TABLE OF CONTENTS


The communication with the COD (Common Origination and Disbursement) system includes the school being able to send data to COD via GEGI, receive, and process COD responses in regards to accepting the aid awards, the fund to draw down, and the estimated disbursement dates.


The above process includes Origination and Disbursement, where:

  • Origination is the process by which a school reports to COD that it is initiating a Direct Loan for a student or intends to make a Pell Grant payment to a student. COD adjusts the Current Funding Level in G5 using the information it receives.
  • A disbursement is the payment of a Direct Loan, a Pell Grant, or a TEACH Grant that proceeds to the borrower or recipient.


Add a Pell Origination Record


A Pell Grant can be originated and disbursed on the Financial → Originate & Disburse → Pell tab in the student's profile:



This page shows all Pell origination records added. Add a new record by clicking the New button:



A new Pell origination record requires the following information:

  • Name code — usually is the first two characters of a student's last name.
  • Core group — the group where the student is studying at the time of receiving a Pell Grant.
  • Award year — the year of receiving a Pell Grant.


After adding, the record is set to the Not Ready status. The origination record in this status cannot be sent to COD System. The information can be sent to COD System only after all required fields are filled.

Each student can have an unlimited number of Pell origination records.


Entering Information for a Pell Origination Record


Each Pell origination record requires a set of fields to be filled.

The fields highlighted in red are required. Other fields are optional and can be left blank.



Award Information Section:

Some fields are automatically filled with data from GEGI:

  • CPS Transaction # — Transaction number from the last ISIR file uploaded to GEGI for the student for the current award year. If it is not the last CPS transaction, the field will be highlighted in yellow and you will see a message with the corresponding information.
  • Additional Eligibility Indicator — is set if the total Pell amount in the Financial Aid plan of the student for the current award year is bigger than the scheduled award. The scheduled amount value is taken from the Pell Grant Payment and Disbursement Schedule for the current award year.
  • EFC — Expected Family Contribution for Pell from FA Plan of the student.
  • Student Email — student's primary email. 
  • Cost of Attendance — the cost of attendance from the Pell Cost of Attendance list of the selected program.
  • Verification Status Code — filled with the "P" (Pending Verification) value if the Verification Groups field in the Financial Aid plan of the student is not empty. If it is empty, the Verification Status Coderemains empty as well and no other actions are required. If it is not empty, the verification status should be checked and changed manually to one of the values accepted by COD:
    • "S" — Selected but not Verified
    • "V" — Verified
    • "W" —  Without Verification
  • Enrollment Date —  The start date pay period when the first Pell payment is expected for the current award year in the Financial Aid plan of the student.
  • Award Amount for Entire School Year —  the sum of all Pell amounts for the selected award year from the FA plan of the student.
  • Total Payment Ceiling — the maximum Pell amount the student can be eligible for. It is calculated from EFC, Cost of Attendance, and Additional Eligibility Indicator based on the Pell Grant Payment and Disbursement Schedule.


The rest of the fields require manual input:

  • School Internal Sequence Number — the field for auxiliary information. Not included in the file for COD. Can be used to track different record versions for the same award year.
  • Origination Cross Reference — the field for auxiliary information. Not included in the file for COD. Can store short notes (up to 13 characters).


COD Program Reporting Data Section:

Some fields are automatically filled with data from GEGI:

  • Group — the name of the group selected when creating the originations record.
  • Program— short program name where the group was created.
  • Enrollment Status — the student’s enrollment status студента that is set for the program.
  • Program CIP Code Year — the CIP Code year from the program settings.


The rest of the fields require manual input:

  • Program Attendance Begin Date  — the date the student started attending the program.
  • Enrollment Status Effective Date— the date that the current enrollment status reported for a student was first effective. This date only changes when the student’s enrollment status changes, for example, when the student drops from full-time enrollment to half time enrollment.


Enrollment Information - For School Use Only Section:

The values from the Enrollment Information - For School Use Only panel are not sent to COD. They are used for the automatic calculation of the Total Payment Ceiling and Award Amount for Entire School Yearvalues.

All fields are filled manually. Detailed instructions about the field content and how to fill it are displayed when hovering over a field. This section is filled starting from the Academic Calendarfield.


Origination Information Section:

All fields are automatically filled with data from GEGI:

  • Award ID— the award ID defined when creating the originations record.
  • Name Code— the identification characters for the Award ID, usually the first letters of the student’s name and surname sent to CPS.
  • Origination Status— origination record status.
  • Last Pell Processor Date— the last date when the record was processed by COD. Filled automatically after the first time the origination is sent to COD.
  • Document ID— the document ID(batch). Empty when the record is created. Filled automatically when the record is included in the file (after sending to COD and changing the status to "Batched").
  • Record Source— defines the record source. For the user-created records it is set to "M" (Manually Originated). Can be "E" (External Import) for the imported files. If created by the system by the predefined rules, set to "G" (Generated by GEGI). Filled when the record is created and never changes.
  • Scheduled Award— calculated from EFC, Cost of Attendance, and Additional Eligibility Indicator based on the Pell Grant Payment and Disbursement Schedule.
  • Total of All Disbursement Amount— the total of all sent and received disbursements.
  • Total Actual Disbursed Amount— the total of all actually paid disbursements.


Response Section:

All fields are automatically filled with data from GEGI:

  • Response Code— the status of processing the origination in COD. If COD finds any errors, they will also be shown in this field.


Note: The data substitution from the FA plan will be correct if when creating a record the Award Year you select matches the Financial Aid Award Year from the ISIR Data table and the Award Year from the corresponding Pell row in the FA plan.


After you entered all information on the Award Information panel and clicked Save, you will be prompted to change the origination status to Ready. The records in the Ready status can be sent to COD, edited, and have disbursements created for them.


Automatic Pell Origination Record Creation


More information about automatic origination record creation can be found in the Origination and Disbursement Automatization article.


Add Disbursements


Disbursements are added automatically based on the data from the Estimated Payments section of the student's FA plan:



You can edit the information or add new disbursements by clicking the Edit button:



After the disbursements are saved, they are switched to the Ready status and can be sent to COD.


Sending Pell Originations and Disbursements to COD


Originations and disbursements in the Ready status can be sent to COD. You can send an origination record alone or together with multiple disbursements, or just disbursements without the record.


Originations and disbursements can be sent to COD in multiple ways:

  • Automatically (by default);
  • Manually from the view interface of a single origination record;
  • Manually in bulk from the view interface of originations (Financial Aid → Originations) or disbursements (Financial Aid → Disbursements).


Automatic Sending of Origination Records to COD


By default, the records in the "Ready" status are sent to COD automatically starting 14 days before the group start (the number of days can be changed but will be applied to all groups). Records are sent daily at 00:00 PTZ.


Sending Originations and Disbursements to COD Manually From the View Interface of an Origination


Send an origination by clicking the Send Origination to COD on the Award Information panel:



To send disbursements, select them and click Actions → Send to COD below the Disbursements panel or use Actions → Send to COD for each row:


Sending Originations and Disbursements to COD Manually From the View Interface of Originations and Disbursements 


Originations can be sent in bulk from the view interface of originations (Financial Aid → Originations).

Select the origination you want to be sent to COD using checkboxes to the left of each record and click Actions → Send to COD:



Disbursements can be sent in bulk from the view interface of originations (Financial Aid → Disbursements ).

Select the disbursement record you want to be sent to COD using checkboxes to the left of each record and click Actions → Send to COD:



Receiving and Viewing COD Responses


GEGI can automatically receive COD responses and store them under the Response column on the Student, Origination Information, and Disbursements panels.

Each of the panels also has the Response Code field that displays the status received with a response.


Status variants are the following:

  • Accepted — the record has been accepted by the COD System.
  • Rejected — the record has been rejected by the COD System.
  • Corrected — COD has accepted the record but the COD System has corrected at least one field.
  • Duplicate — the record was previously accepted at the COD System and then sent again to the COD System without any changes to the record.



The Response Errors field for the Rejected and Corrected statuses contains Edit Codes that can be clicked to see detailed information about the errors:



Note: GEGI automatically receives Web-Initiated responses as well. Those are the responses received after working with originations and disbursements at cod.ed.gov.



Correcting Pell Originations and Disbursements

After a COD response, originations and disbursements can be corrected. After changing and saving the information, the originations and disbursements get the Ready status again and can be re-sent to COD.

If the sequence number is greater than 65, this means the record has been changed via the COD website. After that such disbursements can be edited only on the COD website.



Viewing All Pell Originations and Disbursements


All origination records are shown in the report available at Financial Aid → Originations:    



You can find the needed records by filtering them using the Search & Order panel. All fields of originations records are available in Presets, so you can create your own sorting set. 


For your convenience, we preconfigured Award/Loan Type presets for Subsidized/Unsubsidized, PLUS, Pell. If you need to view only one of them, use the needed preset in the Presets panel:



Also, you can hover over the column title to view a tooltip with more information about the data:



The records can be exported to CSV file.


The same report is available for disbursements: Financial Aid → Disbursements: