplied in either the Application Send File or Change Transaction Send File the Response File must contain the most recent non-blank value.




NOTE






NOTE







NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File SUB/UNSUB REALLOCATION LOAN DECREASE (@1-13) DETAIL RECORD(S)


There must be one Sub/Unsub Reallocation Loan Decrease (@1-13) Detail Record in the file for each subsidized/unsubsidized reallocation request (pre- or post-disbursement).



The Disbursement Cancellation/Change (@1-09) Detail Record is typically used as the method to add a loan disbursement date (pre-disbursement). However, when a disbursement schedule change is needed in conjunction with a subsidized/unsubsidized reallocation, the Sub/Unsub Reallocation (@1-13) may be used as a method to add a disbursement date.

When a subsidized/unsubsidized reallocation is being processed for a loan with a previously canceled disbursement(s), and a disbursement is being added to the loan being increased, the identifier for a previously canceled disbursement should be reused. If the cancellation was a post-disbursement cancellation, the identifier cannot be reused — a new disbursement identifier must be used.

NOTE



NOTE


NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File SUB/UNSUB REALLOCATION LOAN DECREASE (@1-13) DETAIL RECORD(S) (continued)


Layout


Field Start





4 School ID R 14 8 9(008)

5 Filler2 — 22 3 X(003)



8 Filler2 — 37 3 X(003)





13 Filler2 — 70 3 X(003)


O 73 8 9(008)

15 Lender ID R 81 6 X(006)



R 93 8 9(008)


R 101 8 9(008)


R1 109 2 X(002)

20 Filler2 — 111 9 X(009)



R1 137 2 9(002)

23 Decreased Loan Amount R1 139 6 9(006) Right Zeros

24 Revised Certification Amount R1 145 6 9(006) Right Zeros

25 Cost of Attendance O4 151 5 9(005) Right Zeros

26 Expected Family Contribution Amount

O4 156 5 9(005) Right Zeros

27 Estimated Financial Aid Amount O4 161 5 9(005) Right Zeros

28 Disbursement Date 1 (CCYYMMDD)

R 166 8 9(008)

29 Disbursement Amount 1 R 174 8 9(006)V99 Right Zeros


R1 182 8 9(008)

31 Disbursement Amount 2 R1 190 8 9(006)V99 Right Zeros


R1 198 8 9(008)




Field Start




R1 214 8 9(008)




R 231 8 9(008)


O 239 20 X(020)







45 Disbursement Identification Number 15

— 307 2 9(002)


— 309 2 9(002)

47 Disbursement identification Number 35

— 311 2 9(002)


— 313 2 9(002)

49 Filler2 — 315 19 X(019)




53 Filler — 400 80 X(80)






Field descriptions



2 RECORD TYPE — The value identifying the Sub/Unsub Reallocation Loan

Decrease (@1-13) Detail Record(s). This field must contain the constant: 13


















NOTE
















SF = Subsidized Federal Stafford loan SU = Unsubsidized Federal Stafford loan






Example: 19990115 (January 15, 1999)


















Example: 19990530 (May 30, 1999)








NOTE









NOTE


















NOTE



23 DECREASED LOAN AMOUNT — The decreased loan amount after the

subsidized/unsubsidized reallocation of funds. This amount includes all applicable fees.

Example: 001000 ($1,000)

This data is required when decreasing a loan amount as a result of a reallocation (unless it is being reduced to zero). Otherwise, fill the field with zeros.



24 REVISED CERTIFICATION AMOUNT — The revised amount, as specified by the school, that the borrower is eligible to receive for a subsidized/unsubsidized Federal Stafford loan. The combination of this amount and Revised Certification Amount (field 24, @1-14 Detail Record) cannot exceed the total overall guaranteed Federal Stafford amount as reported in the Response File.

Example: 002550 ($2,550)

This data is required if the revised certified amount is greater than zero. Otherwise, fill the field with zeros.

25 COST OF ATTENDANCE — The current estimated cost of attending school

during the loan period before subtracting any financial aid or expected family contribution.

Example: 04500 ($4,500)

NOTE

The calculation used to derive Cost of Attendance for alternative loans may differ from the calculation used for federal loans.

This data is optional for Federal Stafford and Federal PLUS loans. For alternative loans, it is required if needed for the alternative loan program. Fill the field with zeros if you are not providing this data.

26 EXPECTED FAMILY CONTRIBUTION AMOUNT — The current amount the

student’s family is expected to contribute toward the cost of education for the loan period.

Example: 00900 ($900)

NOTE

If the field is required for an alternative loan program, but is filled with zeros, it should be assumed that the estimated financial aid amount is zero.

This data is optional for Federal Stafford loans. For alternative loans, it is required if needed for the alternative loan program. Fill the field with zeros if you are not providing this data.



27 ESTIMATED FINANCIAL AID AMOUNT — The current estimated amount of

financial aid that has been or will be awarded to the student for the loan period. This does not include the current requested loan amount.

This amount includes all financial aid awarded by all federal, state, or privately-supported sources for the loan period. This includes college work-study programs, Pell Grants, Social Security Educational Benefits, Veteran’s Educational Benefits, and other educational loans for the loan period.

Example: 01500 ($1,500)

NOTE



28 DISBURSEMENT DATE 1 — The disbursement date for the first disbursement of

a multiple-disbursement loan, or the only disbursement of a single-disbursement loan. If the disbursement date is not being revised, this field contains the previously scheduled first disbursement date.


Example: 19990115 (January 15, 1999)


29 DISBURSEMENT AMOUNT 1 — The disbursement amount for the first

disbursement of a multiple-disbursement loan, or the only disbursement of a single-disbursement loan. If the disbursement amount is not being revised, this field contains the previously established first disbursement amount.

Example: 00150050 ($1,500.50)




30 DISBURSEMENT DATE 2 — The disbursement date for the second disbursement

of a multiple-disbursement loan. If the disbursement date is not being revised, this field contains the previously scheduled second disbursement date.


Example: 19990215 (February 15, 1999)

This data is required for loans with at least two disbursements. Otherwise, fill the field with zeros.

31 DISBURSEMENT AMOUNT 2 — The disbursement amount for the second

disbursement of a multiple-disbursement loan. If the disbursement amount is not being revised, this field contains the previously established second disbursement amount.

Example: 00150050 ($1,500.50)


32 DISBURSEMENT DATE 3 — The disbursement date for the third disbursement of

a multiple-disbursement loan. If the disbursement date is not being revised, this field contains the previously scheduled third disbursement date.


Example: 199900315 (March 15, 1999)

This data is required for loans with at least three disbursements. Otherwise, fill the field with zeros.

33 DISBURSEMENT AMOUNT 3 — The disbursement amount for the third

disbursement of a multiple-disbursement loan. If the disbursement amount is not being revised, this field contains the previously established third disbursement amount.

Example: 00150050 ($1,500.50)




34 DISBURSEMENT DATE 4 — The disbursement date for the fourth disbursement of a multiple-disbursement loan. If the disbursement date is not being revised, this field contains the previously scheduled fourth disbursement date.


Example: 19990415 (April 15, 1999)

This data is required for loans with four disbursements. Otherwise, fill the field with zeros.

35 DISBURSEMENT AMOUNT 4 — The disbursement amount for the fourth

disbursement of a multiple-disbursement loan. If the disbursement amount is not being revised, this field contains the previously established fourth disbursement amount.

Example: 00150050 ($1,500.50)



field with a space.

37 CHANGE CERTIFICATION DATE — The date the school certified the information in this record is correct.


Example: 19990111 (January 11, 1999)







Example: 19990130 (January 30, 1999)


Examples: 013024000000 (1:30:24 a.m.)

133024000000 (1:30:24 p.m.)




NOTE





NOTE







NOTE








45 DISBURSEMENT IDENTIFICATION NUMBER 1 — This field is not used for CommonLine processing. Fill the field with zeros.

46 DISBURSEMENT IDENTIFICATION NUMBER 2 — This field is not used for

CommonLine processing. Fill the field with zeros.








NOTE





NOTE






NOTE








NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File SUB/UNSUB REALLOCATION LOAN INCREASE (@1-14) DETAIL RECORD(S)


There must be one Sub/Unsub Reallocation Loan Increase (@1-14) Detail Record in the file for each subsidized/unsubsidized reallocation request (pre- or post-disbursement).



The Disbursement Cancellation/Change (@1-09) Detail Record is typically used as the method to add a loan disbursement date (pre-disbursement). However, when a disbursement schedule change is needed in conjunction with a subsidized/unsubsidized reallocation, the Sub/Unsub Reallocation Loan Increase (@1-14) Detail Record may be used as a method to add a disbursement date.

When a subsidized/unsubsidized reallocation is being processed for a loan with a previously canceled disbursement(s), and a disbursement is being added to the loan being increased, the identifier for a previously canceled disbursement should be reused. If the cancellation was a post-disbursement cancellation, the identifier cannot be reused — a new disbursement identifier must be used.

NOTE


NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File SUB/UNSUB REALLOCATION LOAN INCREASE (@1-14) DETAIL RECORD(S) (continued)


When a loan has been reduced to zero by a previous subsidized/unsubsidized reallocation, the loan should not be reinstated using the Disbursement Cancellation/Change (@1-09) Detail Record. The loan should instead be either increased with a Sub/Unsub Reallocation Loan Increase (@1-14) or a loan increase (@1-24) Detail Record.


NOTE


Layout


Field Start





4 School ID R 14 8 9(008)

5 Filler2 — 22 3 X(003)



8 Filler2 — 37 3 X(003)





13 Filler2 — 70 3 X(003)


O 73 8 9(008)

15 Lender ID R 81 6 X(006)



R 93 8 9(008)


R 101 8 9(008)




Field Start



R1 109 2 X(002)

20 Filler2 — 111 9 X(009)



R1 137 2 9(002)

23 Increased Loan Amount R 139 6 9(006) Right Zeros

24 Revised Certification Amount R 145 6 9(006) Right Zeros






R 166 8 9(008)

29 Disbursement Amount 1 R 174 8 9(006)V99


R1 182 8 9(008)

31 Disbursement Amount 2 R1 190 8 9(006)V99


R1 198 8 9(008)



R1 214 8 9(008)




R 231 8 9(008)


O 239 20 X(020)





43 Lender Non-ED branch ID5 — 295 4 X(004)



— 307 2 9(002)


— 309 2 9(002)


— 311 2 9(002)


— 313 2 9(002)

49 Filler2 — 315 19 X(019)





Field Start




53 Filler — 400 80 X(080)




Field descriptions



2 RECORD TYPE — The value identifying the Sub/Unsub Reallocation Loan

Increase (@1-14) Detail Record(s). This field must contain the constant: 14












6 SCHOOL NON-ED BRANCH ID — This field is not used for CommonLine processing. Fill the field with spaces.





NOTE
















SF = Subsidized Federal Stafford loan SU = Unsubsidized Federal Stafford loan






Example: 19990115 (January 15, 1999)















18 LOAN PERIOD END DATE — The ending date, as reported by the school, of the period covered by the loan.


Example: 19990530 (May 30, 1999)








NOTE









NOTE


















NOTE



23 INCREASED LOAN AMOUNT — The increased loan amount after the

subsidized/unsubsidized reallocation of funds. This amount includes all applicable fees.

Example: 002200 ($2,200)




24 REVISED CERTIFICATION AMOUNT — The revised amount, as specified by the school, that the borrower is eligible to receive for a subsidized/unsubsidized Federal Stafford loan. The combination of this amount and Revised Certification Amount (field 24, @1-13 Detail Record) cannot exceed the total overall guaranteed Federal Stafford amount as reported in the Response File.

Example: 002550 ($2,550)



during the loan period before subtracting any financial aid or expected family contribution.

Example: 04500 ($4,500)

NOTE


This data is optional for Federal Stafford loans and Federal PLUS loans. For alternative loans, it is required if need for the alternative loan program. Fill the field with zeros if you are not providing this data.

26 EXPECTED FAMILY CONTRIBUTION AMOUNT — The current amount the

student’s family is expected to contribute toward the cost of education for the loan period.

Example: 00900 ($900)

NOTE

If this field is required for an alternative loan program, but is filled with zeros, it should be assumed that the estimated financial aid amount is zero.




27 ESTIMATED FINANCIAL AID AMOUNT — The current estimated amount of financial aid that has been or will be awarded to the student for the loan period. This does not include the current requested loan amount.


Example: 01500 ($1,500)

NOTE






Example: 19990115 (January 15, 1999)


29 DISBURSEMENT AMOUNT 1 — The disbursement amount for the first

disbursement of a multiple-disbursement loan, or the only disbursement of a single-disbursement loan. If the disbursement amount is not being revised, this field contains the previously established first disbursement amount.

Example: 00150050 ($1,500.50)




30 DISBURSEMENT DATE 2 — The disbursement date for the second disbursement of a multiple-disbursement loan. If the disbursement date is not being revised, this field contains the previously scheduled second disbursement date.




31 DISBURSEMENT AMOUNT 2 — The disbursement amount for the second disbursement of a multiple-disbursement loan. If the disbursement amount is not being revised, this field contains the previously established second disbursement amount.

Example: 00150050 ($1,500.50)


32 DISBURSEMENT DATE 3 — The disbursement date for the third disbursement of

a multiple-disbursement loan. If the disbursement date is not being revised, this field contains the previously scheduled third disbursement date.


Example: 19990315 (March 15, 1999)


33 DISBURSEMENT AMOUNT 3 — The disbursement amount for the third

disbursement of a multiple-disbursement loan. If the disbursement amount is not being revised, this field contains the previously established third disbursement amount.

Example: 00150050 ($1,500.50)




34 DISBURSEMENT DATE 4 — The disbursement date for the fourth disbursement of a multiple-disbursement loan. If the disbursement date is not being revised, this field contains the previously scheduled fourth disbursement date.


Example: 19990415 (April 15, 1999)


35 DISBURSEMENT AMOUNT 4 — The disbursement amount for the fourth

disbursement of a multiple-disbursement loan. If the disbursement amount is not being revised, this field contains the previously established fourth disbursement amount.

Example: 00150050 ($1,500.50)



field with a space.



Example: 19990111 (January 11, 1999)







Example: 19970130 (January 30, 1997)


Examples: 013024000000 (1:30:24 a.m.)

133024000000 (1:30:24 p.m.)

This data is optional. Fill this field with spaces if you are not providing this data.

39 DUNS SCHOOL ID — (Data Universal Numbering System) — A 9-digit code

from ED used to identify the school associated with the loan(s). This code references the same school as identified in School ID (field 4).

NOTE





NOTE







NOTE


















NOTE





NOTE






NOTE








NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File E-MAIL INFORMATION (@1-19) DETAIL RECORD(S)


There must be only one E-mail Information (@1-19) Detail Record in the file for each borrower with new or corrected e-mail information.


NOTE

SBS is required to support this record. Schools are not required to use this record, and service providers are not required to support it. Service providers generally can not respond to borrower-level change records; however, it is intended that service providers receiving these records update their databases appropriately and forward this information via Common Account Maintenance (CAM) records—or other means—to trading partners who may have a need for this information.

NOTE



Layout


Field Start





4 School ID R 14 8 9(008)

5 Filler2 — 22 3 X(003)



8 Filler2 — 37 3 X(003)


10 E-mail Address R1 44 256 X(256) Left Spaces

11 E-mail Address Validity Indicator R 300 1 X(001)

12 E-mail Address Effective Date (CCYYMMDD)

R1 301 8 9(008)

NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File E-MAIL INFORMATION (@1-19) DETAIL RECORD(S) (continued)



Field Start




O 310 20 X(020)





19 Filler2 — 363 51 X(051)







Field descriptions



2 RECORD TYPE — The value identifying the E-mail Information (@1-19) Detail Record(s). This field must contain the constant: 19








4 SCHOOL ID — The unique 8-digit OPE identification number assigned by ED to the school associated with the loan. The last 2 digits identify the branch campus.








NOTE









10 E-MAIL ADDRESS — The borrower’s e-mail address.

This field may contain both upper- and lower-case characters.

Example: [email protected]

NOTE If the sender believes the borrower’s e-mail address is no longer valid but cannot confirm this with the borrower, this field should contain the current e-mail address information and E-mail Address Validity Indicator (field 11) should contain N. If the sender can confirm that the borrower has no e-mail address, this field should be filled with spaces and E-mail Address Validity Indicator should contain Y.


11 E-MAIL ADDRESS VALIDITY INDICATOR — A 1-character field that indicates if

the borrower’s e-mail address is valid.

Y = Yes, e-mail address provided in field 10 is an active address for the borrower

N = No, e-mail address provided in field 10 is no longer a valid e-mail address

NOTE

If the sender believes the borrower’s e-mail address is no longer valid but cannot confirm this with the borrower, the sender should submit the current e-mail address information in E-mail Address (field 10) and this field should contain N. If the sender can confirm that the borrower has no e-mail address, the E-mail Address field should be filled with spaces and this field should contain Y.


12 E-MAIL ADDRESS EFFECTIVE DATE — The date the e-mail address became

effective or the sender became aware of the information.






13 RECORD STATUS — This field is not used for CommonLine processing. Fill the field with a space.




Example: 19970130 (January 30, 1997)


Examples: 013024000000 (1:30:24 a.m.)

133024000000 (1:30:24 p.m.)




NOTE






NOTE



17 SERVICER CODE — The unique 6 -digit identification number assigned to

the repayment servicer associated with the loan(s).








NOTE

If this data is provided, it must not be manipulated by the receiving organization. It must be returned in the Response File as originally submitted. For response (R) records responding to multiple change transactions, the value returned in this field reflects the value contained in the last applied transaction. If a non-blank value was ever supplied in either the Application Send File or Change Transaction Send File the Response File must contain the most recent non-blank value.





NOTE




NOTE


NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File LOAN INCREASE (@1-24) DETAIL RECORD(S)


There must be one Guarantee Loan Increase (@1-24) Detail Record in the file for each loan increase request (pre- or post-disbursement).

There must be at least one unissued disbursement for the loan to request an increase. The requested loan increase cannot exceed the borrower requested loan amount.

The Disbursement Cancellation/Change (@1-09) Detail Record is typically used as the method to add a loan disbursement date (pre-disbursement). However, when a disbursement schedule change is needed in conjunction with a loan increase, the Loan Increase (@1-24) may be used as a method to add a disbursement date. Organizations unable to process @1-24 record, should reject the record and return an error code indicating *Service provider does not support this transaction type*. Additionally, service providers unable to process @1-24 records should be pro-active in contacting clients to let them know that a new loan will be required if an increase in loan funds is needed.

NOTE

When a loan has been reduced to zero by a previous subsidized/unsubsidized reallocation, the loan should not be reinstated using the Disbursement Cancellation/Change (@1-09) Detail Record. The loan should instead be either increased with a Sub/Unsub Reallocation Loan Increase (@1-14) or a Loan Increase (@1-24) Detail Record.

A Loan Increase (@1-24) Detail Record may not be used to reinstate all or part of a previously cancelled loan. Previously canceled amounts must first be reinstated through the Loan Cancellation/Reinstatement (@1-08) Detail Record or the Disbursement Cancellation/Change (@1-09) Detail Record. If a further increase in the loan is needed after the loan has been reinstated, the Loan Increase (@1-24) Detail Record must be used.


NOTE


NCHELP CommonLine® Network for FFELP and Alternative Loans @1 Detail Records Change Transaction Send File LOAN INCREASE (@1-24) DETAIL RECORD(S) (continued)


Layout


Field Start





4 School ID R 14 8 9(008)

5 Filler2 — 22 3 X(003)



8 Filler2 — 37 3 X(003)






R1 70 3 X(003)


O 73 8 9(008)

15 Lender ID R 81 6 X(006)



R 93 8 9(008)


R 101 8 9(008)


R1 109 2 X(002)




R1 137 2 9(002)

23 Increased Loan Amount R 139 6 9(006) Right Zeros

24 Revised Certification Amount R 145 6 9(006) Right Zeros






R 166 8 9(008)

29 Disbursement Amount 1 R 174 8 9(006)V99 Right Zeros


R1 182 8 9(008)



R1 198 8 9(008)





Field Start



R1 214 8 9(008)




R 231 8 9(008)


O 239 20 X(020)








— 307 2 9(002)


— 309 2 9(002)


— 311 2 9(002)


— 313 2 9(002)

49 Filler2 — 315 19 X(019)




53 Filler 400 80 X(080)






Field descriptions



2 RECORD TYPE — The value identifying the Loan Increase (@1-24) Detail

Record(s). This field must contain the constant: 24

















NOTE







10 UNIQUE LOAN IDENTIFIER — This field is not used for CommonLine processing. Fill the field with spaces.

















Example: 19990115 (January 15, 1999)










17 LOAN PERIOD BEGIN DATE — The beginning date, as reported by the school, of the period covered by the loan.







Example: 19990530 (May 30, 1999)








NOTE





21 COMMONLINE UNIQUE IDENTIFIER — The unique code (maximum of 17 characters) identifying the application. This code is assigned by the organization that transmitted the first electronic record containing information about the application. If this number has not yet been assigned when the Change Transaction Send File is created, the file creator must assign it.

NOTE







NOTE


















NOTE





23 INCREASED LOAN AMOUNT — The newly requested loan amount.

Example: 003000 ($3,000)


24 REVISED CERTIFICATION AMOUNT — The revised amount, as specified by the school, that the borrower is eligible to receive for a subsidized/unsubsidized Federal Stafford loan, Federal PLUS loan, Federal Graduate/Professional PLUS loan, or alternative loan. If the certification amount is not being revised, this field contains the previously reported certification amount.

Example: 002550 ($2,550)

NOTE

If the school is completing the disbursement amount fields (fields 29, 31, 33, and 35), the sum of these fields must not exceed Revised Certification Amount.



during the loan period, before subtracting any financial aid or expected family contribution.

Example: 04500 ($4,500)

NOTE


This data is optional for Federal Stafford loans, Federal PLUS, and Federal Graduate/Professional PLUS loans. For alternative loans, it is required if needed for the alternative loan program. Fill the field with zeros if you are not providing this data.



26 EXPECTED FAMILY CONTRIBUTION AMOUNT — The current amount the student’s family is expected to contribute toward the cost of education for the loan period.

Example: 00900 ($900)

NOTE



27 ESTIMATED FINANCIAL AID AMOUNT — The current estimated amount of

financial aid that has been or will be awarded to the student for the loan period. This does not include the current requested loan amount.


Example: 01500 ($1,500)

NOTE






Example: 19990115 (January 15, 1999)




29 DISBURSEMENT AMOUNT 1 — The amount of the first disbursement of a multiple-disbursement loan, or the only disbursement of a single-disbursement loan. This amount includes all applicable fees. If the disbursement amount is not being revised, this field contains the previously scheduled first disbursement amount.

Example: 00080000 ($800.00)

NOTE



30 DISBURSEMENT DATE 2 — The disbursement date for the second disbursement

of a multiple-disbursement loan. If the disbursement date is not being revised, this field contains the previously scheduled second disbursement date.




31 DISBURSEMENT AMOUNT 2 — The amount of the second disbursement of a

multiple-disbursement loan. This amount includes all applicable fees. If the disbursement amount is not being revised, this field contains the previously scheduled second disbursement amount.

Example: 00080000 ($800.00)

NOTE





32 DISBURSEMENT DATE 3 — The disbursement date for the third disbursement of a multiple-disbursement loan. If the disbursement date is not being revised, this field contains the previously scheduled third disbursement date.


Example: 19990315 (March 15, 1999)


33 DISBURSEMENT AMOUNT 3 — The amount of the third disbursement of a

multiple-disbursement loan. This amount includes all applicable fees. If the disbursement amount is not being revised, this field contains the previously scheduled third disbursement amount.

Example: 00080000 ($800.00)

NOTE



34 DISBURSEMENT DATE 4 — The disbursement date for the fourth disbursement

of a multiple-disbursement loan. If the disbursement date is not being revised, this field contains the previously scheduled fourth disbursement date.


Example: 19990415 (April 15, 1999)




35 DISBURSEMENT AMOUNT 4 — The amount of the fourth disbursement of a multiple-disbursement loan. This amount includes all applicable fees. If the disbursement amount is not being revised, this field contains the previously scheduled fourth disbursement amount.

Example: 00080000 ($800.00)

NOTE




field with a space.



Example: 19990111 (January 11, 1999)





Example: 19990130 (January 30, 1999)


Examples: 013024000000 (1:30:24 a.m.)

133024000000 (1:30:24 p.m.)




39 DUNS SCHOOL ID (Data Universal Numbering System) — A 9-digit code from ED used to identify the school associated with the loan(s). This code references the same school as identified in School ID (field 4).

NOTE





NOTE





NOTE




Fill the field with spaces. 43 LENDER NON-ED BRANCH ID — This field is not used for CommonLine




44 SUBMITTAL AS-OF DATE — This field is not used for CommonLine processing. Fill the field with zeros.









NOTE






NOTE





NOTE








characters) must follow each physical record. This end-of-record indicator should not be included in determining the fixed length of the record. (Please note that this end-of-record indicator must be included in addition to Record Terminator [field 54].


NCHELP CommonLine® Network for FFELP and Alternative Loans Trailer Record Change Transaction Send File

UNIQUE SUPPLEMENTAL (@2) DETAIL RECORD(S)

There may be one or more Unique Supplemental (@2) Detail Records in the file for each loan or disbursement if the school wishes to use unique services provided by the disbursing agent or service provider. If included, the @2 Detail Record(s) must immediately follow the corresponding Change Transaction Send (@1) Detail Record.

NOTE

All @2 Detail Record layouts must be registered with the NCHELP central office.

If unique services are included, they may require the inclusion of an @2 Detail Record(s) for each loan or disbursement. Schools wishing to use unique services should contact their disbursing agents or service provider.

If @2 Detail Record(s) are included in the Change Transaction Send File, they may be sent back with the Response File, depending on the school’s agreement with the disbursing agent or service provider. Contact your disbursing agent or service provider for more information.

If organizations receive unique information for which they have no agreement to accept, they should ignore this information, and should not produce a fatal processing error.

The following Layout table lists all of the fields to be contained in the @2 Detail Record(s), along with each field’s required status, start position, length, data type, justification, and padding. A definition of each field is provided after the table.

Layout

Field

Field Name

Required Field

Start Position

Length

Data Type

Justify

Padding

Record Code R1 1 2 X(002) 1

Unique Supplemental Vendor Code

R1 3 4 X(004) Left Spaces 2

Unique Supplemental Layout Identifier Code

R1 7 2 X(002) 3

4 Filler — 9 471 X(471)

Record Terminator R1 480 1 X(001) 5


1This data is required based on condition(s) listed in the field description.



Field descriptions

1 RECORD CODE — The value identifying the Unique Supplemental (@2) Detail Record. This field must contain the constant: @2

This data is required if you are including this detail record.

2 UNIQUE SUPPLEMENTAL VENDOR CODE — A code (maximum of 4

characters) indicating the vendor that owns the unique supplemental fields layout included in this record. The vendor indicated must participate in the CommonLine Network.

NOTE

The NCHELP central office maintains a list of all vendor codes. Contact this office if you would like to obtain a current code list.


3 UNIQUE SUPPLEMENTAL LAYOUT IDENTIFIER CODE — A 2-character code

identifying the unique supplemental fields layout included in this detail record. The code used to complete this field will be provided by the owner of the unique supplemental layout.


4 FILLER — An area reserved for information that is unique to certain disbursing

agents. If applicable, the disbursing agent will provide schools or Central Disbursing Agents (CDA’s) with documentation listing the fields to be included in this area.

5 RECORD TERMINATOR — The value identifying the end of the record. If you are including this record type, this field must contain the constant: *







TRAILER RECORD

A single trailer record must be the last record in the file.

The following Layout table lists all of the fields to be contained in the trailer record. Each field’s required status, start position, length, data type, justification, and padding are also included. A definition of each field is provided after the table.

Layout

Field

Field Name

Required Field

Start Position

Length

Data Type

Justify

Padding


2 @1 Detail Record Count R 3 6 9(006) Right Zeros

Unique Supplemental (@2) Detail Record Count

R1 9 6 9(006) Right Zeros 3

4 File Creation Date (CCYYMMDD) R 15 8 9(008)

5 File Creation Time (HHMMSS) O 23 6 9(006)

6 File Identifier Code R 29 5 X(005)

7 Source Name R 34 32 X(032) Left Spaces

8 Source ID R 66 8 X(008) Left Spaces

Filler2 — 74 2 X(002) 9

Source Non-ED Branch ID R1 76 4 X(004) Left Spaces 10

11 Recipient Name R 80 32 X(032) Left Spaces


Filler2 — 120 2 X(002) 13

Recipient Non-ED Branch ID R1 122 4 X(004) Left Spaces 14

15 DUNS Source ID O 126 9 X(009)


17 Filler — 144 336 X(336)



1This field is required based on condition(s) listed in the field description. 2This field is reserved for future use.



Field descriptions

1 RECORD CODE — The value identifying the trailer record. This field must contain the constant: @T


2 @1 DETAIL RECORD COUNT — The count of all @1 Detail Records in the file.

This includes transaction types 02, 07, 08, 09, 10, 11, 12, 13, 14, 19, and 24.

This number must equal the actual count of all detail records in the file; any discrepancy may prevent processing of the file.

Example: 000948 (948 detail records)


3 UNIQUE SUPPLEMENTAL (@2) DETAIL RECORD COUNT — The count of all

Unique Supplemental (@2) Detail Records in the file.

Example: 000548 (548 detail records)

This data is required if @2 Detail Records are included in the file. Otherwise, fill the field with zeros.

4 FILE CREATION DATE — The date the file was created. This date must match

File Creation Date (field 5, Header Record).

The date must be CCYYMMDD format with single-digit years, months, and days padded with a leading zero.

Example: 19990130 (January 30, 1999)


5 FILE CREATION TIME — The time the file was created. This must be the sending

organization’s local time. This time must match File Creation Time (field 6, Header Record).


Examples: 013024 (1:30:24 a.m.)

133024 (1:30:24 p.m.)

This data is optional. Fill the filed with zeros if you are not providing this data.



6 FILE IDENTIFIER CODE — A 5-character code indicating the type of data in the file and the version of the file layout.

FOR PRODUCTION FILES: This field must contain the constant: C004P

FOR TEST FILES: This filed must contain the constant: C004T


7 SOURCE NAME — The name of the organization identified in Source ID (field

8) and Source Non-ED Branch ID (field 10).


8 SOURCE ID — The unique identification code assigned to the organization creating this file.



NOTE

If you are a servicer or a service bureau and you have not been assigned an ED number, contact the NCHELP central office to determine the appropriate 3-, 6-, or 8-character value.



10 SOURCE NON-ED BRANCH ID — The unique identification code (maximum of

4 characters) assigned by an entity other than ED to the branch office or campus creating this file. This ID is unique to the entity that assigned it and can be used by the receiving organization.


11 RECIPIENT NAME — The name of the organization identified in Recipient ID

(field 12) and Recipient Non-ED Branch ID (field 14).






NOTE

If the receiving organization is a servicer or a service bureau which has not been assigned an ED number, contact the receiving organization to determine the value for this filed. The receiving organization will contact the NCHELP central office to determine the appropriate 3-, 6-, or 8-character value.




of 4 characters) assigned by an entity other than ED to the branch office receiving this file. This ID is unique to the entity that assigned it and can be used by the receiving organization.


15 DUNS SOURCE ID (Data Universal Numbering System) — A 9-digit code from

ED used to identify the organization creating this file. This code references the same organization identified in Source ID (field 8).

NOTE






NOTE



17 FILLER — A field reserved for future use. It must be filled with spaces. 18 RECORD TERMINATOR — The value identifying the end of the record. This



characters) must follow each physical record. This end-of-record indicator should not be included in determining the fixed length of the record. (Please note that this end-of-record indicator must be included in addition to Record Terminator [field 18]).



NCHELP CommonLine® Network for FFELP and Alternative Loans Appendix A Change Transaction Send File

APPENDIX A Valid Guarantor ID’s

IMPORTANT: The following table lists the valid 3-digit codes used to identify guarantors in this file.

Please note that guarantors may guarantee loans for students attending schools and/or residing in states other than the ones for which the guarantor is designated. Schools should include the ID of the desired guarantor in the Application Send File.

NOTE

For non-FFELP guarantors that have not been assigned an ED number, contact the NCHELP central office to determine the appropriate 3-character value.

STATE/TERRITORY NAME DESIGNATED GUARANTOR NAME GUARANTOR ID

Alabama Kentucky Higher Education Assistance Authority 721

Alaska USA Funds 800

American Samoa USA Funds 800

Arizona USA Funds 800

Arkansas Student Loan Guarantee Foundation of Arkansas 705

California California Student Aid Commission 706

Colorado Colorado Student Loan Program 708

Connecticut Connecticut Student Loan Foundation 709

Delaware American Education Services - AES 742

Federated States of Micronesia

USA Funds 800

Florida Florida Department of Education 712

Georgia Georgia Higher Education Assistance Corporation 713

Guam USA Funds 800

Hawaii USA Funds 800

Idaho Northwest Education Loan Association 753

Illinois Illinois Student Assistance Commission 717

Indiana USA Funds 800

Iowa Iowa College Student Aid Commission 719

Kansas USA Funds 800

Kentucky Kentucky Higher Education Assistance Authority 721

Louisiana Louisiana Student Financial Assistance 722

Maine Maine Education Assistance Division 723


NCHELP CommonLine® Network for FFELP and Alternative Loans Appendix A Change Transaction Send File


DESIGNATED GUARANTOR NAME GUARANTOR ID STATE/TERRITORY NAME

Marshall Islands USA Funds 800

Maryland USA Funds 800

Massachusetts American Student Assistance 725

Michigan Michigan Higher Education Assistance Authority 726

Minnesota Great Lakes Higher Education Guaranty Corporation 755

Mississippi USA Funds 800

Missouri Missouri Coordinating Board for Higher Education 729

Montana Montana Guaranteed Student Loan Program 730

Nebraska National Student Loan Program, Inc. 731

Nevada USA Funds 800

New Hampshire New Hampshire Higher Education Assistance Foundation 733

New Jersey New Jersey Higher Education Assistance Authority 734

New Mexico New Mexico Student Loan Guarantee Corporation 735

New York New York State Higher Education Services Corporation 736

North Carolina North Carolina State Education Assistance Authority 737

North Dakota Student Loans of North Dakota 738

Northern Mariana USA Funds 800

Ohio Great Lakes Higher Education Guaranty Corporation 755

Oklahoma Oklahoma Guaranteed Student Loan Program 740

Oregon Educational Credit Management Corporation (ECMC) 927

Palau USA Funds 800

Pennsylvania American Education Services - AES 742

Puerto Rico Great Lakes Higher Education Guaranty Corporation 755

Rhode Island Rhode Island Higher Education Assistance Authority 744

South Carolina South Carolina State Education Assistance Authority 745

South Dakota Education Assistance Corporation 746

Tennessee Tennessee Student Assistance Corporation 747

Texas Texas Guaranteed Student Loan Corporation 748

Utah Utah Higher Education Assistance Authority 749

Vermont Vermont Student Assistance Corporation 750

Virgin Islands Great Lakes Higher Education Guaranty Corporation 755

Virginia Educational Credit Management Corporation (ECMC) 927

Washington Northwest Education Loan Association 753

Washington D.C. American Student Assistance 725

West Virginia American Education Services - AES 742

Wisconsin Great Lakes Higher Education Guaranty Corporation 755

Wyoming USA Funds 800

NCHELP CommonLine® Network for FFELP and Alternative Loans Appendix B Change Transaction Send File

APPENDIX B Field Name Comparison

To adhere to CommonLine standards and promote consistency across CommonLine files, some field names in the Change Transaction Send File do not match the NCHELP Common Account Maintenance (CAM) File. To aid organizations that support both files, the following table lists fields that appear in both files under different field names. If a field is not listed below, it is named consistently in both files.

NCHELP COMMON ACCOUNT MAINTENANCE FIELD NAME

@1 RECORD(S) WHERE FIELD

APPEARS CHANGE TRANSACTION SEND FIELD

NAME

Actual Returned Amount Funds Returned 10

Alternative Loan Program Type Code Alternative Loan Program Type 07, 08, 09, 10, 11, and 12

Borrower First Name First Name 02

Borrower Middle Initial Middle Initial 02

Borrower Last Name Last Name 02

Borrower SSN SSN 02, 19

Borrower Date of Birth Date of Birth 02

Decreased Loan Amount Loan Amount After Decrease 13

Disbursement Consummation Indicator Code

Consummated Loan Indicator 10

Disbursement Hold/Release Indicator Code

Disbursement Hold/Release Indicator 09

Disbursement Number Disbursement Identifier Number 09 and 10

DUNS Lender ID DUNS Current Holder/Lender Code 07, 08, 09, 10, 11, 12, 13, 14, and 24

DUNS School ID DUNS Current School Code all

Funds Reissue Indicator Code Funds Reissue Indicator 10

Grade Level Code Grade Level 07

Guarantee Date Guaranty Date 07, 08, 09, 10, 11, 12, 13, 14, and 24

Increased Loan Amount Loan Amount After Increase 14, 24

Lender ID Current Holder/Lender Code 07, 08, 09, 10, 11, 12, 13, 14, and 24

Loan Period Begin Date Date Loan Period Begins 07, 08, 09, 10, 11, 12, 13, 14, and 24

Loan Period End Date Date Loan Period Ends 07, 08, 09, 10, 11, 12, 13, 14, and 24

Loan Type Code Loan Type 07, 08, 09, 10, 11, 12, 13, 14, and 24


NCHELP CommonLine® Network for FFELP and Alternative Loans Appendix B Change Transaction Send File


NCHELP COMMON ACCOUNT MAINTENANCE FIELD NAME

@1 RECORD(S) WHERE FIELD

APPEARS CHANGE TRANSACTION SEND FIELD

NAME

PLUS/Alternative Student SSN Student’s SSN 07, 08, 09, 10, 11, 12, 13, 14, and 24

Reinstatement Indicator Code Reinstatement Indicator 08, 09, and 10

Revised Disbursement Date Revised Scheduled Disbursement Date 09 and 10

Revised Loan Period Begin Date New Date Loan Period Begins 07

Revised Loan Period End Date New Date Loan Period Ends 07

NCHELP CommonLine® Network for FFELP and Alternative Loans Appendix C-1 Change Transaction Send File

APPENDIX C-1 Full Loan Reinstatement Transaction Example

Scenario: The school is reinstating a previously cancelled $1000 loan. @1-08 Detail Record Layout

NOTE Fields 1-22 are standard fields for most transactions. They will not be demonstrated in the transaction example. Only fields critical to the transaction are shown below.

Field Field Name Required Field Sample Data

Cancellation Date R1 00000000 23

Reinstated Loan Amount R1 00100000 24



APPENDIX C-2 Disbursement Date Change with Partial Disbursement Cancellation Transaction Example

Scenario: School is reducing the loan amount from $2000 to $1500. The first of two scheduled $1000 disbursements has already been made. The loan reduction will be taken from the remaining second disbursement. In addition, the school is changing the second disbursement date from 02/01/1999 to 02/15/1999.

@1-09 Detail Record(s) Layout

NOTE Fields 1-22 are standard fields for most transactions and field 23 is not used for CommonLine processing. They will not be demonstrated in the transaction example. Only fields critical to the transaction are shown below.


24 Disbursement Number R 2

25 Disbursement Date R1 19990201


Cancellation Amount R1 00050000 27

Disbursement Hold/Release Indicator Code R1 Space 28

Revised Disbursement Date R1 19990215 29

Revised Disbursement Amount R1 00050000 30

31 Reinstatement Indicator Code R N



APPENDIX C-3 Disbursement Addition Transaction Example

Scenario: School is correcting the number of disbursements from two to three. Originally, the loan was guaranteed for $3000, consisting of two disbursements of $1500 each. No disbursements have occurred. The school is adding a third disbursement and reallocating funds evenly across each disbursement.

This change requires three @1-09 Detail Records. Two to reduce the amount of the originally scheduled disbursements, and a third record to create the new third disbursement.



@1-09 Detail Record #1 - First Disbursement













@1-09 Detail Record #2 - Second Disbursement




26 Cancellation Date R1 00000000

27 Cancellation Amount R1 00000000

28 Disbursement Hold/Release Indicator Code R1 Space

29 Revised Disbursement Date R1 19991201

30 Revised Disbursement Amount R1 00100000


@1-09 Detail Record #3 - Third Disbursement





27 Cancellation Amount R1 00000000

28 Disbursement Hold/Release Indicator Code R1 Space

29 Revised Disbursement Date R1 20000131

30 Revised Disbursement Amount R1 00100000



APPENDIX C-4 Partial Disbursement Reinstatement (Pre-Disbursement) Transaction Example

Scenario: School is partially reinstating a previously cancelled third disbursement of a loan. The third disbursement was never issued. The originally scheduled third disbursement amount was $1500. The school is requesting to reinstate $1000.











31 Reinstatement Indicator Code R Y



APPENDIX C-5 Partial Disbursement Reinstatement (Post-Disbursement) Transaction Example

Scenario: School is partially reinstating a previously cancelled third disbursement of a loan. The third disbursement ($1500) was originally issued on 12/01/1999 and returned. The school is requesting to reinstate $1000.





25 Disbursement Identifier Date — 00000000

26 Disbursement Date R 19991201

27 Gross Disbursement Amount — 00000000



Disbursement Consummation Indicator Code R1 Space 30

Actual Returned Amount R1 00000000 31

Funds Return Method Code R1 Space 32

Funds Reissue Indicator Code R1 Space 33



36 Reinstatement Indicator Code R Y



APPENDIX C-6 Partial Reissue Transaction Example

Scenario: School is returning the second disbursement of a loan and requesting the funds to be reissued at a later date for a lesser amount. The original second disbursement was made for $800. The school is requesting the second disbursement amount to be reduced to $600 and disbursed on 12/31/1999.

@1-10 Detail Record Layout









Disbursement Consummation Indicator Code R1 Space 30


Funds Return Method Code R1 N 32

Funds Reissue Indicator Code R1 Y 33






APPENDIX C-7 Sub/Unsub Reallocation For Less Than Original Amount Transaction Example

Scenario: School is requesting the reallocation of funds from subsidized to unsubsidized. The sum of the resulting loan amounts will be less than the original overall Federal Stafford guaranteed loan amount.

Originally, the subsidized loan was guaranteed for $4000 and the unsubsidized loan for $2000 ($6000 total overall Federal Stafford guaranteed amount). After reallocation, the subsidized loan amount will be $3000, and the unsubsidized loan amount $2500 ($5500 total overall). The first disbursement for both loans has already occurred. The total remaining unissued disbursements are sufficient to cover the reallocation; therefore, the reallocation will be taken from the remaining second and third disbursements.

@1-13 Detail Record Layout (decreased Federal Stafford subsidized loan)



Decreased Loan Amount R1 003000 23

Revised Certification Amount R1 003000 24

25 Cost of Attendance R 06000

Expected Family Contribution Amount R1 02500 26

Estimated Financial Aid Amount R1 00500 27

28 Disbursement Date 1 R 19990201

29 Disbursement Amount 1 — 00000000

Disbursement Date 2 R1 19990301 30









@1-14 Detail Record Layout (increased Federal Stafford unsubsidized loan)

NOTE Fields 1-22 are standard fields for most transactions. They will not be demonstrated in the transaction example. Only fields critical to this transaction are shown below.


23 Increased Loan Amount R 002500

24 Revised Certification Amount R 002500


26 Expected Family Contribution Amount R1 00000

27 Estimated Financial Aid Amount R1 00500



30 Disbursement Date 2 R1 19990301







APPENDIX C-8 Sub/Unsub Reallocation For Even Amount (not enough funds to cover reallocation) Transaction Example

Scenario: School is requesting the reallocation of funds from unsubsidized to subsidized. The sum of the resulting loan amounts will be equal to the original overall Federal Stafford guaranteed loan amount.

Originally, the subsidized loan was guaranteed for $2000, consisting of two disbursements of $1000 each. The unsubsidized loan was guaranteed for $3000, consisting of two disbursements of $1500 each. After reallocation, the subsidized loan will be $4000 and the unsubsidized $1000. The first disbursement for both loans has already occurred. The total remaining unissued disbursements are insufficient to cover the reallocation; therefore, the reallocation will be evenly distributed over the already disbursed first disbursement and the scheduled second disbursement.

@1-13 Detail Record Layout (decreased Federal Stafford unsubsidized loan)



















@1-14 Detail Record Layout (increased Federal Stafford subsidized loan)

NOTE Fields 1-22 are standard fields for most transactions. They will not be demonstrated in the transaction example. Only fields critical to the transaction are listed below.





26 Expected Family Contribution Amount R1 01000

27 Estimated Financial Aid Amount R1 02000










APPENDIX C-9 Disbursement Date And Loan Period Change Transaction Example

Scenario: School is requesting a disbursement date and loan period change. The requested disbursement date is outside of the original loan period; therefore, the disbursement date change (@1-09) Detail Record) is dependent on the loan period change (@1-07 Detail Record).

The original loan period was 9/1/1999 to 12/15/1999, and the original second disbursement date was 11/1/1999. The new loan period is 9/1/1999 to 3/1/2000, and the new second disbursement date is 1/10/2000.

NOTE If the grade level is decreased and the existing guaranteed loan amount is more than the amount permitted at that new grade level, an accompanying cancellation (@1-09 or @1-10) detail record is required. An error should be returned if this disbursement cancellation record is missing. If the grade level is increased and the existing guaranteed loan amount is less than the amount permitted at that new grade level, an accompanying Loan Increase (@1-24) detail record can be submitted.

@1-09 Detail Record Layout (disbursement date change)














@1-07 Detail Record Layout (loan period change)


For this particular scenario, the original loan period dates are significant and should appear in fields 16 and 17 (which are not shown in the table below).


23 Revised Loan Period Begin Date R 19990901

24 Revised Loan Period End Date R 20000301

25 Grade Level Code R 4

26 Change Certification Date R 19990115

27 Filler — Space

28 Anticipated Completion Date R 20000301


APPENDIX C-10 Sub/Unsub Reallocation with Cancellation Transaction Example

Scenario: School is requesting a subsidized/unsubsidized reallocation for a total loan amount less than the original overall Federal Stafford guaranteed amount. Both loans have already been completely disbursed. The reallocation must be taken from the past disbursements and the school must cancel the difference using an @1-10 Detail Record.

The original subsidized loan amount was guaranteed for $2500, and the unsubsidized loan was guaranteed for $900. After reallocation, the new subsidized amount will be $3000 and the unsubsidized amount will equal $0. The difference between the original total loan amounts ($3400) and the new total loan amounts ($3000) must be returned for cancellation in the @1-10 Detail Record. The reallocation @1-13 and @1-14 Detail Records should reflect the $400 cancellation.

@1-10 Detail Record Layout (partial disbursement cancellation of unsubsidized Federal Stafford loan, 2nd disbursement)

NOTE Fields 1-22 are standard fields for most transactions and field 23 is not used for CommonLine procesing. They will not be demonstrated in the transaction example. Only fields critical to the transaction are shown below.








Disbursement Consummation Indicator Code R1 Y 30


Funds Return Method Code R1 E 32

Funds Reissue Indicator Code R1 Space 33






@1-13 Detail Record Layout (decreased Federal Stafford unsubsidized loan)


















@1-14 Detail Record Layout (increased Federal Stafford subsidized loan)


















APPENDIX C-11 School Combines Funds into a Single Disbursement (Pre-Disbursement) and Then Wants to Add a Disbursement Transaction Example

Scenario: School originally requests 2 disbursements and then asks that all funds be combined into a single disbursement. The school then later requests a disbursement be added or requests a loan increase.

@1-09 Detail Record(s) #1 - First Disbursement























School then requests that the funds be distributed via 2 disbursements & that the disbursement date be revised to 4/15/2009. @1-09 Detail Record(s) #1 - First Disbursement






















NCHELP CommonLine® Network for FFELP and Alternative Loans Appendix D Change Transaction Send File


APPENDIX D CommonLine Unique Identifier Algorithm

The following information describes the algorithm for determining the Incremental Code (positions 12-17) portion of the CommonLine Unique Identifier. Use of this algorithm is strongly recommended for CommonLine processing.

Positions 12-14 will represent the date code and positions 15-17 will represent the incremental counter. For consistency, it is recommended that the incremental counter begin with 001 (and not 000) as the first record.

This algorithm permits both the date code and an incremental (per record) counter to be compressed and stored in the 6-byte field. To accomplish this compression, the date and counter information is converted from Base 10 (0-9) to Base 36 (0-9 plus A-Z). A detailed explanation of the revised format of the Incremental Code and an explanation of the Base 36 algorithm is outlined in the sections that follow.

Layout

Positions 12-14 = Date Code

The date segment is comprised of the Julian date (numeric day of the year) with a maximum value of 366 (There are 365 days in a year; 366 for a leap year) and the two digit year with a maximum value of 99 (representing 1999). Because the 2-digit year will change from 99 to 00 in year 2000, this scheme will suffice for nearly 100 years. As this date field represents a part of the unique identifier (and not impacted by date calculations), this 2-digit year method will not be impacted by year 2000 issues. The maximum date value is represented as 36699 in Base 10; when converted to Base 36, the date is shown as SBF.

Positions 15-17 = Incremental Counter

Like the date code, the incremental counter is converted from a Base 10 value to a Base 36 value. Since the maximum Base 36 value for a 3-byte field is ZZZ, this converts to a maximum incremental counter value of 46655. This means the total number of daily Unique ID records is a maximum of 46655 (46655 converted to Base 36 equals ZZZ). A further explanation of the Base 36 conversion method follows.


Base 36

The Base 36 numbering method uses 0-9 plus A-Z as the digits for each field. The Base 10 (0-9) numbering method that is commonly used is replaced with 36 digits. Examples of each are listed below:

Base 10 Counting 1, 2, 3, . . . 9, 10, 11, 12, 13 Base 36 Counting 1, 2, 3, . . . 9, A, B, C, D

When 1 is added to 9 in Base 10, a 0 is placed in the ‘ones’ position and 1 is placed in the ‘tens’ position, adding 1 to 9 in Base 36 equals ‘A’. The ‘tens’ position is not realized until 1 is added to ‘Z’ (again, Z is the highest value for a Base 36 digit). Base 36 allows larger numbers to be compressed into fewer bytes as each base 36 digit holds more counters (0-9 plus A-Z) than the standard Base 10 (0-9) method.

To further explain this concept, the sample program code below converts a Julian date and year in Base 10 to a Base 36 equivalent. This program code is one example; there are numerous programming techniques that can accomplish the same calculation. The basic purpose of this algorithm is to convert the date segment and the incremental counter segment from Base 10 to Base 36 and retain the ASCII number/character equivalent. The conversion table shown at the end of this Appendix is for reference only.

Example:

Converting March 15, 1998 from Base 10 to Base 36 When converted to the date segment format, the date is shown as: 7498 (74th day of 1998.) (The lines showing ###’ are comment lines and are for explanation purposes only.)

###This program shows a loop statement that starts with 36 ### to the power of 1 and loops through this program until the ### conversion from Base 10 to Base 36 is complete.

for Power = 1 to 999999999 ### On the initial pass, the program sets the Power to 1; ### each successive loop increments the power by one.

Remainder = Modulus (Base_10_Number, 36^Power) ### Modulus is a computer function that solves solely for ### the remainder. ### The Modulus function uses the comma separator as ### “divided by” in standard math. ### The “^” indicates “to the power of” (e.g., 3^2 = 9). ### Calculation: 7498 / 36^1 = 208; Remainder = 10

Unit = Remainder / 36^ (Power - 1) ### To solve for “Unit,” Remainder is divided by Power - 1 ### (36^0 = 1). ### On the initial pass, Unit will equal Remainder as 36^0 equals 1 ### Calculation: 10 / 36^0 = 10

if Unit < 10 then Base_36_Number = char (Unit + 48) + Base_36_Number



### This step converts the Base 36 value into an ASCII value. ### If the number is less than 10, this step converts the number ### to the ASCII numeric equivalent by adding 48 to the number ### (see the table below) and skips to the “end if” statement. ### If the number is greater than or equal to 10 the program ### skips to the conversion step below

else Base_36_Number = char (Unit + 55) Base_36_Number

### By skipping to this step, the number is greater than or ### equal to 10. ### This step converts the number to the ASCII numeric ### equivalent by adding 55 to the number (see the table ### below). This special step is necessary as special ### characters exist in ASCII positions 58-64 that are not ### part of the Base 36 number/character set. ### Calculation: 10 + 55 = 65; ASCII value 65 equals “A.”

End if Base_10_Number = Base_10_Number - Remainder

### This step subtracts the Remainder from the ### Base 10 number.

If Base_10_Number = 0 then exit for loop ### If the Base 10 number equals 0, the program ends; ### if not, the program loops to the top and increments ### the power to the next higher value.

This program solves for the Base 36 digits from right to left. Therefore, the first pass of this program yields a base 36 value of “A”; the second pass of this program yields a base 36 value of ‘S’; the final pass of the program yields a base 36 of ‘5’. The conversion of the base 10 date code of 7498 yields a base 36 conversion of ‘5SA.’

The Incremental Code for the first application of March 15, 1998 would be ‘5SA001’; the 35th application would be ‘5SA00Z,’ and the 36th would be ‘5SA010.’ Again, the two segments are converted separately, but both use the same conversion algorithm.




Reference Table:

This table is not part of the program; it is shown to provide a cross-reference among the Base 10, Base 36, and ASCII values.

Base 10 Base 36 ASCII Base 10 Base 36 ASCII

0 0 48 18 I 73

1 1 49 19 J 74

2 2 50 20 K 75

3 3 51 21 L 76

4 4 52 22 M 77

5 5 53 23 N 78

6 6 54 24 O 79

7 7 55 25 P 80

8 8 56 26 Q 81

9 9 57 27 R 82

10 A 65 28 S 83

11 B 66 29 T 84

12 C 67 30 U 85

13 D 68 31 V 86

14 E 69 32 W 87

15 F 70 33 X 88

16 G 71 34 Y 89

17 H 72 35 Z 90

NCHELP CommonLine Network for FFELP And Alternative …€¦ · particular order. The transactions...

Documents

Transcript of NCHELP CommonLine Network for FFELP And Alternative …€¦ · particular order. The transactions...