Undergraduate Financial Aid (UF) File Revised January 10, 2012

 

File Description

The Undergraduate Financial Aid (UF) File contains a record for every undergraduate student enrolled at a campus who receives any type of identifiable financial aid during the academic year covered by the submission. Report the full award amount that corresponds to the student's credit load as reflected in the course enrollment data submitted to HEI.

Submission Schedule

The file submission window will be December 10th through March 2nd.

Capture Date

The capture date for the Undergraduate Financial Aid (UF) file is the 30th day after the last day of the term. For summer subterms, the capture date is the 30th day after the last day of the last subterm.

Relationship to Other File Submissions

The Undergraduate Financial Aid (UF) file cannot be submitted before the Undergraduate Tuition and Fees file has been submitted, edited with zero errors, and loaded onto the HEI database. Students reported in this file should have Student Entrance (SE), Student Enrollment (SN), Course Enrollment (CN), and Undergraduate Tuition and Fees (TF) records.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Student Identifier

Provide the federally assigned Social Security Number (SSN) whenever possible. If the SSN is unavailable, provide another identifier that uniquely relates to this student. For a given student, the same identifier must be used in all student related files.

Alphanumeric 
9 characters 
Columns 1-9

Institution Assigned Identifier Switch

Enter N if the student identifier is the SSN assigned by the federal government. Enter Y if the student identifier was assigned by the institution and is not a federally assigned SSN.

Alphabetic

1 character

Column 10

Funding Source

Enter the appropriate two letter code from Funding Source Codes

Alphabetic

2 characters

Columns 11-12

Funding Type

Enter the appropriate one letter code from Funding Type Codes

Alphabetic

1 character

Columns 13

Amount

For grants or loans, provide the amount the student received for the funding source and type during the term indicated in this record for the academic year indicated in the header record. For work-study, provide a proration of the total amount awarded to the student for the academic year. Include cents.

Numeric

7 characters

Columns 14-20

Amount Type

Enter the appropriate one letter code from Amount Type Codes

Alphabetic

1 character

Column 21

Comment

 

Alphanumeric

10 characters

Columns 22-31

Term

Enter the term for which data are being submitted.

Alphabetic

2 characters

Columns 32-33

Delete Switch

Enter Y if the record is to be deleted from the database. Otherwise, enter N.

Alphabetic 
1 character 
Column 34

 

Additional Information

  • If a student has multiple awards that have the same funding source, funding type, and program type you can either report these as separate records or as one record with aggregated amounts.
  • For athletic awards that have multiple criteria for eligibility, with one of them being need,consider need as the primary factor. Thus, they would be reported with a funding type of “Need-based”.
  • For Federal Work Study, report the portion of the complete academic year award that is prorated for the term.

Definitions and Descriptions of Data Fields

Funding Source:

  • FM Federal Programs, Military
  • FD Federal Programs, Other
    • Includes Perkins Loans
  • FP Federal Programs, Pell
  • IE Institutional Programs that are externally funded
  • II Institutional Programs that are internally funded
  • OT Other
  • ST State Programs

Funding Type:

  • A Athletic
  • M Merit-based
  • N Need-based
    • Includes Bureau of Indian Affairs grants
  • O Other
    • Includes third-party contracts
  • P Parent Loan

 

Amount: Amount information should be entered as seven characters with the last 2 character positions representing cents. Note that the field should be right justified and zero-filled to the left.  For instance, an amount of $123.45 would be entered as “0012345”; an amount of $10,234.56 would be entered as “1023456.”

 

 

Edit and Load Specifications

Revised November 18, 2009

 

Error Code

Edit Message Text

(Text that appears in primary edit results)

Programming Logic
(Detailed and technical explanation of the conditions that triggered the error)

002

Course Identifier is blank or not left justified

If Course Identifier is blank

011

Student Identifier contains non-alphanumeric character

If the record is blank, do not run edit checks for this file on this record

013

Blank records are not allowed

If the Delete Switch is not Y or N

018

Invalid Social Security Number

If the Institution Assigned Faculty Identifier Switch is N and the Delete Switch is N and the Faculty Identifier is numeric in each character position and the first three digits, or the fourth and fifth, or the sixth through ninth digits of the Faculty Identifier are zeros, OR if the Institution Assigned Faculty Identifier Switch is N and the Delete Switch is N and the Faculty Identifier is numeric in each character position and the first three digits are 666 or 900 or above

021

Social Security Number is not numeric

If Institution Assigned Student Identifier Switch is N and Student Identifier is not numeric in each character position

022

The Institution Assigned Identifier Switch is not Y or N

If the Institution Assigned Identifier Switch is not Y or N

033

Delete Switch is Y but there is no record to delete

If Delete Switch is Y but there is not a record for the student in the database

035

There are non-blank characters beyond the allotted record length for this file

If record is greater than 32 characters long

070

Student Identifier is blank or not left justified

If Student Identifier is blank in first character position

082

Term is not in Term verification table

If the Term is not in the Term verification table

148

Award Amount is not numeric

If Amount is not numeric

152

Award amount cannot be $0.00.

If Amount equals 0000000

301

This Institution Assigned Identifier is the same as a SSN in the Institution SSN table

If Institution Assigned Student Identifier Switch is Y and the Student Identifier is in the Institution/SSN table for this institution and the table row has the Institution Assigned Switch as N

302

This SSN is the same as an Institution Assigned Identifier in the Institution SSN table

If Institution Assigned Student Identifier Switch is N and the Student Identifier is in the Institution/SSN table for this institution and the table row has the Institution Assigned Switch as Y

1BO

Invalid Funding Source

If the Funding Source code is not in Funding Source verification table for this year (from header)

1BP

Invalid Funding Type

If the Funding Type code is not in Funding Type verification table for this year (from header)

1BQ

Invalid Amount Type code

If the Amount Type code is not in the Amount Type verification table for this year (from header)

871

Row is too short The record row doesn't contain the correct number of fields or characters

B19

Student ID matches an ID that was formerly used to identify another student

If this Student Identifier matches a Previous Identifier with Data Area code set to S in the Identifier Change table for this institution

C47

Students reported in the UF file for a specific term should have records in the TF file for that same term

If students reported in the UF file for a specific term don’t have records in the TF file for that same term.

C51

Duplicate Values have been submitted for same term, funding source, funding type, amount and amount type

If duplicate Values have been submitted for same term, funding source, funding type, amount and amount type