CFDA Number: 84.268 Federal Direct Loans Criteria: Per 34 CFR 668.165(a)(3), the College must notify the student or parent of an anticipated Direct Loan disbursement in writing no earlier than 30 days before, and no later than 30 days after, disbursing the loan to the student?s account. Condition: For 4 out of 40 students tested, no notification was sent to the student or parent for the Direct Loan disbursements made on August 22, 2022. Cause: The incorrect award year (AY21-22) was entered for loan disbursement notifications for any disbursements that were made on August 22, 2022. All loan disbursements made on August 22, 2022 were part of award year 2022-2023. As a result of the above human error, no notifications were sent to students for the August 22, 2022 disbursements. Effect: The College is not in compliance with the federal regulations regarding the notification of direct loan disbursements to students. Prevalence: There were no notifications sent out for direct loan disbursements on August 22, 2022. The College verified that this was the only day affected by reviewing each disbursement date related to the fiscal year 2022 and verifying inputs into the notifications were done correctly. The error was corrected the next day and notifications were appropriately sent since August 23, 2022. A list of all students who received Direct Loans on August 22, 2022 was obtained and reviewed, noting that this affected 909 students. Recommendation: The College should have improved training procedures for the accounts payable staff responsible for inputting the criteria for notifications. The College should also enhance their review procedures, such as implementing a checklist to be completed by accounts payable staff each day and reviewed by Comptroller or other secondary review control over accounts payable staff, to ensure that the correct award year and other key inputs are used when setting parameters for Direct Loan disbursement notifications.
CFDA Number: 84.425 Education Stabilization Fund Criteria: Student and institutional quarterly portion reporting requirements involve publicly posting completed forms on the institution?s website no later than 10 days after the end of each calendar quarter (September 30, December 31, March 31, June 30). Condition: Quarterly reports for the quarter ended March 31, 2022 were not posted to the College?s website until May 11, 2022. Cause: Lean staffing led to challenges to management to report timely. Effect: The College is not in compliance with the federal regulations for HEERF public reporting for the Q3 2022 period. Prevalence: The College posted the Q3 2022 report to their website after the applicable deadline. All prior and subsequent reports were reviewed. All other reports were submitted and posted on time. Recommendation: The College should evaluate and enhance its procedures to ensure that reports are posted to the website by the applicable deadlines.
CFDA Number: 84.425E Education Stabilization Fund (COVID 19 ? Higher Education Emergency Relief Fund ? Student Relief) Criteria: Institutions must demonstrate that costs incurred are allowable under the relevant statutory provisions and consistent with the purpose of the Education Stabilization Fund (ESF). Institutions must also post quarterly reports timely and accurately as it relates to expenditures under the HEERF III (a)(1) Student Aid Portion. Condition: For the February and April 2022 distributions to students (related to the Spring 2022 semester), the total amount distributed exceeded the planned amount for distribution and the allocation to the eligible students did not follow the pre-determined plan which was posted publicly to the College?s website. Cause: For the February and April 2022 distributions to students, there were data input errors in assigning the dollar amount to be distributed to each student based on their EFC category. This caused a change in the amount to be distributed per student from the original pre-determined plan. Effect: The effect of the condition was an over-award to 871 students (868 of the 2,894 students in the February 2022 distribution and 3 of the 56 students in the April 2022 distribution) in the amount of $135,436 outside of the pre-determined plan which was publicly posted to the College?s website. The amount of the February and April 2022 distributions per student were not supported by the College?s plan for distribution and did not align with the plan posted publicly to the College?s website. Questioned Costs: $135,436. This was computed as the amount of the February and April 2022 distributions that were over the planned disbursement amount due to the data input error. Prevalence: The data input error was isolated to the February and April 2022 distributions. Reports by student of the previous distributions for the Fall 2021 semester and the subsequent distributions for the Fall 2022 semester were reviewed and a comparison was performed of the actual distribution per student to the planned distribution. No other instances of similar errors were identified. Recommendation: The College should enhance their review procedures. The College should have a preventative review control in place to ensure distributions are input into the system correctly and in line with the intended plan before distributing the funds to the students. The College should also have a detective control in place to review the distribution after to verify it is distributed as intended by a person separate from the one processing the distribution.
CFDA Number: 84.425 Education Stabilization Fund Criteria: Student and institutional quarterly portion reporting requirements involve publicly posting completed forms on the institution?s website no later than 10 days after the end of each calendar quarter (September 30, December 31, March 31, June 30). Condition: Quarterly reports for the quarter ended March 31, 2022 were not posted to the College?s website until May 11, 2022. Cause: Lean staffing led to challenges to management to report timely. Effect: The College is not in compliance with the federal regulations for HEERF public reporting for the Q3 2022 period. Prevalence: The College posted the Q3 2022 report to their website after the applicable deadline. All prior and subsequent reports were reviewed. All other reports were submitted and posted on time. Recommendation: The College should evaluate and enhance its procedures to ensure that reports are posted to the website by the applicable deadlines.
CFDA Number: 84.425 Education Stabilization Fund Criteria: Student and institutional quarterly portion reporting requirements involve publicly posting completed forms on the institution?s website no later than 10 days after the end of each calendar quarter (September 30, December 31, March 31, June 30). Condition: Quarterly reports for the quarter ended March 31, 2022 were not posted to the College?s website until May 11, 2022. Cause: Lean staffing led to challenges to management to report timely. Effect: The College is not in compliance with the federal regulations for HEERF public reporting for the Q3 2022 period. Prevalence: The College posted the Q3 2022 report to their website after the applicable deadline. All prior and subsequent reports were reviewed. All other reports were submitted and posted on time. Recommendation: The College should evaluate and enhance its procedures to ensure that reports are posted to the website by the applicable deadlines.
CFDA Number: 84.268 Federal Direct Loans Criteria: Per 34 CFR 668.165(a)(3), the College must notify the student or parent of an anticipated Direct Loan disbursement in writing no earlier than 30 days before, and no later than 30 days after, disbursing the loan to the student?s account. Condition: For 4 out of 40 students tested, no notification was sent to the student or parent for the Direct Loan disbursements made on August 22, 2022. Cause: The incorrect award year (AY21-22) was entered for loan disbursement notifications for any disbursements that were made on August 22, 2022. All loan disbursements made on August 22, 2022 were part of award year 2022-2023. As a result of the above human error, no notifications were sent to students for the August 22, 2022 disbursements. Effect: The College is not in compliance with the federal regulations regarding the notification of direct loan disbursements to students. Prevalence: There were no notifications sent out for direct loan disbursements on August 22, 2022. The College verified that this was the only day affected by reviewing each disbursement date related to the fiscal year 2022 and verifying inputs into the notifications were done correctly. The error was corrected the next day and notifications were appropriately sent since August 23, 2022. A list of all students who received Direct Loans on August 22, 2022 was obtained and reviewed, noting that this affected 909 students. Recommendation: The College should have improved training procedures for the accounts payable staff responsible for inputting the criteria for notifications. The College should also enhance their review procedures, such as implementing a checklist to be completed by accounts payable staff each day and reviewed by Comptroller or other secondary review control over accounts payable staff, to ensure that the correct award year and other key inputs are used when setting parameters for Direct Loan disbursement notifications.
CFDA Number: 84.425 Education Stabilization Fund Criteria: Student and institutional quarterly portion reporting requirements involve publicly posting completed forms on the institution?s website no later than 10 days after the end of each calendar quarter (September 30, December 31, March 31, June 30). Condition: Quarterly reports for the quarter ended March 31, 2022 were not posted to the College?s website until May 11, 2022. Cause: Lean staffing led to challenges to management to report timely. Effect: The College is not in compliance with the federal regulations for HEERF public reporting for the Q3 2022 period. Prevalence: The College posted the Q3 2022 report to their website after the applicable deadline. All prior and subsequent reports were reviewed. All other reports were submitted and posted on time. Recommendation: The College should evaluate and enhance its procedures to ensure that reports are posted to the website by the applicable deadlines.
CFDA Number: 84.425E Education Stabilization Fund (COVID 19 ? Higher Education Emergency Relief Fund ? Student Relief) Criteria: Institutions must demonstrate that costs incurred are allowable under the relevant statutory provisions and consistent with the purpose of the Education Stabilization Fund (ESF). Institutions must also post quarterly reports timely and accurately as it relates to expenditures under the HEERF III (a)(1) Student Aid Portion. Condition: For the February and April 2022 distributions to students (related to the Spring 2022 semester), the total amount distributed exceeded the planned amount for distribution and the allocation to the eligible students did not follow the pre-determined plan which was posted publicly to the College?s website. Cause: For the February and April 2022 distributions to students, there were data input errors in assigning the dollar amount to be distributed to each student based on their EFC category. This caused a change in the amount to be distributed per student from the original pre-determined plan. Effect: The effect of the condition was an over-award to 871 students (868 of the 2,894 students in the February 2022 distribution and 3 of the 56 students in the April 2022 distribution) in the amount of $135,436 outside of the pre-determined plan which was publicly posted to the College?s website. The amount of the February and April 2022 distributions per student were not supported by the College?s plan for distribution and did not align with the plan posted publicly to the College?s website. Questioned Costs: $135,436. This was computed as the amount of the February and April 2022 distributions that were over the planned disbursement amount due to the data input error. Prevalence: The data input error was isolated to the February and April 2022 distributions. Reports by student of the previous distributions for the Fall 2021 semester and the subsequent distributions for the Fall 2022 semester were reviewed and a comparison was performed of the actual distribution per student to the planned distribution. No other instances of similar errors were identified. Recommendation: The College should enhance their review procedures. The College should have a preventative review control in place to ensure distributions are input into the system correctly and in line with the intended plan before distributing the funds to the students. The College should also have a detective control in place to review the distribution after to verify it is distributed as intended by a person separate from the one processing the distribution.
CFDA Number: 84.425 Education Stabilization Fund Criteria: Student and institutional quarterly portion reporting requirements involve publicly posting completed forms on the institution?s website no later than 10 days after the end of each calendar quarter (September 30, December 31, March 31, June 30). Condition: Quarterly reports for the quarter ended March 31, 2022 were not posted to the College?s website until May 11, 2022. Cause: Lean staffing led to challenges to management to report timely. Effect: The College is not in compliance with the federal regulations for HEERF public reporting for the Q3 2022 period. Prevalence: The College posted the Q3 2022 report to their website after the applicable deadline. All prior and subsequent reports were reviewed. All other reports were submitted and posted on time. Recommendation: The College should evaluate and enhance its procedures to ensure that reports are posted to the website by the applicable deadlines.
CFDA Number: 84.425 Education Stabilization Fund Criteria: Student and institutional quarterly portion reporting requirements involve publicly posting completed forms on the institution?s website no later than 10 days after the end of each calendar quarter (September 30, December 31, March 31, June 30). Condition: Quarterly reports for the quarter ended March 31, 2022 were not posted to the College?s website until May 11, 2022. Cause: Lean staffing led to challenges to management to report timely. Effect: The College is not in compliance with the federal regulations for HEERF public reporting for the Q3 2022 period. Prevalence: The College posted the Q3 2022 report to their website after the applicable deadline. All prior and subsequent reports were reviewed. All other reports were submitted and posted on time. Recommendation: The College should evaluate and enhance its procedures to ensure that reports are posted to the website by the applicable deadlines.