Top Audit and Program Review Findings and How to Avoid Them

1. Session 7 – San Diego Top Audit and Program Review Findings and How to Avoid Them Martina Fernandez-Rosario William (Bill) Swift

2. External Review Process • Audits (Annual & OIG) • Program Reviews (ED &GA) Purpose of External Reviews • Ensure Institutions Properly Administer Title IV Programs • Fulfill Oversight Responsibilities for Title IV Programs

3. Audit Findings: Most Common • Late Refund/Returns to Title IV Account • Incorrect Return of Title IV Funds Calculation • Entrance/Exit Counseling Deficiencies • Enrollment Report (SSCR) Issues • Repeat Finding-Failure to take Corrective Action • Auditor Opinion Cited in Audit • Student Credit Balance Deficiencies • Verification Violations • Pell over/under Payments

4. Late Refund/Returns to Title IV Account • Maximum timeframe for institution to return unearned funds is 45 days • Applies to program funds and lenders • 34 CFR 668.22(j) changed from 30 days per HERA • Timeliness generally determined by examination of institutional ledgers • Have funds been restored to program account?

5. Late Refund/Returns - Consequences • School may Fail Financial Responsibility • Financial Responsibility • School must meet Refund Reserve Standards in 34 CFR 668.173 • Satisfy the requirements for a public institution; • Located in a state with a tuition recovery fund and be contributing to that fund; or • Makes returns in a timely manner – majority of schools meet this requirement

6. Late Refund/Returns - Consequences • Compliance thresholds for making timely returns • Not in compliance w\Refund Reserve Requirement if in an audit or program review student sample, untimely returns made for 5% or more of students • Sample includes only students for whom school was required to make a return • No violation if school is cited for one or two students or less than 5% of sample

7. Late Refund/Returns - Consequences • Irrevocable letter of credit (LOC) • Required if school fails 5% compliance threshold and is not a public school or in a state with a tuition recovery fund • LOC is 25% of unearned Title IV funds school was required to return in latest fiscal year

8. Late Refund/Returns - Consequences • If LOC is Required & School Agrees with Finding–Submit LOC • If School Disagrees may Delay Submission of LOC if School Submits Documentation: • Showing timely returns • Showing the failure was beyond the school’s control 34 CFR 668.173(e)(2) • Must be submitted within timeframe for LOC • If Denied, School is given new LOC due date

9. R2T4 Calculation Not Performed/Documented • Why not? • Cash Flow • Lack of Administrative Capability • No Acceptable Justification • Serious Consequences including Potential Inspector General Criminal Investigation

10. Entrance/Exit Counseling Deficiencies • Seek support from lenders/GAs or ED (Direct Loan Schools) • Exit counseling material must be mailed to students who did not participate in person within 30 days of learning they did not complete • Certified mail not required but materials proving information was sent is required

11. Enrollment Reporting (SSCR) • Use of third-party servicers • Ensure transmittal of NSLDS roster is synchronized with delivery of school file to servicer • Failure to return submittal file within 30 days results in an overdue letter - School responsible for timely response to NSLDS for 3rd-party servicer • Enrollment Reporting documentation • Acknowledgement/Error File is adequate proof • Retain record of file for audit purposes

12. Enrollment Reporting (SSCR) • Use proper status code: A, D, F, G, H, L, W, X • Graduated student reported as G not L or W • Graduated effective date- date student completed course requirements, not date diploma/degree presented • Summer Break–do not report students who intend to return in fall as W (withdrawn) • Student who fails to return must be reported as W within 60 days of fall term start (effective date is last date of attendance)

13. Repeat Finding-Failure to Take Corrective Action • Indicates Lack of Administrative Capability • Corrective Action Plan (CAP) should have indicated corrective steps taken • What procedures are in place to ensure CAP is carried out?

14. Auditor’s Opinion Cited in Audit • Attestations • Areas of concern in financial statements • Areas of concern in compliance audit • For A-133 schools, opinion could be on anything the auditor is reviewing • Not limited to Title IV issues

15. Student Credit Balance Deficiencies • Credit balance must be eliminated within 14 days after balance occurred 34 CFR 668.164(e) • If before 1st day of classes of payment period, 14 days from start of payment period • ED rules cover only Title IV credit balances • Credit balances that result from retroactive withdrawals are still subject to rules

16. Verification Violations • Verification requirements are well known • Errors generally the result of an oversight • Verification regulations are specific as to what untaxed income must be verified • SS benefits, IRA/Keogh deductions, foreign income exclusion, EIC, interest on tax-free bonds

17. Pell Grant Over/Under Payment • Generally the result of improper determination of enrollment status • Example: Student was full-time in fall drops to half-time in spring, but receives a full-time disbursement for the spring term

18. Other Audit Findings-High Dollar • Loan Discharges Paid due to Closed Additional Location • FISAP Reporting Errors • 90/10 Requirement Not Met – For Profit Schools • FFEL Not Prorated • Overaward – Financial Need Exceeded • SAP Requirement Not Met • Audit Report Not Submitted – Closed School

19. Audit – Finding Incorrect • Ask auditor which regulation or law has been violated/discuss a reasonable resolution • Indicate in CAP reasons why the exception is erroneous • Necessary for audit resolution process • Cite regulation or law in support of your assertion • Explain in detail why the exception is incorrect

20. Program Review: Most Common Findings • Verification Violations • Late Refund or Incorrect R2T4 Calculation • Student Credit Balance Deficiencies • Lack of Administrative Capability • Inconsistent/Missing Information in Student File • Account Records Inadequate or Not Reconciled • Leave of Absence Deficiencies • Improper Disbursement-PELL Disbursed Before Midpoint • Independent Student Status Not Documented • Not Meeting Campus Crime Clery Act Requirements

21. Inconsistent Information-Student’s File • Resolve all conflicting information prior to disbursing aid 34 CFR 668.16(f) • Required to view all subsequent ISIR transactions • Discrepant tax data – School must know: • Whether person was required to file • Correct filing status • Individual may not be claimed as an exemption by more than one person

22. Inconsistent Information-Student’s File • $0 Income is Not Automatically Considered Conflicting Information • Required to be Aware of Conflicting Information in Other Campus Offices • Ex. Student Indicates has HS Diploma on FAFSA, but Admissions Form Shows No HS Diploma • If School Collects W-2s, tax Schedules, Tax Returns for those not Selected for Verification, etc., it is Responsible for all Information

23. Account Records Inadequate or Not Reconciled • Maintain all Student Eligibility documents • Maintain financial records that reflect all program transactions • Account for the receipt and expenditures of all Title IV funds • Reconcile Monthly GAPS, General Ledgers, COD, NSLDS, Bank Statements

24. Leave of Absence Deficiencies • Approved LOA [668.22(d)] not treated as withdrawal • School must have “formal” policy • Written and Publicized • Students must provide reason: written, signed, and dated request

25. Improper Disbursement-PELL Disbursed Before Midpoint • Schools may not Disburse More Than 50% of Annual Award Prior to Student Completing 50% of the Academic Year • School must have Written Procedures to Ensure Students are being paid the correct PELL Award in each Pay Period

26. Independent Student Status Not Documented • School must document reason for Dependency Override • Case by Case that is based on Unusual Circumstances • Examples that are Not Unusual • Parents refusing to pay or unwilling to provide verification documentation • Parents not claiming student for IRS • Student Demonstrates Self Sufficiency

27. Not Meeting Campus Crime Clery Act Requirements • All Schools Required to Provide Annual Campus Security Report to Students and Employees (3 Most Recent Years) • Statistics from Campus Security Authority or Local Police Agencies • Includes: Occurrences On Campus, In or On Non-Campus Property, or Public Property

28. Campus Crime Clery Act Resources • Campus Security Handbook & Other Information: www.ed.gov/admins/lead/safety/campus.html • Regulations: 34 CFR Section 668.46

29. Other PR Findings-High Dollar • Ineligible Program/ Location -Approval Requirements Not Met • Loan Discharge Paid (CL, FC, Refund) • Ability to Benefit Violations • SAP Policy Not Adequately Developed or Monitored

30. Ineligible Program/Location -Approval Requirements Not Met • Changes that Require Written ED Approval (Notify-10 Calendar Days) • Accrediting Agency • State Authorizing Agency • Institutional Structure • Non-degree programs outside scope • From Clock to Credit • Additional Location-Offers > 50% and Required to Apply

31. Ineligible Program/Location -Approval Requirements Not Met • Changes that Require Only Notification (Notify-10 Calendar Days) • Name • Officials & Directors • Third Party Servicers

32. Loan Discharge Paid • Closed School (Main or Additional Location) • Students Enrolled Within 90 Days • False Certification • Forged Signatures, ATB • Refund • Discharges Paid Become Liability

33. Ability to Benefit Violations • Must Properly Document Student File • Tests Must be Administered by Independent Approved Tester • Tests Cannot be Altered or Scored Incorrectly • Test Results in Student File Must Match Those from the Independent Approved Testing Agency

34. SAP Policy Not Adequately Developed or Monitored • Establish, Publish, and Apply Satisfactory Academic Progress Policy • Conforms with Accreditor’s Policy • Same or Stricter than Non Title IV Student SAP Policy • Consistently Apply to all Students • Determine Prior to Disbursing Aid

35. PR -Finding Incorrect • Ask program reviewer which law or regulation has been violated/ discuss a reasonable solution • Indicate in Program Review Response why finding is erroneous • Final Program Review Determination will inform school of ED’s decision – Appeal Rights

36. Happy Fall Season!!We appreciate your feedback & comments Martina Fernandez-Rosario (415)-486-5605 martina.fernandez-rosario@ed.gov William (Bill) Swift (646) 428-3755 william.swift@ed.gov