Depending on the information included in the records, this file format will produce either checks or ACH payments and is used for the following FAMIS interface jobs:
- XSTIP: stipend checks
- XSATH: athletic room and board checks
- XSTFA: financial aid checks
- XSTUV: refund checks
This format may be used for other interface files to produce payments. It is the equivalent of a Screen 104 voucher and should not be used to enter payments for purchasing documents.
A batch will consist of a single header record and many transaction records. Always send one of each transaction to create a payment for a student. The transactions used in this batch must be in the following order:
- Trans code 121: adds / updates the student as a vendor
- Trans code 122: loads the vendor’s street address (lines 1 and 2) and phone
- Trans code 123: loads the vendor’s extended address (lines 3 and 4; not required and used only when needed)
- Trans code 127: loads the vendor’s ACH information for electronic payment
- Trans code 141: creates the voucher for the check
All fields with an asterisk (*) in the REQ column are required for the transaction(s) to process.
The file should have a record length of 230 characters.
Student ACH Information -Transaction 127
Student ACH information is generally maintained in the student records file instead of the accounts payable department; therefore, the ACH information must be fed to FAMIS with every payment to ensure that it is current.
If a student has requested an ACH payment, Code 127 transactions must contain all required fields and any of the other fields that are applicable. If the student does not have ACH payment information, the Code 127 record should only include the transaction code and the student vendor ID. This will reset any previous ACH information that may be on file.
For student check feeds, the OVERRIDE-PRENOTE field on the Code 127 transaction is set to Y. Processing a pre-note takes two weeks, and during this two week pre-note period, all payments are by check. Since students do not receive payments on a regular basis, requesting a pre-note would mean that most students receive payment by check rather than ACH.
Setting the Student Vendor ID
The student vendor ID is 11 characters long and consists of a prefix character indicating if the vendor is an individual or a company, 9 numeric digits and a suffix mail code character.
The prefix is usually 2. If all 36 available mail codes have been used, the mail code can be 5 for the next set of mail codes and then 8, if necessary.
The 9 numeric digits may contain the student’s SSN or the students UIN number. You may only use the UIN if it is all numeric.
If you use the student’s UIN in the vendor ID field, you must include the SSN in the Tax ID/SSN field on the 121 transaction record.
The suffix mail code character ranges from 0 to 9 and then A to Z.
Header Record
This must be the first record in the file.
| FIELD NAME | FORMAT | COL | REQ | DESCRIPTION |
| Transaction Code | A3 | 1–3 | * | Value: $$# |
| Batch Reference | A6 | 4–9 | * | 6-character batch reference that has been approved by FAMIS for this process. The format may be AAANNN or AANNNN. Certain combinations are reserved for FAMIS and may not be used in a data feed. |
| Batch Date | N8 | 10–17 | * | Must be in the current processing month. Must contain the batch date in YYYYMMDD format. The date 07/27/2006 would appear as 20060727. |
| Batch Description | A35 | 18–52 | * | Description of batch. |
| List Option | A1 | 53 | * | Y – program will list transactions N – program will not list transactions ** N is the typical value, but Y will provide more detail on the printed report. |
| User Code | A2 | 54–55 | * | Value: AP for accounts payable (use AP for the student check feeds) or FA for accounting transactions |
| Transaction Count | N5 | 56–60 | # of transactions in batch (optional) | |
| Transaction Amount | N9.2 | 61–71 | Total amount of transactions in batch. Right justify, zero fill, decimal is implied as the last 2 digits (e.g., $456.22 should be coded as 00000045622) (optional) | |
| Blank | A12 | 72–83 | Blank | |
| Bank | A5 | 84–88 | * | Any valid bank |
| Hold Flag | A1 | 89 | * | Value: N |
| Accounting Feed Flag | A1 | 90 | * | Value: Y |
| Voucher Feed Flag | A1 | 91 | * | Value: Y |
| Accept Balance Flag | A1 | 92 | * | Value: Y |
| Override Budget Flag | A1 | 93 | * | Value: Y or N (default – Y if blank) |
Transaction Record 121
This transaction creates / modifies the vendor record.
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code | A3 | * | 1–3 | Value: 121 |
| Vendor ID | A11 | * | 4–14 | FAMIS vendor ID format: 2XXXXXXXXX0, where the X’s are the student’s SSN. |
| Vendor Name | A50 | * | 15–64 | Student name |
| Vendor City | A20 | * | 65–84 | |
| Vendor State | A2 | * | 85–86 | Must be a valid FAMIS state code (e.g., TX = Texas) |
| Vendor Zip Code | A9 | 87–95 | ||
| Vendor Country | A3 | 96–98 | May be left blank for USA. Must be a valid FAMIS country code. (e.g., MX = Mexico; QA = Qatar) | |
| Blank | A2 | 99–100 | Blank | |
| Vendor Type | A2 | * | 101–102 | Must be a valid FAMIS vendor type |
| Blank | A8 | 103–110 | Blank | |
| Vendor Retention Months | N2 | 111–112 | Number of months the vendor will remain on file after last activity. Default is 18 months. | |
| 1099 Flag | A1 | 113 | If Y, all vouchers paid to this vendor will be reported on the 1099. | |
| Tax ID/SSN | A9 | 114–122 | SSN used for 1099 reporting; will default from FAMIS vendor ID if blank. | |
| Blank | A18 | 123–140 | Blank | |
| Disadvantaged Cert. Flag | A1 | 141 | If used, must be a valid disadvantaged certification code on the FAMIS table. | |
| Owner Ethnic Origin Code | A3 | 142–144 | If used, must be a valid ethnic origin code on the FAMIS table. | |
| Owner Gender Code | A1 | 145 | If used, must be a valid owner gender code on the FAMIS table. | |
| Business Size | A1 | 146 | If used, must be a valid business size code on the FAMIS table. | |
| Blank | A8 | 147–154 | ||
| Send To TINS Flag | A1 | 155 | If Y, the student vendor record will be sent TINS. |
Transaction Record 122
This transaction loads address lines 1 and 2.
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code | A3 | * | 1–3 | Value: 122 |
| Vendor ID | A11 | * | 4–14 | FAMIS vendor ID |
| Vendor Address Line 1 | A30 | * | 15–44 | Street address – line 1 |
| Vendor Address Line 2 | A30 | 45–74 | Street address – line 2 | |
| Vendor Phone | A10 | 75–85 | ||
| Vendor Phone Ext. | A4 | 86–89 |
Transaction Record 123
This transaction loads address lines 3 and 4.
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code | A3 | * | 1–3 | Value: 122 |
| Vendor ID | A11 | * | 4–14 | FAMIS vendor ID |
| Vendor Address Line 3 | A30 | 15–44 | Street address – line 3 | |
| Vendor Address Line 4 | A30 | 45–74 | Street address – line 4 |
Transaction Record 127
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code | A3 | * | 1–3 | Value: 127 |
| Vendor ID | A11 | * | 4–14 | Must be a valid FAMIS vendor ID |
| ACH Routing | A9 | * | 15–23 | This is the bank routing number. It must not contain alpha characters or any special characters except dashes. |
| Account number | A17 | * | 24–40 | Vendor’s account number at the bank |
| Account type | A1 | * | 41 | Type of account: C – checking S – savings |
| ACH- override flag | A1 | 42 | May be blank or Y: Y – all payments to this vendor will be made by check, not just this payment. Blank – ACH payments will be made if bank information is included. If this flag is already set to Y, a blank in this record will not update it. It must be changed manually on Screen 207. | |
| Pre-note override flag | A1 | 43 | May be blank or Y: Blank – A pre-note is sent to the bank to verify the account. No ACH payment will be made for two weeks. Y – Pay by ACH immediately; this is the value typically used for student checks interface files. | |
| Send ACH to TINS | A1 | 44 | Blank | |
| Filler-1 | A1 | 45 | Blank | |
| ACH type | A4 | * | 46–49 | PPD – personal account CCD – commercial account |
| E-Mail Address | A50 | 50–99 | Blank Email address for future use can be sent. |
Transaction Record 141
This transaction creates the voucher.
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code | A3 | * | 1–3 | Value: 141 |
| Vendor ID | A11 | * | 4–14 | Must be a valid FAMIS vendor ID |
| Voucher ID | A7 | * | 15–21 | Value: Enter the numeric prefix for the voucher sequence to get an automatically assigned voucher number (assigned by system). This must be left-justified in the field. |
| Account Number | A6 | * | 22–27 | 6-digit SL to be charged |
| Object Code | A4 | * | 28–31 | 4-digit object code to be charged |
| PO Number | A7 | 32–38 | Blank | |
| Invoice Number | A14 | 39–52 | Vendor’s invoice number | |
| Description | A30 | * | 53–82 | Description of payment |
| Invoice Date | N8 | * | 83–90 | Date of invoice or current date in YYYYMMDD format |
| Due Date | N8 | * | 91–98 | Date due or current date in YYYYMMDD format |
| Amount | N9.2 | * | 99–109 | Amount of payment. Right justify, zero fill, decimal is implied as last two digits (e.g., $456.22 should be coded as 00000045622). |
| Blank | A11 | 110–120 | Blank | |
| Bank | A5 | * | 121–125 | Any valid bank |
| Blank | A7 | 126–132 | Blank | |
| Enclosure Code | A1 | 133 | Must be a valid FAMIS enclosure code | |
| Blank | A11 | 134–144 | Blank | |
| Support Account | A5 | * | 145–149 | Support account to be charged; use 00000 if none |
| ACH Override Flag | A1 | 150 | Must be Y to override ACH info and send a check | |
| Alternate Vendor | A11 | 151–161 | Must be a valid FAMIS vendor ID | |
| Blank | A16 | 162–177 | Blank | |
| USAS Doc Type | A1 | 178 | Required for state banks; must be a valid FAMIS USAS doc type code | |
| PCC Code | A1 | 179 | Required for state banks; must be a valid FAMIS PCC code | |
| USAS PDT Code | A2 | 180–181 | Required for state banks; must be a valid FAMIS USAS PDT code | |
| USAS PCA Override | A5 | 182–186 | Value to override FAMIS PCA | |
| Ref 4 | A7 | * | 187–193 | Departmental reference number |
Other fields included in FBDL14X but not in the layout:
- Liquidation indicator
- Tax code
- Discount amount
- Delivery date
- Discount type
- Order date
- Filler check number
- Same voucher flag
- Hold flag
- Comptroller code
- Currency code
NOTE: Similar transactions are created with SIS Program BBA400.
FAMIS_INTERFACE_Feed-Student-Ref.docx