Chapter 7: Batch File Processing

7.1 Electronic Financial Aid Network (EFAN)

Schools can create and transmit APTS transactions electronically via batch files for processing. APTS file layouts are available within HESC’s secure Web pages under Forms for Financial Aid Professionals. Schools should contact This email address is being protected from spambots. You need JavaScript enabled to view it. for file transfer inquiries and testing.

7.2 HE8075 – Aid for Part-Time Study (APTS) (Incoming file to HESC)

HE8075 is used to create and transmit three (3) Transaction Types: 

Transaction Types (Field #6).

  • 1 = Recipient List Type is used to submit names & award amounts for a term.

Processing Codes (Field #7)
0 = Constant

  • 2 = Replacement/Deletion List Type to delete ineligible students, add replacements, change student data.

Processing Codes (Field #7)
1 = To Delete – ineligible students
2 = To Replace – to add replacement students 
3 = To Change – student data 

  • 3 = Certification List Type is used to certify or decertify students

Processing Codes (Field #7)
1 = Certify cumulative passing average (CPA) for the term
2 = Certify student enrolled in 5 year program with cumulative passing average for the term
3 = Certify student with CPA using waiver of good academic standing for term
4 = To indicate a student failed to achieve a cumulative passing average for term
5 = To Decertify a student not in good academic standing for the previous term
6 = To Decertify a student for other nonpayment reasons
7 = To Delete student with incorrect SSN (refer to Chapter 5.6)

7.3 HE9076 Aid for Part-Time Study Reconciliation / Payment Records (Outgoing file)

The HE9076 file is generated and transmitted to schools for two List Types (Field # 22)

  • List Type 3 = Institutional Roster Recipients

Group Number (Field # 21)
1- Roster of Award Recipients – eligible students who must be certified by school
2- Ineligible Students- who exhausted TAP eligibility, income exceeds maximum 3- Errors – award equals zero or greater than $1000 per semester, invalid data, etc

  • List Type 4 - Payment Reconciliation Report

Group Number (Field # 21)
1 - Recipient Awards Reimbursed
2 - Certified Non-CPA
3 - Decertified by Institution
4 - Decertified by HESC
5 - Ineligible Students
6 - Errors