Interface Transaction Standards

Disclaimer: RESP promoters

The information contained on this page is technical in nature and is intended for Registered Education Savings Plan (RESP) and Canada Education Savings Program promoters. For general information, visit the RESP section.

Versions

  • ITS Version Number: 5.8
  • Version Date: October 1, 2017
  • Latest Update: October 22, 2017
  • Version: 1.0
    • Date: May 15, 1998
    • Description: Initial draft to serve in initial discussions and to inform business partners of the data that this system could be expecting. Much of the field specific information was still undetermined (such as field width, mandatory fields, and validations performed).
  • Version: 1.1
    • Date: July 4, 1998
    • Description: Draft version still to be used in initial discussions and to inform business partners of the data required by the Canada Education Savings Program (CESP) system. Data fields were defined and cross-referenced to the Mutual Fund Data Standard (MFDS).
  • Version: 1.2
    • Date: July 29, 1998
    • Description: Draft update following internal review. This version was submitted for review by the Electronic Standards Group at FundSERV.
  • Version: 1.3
    • Date: July 31, 1998
    • Description: Changes applied following review with CES Program at FundSERV.
  • Version: 1.4
    • Date: September 14, 1998
    • Description: Various changes resulting from review by industry. Change bars were left on to make these changes visible to the reader. Clarification and corrections.
  • Version: 1.5
    • Date: March 25, 1999
    • Description: Clarification and corrections, additional appendices, validation rules, legends, changes to Type "500".
  • Version: 1.5.1
    • Date: May 31, 1999
    • Description: Interim updates and clarifications in response to Promoter suggestion.
  • Version: 1.5.2
    • Date: September 30, 1999
    • Description: Version to coincide with Release 2.1.
  • Version: 1.5.2a
    • Date: October 15, 1999
    • Description: Minor change to Appendix C - SIN Validation.
  • Version: 3.0
    • Date: April 17, 2000
    • Description: Aligned with release 3.0 User Requirements. Discontinued record types 300, 500, and 910.
  • Version: 3.0.1
    • Date: June 30, 2000
    • Description: Clarification and corrections were made further to promoter information sessions.
  • Version: 4.0
    • Date: September 27, 2004
    • Description: Changes that include new initiatives, the Canada Learning Bond (CLB) and the "enhanced" Additional CES Grant, as announced in Budget 2004, and including the Alberta Centennial Education Savings (Alberta P-Grant) Plan, a Provincial Bond from Alberta.
  • Version: 4.2
    • Date: April 26, 2005
    • Description: Update following internal review, Regulations and comments from March 2005 Information Sessions.
  • Version: 4.3
    • Date: December 16, 2005
    • Description: Update following completion of Business review. New transaction type 511-12 and new error codes and transaction origins.
  • Version: 4.4
    • Date: March 1, 2007
    • Description: Added Alberta Legislative changes which included a new Refusal Reason of K and the removal of error code 7038

      Changed definition of Refusal Reason 4 and added two new refusal reasons (L and M)

      Changed the definition of Error Code 5032 for clarification purposes.
  • Version: 4.5
    • Date: July 1, 2010
    • Description: Added 300 series SIN for Beneficiary and Subscriber

      Added PCG SINs that begin with 0

      Modified the definition of the 3 year rule

      Added Record Type 920 and Refusal Reason N

      Removed the reference to resolving transfers.
  • Version: 5.0
    • Date: January 15, 2013
    • Description: Added the new Saskatchewan Advantage Grant for Education Savings (SAGES) initiative which includes 2 new record types, new error codes, and refusal reasons.
  • Version: 5.5
    • Date: October 1, 2014
    • Description: Added the British Columbia Training and Education Savings Grant (BCTESG) initiative that includes 2 new record types, error codes, and refusal reasons.
  • Version: 5.6
    • Date: July 1, 2015
    • Description: Removed all references to Alberta Grant and discontinued any related fields as part of the Alberta Centennial Education Savings (ACES) Plan closure.
  • Version: 5.7
    • Date: July 1, 2016
    • Description: Finalized the updates due to the Alberta Centennial Education Savings (ACES) Plan closure and updated an error code for the British Columbia Training and Education Savings Grant (BCTESG) change.
  • Version: 5.8
    • Date: October 1, 2017
    • Description: Added updates related to the Education Savings Referral Service and Spousal Requests for Education Savings Incentives initiatives. Added a new Record Type 960 and a new Refusal Reason of P.

Comments and questions regarding this document may be addressed to:

  • Canada Education Savings Program - ESDC
  • Gatineau, QC
  • K1A 0J9
  • Telephone: 1-888-276-3624
  • Fax: (819) 654-8703
  • E-mail: cesp.pcee@hrsdc-rhdsc.gc.ca

1.0 Background to Interface Transaction Standards (ITS) version 5.8

Spousal Requests for Education Savings Incentives

On June 22, 2017, the Budget Implementation Act, 2017, No. 1 received Royal Assent. It included amendments to the Canada Education Savings Act to implement measures to simplify the application process for the additional amount of Canada Education Savings Grant (Additional CESG) and the Canada Learning Bond (CLB). These amendments will come into force January 1, 2018. The amendments will allow the Additional CESG and the CLB to be paid based on requests made by the cohabiting spouse or common-law partner of a Primary Caregiver (PCG) on behalf of an eligible beneficiary of a Registered Education Savings Plan (RESP).

Education Savings Referral Service

The Government of Canada works with provinces and territories to make Post-Secondary Education (PSE) more affordable, particularly for students from low- and middle-income families.

ESDC is working with the province of Ontario to "make it easier for parents to save more for their children’s education — from the very beginning, by presenting educational savings options when a baby’s birth is registered". This collaborative initiative supports the 2017 Ontario Budget announcement to advance the goals of its Poverty Reduction Strategy and the Government of Canada’s efforts to improve promotion of RESPs and the CLB, to make registration simpler, and to increase take up rates.

2.0 Foreword

The Canada Education Savings Program (CES Program), Interface Transaction Standards (ITS), outlines the procedures for formatting and submitting transactions electronically to the CES Program. This foreword provides additional information about the requirements in the ITS and explains how the CES Program validates and processes transactions reported.

The CES Program has used the word “Sender” throughout this document to mean the organisation sending information electronically to the Program and receiving the Canada Education Savings Grant (CESG), Additional CESG, CLB, Saskatchewan Advantage Grant for Education Savings (SAGES) and British Columbia Training and Education Savings Grant (BCTESG) payments from the Program. This organisation must be the trustee of the RESP or an administrative agent for the RESP trustee. When the RESP trustee has appointed an agent to fulfill these duties, the agent may be the RESP Promoter or can be another organisation, provided there is only one agent per RESP specimen plan. However, the CES Program does not consider a service provider who purely facilitates the electronic transmission to be the “sending organisation” on behalf of the RESP trustee.

When reference is made to the RESP Promoter, this is the organisation ultimately responsible for the administration of the RESP and, specifically, the organisation that has secured approval for the RESP specimen plan from the Canada Revenue Agency (CRA).

When reference is made to the RESP trustee, this means the organisation authorised to offer its services to the public as a trustee, has been identified as the trustee for a particular specimen plan, and has signed an agreement with Employment and Social Development Canada (ESDC).

Although the CES Program validates certain information received electronically prior to making grant and bond payments, RESP Promoters are reminded that all grants and bonds are paid on the condition that the RESP complies with all relevant legislative requirements. This includes the RESP registration rules described in section 146.1 of the Income Tax Act and the conditions relating to the CES Program found in the Canada Education Savings Act and related CES Program Regulations.

3.0 File Submission

Senders submit two types of files to the CES Program at the end of each reporting period. The transaction file contains transactions reporting all relevant activity against RESPs during the reporting period. The summary reporting file contains the market value of each RESP contract as of the last day of the previous reporting period.

When submitting electronic files to the CES Program, each Sender must use its own CES Program Business Number (BN). This BN is a 15 character, alphanumeric field. The first nine digits are the Registration Number assigned by the CRA when they enter into business. The remaining six characters are a suffix assigned by the CES Program.

The full 15 character BN uniquely identifies each financial institution conducting business with the Program. The BN of the Sender appears in the transaction file name and in the header and trailer records of the file. The BN of the promoter appears in each of the transactions supplied in the file.

It is mandatory that the Sender pass industry testing with a score of 90 per cent or greater before submitting files for processing. If a service provider is sending files on behalf of different Senders, each one of those Senders must pass industry testing using their own data. Although a service provider may be submitting files on a Sender’s behalf, the promoter’s BN must appear on all transactions.

3.1 File Format Overview

Senders can submit one or more files for processing in a reporting period. The file name is structured to allow several files to be reported on one day. In addition to the Sender BN and the date, a file number is added for further distinction. The file number need not be in any specific order. It exists solely to make multiple file names unique for files sent on the same day.

The file itself must conform to a specific structure. A file must consist of a header record (Record Type 001) followed by the transaction(s) formatted as specified by the ITS, with a trailer record (Record Type 999) at the end. Failure to follow this structure will result in rejection of the file.

Any files the Program receives from a Sender after the data delivery cut-off date will be held and processed in the next reporting period, unless otherwise notified. The Sender is responsible for ensuring that files arrive in a timely manner to be processed within a particular processing period.

3.2 Record Format Overview

Once all certification requirements are met, it is necessary for the Sender to inform the CES Program of all relevant RESP activity. Contract activity must be reported to the Program electronically as follows:

  • Contract information informing the Program of the non-financial aspects of the RESP, such as subscriber and beneficiary information (personal information) and contract information (details of the contract).
  • Financial transactions informing the Program of contributions, PSE withdrawals, educational assistance payments (EAP), repayments transactions, transfers, termination adjustments, requests for CLB payments, requests for SAGES payments, requests for BCTESG payments and reversals of these transactions. In the case of SAGES and BCTESG, a cancel request is used in place of a reversal.

Transactions submitted to the Program are categorised by record type and transaction type. For example, contract information is reported using a record type 100, while beneficiary and subscriber information is reported using a record type 200. All financial transactions fall into record types 400, 410 and 411. Within each record type are one or more transaction types.

When the CES Program receives a file for processing, the format and content of each transaction is validated (please see each record type as described in this document for layout format and validation rules). If transactions are not submitted within the guidelines outlined, the transactions may be rejected and the Sender will be responsible for performing the necessary corrections and resubmitting the data. The Sender will receive confirmation of acceptance in the processing reports that the Program sends back to the Sender. If any transaction was rejected, it will appear in the error report or the severe error report, depending on the nature of the error.

For RESP contracts that have a 60-day "cooling-off" period, transactions should not be forwarded to the Program until after this period has expired.

3.3 Transaction Reporting Sequence

Transactions must be submitted in a logical sequence. A beneficiary record must be established before the Program can process financial transactions for that beneficiary. Senders must register contracts before submitting financial transactions for those contracts. Since the Program processes transactions in that sequence, contract, beneficiary, and financial transactions can be reported in the same transaction file.

3.4 Transaction Date

Each transaction is reported with a transaction date. This date refers to the date on which the transaction occurred between the subscriber and the promoter. For example, the date on a contract transaction would be the date on which the subscriber entered into the contract. For a contribution transaction, the transaction date is the date the contribution was made by the subscriber to the RESP contract.

3.5 Late Transaction Processing

The Program expects Senders to report all transactions in the reporting period following the period in which the transaction occurred.

Financial Transactions requesting grant or bond money i.e. Record Types 400-11, 400-24, 410-30 and 411-40 with a transaction date earlier than three years, when compared to the date sent in the Header Record (001) of the file, will not receive payment due to the tardiness of the transaction.

3.6 Reporting period Cut-Off Date

The Program processes files and pays grant/bond on a monthly basis. Schedules with processing dates (transaction periods, file submission cut-off and grant/bond payment dates) are sent out to the Sender via ListServ (an electronic notice) on a periodic basis. Reporting periods extend from the first day of the month to the last day of the same month. Senders are given four business days after the reporting period ends to finalize their file(s) to be sent for processing. Senders are not to include any transactions that occurred after the last day of the reporting period.

3.7 Transaction Information

As can be seen in the detailed description of the record types, some record types are used for more than one purpose. Record type 200 is used to report both beneficiary and subscriber information and record type 400, 410 or 411 is used for reporting several different types of financial transactions. In each case, the specific use of the record is indicated by the transaction type. The information requirements of the various transaction types within a record may differ, resulting in fields that are not required in some transactions but are mandatory in others.

Where fields reported in a transaction are unnecessary for that transaction, e.g. an educational institution reported in a contribution transaction, it could lead to a question as to the intent of the Sender. Did the Sender mean to report a contribution and inadvertently added an educational institution or did the Sender mean to report an EAP and accidentally miscoded the transaction? Senders are advised that inadvertently reporting unnecessary information in a transaction may not result in the rejection of that transaction. In all types of transactions, only information pertinent to that particular record type will be involved in processing, all unnecessary information will be ignored.

4.0 Logical Record Types

4.1 Record Type "100" - Contract Information

Senders must submit a Contract Information transaction (Record Type 100, Transaction Type 01) in order to establish the contract in the CES Program database and to register the contract. The Program collects the information required to register an RESP with the Canada Revenue Agency (CRA under the Income Tax Act and acknowledges eligibility of registration of the contract on behalf of the CRA.

Before registration of a contract can occur, the Sender must also submit transactions that provide the Program with information on the Beneficiary (Record Type “200”, Transaction Type “03”) and the Subscriber (Record Type “200”, Transaction Type “04”).

In addition to the record type 900 acknowledging receipt of the Contract Information transactions, a “.reg” processing report (Contract Registration Report Type 950) is sent to the Sender to indicate that all the Contract Information, Subscriber Information and Beneficiary Information transactions have been successfully processed and should meet the conditions for registration at Canada Revenue Agency.

Promoters should note that a rejected Contract Information transaction needs to be revised or corrected and re-sent to the CES Program.

Additional CESG, CLB, SAGES and BCTESG request transactions must be on an Individual / Sibling Only contract to attract grant or bond payment. Promoters must submit new RT 100 contract information transactions with the Individual/Sibling Only designation for all existing contracts in order for these contracts to be eligible to receive Additional CESG, CLB, SAGES or BCTESG.

4.2 Record Type "200", Transaction Type "03" - Beneficiary Information

Senders must submit sufficient information to register a contract including a Beneficiary Information transaction (Record Type 200, Transaction Type 03) prior to sending financial transactions associated with the beneficiary. The return of a processing report (".pro") or an error report (".err") will confirm the acceptance or rejection of the beneficiary record. A Beneficiary Information transaction may be rejected for the following reasons:

  • The Beneficiary Social Insurance Number (SIN) must be present and valid. The Program validates the SIN, given name, surname, date of birth and sex of all beneficiaries with the Social Insurance Registry (SIR). If a beneficiary fails validation at SIR, the transaction is rejected and a beneficiary account is not established. In order to establish the account, Senders must resubmit the Beneficiary Information transaction with the correct information. To minimise errors, the beneficiary’s given name and surname should be submitted to the Program exactly as they appear on the SIN card.
  • The custodial parent's name is mandatory information on a Beneficiary Information transaction only if the beneficiary is under the age of 19.
  • Other mandatory information missing from the Beneficiary Information transaction will also cause the transaction to reject. Again, the transaction must be corrected and resubmitted to the Program before financial transactions, such as contributions, can be processed and grant/bond can be paid. Any rejections appear in the error report that the Program returns to the Sender.

Once the contract has been established and registered and a beneficiary is established in the CES Program database, Senders must report financial activities pertaining to that beneficiary and contract. New beneficiaries or replacement beneficiaries added to already existing plans must be submitted using a new Beneficiary Information transaction. Promoters do not report the removal of either subscribers or beneficiaries from contracts.

The successful processing of each of these transactions is reported in record type 900.

4.3 Record Type "200", Transaction Type "04" - Subscriber Information

A Subscriber Information transaction (Record Type 200, Transaction Type 04) may be rejected for missing or invalid information that is mandatory for processing. If a Subscriber Information transaction is rejected, the corresponding contract cannot be registered. Any rejection appears in the error report (Transaction Error Report Type 800) which the Program returns to the Sender. The correction and resubmission of the transaction is required before the contract can be registered.

Contracts created before January 1, 1999 do not require a Subscriber SIN. For contracts created on or after January 1, 1999, a Subscriber SIN must be provided. The Subscriber SIN must be numerically valid. In order to keep contract information updated on successfully processed Beneficiary or Subscriber Information transactions (e.g. change of address), Senders should submit a new Beneficiary/Subscriber Information transaction with the updated information.

4.4 Record Type "400" - Financial Transaction

To ensure the proper payment of the CESG, Additional CESG and CLB senders must report to the Program the financial transactions for all beneficiaries and contracts. Financial transactions include all movements of funds in and out of an RESP, but not the growth or investment activities. The Program bases the payment of requested monies on the reported transactions. A contract must be registered through the Program before Senders can submit any of the following transactions:

  • Contributions / Additional CES Grant
  • Educational Assistance Payments
  • Post Secondary Education (PSE) withdrawals
  • Grant Repayment, including contract terminations
  • Transfers
  • Termination Adjustments
  • Canada Learning Bond Requests

Transaction Type "11" - Contribution

Senders must provide the details of all contributions made to an RESP after 1997. The Program processes these contributions in the beneficiary record and updates beneficiary limits accordingly.

Grant room is calculated on a "first come, first served" basis within a reporting period. If, for example, a beneficiary has two RESPs at two different promoters, and both promoters submit a contribution transaction in the same reporting period, the Program awards grant to the contribution with the earlier transaction date.

In the case of CESG and Additional CESG, if not all of the grant room is used up on the first contribution, then the second contribution may receive grant as well. If the transaction date of both contributions is the same, the grant is prorated across the two contributions.

In all cases, if a Payment Request was processed and received monies in an earlier reporting period and a new contribution is received in a later reporting period, but with an earlier transaction date than the first contribution, then the grant awarded to the first is not re-calculated.

A request for the Additional CESG is denoted by the inclusion of the PCG or Cohabiting Spouse or Common-Law Partner (further referred to as Spouse) information in the Contribution transaction. Upon receipt of this information, the eligibility of the beneficiary to receive Additional CESG is reviewed and the match rate is determined. The Program examines all existing information for beneficiaries as of January 1, 2005, to determine eligibility for the Additional CESG.

The CES Program system validates grant requests against the 16/17 year-old rule. Any grant requests deemed ineligible for grants based on the 16/17 rule are processed but not awarded grant with a Refusal Reason of “7” (“Fail 16/17 Rule”) in the RT 900, Transaction Processing Report. As well, contributions with a transaction date earlier than three years, when compared to the date sent in the Header Record (001) of the file, are processed but no grant is awarded.

Note: Spouse means the cohabiting spouse or common-law partner of the primary caregiver, consistent with the meaning assigned in section 122.6 of the Income Tax Act, who has not been separated from the primary caregiver for more than 90 days because of a breakdown in the relationship.

Transaction Type "13" - Educational Assistance Payment

Senders must report to the Program the amount of CESG, Additional CESG, CLB, SAGES or BCTESG paid to the beneficiary as part of the EAP as well as the total amount of the EAP. Senders must also supply supporting information, such as the beneficiary’s educational institution postal code, the academic year start date and the academic year length for the beneficiary.

Transaction Type "14" - PSE Contribution Withdrawal

A PSE withdrawal is a contribution refund to the subscriber when the beneficiary is qualified for, but not necessarily receiving an EAP. When a PSE contribution withdrawal is reported, the Sender must also report the academic year start date, the academic year length, PSE amount and the postal code of the educational institution.

Transaction Type "19" and "23" - Contract Transfer

Transfer transactions are reported when a subscriber transfers some or all of the funds in an RESP to another RESP (either between or within a financial institution). Both the originating and the receiving Sender must submit a transfer transaction to the Program. The transfer transaction reports the transfer of the grant/bond notional amount only. The Program will return a confirmation to both Senders and adjust the promoters' grant/bond accounts accordingly.

The transfer transactions require that each promoter supply their own specimen plan identifier and the other promoter’s specimen plan identifier and other promoter’s contract ID as well as matching amounts for each amount of: CESG, CLB, SAGES and BCTESG.

The originating, or relinquishing promoter sends a transaction type 23 (Transfer Out) and put its specimen plan and contract ID as well as the CESG, CLB, SAGES and/or BCTESG amounts into the appropriate fields and the other, or receiving promoter’s specimen plan and contract ID into the fields labeled “Other Specimen plan ID” and “Other Contract ID”.

The receiving promoter sends a transaction type 19 (Transfer In) to the Program and put its specimen plan, contract ID and respective CESG, CLB, SAGES and BCTESG amounts into the fields labeled “Specimen Plan ID”, “Contract ID”, “Grant Amount”, “CLB Amount”, “SAGES Amount” and “BCTESG Amount” and the other, or relinquishing, promoter’s specimen plan and contract ID into the fields labeled “Other Specimen Plan ID” and “Other Contract ID”.

Transaction Type 21 – CESG, CLB, SAGES and BCTESG Repayments

There are various financial transactions included in the grant and bond repayment transaction type (Record Type 400, Transaction Type 21). Repayment reasons are as follows:

  • Contribution Withdrawals
  • Accumulated Income Payments (AIPs)
  • Contract Termination
  • Ineligible Transfer
  • Ineligible Beneficiary Replacement
  • Payment to an Education Institution
  • Contract Revocation
  • Ceases to meet Individual / Sibling Only condition
  • Deceased
  • Overcontribution withdrawal
  • Other
  • Non-resident

In all of the repayment transactions, Senders must report only the amount of grant and/or bond being repaid to the Program.

Contribution Withdrawals must be reported to the Program when the subscriber withdraws all or part of their contributions from the RESP. Contribution withdrawals must come out of assisted contributions first (meaning contributions that have received grant), requiring that the grant paid on those contributions be repaid. Senders must report only the amount of grant being repaid as a result of the withdrawal, not the contribution withdrawal amount itself.

All beneficiaries named on a contract are considered ineligible for Additional CESG when a grant repayment is made for reason of “Contribution Withdrawal” having a transaction date that is later than March 22, 2004 and a grant amount greater than zero. The period of Additional CESG ineligibility starts from the transaction date of the repayment (inclusive) until December 31 of the second year following the year of the repayment transaction date.

When the promoter makes an Accumulated Income Payment to the subscriber, the grant/bond remaining in the account must be repaid to the Program.

When a RESP is terminated, the grant/bond remaining in the account must be repaid to the Program. Where there is no grant/bond remaining at the time the contract is terminated, the termination must still be reported to the Program for compliance reasons, but with the grant/bond amount equal to zero ($0).

An ineligible transfer occurs when the required conditions governing a transfer are not met. The grant/bond in the originating RESP prior to the transfer must be repaid.

An ineligible beneficiary replacement occurs when the regulatory conditions for replacement of a beneficiary are not met. When this occurs, grant/bond is to be repaid to the Program.

Where the promoter makes a payment to a designated educational institution, the grant/bond remaining in the RESP must be repaid to the Program.

If for any reason, the RESP fails to comply with legislative requirements, the registration of the contract may be revoked by the CRA. In that case, the grant/bond remaining in the RESP at the date of revocation must be repaid.

The amount of CESG, CLB, SAGES and BCTESG being repaid can be communicated back to the sender in a single repayment transaction.

Transaction Type "22" – Termination Adjustments

Adjustment transactions are necessary when promoters terminate a contract and find that, due to the application of investment losses, there are insufficient funds to cover the total grant or bond liability of the contract. The promoter repays the grant or bond that is available and sends a Termination Adjustment transaction to inform the Program of the shortfall. Promoters should apply the losses first to the earnings and then contributions. Once there are no more contributions in the RESP, any remaining loss will be apportioned proportionally to CESG, CLB, SAGES and BCTESG.

  1. Earnings
  2. Contributions
  3. CESG, CLB, SAGES and BCTESG proportionally

The Program expects to receive a repayment transaction for reason of contract termination (transaction type 21) for each termination adjustment transaction. Adjustments to promoter grant or bond liability for the reason described above require that the contract be terminated, which must be reported to the Program in each case.

Transaction Type "24" - Request for Canada Learning Bond Payment

To ensure payment of the Canada Learning Bond, senders must provide the RESP details of a beneficiary born after December 31, 2003 on a Transaction Type 24 – Request for Canada Learning Bond Payment. The transactions are processed and accounts updated for all eligible beneficiaries. The Canada Learning Bond is paid on a “first come, first served” basis with respect to both transaction date and processing date.

If two promoters submit a CLB Request Transaction for the same beneficiary in the same reporting period, the entire annual CLB amount is awarded to the transaction with the earlier transaction date. If in a subsequent processing period, a promoter submits a 400 – 24 CLB Request Transaction for the same beneficiary with an earlier transaction date than the transaction processed and awarded bond in the previous period, then the CLB awarded to the first promoter is not re-calculated. Hence, in this instance, CLB is awarded by processing date. If two promoters submit 400 – 24 transactions for the same beneficiary with the same processing date, the first transaction processed is awarded the CLB.

The Canada Learning Bond, once paid, will continue to be paid automatically in subsequent years upon verification of NCB information from the CRA. If a subscriber no longer wishes to receive the Canada Learning Bond, then the “No” option can be selected in the “Grant Requested” field (value of 0) of the Transaction Type 24 – Request for CLB Payments. This will prevent any further payments of the Canada Learning Bond for the specified contract. If the subscriber wishes to receive the Canada Learning Bond in the future, then a new Transaction Type 24 with the “Grant Requested” option of “Yes” (value of 1) will result in a continuation of the CLB from the transaction date of the transaction. Hence, if the “CLB Stop Payment” option was chosen in a previous year, and a new Request for CLB Payments is chosen in a subsequent year, the CLB Payment is resumed as of the transaction date resulting in a CLB Payment for the current year and subsequent years in accordance with CLB eligibility rules.

CLB requests will not receive payment if they have a transaction date earlier than three years when compared to the date sent in the Header Record (001) of the file due to the tardiness of the transaction.

Corrections to Record Type "400" - Financial Transactions

The Program supports corrections of financial transactions. This is accomplished by reversing the original transaction and submitting the correct information in a new transaction.

It is not necessary to report to the Program any financial transaction changes that occurred as a result of movement of funds inside the RESP contract. For example, if contributions that have already received grant/bond are withdrawn from one mutual fund investment and reinvested in another mutual fund, a reversal should not be performed. The contribution remains the same and, therefore, the grant/bond attracted by that contribution does not change.

If, on the other hand, financial transactions are reported inaccurately to the Program, Senders are responsible for submitting the necessary corrections. For example, a reversal is performed if a contribution of $100 should have been reported as a contribution of $1000.

To submit a correction, a Sender must first submit a reversal transaction followed by a transaction with the corrected amount(s). Reversals indicate that the transaction and amounts reported did not actually occur as reported. This process provides an auditable source record of all changes to financial records. The reversal transaction must always reference the original financial transaction being reversed. Referring to the Promoter Business Number and transaction ID that appear on the original financial transaction does this. Upon matching the original and reversal transactions, the Program “undoes” the effect of the original transaction. Senders may then report the corrected transaction to the Program by submitting a new financial transaction with the corrected fields.

When Senders submit the corrected transaction to the Program, the Promoter transaction ID on the original transaction may not be reused, it must be a new and unique identifier. Since the corrected transaction cannot be distinguished from other new transactions, the Program processes the corrected transaction in the same manner as new transactions.

4.5 Record Type "410" – SAGES Transaction

Transaction Type 30 – SAGES Request

Provide the RESP details of a contribution on a Transaction Type 410-30 SAGES Request Transaction for each contribution for which SAGES is being requested. SAGES is paid on a “first come, first served” basis within a reporting period. This means that if two or more SAGES requests for the same Beneficiary are received in the same period, the first request successfully processed will be paid.

SAGES requests do not receive payment if they have a transaction date earlier than three years when compared to the date sent in the Header Record (001) of the file or if the transaction date is more than three years from the contribution transaction date.

Transaction Type 31 – Cancel SAGES Request

Use Transaction Type 410-31 to cancel a previously paid transaction requesting SAGES. Refer to the contribution that had a successfully processed SAGES Request.

4.6 Record Type “411” – BCTESG Transaction

Transaction Type 40 – BCTESG Request

Senders must provide the RESP details of a beneficiary on a Transaction Type 40 – Request for BCTES Grant Payment. Transactions are processed on a first come, first served basis.

BCTESG requests do not receive payment if they have a transaction date earlier than three years when compared to the date sent in the Header Record (001) of the file.

Transaction Type 41 – Cancel BCTESG Request

Use Transaction Type “411-41” to cancel a previously paid transaction requesting BCTESG.

4.7 Record Type "511" - PCG/Spouse Information Transaction

During Promoter consultation sessions, a requirement was identified that would allow Promoters to submit PCG/Spouse information for previously processed CESG request transactions. Rather than reversing the original RT400-11 contribution transaction and submitting a new RT400-11 contribution transaction containing the missing or erroneous PCG/Spouse information, Promoters can submit this information via the RT511-12. This record type can be used for RESP contributions made on or after January 1, 2005 where the original transaction was missing PCG/Spouse information, or the information submitted was incorrect and thus did not receive the additional CESG.

4.8 Record Type "700" - Summary Reporting

As part of its mandate, the CES Program must report on its success in meeting its goals to various organisations within the federal government. Since the primary goal of the Program is to encourage Canadians to save for their children's post-secondary education, the growth in the total assets available to those beneficiaries for post-secondary education is a good measure of the success of the Program.

Senders must send records of type 700 to the Program once per reporting period giving the market value of each RESP contract under their management as of the last business day of the month. Record Type 700 can be submitted to the CES Program anytime within the following month. The summary transactions are sent in a separate file containing only records of type 700 (as well as the header and trailer, of course).

5.0 Reports

Regardless of how many files a Sender submits to the Program in one reporting period, the Program will send one of each of the following report types:

  • The error report, containing record type 800;
  • The severe error report, containing record type 850;
  • The transaction processing report, containing record types 900 ,910 and 911;
  • The contract registration report, containing record type 950.

5.1 Record Type "800" - Transaction Error Report

This document details the format for each transaction type, and provides the Sender with the validation rules for those types. If transactions are not submitted within the guidelines outlined in this document, the transactions are subject to rejection. It is the responsibility of the Sender to perform the necessary corrections and resubmit the data.

Each transaction error, whether due to problems in format or invalid data, is reported back to the Sender for correction and resubmission. This is done electronically via the Transaction Error Report.

The Error Report contains the transactions submitted to the Program by a Sender that have not been accepted due to the following reasons:

  • Failure to correctly format the transaction,
  • Failure to supply the necessary information for mandatory fields, or
  • Failure to comply with business rules.

The complete list of error codes is outlined in the section on transaction error codes in Appendix A.

Validation is always done first on the format of the transaction (please see each Record Type in the ITS for validation rules), then on the transaction's compliance with the business rules. If a transaction is rejected for format problems, a compliance validation is not performed on the transaction. Therefore, a transaction rejected for format may also contain a business compliance error not specified in the error report.

Errors are reported individually for each field in each record whenever they are detected. The field name and an error code describing the error encountered for that field identify each error. Many error messages can be generated for a single record if it contains many formatting errors.

Transactions that conflict with the business rules are also identified and reported. Only a single business error is reported per transaction. For business errors the transaction error code describes the error. Business rules are not validated for transactions that contain data format errors.

When Senders receive an Error Report, it is their responsibility to correct the transaction and resubmit it for processing. When resubmitting, the Promoter transaction ID must not be reused. A new identifier is required.

5.2 Record Type "850" - Severe Error Report

A Severe Error Report contains transactions that have been previously sent to the Program (the BN and the Promoter transaction ID already exist in the CES Program database) or contain an invalid record type. Rejection will also occur if the BN is not 15 characters long or the Promoter transaction ID is not provided on the transaction.

When Senders receive a Severe Error Report, it is their responsibility to correct the transaction and resubmit it for processing. When resubmitting, the Promoter transaction ID must not be reused. A new identifier is required.

5.3 Record Types “900”, “910” and “911” - Transaction Processing Report

At the end of each processing period, the Program sends a Transaction Processing Report to the Sender with a record for every successfully processed transaction. This report contains three record types: a record type 900, a record type 910 for SAGES information and a record type 911 for BCTESG information. Each record provides detailed results of the processing of financial transactions submitted (e.g. how much grant was attracted by each contribution, CLB, SAGES or BCTESG request, or how much grant, bond, SAGES or BCTESG was repaid). The report is the Program’s confirmation to the Sender that the submitted transactions were correctly formatted, contained all the mandatory information and passed all the necessary business rules. The Transaction Processing Report also lists all contract, beneficiary, and subscriber information that was successfully processed.

The processing of a Sender’s file(s) results in a series of grant/bond payments and repayments. Repayments are netted out from the payments, generally resulting in a payment to the Sender. The payment will be automatically deposited into the Sender’s account according to the banking information supplied to the Program. Senders are to use the transaction processing report to update their own contract notional accounts.

The record type 900 indicates the effect the transaction had on the payment received by the Sender. The payment requisitioned flag tells the sender if the 900 record is a payment or repayment of grant, or CLB to or from the Program. In this case the payment requisitioned flag would be set to “Yes”, signifying that this transaction affects the amount paid to the Sender. In the case of an EAP, PSE contribution withdrawal, transfer or termination adjustment, there is no money moving between the promoter and the Program so the payment requisitioned flag would be set to “No” signifying that this transaction does not affect the amount paid to the Sender.

In the case of the record type 910, the payment requisition flag is set to “Yes” if the 910 record is for a payment or repayment of SAGES or a cancellation of SAGES. When the 910 record is for the SAGES portion of an EAP, transfer or termination adjustment, there is no money moving between the promoter and the Program so the payment requisitioned flag would be set to “No”. The promoter can then reconcile all transactions with the flag set against the payment received from the Program.

In the case of the record type 911, the payment requisition flag is set to “Yes” if the 911 record is for a payment or repayment of BCTESG or a cancellation of BCTESG. When the 911 record is for the BCTESG portion of an EAP, transfer or termination adjustment, there is no money moving between the promoter and the Program so the payment requisitioned flag would be set to “No”. The promoter can then reconcile all transactions with the flag set against the payment received from the Program.

Financial Transactions confirmed by record type 900

  • Contributions
  • Educational Assistance Payments
  • Post-Secondary Education (PSE) withdrawals
  • Grant Repayments
  • Transfers
  • Termination Adjustments
  • Canada Learning Bond Requests
  • Reversals of the above financial transactions

Financial Transactions confirmed by record type 910

  • SAGES Requests
  • Cancel SAGES Requests
  • SAGES portion of Contribution reversals
  • SAGES portion of Educational Assistance Payments
  • SAGES portion of Grant Repayments
  • SAGES portion of Transfers
  • SAGES portion of Termination Adjustments

Note: A single record type 910 is used to confirm a SAGES Request or Cancel SAGES Request. One record type 900 and one record type 910 are reported together for the same financial transaction for cases where the SAGES EAP Amount or SAGES Amount is greater than zero or a contribution is being reversed that was previously paid SAGES.

Financial Transactions confirmed by record type 911

  • BCTESG Requests
  • Cancel BCTESG Requests
  • BCTESG portion of Educational Assistance Payments
  • BCTESG portion of Grant Repayments
  • BCTESG portion of Transfers
  • BCTESG portion of Termination Adjustments

Note: A single record type 911 is used to confirm a BCTESG Request or Cancel BCTESG Request. One record type 900 and one record type 911 are reported together for the same financial transaction for cases where the BCTESG EAP Amount or BCTESG Amount is greater than zero.

5.4 Record Type "920" – SIN Validation Report

As part of the Canada Education Savings Program's (CESP) ongoing efforts to improve program integrity, CESP will verify its beneficiary Social Insurance Number (SIN) information with the Social Insurance Registry (SIR) on a monthly basis. As a result of this monthly SIN validation, certain beneficiary SINs will be identified (flagged) by SIR as “not useable”. In order to help RESP promoters identify the “not useable” SINs, the program sends a SIN Validation Report (SVR) each month. This file will contain a new record type called the SIN Validation Report Record (920).

5.5 Record Type "950" - Contract Registration Report

The Program acknowledges every contract eligible for registration in the Contract Registration Report for the reporting period. This indicates whether or not all the Contract Information, Subscriber Information and Beneficiary Information transactions have been successfully processed and met the conditions for registration at Canada Revenue Agency (CRA).

5.6 Record Type “960” - Referral Report

Promoters participating in the Education Savings Referral Service will receive a Referral Report on a daily basis (including weekends and holidays) from the CES Program. The Referral Report could contain one or more Referral Report records (960) which will contain the information for an individual who is interested in acquiring more information about RESPs, the CESG and the CLB, in order to consider opening an RESP for their child and applying for the education savings incentives. Multiple births, e.g. twins, would result in a referral report record for each child.

Note: Promoters will receive a Referral Report every day whether or not there are referral report records (960) to send. An empty Referral Report will contain just the header and trailer records.

5.7 Mergers

Corporate purchases, amalgamations, realignments and other such business transactions occur frequently within the Financial Services and RESP industry. These changes are typically accompanied by revisions to the relevant business information e.g., new business number (BN), changes to the types of plans offered, change of trustee, or company name changes, etc.

The CES Program needs to be made aware of these corporate changes as early as possible. This is necessary to allow sufficient time to determine if a new CES Program promoter or trustee agreement is required and, to make the required updates to the CES Program database to ensure grant and bond payments continue uninterrupted.

6.0 Technical Specifications

This document is the ESDC, Canada Education Savings Program (CESP), Interface Transaction Standards (ITS). This document contains the detailed data format for electronically exchanging financial and contract transactions with the CES Program.

6.1 Scope

This document describes the data interface for the exchange of information between the CES Program and financial service organisations applying for the CESG, Additional CESG, CLB, SAGES and BCTESG. This specification is intended for use in support of system development to implement data interchange with the CES Program system.

This document is the standard by which information is exchanged with the financial services industry for the application and administration of the CESG, Additional CESG, CLB, SAGES and BCTESG. Data integrity rules are described in detail in this document. Descriptions of the business and general rules under which data is processed within the CES Program system are described in the foreword of this document.

Operational aspects of the movement of data and functions used to manage the movement of data files are not part of this specification and are found in Data Interface Operations and Connectivity. Operational functionality includes the following:

  • logging of files
  • authentication of Sender
  • transmission verification
  • transmission mechanisms

Detailed operational instructions concerning reporting schedules and methods of transfer of information may be obtained from:

  • ESDC
  • CESP Electronic Services
  • 140 Promenade du Portage, Phase IV
  • Gatineau, Quebec
  • K1A 0J9
  • Telephone: 1-888-276-3624

6.2 CES Program Transaction Processing Record Format Overview

This specification describes a data interface that is based on the exchange of bulk data files. Senders are required to conform to the record formats and rules specified in the ITS as well as other data interchange rules described in the Data Interface Operations and Connectivity.

The ITS consists of both input and output data record formats. Input records are used to record contract information, record beneficiary information and report financial transactions. Output records report the status of reported data in the form of transaction processing reports and error reports on a record by record basis.

6.3 Logical Record Types

Source transactions are identified by a "Record Type" code as outlined in the following table:

Record Type Description
001 Header Record (Source of transaction)
002 Sub-header Record (Used for processing report)
003 Files Processed
100 Contract Information
200
  • Beneficiary Information
  • Subscriber Information
300 Remove Subscriber / Beneficiary (Discontinued)
400

Financial Transaction

  • Contributions
  • EAP
  • PSE Contribution Withdrawals
  • Grant Repayment
  • Contract Transfers
  • Termination Adjustments
  • Request for CLB
410

SAGES Transaction

  • SAGES Request
  • Cancel SAGES Request
411

BCTESG Transaction

  • BCTESG Request
  • Cancel BCTESG Request
500 Transfer Transaction (Discontinued)
511 PCG/Spouse Information Transaction
700 Summary Reporting
800 Transaction Error Report
850 Severe Error Report
900, 910 and 911 Transaction Processing Report
920 SIN Validation Report
950 Contract Registration Report
960 Referral Report
999 Trailer Record (Control Count)

6.4 File / Record Structure

  1. All transaction files have a header record containing standard identification details.
  2. All files have a trailer record containing a control count of the number of records in the file including the header and trailer records.
  3. Files contain a mix of transactions, identified by a numeric record type code. This has been set at 3 digits to allow for possible future expansion.
  4. Source input files contain fixed length records, with record types being padded as necessary to meet a consistent standard. This enables different record types to be included on the same file.

6.5 Data Formats

  1. The ISO-8859-1 Latin 1 Character Set is the official Treasury Board of Canada, Information Technology Standard (TBITS) for data interchange. All data is provided in ISO-8859-1 format (numeric values are stored in their character representation) as shown in Appendix B.
  2. All fields are fixed length and occupy fixed positions within a record.
  3. Character data is left justified and padded with trailing spaces except for Business Number. If character data is received right justified, the CES Program system will convert it to left justify and transaction reports will show the data left justified.



    Note: Business Numbers cannot be padded with spaces. If a record Type “001” contains a space character (ASCII value 32) the file is rejected, and if any other record contains a space in the Sender BN field the record is rejected.
  4. Numeric data is right justified with leading zeroes.
  5. Most amount fields are standardised at 9 digits with two implied decimal places (i.e. up to a maximum of $9,999,999.99); negative amounts contain a minus sign "-" as the first character in the field.



    Note: The Amount field in record Type "002" is longer than other Amount fields allowing a maximum value of 12 characters $9,999,999,999.99
  6. List-type data fields use code tables whenever practical (e.g. Province codes and Error codes).
  7. All record types 100, 200, 400, 410, 411 and 511 include a "Transaction Type" code. Separate codes are used with each type of transaction in order to identify the specific processing requirements.

6.6 Record Separators

Records within files must be separated by a record separator character(s). Record separator characters vary depending on the operating system of the originating system. The CES Program transfer process replaces the carriage return (CR, decimal value 13) record separator character with the UNIX new line character (NL, decimal value 10).

Only the new line and carriage return characters are acceptable as record separators. No other record separator characters may be used.

6.7 End of File

The CES Program system rejects files that do not conform to CESG end of file format. The following rules apply to end of file format:

  • Files must have a Type "999" record as the last record.
  • The Type "999" must have a record separator character following it.

If the end of file (EOF) character is provided, the following rules apply:

  • The CES Program system accepts any single character as an EOF character following the Type "999" record.
  • No characters may follow the EOF character.

6.8 File Processing Notes

The CES Program transaction processing design supports the following file processing features:

  1. A physical file may include records relating to the following:
    • A Trustee and one or more Promoters (if the Sender is the Trustee).
    • A single Promoter (if a Promoter or other agent is acting on behalf of a Trustee).
  2. Physical files are rejected if one of the following conditions applies:
    • The CES Program system cannot read either the file or the header record
    • The header record contains invalid data, is missing, or appears more than once
    • A duplicate header (the same Promoter BN + Date Sent + File number) is already recorded in the CES Program system
    • The data version number is incorrect
    • The filename does not match header record
    • The trailer record contains invalid data, is missing, or appears more than once
    • The Sender BN is not authorised to send files
    • The record count in trailer record is incorrect
    • The filename does not follow the naming convention
    • The header record is not the first record in the file
    • The date sent in the file name or the header contains a date later than the current date
  3. In all other cases the incoming file records are read into the CES Program database. Transactions are validated and incomplete or invalid transactions reported back to the Sender, along with appropriate error codes.
  4. Transactions are processed during the reporting periods defined by CES Program Operations. All transactions with a Transaction Date on or before the reporting period end dates are processed during that period unless the transaction date is more than three years earlier than the processing date. In this instance the transaction will be processed but no grant or bond will be awarded.
  5. Files are processed during the reporting periods as outlined in Data Interface Operations and Connectivity. All files with the same Sender BN are processed in date-sent order. If the date sent is the same for more than one file in a reporting period, the files are processed by file number.

6.9 Record Table Terms

The following terms and abbreviations are used in the record format tables in section 3.

Discontinued
A field no longer required. Discontinued fields may be filled with any characters. Discontinued fields are not validated or recorded by the CES Program and are treated as Filler.
Ref.
Refer to section indicated.
Trxn. Posn.
Transaction Position
Unassigned
Unassigned Transaction Types are previously allowed field values that are no longer supported.

6.10 File Naming Standards

The physical naming of files is described as follows:

To CES Program: File type + Sender BN + Date Sent + Sender File number

From CES Program: File type + Sender BN + Date Processed + CESG File number + . + extension

The filename must be 26 characters long, or the file is rejected.

The following definitions apply to the components of the file naming standard:

File Naming Components
Component Format
File type A single uppercase character indicates the file type. The file type character indicates whether the file is a production file, a test file or a summary reporting file.
  • P = Production Data File
  • S = Summary Reporting File
  • T = Test Data File
  • Z = Test Summary Reporting File
Sender BN 15 character Business Number
Date Sent 8 numeric character date YYYYMMDD
File number
  • 2 digit file number
  • Must be between 01 and 99
  • Generated by CESG for .pro, .err, .ser, .svr, .reg and .ref files.
. . (Period)
Extension The file extension is one of:
  • pro = processing report from the Program to Sender
  • err = error report from the Program to Sender
  • reg = contract registration report from the Program to Sender
  • ser = severe error report from the Program to Sender
  • svr = SIN validation report from the Program to the Sender
  • ref = referral report from the Program to the Promoter

6.10.1 File Type

Files beginning with "T" are used strictly for industry testing and are never a part of a production file group. Files beginning with "Z" are used to test the Summary Reporting File and also are never a part of a production file group. The procedures for industry testing are outlined in Data Interface Operations and Connectivity.

6.10.2 File number

There may be occasions when a Sender wishes to send more than one file in a single day. In order to be able to give each file a unique name, the file name contains a file number. If the Sender sends one file in a day, a file number must be provided, though it can be any two-digit value.

The ordering of the file numbers will not be enforced. The file number is used purely to distinguish files sent on the same day. This differs from previous releases of the Interface Specification, where the files would be rejected if the file number did not follow a strict sequence.

6.10.3 File Extension

Files returned to the Sender have the same file type and BN but have the CES Program processing date and CES program file number in the prefix. In each reporting period a .pro, .err, .ser, and .reg file is returned to the Sender. The SIN Validation Report, a .svr file, is returned to the Sender each month only if one or more record type 920 transactions were created. The following is an example of a filename group:

Input Files
P123456789RC00011998113098
P123456789RC00011998113099
Output Files
P123456789RC00011998121501.ser
P123456789RC00011998121501.err
P123456789RC00011998121501.reg
P123456789RC00011998121501.pro
P123456789RC00011998121501.svr

All file names are in uppercase except file extensions.

6.10.4 Header and Trailer Record

The Header Record (adhering to the File Identification Standard) is the first record in the file and the Trailer Record, providing a control count of the records in the file, is the last.

For the trailer record sent by the Program:

  • The file number is a unique number that the Program assigns.
  • The date when CES Program processing occurred.

6.11 Source Data Definition Standard

Transaction format and content is defined in this document using a common (COBOL) standard, with the following symbols for data attributes:

Source Data Definition Standard
Symbol Description
A Alphabetic data. Only the characters A through Z (upper and lowercase) are allowed in a field with this description. It is very rarely used due to the limitations imposed on it (no numbers, punctuation or special characters). The alphanumeric descriptor (X) is usually used in its place due to its broader flexibility.
X Any printable alphanumeric character (includes numbers, letters, punctuation marks, spaces and other special characters). The entire field contains spaces if not used. If larger than 1 character, the contents are left justified with trailing spaces. For example: the letter A in a 3 character alphanumeric field is stored as "A". The number 5 in a character alphanumeric field is stored as "5".
9 Any number. The entire field contains zeros if unused (blanks are not allowed). If larger than 1 digit, the contents are right justified with leading zeroes. For example: the number 5 in a 3 character numeric field is stored as "005".

Note: Negative amounts are preceded by a minus sign "-" as the first character in the field.

() Indicates a recurrence of the preceding data type, with the number of occurrences stored inside of the parenthesis. For example: 9(6) means a number up to six digits long, X(6) means 6 consecutive characters of alphanumeric data.
V Implied decimal point. A character (byte) is not used in the storage of a decimal point but its existence and position is implied. When the field is printed and used in a calculation, an implied decimal point is inserted at the point where the V appears. For example: a field defined as 9V9 is interpreted as 9.9 but is stored as 99.

Example:

9(7)V9(3) = 9(7)V999 = 9999999V999 = 9999999V9(3)

In all cases, the field is stored as 0123456789 but is interpreted as 0123456.789

6.12 Standard Data Formats

The following table outlines standard formatting rules for common data field types:

Standard Data Formats
Type Standard Format Format
Record Type 9(3) 001-999
Transaction Date 9(8) Valid date formatted YYYYMMDD.
Transaction Type 9(2) Codes vary according to transaction.
Promoter BN X(15) The Promoter's Business Number, any 15 characters.
Specimen plan ID 9(10) Unique Specimen Plan Identifier assigned by Canada Revenue Agency.
Contract ID X(15) Assigned by the Promoter, any string of characters.
SIN 9(9) Social Insurance Number
Amount Fields 9(9)V99 or -9(8)V99

Up to maximum of $999,999,999.99. Decimals are implied i.e. a contribution of $1000.00 is reported as 100000 with the appropriate number of leading zeros for padding the field to the correct length (00000100000).

Minus $1000.00 is -0000100000

Name Fields X(20) Given Name, Surname.
Province A(2) Ref.: Appendix A
Country A(3) CAN, USA, OTH
Valid Date 9(8) All dates must be formatted YYYYMMDD, numerals only, without delimiters such as spaces or punctuation.
Filler X(n-500) Unused field. Must contain the specified number of spaces, or optional comments and is ignored regardless of its contents.
Error Code X(4) Ref.: Appendix A

All record types follow a standard layout, with the same fields occurring in the same positions to the extent possible.

6.13 Transaction Sequence

Transaction must be submitted in a logical sequence. The beneficiary must be established in the CES Program system before financial transactions affecting a beneficiary can be accepted by the CES Program system.

Type “400”, “410” and “411” records may be sent in the same files as the Type “100” and “200”, or in subsequent files.

7.0. Transaction Formats

This section contains detailed descriptions of all transaction record formats. If any record is rejected, at least one record of the error is written into the Error Report (filename.err) except in the case of Severe Error. A record of severe error is written into the Severe Error Report (filename.ser) if, in any transaction record, the Promoter Business Number or Transaction Identifier is blank, the combination of Promoter Business Number and Transaction Identifier is not unique, or the record type is invalid.

If any field designated "mandatory" is blank, an error message is generated with an Error Code of "7005".

7.1 Record Type "001" - Header Record

PURPOSE:

To identify the source of a transaction file.

REQUIREMENTS:

None.

Record Type "001"
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "001" - Header Record n/a
Sender BN X(15) 4-18 n/a n/a
Date Sent 9(8) 19-26 Date on which file sent to the Program. n/a
File number 9(2) 27-28 Number to distinguish files sent on the same day. Range 01-99 n/a
Data Version 9(2)V9 29-31

Version of the CES Program data interface standard currently in use.

040, 050, 055 or 058

n/a
Filler X(469) 32-500 n/a n/a

7.1.1 Type "001" Validation Rules

The header record, Type "001", is validated and error codes are generated for failures as outlined in the following table and notes:

Type "001" Validation Rules
Field Rule Error Code(s)
Record Type

There must be a header.

6003
The first record in every file must be Type "001". 6016
No other record can be Type "001". 6005
Sender BN

Mandatory field.

7005
The Sender BN must match the Sender BN in the filename. 6000
The Sender BN must exist in the CES Program database. 7001
The Sender BN must be identified in the CES Program system as authorised to send files. 6006
Date Sent Mandatory field. 7005
The Date Sent must match the date in the filename. 6000
The Date Sent must precede or match the current date. 7000
The Date Sent must not precede January 1, 1998. 7000
File number Mandatory field. 7005
The File number must match the File number in the filename. 6000
Data Version Mandatory field. 7005
The Data Version must be either 040, 050, 055 or 058. 6014
Filler Not validated. n/a
  • If the filename is not 26 characters long, and formatted as outlined in section 2.6, an error record Type 6001 is generated.
  • The combination of Business Number, Date Sent, and File number must be unique. If the same combination has already been received and processed by the CES Program system, the file is rejected and an error record Type 6002 is generated. A file number can be repeated only if the Date Sent is different as outlined in section 2.6.

7.2 Record Type "002" - Sub-Header Record (Transaction Processing Report)

The Record Type "002" is included in the transaction processing report.

PURPOSE:

The sub-header records supply reporting period information for each promoter in the transaction processing report.

REQUIREMENTS:

This record is generated by the CES Program system and occurs as the second record type in the transaction processing report.

Record Type "002"
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "002" - Sub-header Record n/a
Promoter BN X(15) 4-18 Business Number of the Promoter. n/a
Start date of reporting period 9(8) 19-26 Valid date. n/a
End date of the reporting period 9(8) 27-34 Valid date. n/a
Summary amount 9(10)V99 35-46 Sum of Grant and Bond payment less the sum of repayment for a promoter in this reporting period. Positive if Grant plus Bond disbursed by CESG exceeds the repayment by the Promoter.
Payment Amount 9(10)V99 47-58 Grant and bond money paid to sender in this reporting period. $0 if net repayment of grant or bond.
Payment Requisition ID 9(10) 59-68 n/a Generated by CES Program system.
Filler X(432) 69-500 n/a n/a

7.2.1 Type "002" Validation Rules

Because Record Type "002" is generated by the Program, validation rules are not applicable.

7.3 Record Type "003" - Files Processed Record (Transaction Processing Report)

The Record Type "003" is included in the transaction processing report.

PURPOSE:

The Files Processed record gives the name of a production file sent by the Sender that was processed by the CES Program during the production run. One record is generated for each production file sent and processed.

REQUIREMENTS:

This record is generated by the CES Program system and occurs as the third record type in the transaction processing report.

Record Type "003"
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "003" - Files Processed Record n/a
Sender BN X(15) 4-18 Business Number of the Sender. n/a
Date Sent 9(8) 19-26 Date Sender sent the file to the Program. n/a
File Number 9(2) 27-28 File Number generated by the Sender. n/a
Filler X(472) 29-500 n/a n/a

7.3.1 Type "003" Validation Rules

Because Record Type "003" is generated by the Program, validation rules are not applicable.

7.4 Record Type "100" - Contract Information

Record Type "100" is used to provide contract information or request registration of a contract.

PURPOSE:

To provide contract information necessary to request registration of a new contract or update an existing contract.

REQUIREMENTS:

Corresponding Records Type "200" for a Beneficiary and Subscriber must be submitted to complete contract registration.

Record Type "100"
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "100" - Contract Information n/a
Transaction Date 9(8) 4-11 Contract creation date if initial submission. Current date if update transaction. n/a
Promoter Transaction ID X(15) 12-26 Unique identifier assigned to each transaction by the promoter. Promoter Transaction Identifier must not be reused to submit corrections.
Promoter BN X(15) 27-41 Business Number n/a
Transaction Type 9(2) 42-43 1 - Contract Information n/a
Specimen Plan ID 9(10) 44-53 Specimen Plan approval number. Assigned by Canada Revenue Agency
Contract ID X(15) 54-68 n/a n/a
Contract Term Date X(8) 69-76 n/a Discontinued
Contract Term Reason X(1) 77-77 n/a Discontinued
Balance Capital Account X(9) 78-86 n/a Discontinued
Reversal Flag X(1) 87-87 n/a Discontinued
Originating Promoter Transaction ID X(15) 88-102 n/a Discontinued
Individual/Sibling Only 9(1) 103-103

0 - No

1 - Yes

Blank is interpreted as ‘No’.

Must be a value of 1 to attract Additional CESG, CLB, SAGES or BCTESG.
Filler X(397) 104-500 n/a n/a

7.4.1 Type "100" Validation Rules

The contract information record, Type "100", is validated and error codes are generated for failures as outlined in the following table and notes:

Type "100" Validation Rules
Field Rule Error Code(s)
Record Type Mandatory field. .ser file
Transaction Date Mandatory field. 7005
Valid date. 7000
The Transaction Date must be on or before the current reporting period end date set by the Program. 1004
Promoter Transaction ID Mandatory field. .ser
The Promoter Transaction Identifier must be unique for each promoter. .ser
Promoter BN Mandatory field. .ser
Must be 15 characters. .ser
The Promoter Business Number must exist in the CES Program database. 7001
Transaction Type Mandatory field. 7005
The Transaction Type must be valid for the Record Type. 7002
Specimen plan ID Mandatory field. 7005
Must be numerals only. 7001
Specimen plan must exist in the CES Program database. 1005
The Promoter must be associated with the specimen plan identified in the Specimen Plan ID field. 7008
The Semder BN specified in the header record must be authorised to send data for the Specimen plan. 7030
Contract ID Mandatory field. 7005
Contract Term Date n/a Discontinued.
Contract Term Reason n/a Discontinued.
Balance Capital Account n/a Discontinued.
Reversal Flag n/a Discontinued.
Originating Promoter Transaction ID n/a Discontinued.
Individual/Sibling Only Must 0 or 1. 7001
Filler Not validated. n/a

7.5 Record Type "200" - Beneficiary / Subscriber Information

Record Type "200" is used to submit beneficiary and subscriber information both for contract registration, and creating or updating beneficiary records.

PURPOSE:

To provide the CES Program system with the following information:

  1. Beneficiary Information
  2. Subscriber Information

REQUIREMENTS:

Subscriber SIN/BN must be provided for all contracts created after December 31, 1998.

Record Type "200"
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "200" - Ben / Sub Info n/a
Transaction Date 9(8) 4-11 Date Beneficiary or Subscriber is added to the Contract. Use current date if Beneficiary or Subscriber information is being updated
Promoter Transaction ID X(15) 12-26 Unique identifier assigned to each transaction by the promoter. Promoter Transaction Identifier must not be reused to submit corrections.
Promoter BN X(15) 27-41 n/a n/a
Transaction Type 9(2) 42-43

3- Beneficiary Info

4- Subscriber Info

Transaction Types 5, 6, 7, and 8 are unassigned.
Specimen Plan ID 9(10) 44-53 Specimen Plan approval number. Assigned by Canada Revenue Agency
Contract ID X(15) 54-68 n/a n/a
SIN 9(9) 69-77 Beneficiary or Subscriber SIN or 9 digit portion of BN if subscriber is an Agency n/a
Given Name X(20) 78-97 n/a

If Subscriber is an Agency, begin entering the Agency name in the Given name field and continue in the Surname field.

If the Beneficiary or Subscriber only has one name this field can be left blank or populated with a period ( . ), hyphen ( - ) or underscore ( _ ).

Surname X(20) 98-117 n/a As the Surname field is mandatory, if an Agency name is less than 21 characters and does not continue in the Surname field, a character must be entered in this field or the record will be in error.
Birth Date 9(8) 118-125 n/a n/a
Sex 9(1) 126-126

1- Female

2- Male

n/a
Relationship Type 9(1) 127-127

Relationship of Subscriber to Beneficiary

1- Parent

2- Grandparent

3- Aunt/Uncle

4- Sibling

5- Not related

6- Other

7- Agency

n/a
Address Line 1 X(40) 128-167 Street name, number, & apartment. n/a
Address Line 2 X(40) 168-207 Province or equivalent if Country not CAN. n/a
Address Line 3 X(40) 208-247 Country if Country = OTH n/a
City X(30) 248-277 n/a n/a
Province A(2) 278-279 Ref.: Appendix A. If Country not CAN, Province ignored.
Country A(3) 280-282 CAN, USA or OTH. If OTH, Address Line 3 contains the full name of the country.
Postal Code X(10) 283-292 Postal Code if Country CAN n/a
Telephone X(10) 293-302 n/a Discontinued
Fax X(10) 303-312 n/a Discontinued
E-Mail X(40) 313-352 n/a Discontinued
Old Ben SIN X(9) 353-361 n/a Discontinued
Old Ben Given Name X(20) 362-381 n/a Discontinued
Old Ben Surname X(20) 382-401 n/a Discontinued
Old Ben Birth Date X(8) 402-409 n/a Discontinued
Language 9(1) 410-410

1- English

2- French

Type 3 is unassigned.
Custodial Parent Name X(30) 411-440 Custodial parent name in free form text. Given name + space + Surname
Lifetime Contribution X(9) 441-449 n/a Discontinued
Reversal Flag X(1) 450-450 n/a Discontinued
Original Promoter Transaction ID X(15) 451-465 n/a Discontinued
Filler X(35) 466-500 n/a n/a

7.5.1 Type "200" Validation Rules

The subscriber / beneficiary information record, Type "200", is validated and error codes are generated for failures as outlined in the following table and notes:

Type "200" Validation Rules
Field Rule Error Code(s)
Record Type Mandatory field. .ser file
Transaction Date Mandatory field. 7005
Valid date. 7000
Transaction Date must be on or before the current reporting period end date set by the Program. 1004
Transaction Date must be on or after the beneficiary Birth Date if Transaction Type 3. 2027
Promoter Transaction ID Mandatory field. .ser
Promoter Transaction Identifier must be unique for each promoter. .ser
Promoter BN Mandatory field. .ser
Must be 15 characters. .ser
Promoter BN must exist in the CES Program database 7001
Transaction Type Mandatory field. 7005
Transaction must be valid for the Record Type. 7002
Specimen plan ID Mandatory field. 7005
Must be numeric. 7001
Specimen plan must exist in the CES Program database. 1005
The Promoter must be associated with the specimen plan identified in the Specimen Plan ID field. 7008
Contract ID Mandatory field. 7005
SIN Mandatory field. 7005
Numerals (9) only. 7001
If Transaction Type 4 and relationship type not 7, must be numerically valid. 7006
If Transaction Type 3, must pass SIR validation as outlined in Appendix C. 7006
If Transaction Type 4 and Relationship Type = 7 – Agency, must be numerically valid. 7033
Given Name
If Transaction Type 3, must pass SIR validation as outlined in Appendix C. 7006
Surname
Mandatory field 7005
If Transaction Type 3, must pass SIR validation as outlined in Appendix C. 7006
Birth Date Mandatory if Transaction Type 3. 7005
Valid date. 7000
If Transaction Type 3, must pass SIR validation as outlined in Appendix C. 7006
Sex Mandatory if Transaction Type 3. 7005
Must be a valid sex. 7001
If Transaction Type 3, must pass SIR validation as outlined in Appendix C. 7006
Relationship Type Mandatory if Transaction Type 4. 7005
Must be a valid relationship type. 7001
Address Line 1 Mandatory field. 7005
Address Line 2 Not Validated. n/a
Address Line 3 Not Validated. n/a
City Mandatory field. 7005
Province Mandatory if Country CAN. 7005
If Country CAN, must match code in Appendix A, Province Codes. 7001
Country Mandatory field. 7005
Must be a valid country code. 7001
Postal Code Mandatory if Country CAN. 7005
Telephone n/a Discontinued.
Fax n/a Discontinued.
E-Mail n/a Discontinued.
Old Ben SIN n/a Discontinued.
Old Ben Given Name n/a Discontinued.
Old Ben Surname n/a Discontinued.
Old Ben Birth Date n/a Discontinued.
Language Mandatory if Transaction Type 3. 7005
Custodial Parent Name Mandaroty if Transaction Type 3, and Beneficiary is under 19 years of age. 7005
Lifetime Contribution n/a Discontinued.
Reversal Flag n/a Discontinued.
Original Promoter Transaction ID n/a Discontinued.
Filler Not validated. n/a

7.6 Record Type "400" - Financial Transaction

Financial Transaction, Type 400, is used to report financial activity on an RESP contract.

REQUIREMENTS:

A contract must be registered before any financial transactions are reported.

The Beneficiary record must be established in the CES Program database.

Record Type "400"
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "400" - Financial Transaction n/a
Transaction Date 9(8) 4-11 The date on which the subscriber conducted the financial business with the Promoter.

Transaction Date must be on or after January 1, 2005 for an Additional CESG request

Effective January 1, 2008, grant or bond is not awarded on transactions with a transaction date earlier than three years when compared to the date sent in the Header Record (001) of the file they were submitted in.

Promoter Transaction ID X(15) 12-26 Unique identifier assigned to each transaction by the promoter. Promoter Transaction Identifier must not be reused.
Promoter BN X(15) 27-41 n/a n/a
Transaction Type 9(2) 42-43

11 - Contribution

13 - EAP

14 - PSE Contribution Withdrawal

19 - Transfer In

21 - Grant Repayment

22 - Termination Adjustment

23 - Transfer Out

24 - Request for CLB Payment

Type 12, 15, and 16 are Unassigned.

Type 25 is discontinued

Specimen Plan ID 9(10) 44-53 Specimen Plan approval number. Assigned by Canada Revenue Agency
Contract ID X(15) 54-68 n/a Must be an Individual/Sibling Only contract if transaction type is 24.
Subscriber SIN 9(9) 69-77 n/a In case of Agency subscriber, use 9 digit portion of Agency BN.
Beneficiary SIN 9(9) 78-86 n/a n/a
Contribution Amount 9(7)V99 87-95 The amount of the contribution. n/a
Grant Requested 9(1) 96-96

0 - No

1 - Yes

If the Grant Requested flag is not 1, no Grant/Bond is awarded on the transaction.

For Transaction Type 24 a value of 0 indicates a Stop of CLB, 1 indicates a legitimate CLB request.

Institution Code X(4) 97-100 Replaced by new field. Discontinued.
Academic Year Start Date 9(8) 101-108 The date of the start of the current academic year of study. Default day to "01".
Academic Year Length 9(3) 109-111 Contiguous number of weeks the beneficiary is enrolled in post-secondary education in the current academic year. n/a
Contract Term Date X(8) 112-119 n/a Discontinued.
Contract Term Reason X(1) 120-120 n/a Discontinued.
Reversal Flag 9(1) 121-121 1 - Normal

2 - Reversal
n/a
Original Promoter Transaction ID X(15) 122-136 Transaction ID of the transaction to be reversed, if Reversal Flag is 2. n/a
Original Promoter BN X(15) 137-151 Promoter BN reported on the transaction to be reversed, if Reversal Flag is 2. n/a
Grant Amount 9(7)V99 152-160 The grant amount being transferred, adjusted or repaid to the Program. n/a
EAP Grant Amount 9(7)V99 161-169 The CESG and Additional CESG portion of an EAP. n/a
EAP Amount 9(7)V99 170-178 The total amount of the EAP, including earnings, CESG, Additional CESG, CLB, SAGES and BCTESG. n/a
PSE Amount 9(7)V99 179-187 The contribution withdrawn while the beneficiary is enrolled in post-secondary education. n/a
Other Specimen Plan ID 9(10) 188-197 Used in transfer transactions (Type 19 and 23) to report the other Specimen Plan ID used by the other transferring Promoter. n/a
Other Contract ID X(15) 198-212 Used in transfer transactions (Type 19 and 23) to report the Other Contract ID used by the other transferring Promoter. n/a
Repayment Reason 9(2) 213-214 01 - Contribution Withdrawal

02 - AIP

03 - Contract Termination

04 - Ineligible Transfer

05 - Ineligible Beneficiary Replacement

06 - Payment to Educational Institution

07 - Revocation

08 - Ceases to meet Sibling Only condition

09 - Deceased

10 - Overcontribution withdrawal

11 - Other

12 - Non-resident
n/a
PSE Program Length 9(1) 215-215

Length of the degree or diploma program, in years.

0 - less than one year

1 - one year

2 - two years

.

.

.

8 - eight years

9 - nine or more years

n/a
PSE Program Type 9(2) 216-217 01 - University

02 - Community college or CEGEP

03 - Private trade, vocational or career college

04 - Other
n/a
Educational Institution Postal Code X(10) 218-227 Postal code of the post-secondary educational institution attended by beneficiary. If the institution does not have a postal code or a zip code, the country name should be used. n/a
PSE Program Year 9(1) 228-228

Year of the current program of studies in which beneficiary is enrolled.

1 - first year

2 - second year

3 - third year

.

.

.

8 - eight year

9 - ninth or later year

n/a
PCG/Spouse
X(15) 229-243 May contain either the Primary Caregiver's SIN number, Spouse’s SIN number or Primary Caregiver's BN.

For Transaction Type 11, if this field is populated then it will indicate a request for Additional CESG.

Mandatory for Transaction Type 24.
PCG/Spouse Given Name X(20) 244-263 n/a n/a
PCG/Spouse Surname X(20) 264-283 n/a n/a
PCG/Spouse Type 9(1) 284-284

Indicates whether the PCG/Spouse SIN or PCG BN is being used.

1 - PCG/Spouse SIN
2 - PCG BN

This information is required for Additional CESG payment on a Transaction Type 11 that includes the PCG/Spouse information i.e. an Additional CESG transaction.
CLB Amount 9(7)V99 285-293 CLB Amount being adjusted transferred or repaid to the Program. Used when Transaction Type = 19, 21, 22 or 23.
CLB EAP Amount 9(7)V99 294-302 The CLB portion of an EAP. Used when Transaction Type = 13.
Alberta Grant Amount 9(7)V99 303-311 n/a Discontinued
Alberta Grant EAP Amount 9(7)V99 312-320 n/a Discontinued
Alberta Grant Province A(2) 321-322 n/a

Discontinued

SAGES Amount 9(7)V99 323- 331 The SAGES amount being transferred, adjusted, or repaid to the Program.

Used when Transaction Type = 19, 21, 22 or 23.

SAGES EAP Amount 9(7)V99 332- 340 The SAGES portion of the EAP.

Used when Transaction Type = 13.

BCTESG Amount

9(7)V99 341-349 The BCTESG amount being transferred, adjusted, or repaid to the Program. Used when Transaction Type = 19, 21, 22 or 23.
BCTESG EAP Amount 9(7)V99 350-358 The BCTESG portion of the EAP. Used when Transaction Type = 13.
Filler X(142) 359-500 n/a n/a

7.6.1 Type "400" Validation Rules

The financial transaction record, Type "400", is validated and error codes are generated for failures as outlined in the following table and notes:

Record Type "400" Validation Rules
Field Rule Error Code(s)
Record Type Mandatory field. .ser file
Transaction Date Mandatory field. 7005
Valid date. 7000
Transaction Date must be on or before the current reporting period end date set by the Program. 1004
Transaction Date must be on or after Beneficiary Birth Date, if Transaction Type 11, 13, 14 and 24. 2027
Transaction Date must be on or after Beneficiary Birth Date if Transaction Type is 21 and the CLB Amount is greater than zero. 2027
Transaction date must be before beneficiary's 21st first birthday if Transaction Type is 24. 2033
Transaction Date must be on or after January 1, 1998 if Transaction Type 11, 13, 14, 19, 21, 22 and 23. 7017
Transaction Date must be on or after January 1, 2004, if Transaction Type is 24. Transaction Date must be on or after January 1, 2004 if Transaction Type is 19, 21, 22 or 23 and CLB Amount is greater than zero. Transaction Date must be on or after January 1, 2004 if Transaction Type is 13 and CLB EAP Amount is greater than zero. 7034
Transaction date must be on or after original transaction date if reversal flag = 2. 7018
Transaction Date must be on or after January 1, 2013 if Transaction Type is 19, 21, 22 or 23 and SAGES Amount is greater than zero. Transaction Date must be on or after January 1, 2013 if Transaction Type is 13 and SAGES EAP amount is greater than $0.

7040

Transaction Date must be on or after August 15, 2015 if Transaction Type is 19, 21, 22 or 23 and BCTESG Amount is greater than zero. Transaction Date must be on or after August 15, 2015 if Transaction Type is 13 and BCTESG EAP amount is greater than $0. 7041
Promoter Transaction ID Mandatory field. .ser
Promoter Transaction Identifier must be unique. .ser
Original transaction and its reversal were found in the same processing period. 7021
Promoter BN Mandatory field. .ser
Must be 15 characters. .ser
Promoter BN must exist in the CES Program database. 7001
Transaction Type Mandatory field. 7005
The Transaction Type must be valid for the Record Type. 7002
Sender must be authorized to submit transactions with CESG content if transaction type is 11 or 14. 1011
Sender must be authorized to submit transactions with CLB content if transaction type is 24. 1012
Sender must be authorized to submit transactions with Albert Grant content if transaction type is 25. 1013
Specimen Plan ID Mandatory field. 7005
Must be numeric. 7001
Specimen plan must exist in the CES Program database. 1005
The Promoter must be associated with the specimen plan identified in the Specimen Plan ID field. 7008
The Sender BN specified in the header record must be authorised to send data for the Specimen plan. 7030
The beneficiary must be associated with the specimen identified in the Specimen Plan ID field if Transaction Type is 11, 13, 14 or 24. The beneficiary must be associated with the specimen identified in the Specimen Plan ID field if Transaction Type is 21 and the CLB Amount is greater than zero. 7031
Specimen Plan must be approved for CES Grant if Transaction Type is 11 or 14. Specimen Plan must be approved for CES Grant if Transaction Type is 13 and EAP Grant Amount is greater than zero. The Specimen Plan must be approved for CES Grant if Transaction Type is 19, 21, 22, 23 and Grant Amount is greater than zero. 1007
Specimen Plan must be approved for CLB if Transaction Type is 13 and EAP CLB Amount is greater than zero. The Specimen Plan must be approved for CLB if Transaction Type is 19, 21, 22, 23 and CLB Amount is greater than zero 1008
Specimen Plan must be approved for CLB if Transaction Type is 24. 1008
Specimen Plan must be approved for BCTESG if Transaction Type is 13 and BCTESG EAP Amount is greater than zero. The Specimen Plan must be approved for BCTESG if Transaction Type is 19, 21, 22 or 23 and BCTESG Amount is greater than zero. 1018
Contract ID Mandatory Field. 7005
Must be an individual/sibling only contract if transaction type = 24. 1010
Subsciber SIN Not validated
Beneficiary SIN Mandatory if Transaction Type is 11, 13, 14, 24. Mandatory if Transaction Type is 21 and CLB Amount is greater than zero. 7005
The Beneficiary SIN must exist in the CES Program database. 7001
Beneficiary Birth Date must be on or after January 1, 2004 if Transaction Type is 24. 7037
Contribution Amount Mandatory if Transaction Type is 11. 7005
Numerals only. 7001
Value must be 0.01 to 9,999,999.99 3006
Grant Requested Mandatory if Transaction Type 11 or 24. 7005
If Transaction Type 11 or 24 then value must be 0 or 1 7001
Institution Code n/a Discontinued
Academic Year Start Date Mandatory if Transaction Type 13 or 14. 7005
Valid Date. 7000
Academic Year Length Mandatory if Transaction Type 13 or 14. 7005
Numerals only. 7001
Contract Term Date n/a Discontinued
Contract Term Reason n/a Discontinued
Reversal Flag Mandatory field. 7005
Must be 1 or 2. 7001
Original Promoter Transaction ID Mandatory if Reversal Flag is 2. 7005
Cannot process if original transaction is in error. 7020
Must exist in the CES Program database for field Original Promoter BN. 7022
Original transaction must not have been reversed. 7023
Original Promoter BN Mandatory if Reversal Flag = 2 7005
Original Promoter BN must exist in CES Program database. 7001
Grant Amount Mandatory if Transaction Type is 19, 21, 22 or 23. 7005
Numerals only. 7001
Dollar value must be 0.00 to 9,999,999.99 3099
Sender must be authorized to submit transactions with CESG content if transaction type is 19, 21, 22, 23 grant amount > 0. 1011
EAP Grant Amount Mandatory if the Transaction Type is 13. 7005
Numerals only. 7001
Dollar value must be 0.00 to 9,999,999.99 3099
Sender must be authorized to submit transactions with CESG content if transaction type is 13 and EAP grant amount > 0. 1011
Total EAP Amount Mandatory if the Transaction Type is 13. 7005
Numerals only. 7001
Value must be 0.01 to 9,999,999.99 3006
PSE Amount Mandatory if the Transaction Type is 14. 7005
Numerals only. 7001
Value must be 0.01 to 9,999,999.99 3006
Other Specimen Plan ID Mandatory if Transaction Type 19 or 23. 7005
Must be numeric. 7001
Must exist in CES Program database if Transaction Type 19 or 23. 1005
Other Contract ID Mandatory if Transaction Type 19 or 23 7005
Repayment Reason Mandatory if Transaction Type 21. 7005
PSE Program Length Must be numeric. 7001
Mandatory if Transaction Type 13 or 14. 7005
PSE Program Type Mandatory if Transaction Type 13 or 14. 7005
Must be numeric. 7001
Must be a valid program type. 7001
Educational Institution Postal Code Mandatory if Transaction Type 13 or 14. 7005
PSE Program Year Must be numeric. 7001
Mandatory if Transaction Type 13 or 14. 7005
Must be a valid program year. 7001
PCG/Spouse 9 digit SIN must be numerically valid, if the Transaction Type is 24 and PCG/Spouse Type = 1 “PCG/Spouse SIN”. 7033
First 9 digits must be numerically valid if Transaction Type is 24 and PCG/Spouse Type is 2 - “PCG BN”. 7033
Mandatory if Transaction Type 24 and on the date of the transaction, the Beneficiary is less than 18 years of age. 7005
Sender must be authorized to submit transactions with Additional CESG content if transaction type is 11 and PCG/Spouse is present. 1014
PCG/Spouse Given Name Mandatory if PCG/Spouse is present, PCG Type = 1 and the Transaction Type is 24. 7005
Sender must be authorized to submit transactions with Additional CESG content if transaction type is 11 and PCG/Spouse Given Name is present. 1014
PCG/Spouse Surname Mandatory if PCG/Spouse is present, PCG/Spouse Type = 1 and Transaction Type is 24. 7005
Sender must be authorized to submit transactions with Additional CESG content if transaction type is 11 and PCG/Spouse Surname is present. 1014
PCG/Spouse Type

Mandatory if PCG/Spouse is present and transaction type = 24 7005
Value must be either 1 or 2 if Transaction Type is 24. 7001
Sender must be authorized to submit transactions with Additional CESG content if transaction type is 11 and PCG/Spouse Type is present 1014
CLB Amount Numerals only. 7001
Must be zero or blank if Transaction Type is 21 and repayment reason = 1. 7036
If an amount is entered, dollar value must be 0.00 to 20,000 if transaction type = 19 or 23. 3099
If an amount is entered, dollar value must be 0.00 to 5,000.00 if transaction type = 21 3099
Beneficiary must have a CLB account if Transaction Type is 21 and amount is greater than zero. 7032
If an amount is entered, dollar value must be 0.00 to 20,000 if transaction type = 22. 3099
Sender must be authorized to submit transactions with CLB content if transaction type is 19, 21, 22, 23 and CLB amount > 0. 1012
CLB EAP Amount Numerals only. 7001
If an amount is entered, dollar value must be 0.00 to 5,000.00 if transaction type = 13 3099
Beneficiary must have a CLB account if Transaction Type = 13 and amount is greater than 0. 7032
Sender must be authorized to submit transactions with CLB content if transaction type is 13 and CLB EAP amount > 0. 1012
Alberta Grant Amount
n/a Discontinued
Alberta Grant EAP Amount n/a Discontinued
Alberta Grant Province n/a Discontinued

SAGES Amount

  • Numerals only.
  • If an amount is entered, dollar value must be 0.00 to 9,999,999.99
  • Sender must be authorized to submit transactions with SAGES content if transaction type is 19, 21, 22, 23 and SAGES amount > 0.
7001

3099

1015
SAGES EAP Amount
  • Numerals only.
  • Dollar value must be 0.00 to 9,999,999.99
  • Sender must be authorized to submit transactions with SAGES content if transaction type is 13 and SAGES amount > 0.

7001

3099

1015

BCTESG Amount Numerals only. 7001
If an amount is entered, dollar value must be 0.00 to 9,999,999.99 3099
Sender must be authorized to submit transactions with BCTESG content if transaction type is 19, 21, 22, 23 and BCTESG amount > 0. 1017
Must be zero or blank if Transaction Type is 21 and repayment reason = 1. 7036
BCTESG EAP Amount Numerals only. 7001
Dollar value must be 0.00 to 9,999,999.99 3009
Sender must be authorized to submit transactions with BCTESG content if transaction type is 13 and BCTESG EAP amount > 0. 1017
Filler Not validated. n/a

7.7 Record Type "410" – SAGES Transaction

SAGES Transaction, Record Type 410, is used to report SAGES request activity on a RESP contract. There are two transaction types of SAGES transactions reported: “30” – SAGES Request and “31” - Cancel SAGES Request.

REQUIREMENTS:

A contract must be registered before any financial transactions are reported. The Beneficiary Record must be established in the CES Program database.

7.7.1 Transaction Type "30" - SAGES Request

PURPOSE:

The "410-30" is used by promoters to request SAGES for a contribution.

Record Type "410" – SAGES Transaction
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 “410” – SAGES Transaction n/a
Transaction Date 9(8) 4-11 The most recent of the SAGES application form date or the transaction date of the contribution SAGES is being requested for. Transaction Date must be on or after January 1, 2013.
Promoter Transaction ID X(15) 12-26 Unique identifier assigned to each transaction by the promoter. Promoter Transaction Identifier must not be reused.
Promoter BN X(15) 27-41 Business Number n/a
Transaction Type 9(2) 42-43 “30” –SAGES Request n/a
Specimen Plan ID 9(10) 44-53 Specimen Plan approval number. Assigned by Canada Revenue Agency
Contract ID X(15) 54-68 Promoter’s contract number associated to a beneficiary Must be an Individual/Sibling Only contract.
Contribution Promoter Transaction ID X(15) 69-83 Unique identifier for the contribution which is requesting SAGES n/a
Contribution Promoter BN X(15) 84-98 Promoter BN for the contribution which is requesting SAGES n/a
Filler X(402) 99-500 n/a n/a
7.7.1.1 Type "410-30" Validation Rules

The SAGES Request Transaction Record is validated and error codes are generated for failures as outlined in the following table and notes:

Type "410-30" Validation Rules
Field Rule Error Code(s)
Record Type Mandatory field .ser file
Transaction Date Mandatory field. 7005
Valid Date. 7000
Transaction date must be on or before the current reporting period end date set by the Program. 1004

Transaction date must be on or after January 1, 2013.

7040
Transaction date must be on or after Beneficiary Birth Date. 2027
Promoter Transaction ID Mandatory field. .ser file
Promoter Transaction Identifier must be unique. .ser file
Promoter BN

Mandatory field.

.ser file

Must be 15 characters.

.ser file
Promoter BN must exist in the CES Program database. 7001
Transaction Type

Mandatory field.

7005

The Transaction Type must be valid for the Record Type.

7002
Sender must be authorized to submit transactions with SAGES content. 1015
Specimen Plan ID

Mandatory field.

7005

Must be numeric.

7001

Specimen plan must exist in the CES Program database.

1005

The promoter must be associated with the specimen plan identified in the Specimen Plan ID field.

7008

The Sender BN specified in the header record must be authorized to send data for the specimen plan.

7030

The beneficiary must be associated with the specimen plan identified in the Specimen Plan ID field.

7031

Specimen plan must be approved for SAGES.

1016
Referenced Contribution transaction date is later than specimen plan eligibility end date. 5031
Contract ID

Mandatory field.

7005
Must be an individual/sibling only contract. 1010
Contribution Promoter Transaction ID Mandatory field. 7005
Contribution Transaction has been reversed – invalid status. 5025

Error in Contribution Transaction, current transaction cannot be processed.

5026

Unable to locate contribution transaction.

5026

Date of contribution transaction must be on or after January 1, 2013.

5026
Beneficiary on contribution transaction is invalid. 5026
Unable to locate Contribution Transaction. 5027
Date of Contribution Transaction must be on or after January 1, 2013. 5034
Beneficiary on Contribution Transaction is invalid. 7006
Contribution Promoter BN

Mandatory field.

7005
Contribution Promoter BN must exist in CES Program database. 7001

7.7.2 Transaction Type "31" – Cancel SAGES Request

PURPOSE:

The "410-31" is used by promoters to cancel any SAGES request on a contribution.

Record Type "410" – SAGES Transaction
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 “410” – SAGES Transaction n/a
Transaction Date 9(8) 4-11 Date the subscriber requested cancellation of SAGES via the promoter. Transaction Date must be on or after January 1, 2013.
Promoter Transaction ID X(15) 12-26 Unique identifier assigned to each transaction by the promoter. Promoter Transaction Identifier must not be reused.
Promoter BN X(15) 27-41 Business Number n/a
Transaction Type 9(2) 42-43 “31” – Cancel SAGES Request n/a
Specimen Plan ID 9(10) 44-53 Specimen Plan approval number. Assigned by Canada Revenue Agency
Contract ID X(15) 54-68 Promoter’s contract number associated to a beneficiary Must be an Individual/Sibling Only contract.
Contribution Promoter Transaction ID X(15) 69-83 Unique identifier of the contribution for which SAGES is being cancelled. n/a
Contribution Promoter BN X(15) 84-98 Promoter BN of the contribution for which SAGES is being cancelled. na/
Filler X(402) 99-500 n/a n/a
7.7.2.1 Type "410-30" Validation Rules

The Cancel SAGES Request transaction record is validated and error codes are generated for failures as outlined in the following table and notes:

Type "410-31" Validation Rules
Field Rule Error Code(s)
Record Type Mandatory field. .ser file
Transaction Date Mandatory field. 7005
Valid date. 7000
Transaction date must be on or before the current reporting period end date set by the Program. 1004

Transaction date must be on or after January 1, 2013.

7040
Transaction date must be on or after Beneficiary Birth Date. 2027
Promoter Transaction ID Mandatory field. .ser file
Promoter Transaction Identifier must be unique. .ser file
Promoter BN

Mandatory field.

.ser file

Must be 15 characters.

.ser file
Promoter BN must exist in the CES Program database. 7001
Transaction Type

Mandatory field.

7005

The Transaction Type must be valid for the Record Type.

7002
Sender must be authorized to submit transactions with SAGES content. 1015
Specimen Plan ID

Mandatory field.

7005

Must be numeric.

7001

Specimen plan must exist in the CES Program database.

1005

The promoter must be associated with the specimen plan identified in the Specimen Plan ID field.

7008

The Sender BN specified in the header record must be authorized to send data for the specimen plan.

7030

The beneficiary must be associated with the specimen plan identified in the Specimen Plan ID field.

7031

Specimen plan must be approved for SAGES.

1016
Referenced Contribution transaction date is later than specimen plan eligibility end date. 5031
Contract ID

Mandatory field.

7005
Contribution Promoter Transaction ID Mandatory field. 7005
Contribution Transaction has been reversed – invalid status. 5025

Error in contribution transaction, current transaction cannot be processed.

5026

Unable to locate contribution transaction.

5027
No Valid SAGES request received on the contribution. 5035
Valid cancel request already processed for the contribution. 5036
Contribution Promoter BN

Mandatory field.

7005
Contribution Promoter BN must exist in CES Program database. 7001

7.8 Record Type “411’’ – BCTESG Transaction

BCTESG Transaction, Record Type 411, is used to report BCTESG activity on a RESP contract. Currently, there are two transaction types of BCTESG transactions reported: “40” – BCTESG Request and “41” - Cancel BCTESG Request.

REQUIREMENTS: A contract must be registered before any financial transactions are reported. The Beneficiary Record must be established in the CES Program database.

7.8.1 Transaction Type “40” - BCTESG Request

Purpose: The “411-40” is used by promoters to request BCTESG.

Record Type “411” - BCTESG Transaction
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 “411” – BCTESG Transaction n/a
Transaction Date 9(8) 4-11 The BCTESG application form date Transaction Date must be on or after August 15, 2015.
Promoter Transaction ID X(15) 12-26 Unique identifier assigned to each transaction by the promoter. Promoter Transaction Identifier must not be reused.
Promoter BN X(15) 27-41 Business Number n/a
Transaction Type 9(2) 42-43 “40” – BCTESG Request n/a
Specimen Plan ID 9(10) 44-53 Specimen Plan approval number. Assigned by Canada Revenue Agency
Contract ID X(15) 54-68 Promoter’s contract number associated to a beneficiary Must be an Individual/Sibling Only contract.
Beneficiary SIN 9(9) 69-77 n/a n/a
Filler X(423) 78-500 n/a n/a
7.8.1.1 Type “411-40” Validation Rules

The BCTESG Request Transaction Record is validated and error codes are generated for failures as outlined in the following table and notes:

Field Rule Error Code(s)
Record Type Mandatory field .ser file
Transaction Date Mandatory field 7005
Valid Date 7000
Transaction date must be on or before the current reporting period end date set by the Program 1004
Transaction date must be on or after August 15, 2015 7041
Transaction date must be on or after Beneficiary Birth Date 2027
Promoter Transaction ID Mandatory field .ser file
Promoter Transaction Identifier must be unique .ser file
Promoter BN Mandatory field .ser file
Must be 15 characters .ser file
Promoter BN must exist in the CESP database 7001
Transaction Type Mandatory field 7005
The Transaction Type must be valid for the Record Type 7002
Sender must be authorized to submit transactions with BCTESG content 1017
Specimen Plan ID Mandatory field 7005
Must be numeric 7001
Specimen plan must exist in the CESP database 1005
The promoter must be associated with the specimen plan identified in the Specimen Plan ID field 7008
The Sender BN specified in the header record must be authorized to send data for the specimen plan 7030
The beneficiary must be associated with the specimen plan identified in the Specimen Plan ID field 7031
Specimen plan must be approved for BCTESG 1018
Contract ID Mandatory field 7005
Must be an individual/sibling only contract 1010
Beneficiary SIN Mandatory field 7005
Must exist in CES Program database 7001
Beneficiary date of birth must be on or after January 1, 2006 7042

7.8.2 Transaction Type “41” – Cancel BCTESG Request

Purpose: The “411-41” is used by promoters to cancel a BCTESG request.

Record Type “411” – BCTESG Transaction
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 “411” – BCTESG Transaction n/a
Transaction Date 9(8) 4-11 Date the subscriber requested the cancellation of BCTESG via the promoter. Transaction Date must be on or after August 15, 2015.
Promoter Transaction ID X(15) 12-26 Unique identifier assigned to each transaction by the promoter. Promoter Transaction Identifier must not be reused.
Promoter BN X(15) 27-41 Business Number n/a
Transaction Type 9(2) 42-43 “41” – Cancel BCTESG Request n/a
Specimen Plan ID 9(10) 44-53 Specimen Plan approval number. Assigned by Canada Revenue Agency
Contract ID X(15) 54-68 Promoter’s contract number associated to a beneficiary n/a
Original Promoter Transaction ID X(15) 69-83 Unique identifier of the BCTESG request being cancelled. n/a
Original Promoter BN X(15) 84-98 Promoter BN of the BCTESG request being cancelled. n/a
Filler X(402) 99-500 n/a n/a
7.8.2.1 Type “411-41” Validation Rules

The Cancel BCTESG Request transaction record is validated and error codes are generated for failures as outlined in the following table and notes:

Type “411-41” Validation Rules
Field Rule Error Code(s)
Record Type Mandatory field .ser file
Transaction Date Mandatory field 7005
Valid Date 7000
Transaction date must be on or before the current reporting period end date set by the Program 1004
Transaction date must be on or after August 15, 2015 7041
Transaction date must be on or after Beneficiary Birth Date 2027
Promoter Transaction ID Mandatory field .ser file
Promoter Transaction Identifier must be unique .ser file
Original transaction and its reversal were found in the same processing period. 7021
Promoter BN Mandatory field .ser file
Must be 15 characters .ser file
Promoter BN must exist in the CESP database 7001
Transaction Type Mandatory field 7005
The Transaction Type must be valid for the Record Type 7002
Sender must be authorized to submit transactions with BCTESG content 1017
Specimen Plan ID Mandatory field 7005
Must be numeric 7001
Specimen plan must exist in the CESP database 1005
The promoter must be associated with the specimen plan identified in the Specimen Plan ID field 7008
The Sender BN specified in the header record must be authorized to send data for the specimen plan 7030
The beneficiary must be associated with the specimen plan identified in the Specimen Plan ID field 7031
Specimen plan must be approved for BCTESG 1018
Contract ID Mandatory field 7005
Original Promoter Transaction ID Mandatory field 7005
Cannot process if original transaction is in error 7020
Must exist in the CESP database for field original promoter BN 7022
Original transaction must not have been reversed 7023
Original Promoter BN Mandatory field 7005
Original Promoter BN must exist in CESP database 7001

7.9 Record Type ''511'' – PCG/Spouse Information Transaction

PURPOSE:

The RT511-12 can be used to provide PCG/Spouse information not reported on the original RT400-11, or to replace inaccurate PCG/Spouse information reported on the original RT400-11.

Record Type "511"
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "511" n/a
Transaction Date 9(8) 4-11 Date Additional CESG was requested. This date must be on or after the 400-11 transaction date.
Promoter Transaction ID X(15) 12-26 Unique identifier assigned to each transaction by the promoter. Promoter Transaction Identifier must not be reused to submit corrections.
Promoter BN X(15) 27-41 Business Number n/a
Transaction Type 9(2) 42-43 12-PCG/Spouse Information transaction n/a
Specimen Plan ID 9(10) 44-53 Specimen Plan approval number. Assigned by Canada Revenue Agency
Contract ID X(15) 54-68 n/a n/a
Contribution Promoter Transaction ID X(15) 69-83 Unique identifier of the contribution transaction to be reprocessed. n/a
Contribution Promoter BN X(15) 84-98 Promoter BN of the contribution transaction to be reprocessed. n/a
PCG/Spouse X(15) 99-113 May contain either the Primary Caregiver's SIN, Spouse's SIN or Primary Caregiver's BN. Information submitted in one of the four PCG/Spouse fields must be different from information submitted in the 400-11 transaction being amended.
PCG/Spouse Given Name X(20) 114-133 If the name of an Agency is long, start filling the Given name field and finish entering the Agency name in the Surname field. If PCG is Agency, put agency name.
PCG/Spouse Surname X(20) 134-153 n/a If PCG is Agency, use agency name.
PCG/Spouse Type 9(1) 154-154

Indicates whether the PCG/Spouse SIN or PCG BN is being used.

1- PCG/Spouse SIN

2- PCG BN

n/a
Filler X(346) 155-500 n/a n/a

7.9.1 Type "511" Validation Rules

The PCG/Spouse Transaction information record, Type "511", is validated and error codes are generated for failures as outlined in the following table and notes:

Type "511" Validation Rules
Field Rule Error Code(s)
Record Type Mandatory field .ser file
Transaction Date Mandatory field 7005
Valid Date 7000
Transaction date must be on or before the current reporting period end date set by the Program 1004
Transaction date must be on or after Beneficiary Birth Date 2027
Transaction date must be on or after January 1, 2005 7035
Transaction date is earlier than contribution transaction date 7039
A more recent PCG/Spouse information transaction is already associated to the contribution. 5032
Promoter Transaction ID Mandatory field .ser file
Promoter Transaction Identifier must be unique .ser file
Promoter BN Mandatory field .ser file
Must be 15 characters .ser file
Promoter BN must be in the CESG database 7001
Transaction Type Mandatory field 7005
The Transaction Type must be valid for the Record Type 7002
Sender must be authorized to submit transactions with Additional CESG content if transaction type is 12. 1014
Specimen Plan ID Mandatory field 7005
Must be numeric 7001
Specimen plan must exist in the CESG database 1005
The promoter must be associated with the specimen plan identified in the Specimen Plan ID field 7008
The Sender BN specified in the header record must be authorized to send data for the specimen plan 7030
The beneficiary must be associated with the specimen plan identified in the Specimen Plan ID field 7031
Specimen plan must be approved for CESG 1007
Contribution transaction date is later than specimen plan eligibility end date 5031
Contract ID Mandatory field 7005
Must be individual/sibling only 1010
Contribution Promoter Transaction ID Mandatory field 7005
Contribution Transaction has been reversed - invalid status 5025
Error in contribution transaction, current transaction cannot be processed 5026
Unable to locate contribution transaction 5027
Date of contribution transaction must be later than December 31, 2004 5028
Contribution transaction did not request grant 5030
Beneficiary on contribution transaction is invalid 7006
Late contribution transaction 5033
Contribution Promoter BN Mandatory field 7005
Contribution Promoter BN must exist in CESG database 7001
PCG/Spouse Mandatory field 7005
First 9 digits must be numerically valid, if PCG/Spouse Type = 1 or PCG Type = 2 7033
PCG/Spouse Information is same as in contribution transaction received in the same period - no processing performed 5029
PCG/Spouse Given Name Mandatory if PCG/Spouse Type = 1 7005
PCG/Spouse Surname Mandatory if PCG/Spouse Type = 1 7005
PCG/Spouse Type Mandatory field 7005
Value must be either 1 or 2 7001
Filler Not validated n/a

7.10 Record Type "700" – Summary report transaction

Record Type “700” is used to provide the Program with the total assets in each RESP with a promoter. This record type is reported in its own file (see section 2.6), which has the same structure as the transaction file.

The summary report consists of:

  • A header record – Type “001”
  • A series of summary reporting records - Type “700”
  • A trailer record – Type “999”

PURPOSE:

As part of its mandate, the CES Program must report on its success in meeting its goals to various organisations within the federal government. Since the primary goal of the Program is to encourage Canadians to save for their children’s post-secondary education, the growth in the total assets available to those beneficiaries for post-secondary education is a good measure of the success of the Program.

Record Type "700"
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "700" - Summary report transaction n/a
Transaction Date 9(8) 4-11 Evaluation date (last business day of the month). n/a
Promoter BN X(15) 12-26 n/a n/a
Specimen Plan ID 9(10) 27- 36 Specimen Plan approval number. Assigned by Canada Revenue Agency
Contract ID X(15) 37-51 Contract Information n/a
Total RESP Assets 9(7)V99 52-60 Market value of the RESP as of the last business day of the month. Includes contributions, grant/bond and earnings.
Filler X(440) 61-500 n/a n/a

7.10.1 Type "700" Validation Rules

There are no validation rules for this record type.

7.11 Record Type "800" - Transaction Error Report

Transaction error reports advise the Sender that an error is present in a transaction record or that a record or file is rejected and must be corrected and resubmitted. If an error is detected, a Type "800" transaction error record is created and added to the Transaction Error Report.

The error report consists of:

  • A header record - Type "001"
  • A series of error report records - Type "800"
  • A trailer record- Type "999"

PURPOSE:

Report transactions containing errors identified during processing, which allows the originators to correct and resubmit. Transaction errors are reported in report files referencing the promoter transaction identifier, along with the name of the field in error. The error report file is only sent by the Program to Senders. The file is always sent back to a Sender whether or not there are errors.

The report records the following types of error:

  • Data format errors
  • Business rule errors

REQUIREMENTS:

Based on CES Program transaction records received.

Record Type "800"
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "800" - Error Report n/a
Transaction Date 9(8) 4-11 n/a n/a
Promoter Transaction ID X(15) 12-26 (mandatory for Transaction Error, not for File Error) n/a
Promoter BN X(15) 27-41 (mandatory for Transaction Error, not for File Error) n/a
Field Name X(30) 42-71 Any valid field name (mandatory for data errors, optional for business errors) n/a
Error Code 9(4) 72-75 Ref.: Appendix A, Error Codes n/a
SIN X(1) 76-76

Blank if SIN is not numerically valid

Flag indicating results of SIR Validation

0 - Failed SIR Validation

1 - Passed SIR Validation

7006 errors on beneficiary transactions
Given Name X(1) 77-77

Blank if SIN is not numerically valid

Flag indicating results of SIR Validation

0 - Failed SIR Validation

1 - Passed SIR Validation

7006 errors on beneficiary transactions
Surname X(1) 78-78

Blank if SIN is not numerically valid

Flag indicating results of SIR Validation

0 - Failed SIR Validation

1 - Passed SIR Validation

7006 errors on beneficiary transactions
Birth Date X(1) 79-79

Blank if SIN is not numerically valid

Flag indicating results of SIR Validation

0 - Failed SIR Validation

1 - Exact Match

2 - Failed - Exact year and month matched.

3 - Failed - Exact year and day matched.

7006 errors on beneficiary transactions.
Sex X(1) 80-80

Blank if SIN is not numerically valid

Flag indicating results of SIR Validation

0 - Failed SIR Validation

1 - Passed SIR Validation

7006 errors on beneficiary transactions
Filler X(420) 81-500 n/a n/a

7.11.1 Type "800" Validation Rules

Because Record Type "800" is generated by the CES Program system, validation rules are not applicable.

7.12 Type "850" - Severe Error Report

Severe error reports advise the Sender that a severe error is present in a transaction, that the record is rejected and must be corrected and resubmitted.

The severe error report consists of:

  • A header record - Type "001"
  • A series of error report records - Type "850"
  • A trailer record - Type "999"

PURPOSE:

Transactions containing severe errors that cannot have regular error messages applied to them are reported in the Severe Error Report. These errors include the inability to identify the incoming record type or duplicate Promoter transaction identifiers. This file reports an error type and contains the rest of the data record.

REQUIREMENTS:

Based on CES Program transaction records received.

Record Type "850"
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "850" - Severe Error Report n/a
Error Type 9(4) 4-7

1 - Duplicate Promoter

Transaction Identifier

2 - Invalid or Discontinued Record Type

3 - Promoter Transaction ID not provided

4 - Promoter BN not 15 characters

n/a
Transaction Data X(493) 8-500 Original record as received by the Program. Also Filler.

7.12.1 Type "850" Validation Rules

Because Record Type "850" is generated by the CES Program system, validation rules are not applicable.

7.13 Record Types “900”, “910” and “911” – Transaction Processing Report

Each transaction processed by the CES Program system is acknowledged by either a Type “900” record, a Type “910” record for SAGES transactions or a Type “911” for BCTESG transactions in the Transaction Processing Report.

The transaction processing report consists of:

  • A header record - Type "001"
  • One or more sub-header records - Type "002"
  • One or more file processed records - Type "003"
  • A series of transaction processing report records - Type "900"
  • A series of SAGES transaction processing report records – Type “910”
  • A series of BCTESG transaction processing report records – Type “911”
  • A trailer record - Type "999"

PURPOSE:

To create a list of transaction details for each Sender.

REQUIREMENTS:

None

Record Type "900"
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "900" - Financial Transaction n/a
AC Amount 9(9)V99 4-14 n/a Discontinued
UC Amount 9(9)V99 15-25 n/a Discontinued
Grant Amount 9(9)V99 26-36 Gives the amount by which the CESG balance changed due to successful processing of a financial transaction. Zero filled for no grant change or non-financial transaction.
Promoter BN X(15) 37-51 BN of the current Promoter of the specimen plan ID n/a
Promoter Transaction ID X(15) 52-66 n/a ID Number assigned by CES Program if Transaction Origin = 2.
Refusal Reason X(1) 67-67

Indicates why full grant or CLB amount not paid.

1- Annual Limit Exceeded

2- Lifetime Contribution Limit Exceeded

3- Age of Beneficiary

4- PCG/Spouse or Beneficiary Information not matched with CRA information

5- Specimen Plan not Eligible

6- Transaction Requested No Grant

7- Failed 16/17 year rule

8- CLB will not be paid for this benefit year.

9- Other

A - Specimen Plan not approved for CLB.

B - Invalid Beneficiary

C - Request not designated to attract CLB for the Beneficiary.

D - Late Transaction.

E - Lifetime Limit exceeded.

J - Contract is not an Individual / Sibling Only contract.

L - PCG/Spouse SIN or Agency BN not matched by the CRA

M - PCG custody not confirmed by the CRA

N - SIN has been flagged by SIR

P - Spouse not in an active relationship

If full grant, CLB is paid, the refusal reason field is "0".

Blank if not a contribution, or a CLB request.

Effective Jan. 1, 2008, CESG contribution transactions, or CLB requests with a transaction date earlier than three years when compared to the date sent in the Header Record (001) of the file they were submitted in will receive a refusal reason of D – Late Transaction.

Transaction Origin X(1) 068-068 Indicates origin of transaction.

0 - Promoter Initiated

1 - Re-Adjudication

2 - CESG initiated

4 - Re-Adjudication due to CRA reassessment (Additional CESG and CLB)

5 - Linked SIN

6 - CLB installment for new benefit year

7 - Payment of CLB entitlement

8 - Re-adjudication due to PCG/Spouse information

9 - Inactive CLB request

See Note 1 at end of table.
Original Promoter BN X(15) 069-083 Promoter BN under which the Promoter Transaction ID was reported. n/a
Payment Requisitioned X(1) 084-084

Indicates whether Payment Amount is affected.

1 - Yes

2 - No

n/a
Specimen Plan ID 9(10) 085-094 Specimen Plan approval number. Assigned by the CRA
Contract ID X(15) 095-109 n/a Filled only when Transaction Origin = 2
CES Program Transaction Date 9(8) 110-117 Date on which the CES Program initiated a transaction (Transaction Origin = 2, 6 or 7). Zero filled if Transaction Origin = 0, 1, 3, 4, 5, 8 or 9.
SIN 9(9) 118-126 Beneficiary SIN Zero filled if Transaction Origin = 0, 1, 3, 4, 6, 7, 8 or 9.
CLB Amount 9(7)V99 127-135 Gives the amount by which the CLB balance changed due to successful processing of a financial transaction. n/a
Additional CESG Amount 9(7)V99 136-144 Amount of Additional CESG paid on this transaction. n/a
CLB Fee 9(7)V99 145-153 n/a n/a
Alberta Grant Amount 9(7)V99 154-162 n/a Discontinued
Alberta Grant Province A(2) 163-164 n/a Discontinued
Assisted Contribution Amount 9(7)V99 165-173 n/a n/a
Additional CESG Refusal Reason X(1) 174-174

Indicates why full Additional CESG amount not paid on a contribution.

1 - Annual limit exceeded

2 - Lifetime Contribution Limit Exceeded

3 - Age of Beneficiary

4 - PCG, Spouse or Beneficiary Information not matched with CRA information

5 - Specimen Plan not Eligible

6 - Transaction Requested No Grant

7 - Failed 16/17 year rule

9 - Other

B - Invalid Beneficiary

D - Late Transaction.

E - Lifetime Limit exceeded.

F - Anti-churning rule violation.

G - Contribution Transaction Date earlier than January 1, 2005.

H - PCG/Spouse Information is missing.

I - PCG/Spouse SIN is not numerically valid.

J - Contract is not an Individual / Sibling Only contract

L - PCG/Spouse SIN or Agency BN not matched by the CRA

M - PCG custody not confirmed by the CRA

N - SIN has been flagged by SIR

P - Spouse not in an active relationship

If full Additional CESG is paid, the refusal reason code is "0".

Effective Jan. 1, 2008, Additional CESG contribution transactions with a transaction date earlier than three years when compared to the date sent in the Header Record (001) of the file they were submitted in will receive a refusal reason of D - Late Transaction.

Filler X(326) 175-500 n/a n/a


Record Type "910"
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "910" – SAGES Transaction n/a
SAGES Amount 9(9)V99 4-14 Gives the amount by which the SAGES balance changed due to successful processing of a financial transaction. n/a
Promoter BN X(15) 15-29 BN of the current Promoter of the specimen plan ID n/a
Promoter Transaction ID X(15) 30-44 n/a ID Number assigned by CES Program if Transaction Origin = 2.
Refusal Reason X(1) 45-45

Indicates why full grant amount not paid.

1 - Annual Limit Exceeded

2 - Lifetime Contribution Limit Exceeded

3 - Age of Beneficiary

5 - Specimen Plan not Eligible

7 - Failed 16/17 year rule

9 - Other

D - Late Transaction.

E - Lifetime Limit exceeded.

N - SIN has been flagged by SIR

O - Late SAGES request

If full SAGES amount is paid, the refusal reason field is “0”.

X(1) 46-46

Indicates origin of transaction.

0 - Promoter Initiated

1 - Re-adjudication

2 - CESP initiated

5 - Linked SIN

A - Contribution reversal

B - New SAGES request received

See Note 1 at end of table.
Original Promoter BN X(15) 46-61 Promoter BN under which the Promoter Transaction ID was reported. n/a
Specimen Plan ID 9(10) 62-71 Specimen Plan approval number. Assigned by the CRA
Contract ID X(15) 72-86 n/a Filled only when Transaction Origin = 2
CES Program Transaction Date 9(8) 87-94 Date on which the CES Program initiated a transaction (Transaction Origin = 2). Zero filled if Transaction Origin = 0, 1, 5, A or B.
SIN 9(9) 95-103 Beneficiary SIN Zero filled if Transaction Origin = 0, 1, A or B.
Payment Requisitioned X(1) 104-104

Indicates whether Payment Amount is affected.

1 – Yes

2 – No

n/a
Filler X(326) 105-500 n/a n/a


Record Type “911”
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "911" – BCTESG Transaction n/a
BCTESG Amount 9(9)V99 4-14 Gives the amount by which the BCTESG balance changed due to successful processing of a financial transaction. n/a
Promoter BN X(15) 15-29 BN of the current Promoter of the specimen plan ID n/a
Promoter Transaction ID X(15) 30-44 n/a ID Number assigned by CES Program if Transaction Origin = 2.
Refusal Reason X(1) 45-45

Indicates why full grant amount not paid.

3 – Age of Beneficiary

5 – Specimen Plan not Eligible

D – Late Transaction.

E – Lifetime Limit exceeded.

N – SIN has been flagged by SIR

If full BCTESG amount is paid, the refusal reason field is “0”.
Transaction Origin X(1) 46-46

Indicates origin of transaction.

0 – Promoter Initiated

2 – CESP initiated

5 – Linked SIN

See Note 1 at end of table.
Original Promoter BN X(15) 47-61 Promoter BN under which the Promoter Transaction ID was reported. n/a
Specimen Plan ID 9(10) 62-71 Specimen Plan approval number. Assigned by the CRA
Contract ID X(15) 72-86 n/a Filled only when Transaction Origin = 2
CES Program Transaction Date 9(8) 87-94 Date on which the CES Program initiated a transaction (Transaction Origin = 2). Zero filled if Transaction Origin = 0 or 5
SIN 9(9) 95-103 Beneficiary SIN Zero filled if Transaction Origin = 0 or 5
Payment Requisitioned X(1) 104-104

Indicates whether Payment Amount is affected.

1 – Yes

2 – No

n/a
Filler X(396) 105-500 n/a n/a

Note 1

Occasions may arise where CESP will create a transaction for processing and report the results back to a promoter. This will be a very rare case. In the event that it does happen, the Program will indicate the type of transaction in the Transaction Origin field as "CESP Initiated". Other values that this flag can assume are "Promoter Initiated" for transactions received from promoters, "Re-adjudication" where the Program re-adjudicates a transaction and must report the results to the promoter.

7.13.1 Type “900”, “910” and “ 911” Validation Rules

Because Record Types “900”, “910” and “911” are generated by the CES Program system, validation rules are not applicable.

7.14 Record Type "920" – SIN Validation Report

The SIN validation report consists of:

  • A header record - Type "001"
  • A series of SIN validation report records - Type "920"
  • A trailer record - Type "999"

PURPOSE:

The record type "920" record reports SIN validation activity to the Sender.

REQUIREMENTS:

None.

Record Type "920"
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "920" - SIN Validation Report n/a
Promoter BN X(15) 4-18 BN of the current Promoter of the specimen plan ID n/a
Specimen Plan ID 9(10) 19-28 Specimen Plan approval number. Assigned by the CRA
Transaction Date 9(8) 29-36 Date the record was written to this file. n/a
Beneficiary SIN 9(9) 37-45 Beneficiary SIN n/a
SIN Issue X(1) 46

1 - SIN is not useable

2 - SIN is useable

3 - Linked SIN

n/a

7.14.1 Record Type "920" Validation Rules

Because Record Type "920" is generated by the CES Program system, validation rules are not applicable.

7.15 Record Type "950" - Contract Registration Report

Contract Registration Record, Type "950", reports contracts which have submitted all information elements required to register a contract as of the current reporting period as well as contracts that have not yet met registration requirements during that specific reporting period. Please note that this report does not denote contracts as "Registered" but rather contracts that are "eligible to be registered" by the CRA. The CRA will forward documentation to the promoter directly when informing them when contracts have been registered.

The contract registration report consists of:

  • A header record - Type "001"
  • A series of contract registration report records - Type "950"
  • A trailer record - Type "999"

PURPOSE:

The Type "950" record reports to the Sender that a contract is registered.

REQUIREMENTS:

None.

Record Type "950"
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "950" - Contract Registration Report n/a
Promoter BN X(15) 4-18 n/a n/a
Specimen Plan ID 9(10) 19-28 Specimen Plan approval number. Assigned by the CRA
Contract ID X(15) 29-43 n/a n/a
Processing Date 9(8) 44-51 n/a n/a
Registration Status 9(1) 52-52

1- Registerable

2- Not Registerable

n/a
Reason for Registration Failure 9(1) 53-53

Gives the reason for the failure to register a contract.

1- Missing subscriber information

2- Missing beneficiary information

3- Missing both subscriber and beneficiary information

4- Rejected contract transaction

n/a
Filler X(447) 54-500 n/a n/a

7.15.1 Type "950" Validation Rules

Because Record Type "950" is generated by the CES Program system, validation rules are not applicable.

7.16 Record Type “960” – Referral Report

Referral Record, Type “960”, reports referral transactions to RESP Promoters participating in the Education Savings Referral Service that are received by the CESP from Service Ontario.

The referral report consists of:

  1. A header record – Type “001”
  2. A series of referral report records - Type “960”
  3. A trailer record – Type “999”

PURPOSE:

The Type “960” record reports to the RESP Promoter a referral transaction.

REQUIREMENTS:

None.

Record Type “960”
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "960" – Referral Report n/a
Received Date 9(8) 4-11 Date the consent was provided by the parent on the Service Ontario website. n/a
Parent Surname X(50) 12-61 n/a n/a
Parent Given Name X(100) 62-161 n/a n/a
Postal Code, Zip Code or equivalent X(10) 162-171 n/a n/a
Country X(20) 172-191 n/a n/a
Telephone Number Primary 9(11) 192-202 n/a May be zero filled if preferred method of contact is email.
Telephone Number Primary Teletypewriter (TTY) 9(1) 203-203 0 – No
1 - Yes
n/a
Extension Primary 9(8) 204-211 n/a May be zero filled.
Telephone Number Secondary 9(11) 212-222 n/a May be zero filled.
Telephone Number Secondary Teletypewriter (TTY) 9(1) 223-223 0 – No
1 - Yes
May be zero filled.
Extension Secondary 9(8) 224-231 n/a n/a
Email Address X(100) 232-331 n/a May be blank if preferred method of contact is telephone.
Preferred Method of Contact 9(1) 332-332 1 – Telephone
2 – Email
n/a
Preferred Time of Day to be contacted 9(1) 333-333 1 – Morning
2 – Afternoon
3 – Morning or Afternoon
n/a
Preferred Language of Contact 9(1) 334-334 1 – English
2 – French
n/a

Type “960” Validation Rules

Because Record Type “960” is generated by the CES Program system, validation rules are not applicable.

7.17 Record Type "999" - Trailer Record (Transaction Control Count)

Record Type "999" is the last record in every file sent to or by the CES Program.

Note: If a Type "999" record is rejected, the file is rejected and a record of the error is written into the Error Report (filename.err).

PURPOSE:

To provide the CES Program and promoter systems with a control count of the number of records in a file.

REQUIREMENTS:

The Type "999" record must be the last record in each file and contain an accurate control count or the file is rejected.

Record Type "999"
Data Element Name Type Size Trxn Posn Description Notes
Record Type 9(3) 1-3 "999" - Trailer Record n/a
Sender BN X(15) 4-18 n/a n/a
Date 9(8) 19-26 Date file sent to CES Program if file sent by Sender. Date of transaction processing if file sent by CES Program. n/a
File number 9(2) 27-28 Range 01-99 n/a
Record Count 9(9) 29-37 Total number of records in the file. (Total transactions in file including header, sub-header, and trailer record counts.) n/a
Filler X(463) 38-500 n/a n/a

7.17.1 Type "999" Validation Rules

The Trailer record, Type "999", is validated and error codes are generated for failures as outlined in the following table and notes:

Record Type "999" Validation Rules
Field Rule Error Code(s)
Record Type The Trailer record is mandatory. 6012
The Type "999" record must be the last record in the file. 6015
No other record may be Type "999". 6011
Sender BN Not validated. n/a
Date Sent Not validated. n/a
File number Not validated. n/a
Record Count Mandatory field. 7005
Must correspond with record count. 6010
Filler Not validated. n/a

Appendix A – Standard Code Tables

This section contains lists of codes used by the CESP system.

Transaction Error Codes

Transaction error codes are used to identify errors or discrepancies found in processing the various record types. Error codes are common across all transaction types, so that the same error generates the same code for all transaction record types.

Code Description
1004 Transaction is for a future reporting period.
1005 Specimen Plan does not exist.
1007 Specimen Plan is not approved for CESG.
1008 Specimen Plan is not approved for CLB.
1010 Contract is not Individual / Sibling only.
1011 Sender is not authorized to submit transactions with CESG content.
1012 Sender is not authorized to submit transactions with CLB content.
1013 Sender is not authorized to submit transactions with Alberta Grants content.
1014 Sender is not authorized to submit transactions with Additional CESG content.
1015 Sender is not authorized to submit transactions with SAGES content.
1016 Specimen Plan is not approved for SAGES.
1017 Sender is not authorized to submit transactions with BCTESG content.
1018 Specimen Plan is not approved for BCTESG.
2027 Trransaction date precedes beneficiary birth date.
2033 Transaction date must be before beneficiary's 21st birthday.
3006 Amount must be greater than zero.
3099 Amount is out of range.
5025 Contribution transaction has been reversed - invalid status.
5026 Error in contribution transaction, current transaction cannot be processed.
5027 Unable to locate the contribution transaction.
5028 Date of contribution transaction must be later than December 31, 2004.
5029 PCG/Spouse information is same as in contribution transaction received in the same period - no processing performed.
5030 Contribution transaction did not request grant.
5031 Contribution transaction date is later than Specimen Plan eligibility end date.
5032 A more recent PCG/Spouse information transaction is already associated to the contribution.
5033 Late contribution transaction.
5034 Date of contribution transaction must be on or after January 1, 2013.
5035 No valid SAGES request received on the contribution.
5036 Valid cancel request already processed for the contribution.
6000 Physical file name does not correspond to file name in header record.
6001 Incorrect format of physical file name.
6002 Duplicate record with same file name found in the database.
6003 No header record.
6005 Too many header records in file.
6006 This BN is not authorized to send files.
6010 Record count does not match the number of records in file.
6011 Too many trailer records in file.
6012 No trailer records in file.
6014 The data version in header does not match the current version.
6015 Trailer record not last in file.
6016 Header record not the first record in the file.
7000 Invalid date.
7001 Invalid value.
7002 Invalid transaction type.
7005 Mandatory field
7006 Invalid SIN.
7008 Promoter is not associated with the Specimen Plan.
7017 Date of financial transaction must be later than December 31, 1997.
7018 Date is earlier than original transaction date.
7020 Error in original transaction, current transaction cannot be processed.
7021 Original transaction and its reversal were found in the same processing period, no processing performed.
7022 Unable to locate the original transaction.
7023 The status of the original transaction is invalid.
7030 Sender not authorized to send data for the Specimen Plan.
7031 Beneficiary is not associated with the Specimen Plan.
7032 Beneficiary is not associated to a CLB account.
7033 The SIN or BN is not numerically valid.
7034 Transaction date must be on or after January 1, 2004.
7035 Transaction date must be on or after January 1, 2005.
7036 Must be zero or blank if transaction Type 21 and repayment reason is 1.
7037 Date of brith is prior to January 1, 2004.
7039 Transacton date is earlier than contribution transaction date.
7040 Transaction date must be on or after January 1, 2013.
7041 Transaction date must be on or after August 15, 2015.
7042 Beneficiary date of birth must be on or after January 1, 2006.

Refusal Reasons

Refusal reasons are used to tell why a contribution or request transaction which met all formatting rules did not receive any grant or bond payment. Refusal reasons are found in two locations in the 900 record type, one location in the 910 record type and one location in the 911 record type.

RT 900/910/911 CESG, Additional CESG, CLB, SAGES or BCTESG Refusal Reason
1 Annual limit exceeded.
2 Lifetime contribution limit exceeded.
3 Age of beneficiary.
4 PCG, Spouse or Beneficiary Information not matched with CRA information.
5 Specimen Plan not eligible.
6 Transaction requested no grant / bond.
7 Failed 16 / 17 year rule.
8 CLB will not be paid for this benefit year.
9 Other.
A Specimen Plan not approved for CLB.
B Invalid beneficiary.
C Request not designated to attract CLB for the beneficiary.
D Late transaction.
E Lifetime limit exceeded.
F Anti-churning rule violation.
G Contribution transaction date earlier than January 1, 2005.
H PCG/Spouse information is missing.
I PCG/Spouse SIN is not numerically valid.
J Contract is not Individual / Sibling only.
L PCG/Spouse SIN or Agency BN not matched by the CRA.
M PCG/Spouse custody not confirmed by the CRA.
N SIN has been flagged by SIR.
O Late SAGES request
P Spouse not in an active relationship.

Severe error codes

Severe error reports advise the Sender that a severe error is present in a transaction, that the record is rejected and must be corrected and resubmitted.

RT 850 Severe Errors
1 Duplicate Promoter transaction ID.
2 Invalid or discontinued record type.
3 Promoter transaction ID not provided.
4 Promoter BN not 15 characters.

Province Codes

Province codes are based on the Canada Post Standard.

Province Codes
Code Canadian Province
AB Alberta
BC British Columbia
MB Manitoba
NB New Brunswick
NL Newfoundland and Labrador

Note that CESG will continue to accept NF
NS Nova Scotia
NT Northwest Territories
NU Nunavut
ON Ontario
PE Prince Edward Island
QC Quebec

Note that CESG will continue to accept PQ
SK Saskatchewan
YT Yukon

Appendix B - ISO-8859-1 Latin 1 Character Set

Note: The CES Program system allows the New Line (NL) character, decimal value 10, and Carriage Return (CR) character, decimal value 13. All other characters must fall between decimal values 32 and 255. Other characters between 0 and 31 inclusive are not used.

Appendix C - SIN / BN Validation

SIR Validation

Senders must confirm with the subscribers that the basic information provided by the subscriber is exactly the same as the information recorded in the Social Insurance Registry (SIR). Confirmation can be made by referring to the beneficiary's SIN card.

The Beneficiary SIN is electronically validated against the ESDC Social Insurance Registry database in the following manner:

  • Every Beneficiary Information transaction is validated with the ESDC SIR to ensure that the SIN, Given Name, Surname, Birth Date and Sex reported on the transaction correspond with SIR. If SIR reports that the information provided in the transaction does not match the records in the SIR, then the Program rejects the transaction and reports the error to the Promoter in the Error Report. The SIR check is performed as part of the validation of each beneficiary transaction received.

In an attempt to raise the quality of our data with regards to the use of the SIN, please be advised that we will be systematically blocking all transactions submitted using known misused SINs.

In 2003, the Social Insurance Registry implemented new regulations to enhance SIN integrity resulting in a change in the CES Program business process. Nine Hundred series (900-series) SINs are assigned to people who are neither Canadian citizens nor permanent residents. Under the change, a 900-series SIN receives an expiry date correlated with the person’s authorized stay in Canada: 900-series SINs without an expiry date became invalid as of April 03, 2004. All SINs included on 200-03 records will be sent to SIR for validation including scrutiny for the existence of a ‘not useable’ flag. In addition to the increased scrutiny for new beneficiary transactions, all beneficiary SINs in the CES Program database will be sent to SIR on a monthly basis for validation. A beneficiary SIN returned from SIR with a ‘not useable’ flag will result in a ‘not useable’ status in the CES Program database and a suspension of grant/bond payments until the issue is resolved.

The Social Insurance Registry has asked the CES Program to inform all SIN users that the misuse of a SIN number is a federal offence under the Employment Insurance (EI) legislation.

Appendix D - RT 400 Data Elements

Listed below is a complete breakdown of the RT 400 data elements. Noted with a 'yes' are those elements that are retrieved by the CESP system, depending on the transaction type on which they are reported, from the sender files and stored in the database.

RT 400 Transaction Type
Contrib.

(11)
EAP

(13)
PSE

(14)
Trans.

In

(19)
Trans.

Out

(23)
Repay-

ment

(21)
Adjust-

ment

(22)
CLB

Re-

quest

(24)
Trans.

Date
yes yes yes yes yes yes yes yes
Prom

Trans.

ID
yes yes yes yes yes yes yes yes
Prom BN yes yes yes yes yes yes yes yes
Trans.

Type
yes yes yes yes yes yes yes yes
Spec

Plan

ID
yes yes yes yes yes yes yes yes
Contract

ID
yes yes yes yes yes yes yes yes
Subscriber

SIN
yes yes yes yes yes yes yes yes
Ben

SIN
yes yes yes no no yes no yes
Contribution

Amount
yes no no no no no no no
Grant

Requested
yes no no no no no no yes
Academic Year

Start

Date
no yes yes no no no no no
Academic Year

Length
no yes yes no no no no no
Reversal Flag yes yes yes yes yes yes yes yes
Original Prom.

Trans.

ID
yes

(reversal

only)
yes

(reversal

only)
yes

(reversal

only)
yes

(reversal

only)
yes

(reversal

only)
yes

(reversal

only)
yes

(reversal

only)
yes

(reversal

only)
Original Prom

BN
yes

(reversal

only)
yes

(reversal

only)
yes

(reversal

only)
yes

(reversal

only)
yes

(reversal

only)
yes

(reversal

only)
yes

(reversal

only)
yes

(reversal

only)
Grant Amount no no no yes yes yes yes no
EAP

Grant

Amount
no yes no no no no no no
EAP Amount no yes no no no no no no
PSE Amount no no yes no no no no no
Other

Spec

Plan ID
no no no yes yes no no no
Other Contract

ID
no no no yes yes no no no
Repayment

Reason
no no no no no yes no no
PSE Program

Length
no yes yes no no no no no
PSE Program

Type
no yes yes no no no no no

Education Inst.

Postal Code

no yes yes no no no no no
PSE Program

Year
no yes yes no no no no no
PCG/Spouse yes no no no no no no yes
PCG/Spouse

Type
yes no no no no no no yes
PCG/Spouse Given

Name
yes

(if

SIN PCG/Spouse)
no no no no no no yes
PCG/Spouse Surname yes

(if

SIN PCG/Spouse)
no no no no no no yes
EAP

CLB

Amount
no yes no no no no no no
CLB Amount no no no yes yes yes yes no
SAGES Amount no no no yes yes yes yes no
SAGES EAP Amount no yes no no no no no no
BCTESG Amount no no no yes yes yes yes no
BCTESG EAP Amount no yes no no no no no no
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