Audit 395201

Special Tests and Provisions – Payment to Students Information of Federal Program: Student Financial Aid Cluster Federal Pell Grant Program – ALN # 84.063 Federal Family Education Loans – ALN # 84.032 Federal Supplemental Educational Opportunity Grant – ALN # 84.007 Federal Work-Study Program – ALN # 84.033 Criteria: The institution must disburse Federal funds requested as soon as administratively feasible but no later than 3 business days following the date the institution received those funds. A credit balance on a student account must be paid directly to the student or parent as soon as possible, but no later than fourteen (14) days after the balance occurred. 34 CFR sections 668.162, 668.164, 668.167(b), 682.603, and 682.604(d)). Condition: During our testing of the financial aid disbursements it was noted the College is not maintaining records of what students the drawdowns were for, therefore we were unable to determine if the amounts were posted to the student accounts within the required time frame and subsequently were paying out any credit balances created on student accounts. Cause: The College did not have proper procedures in place regarding record retention. Effect or Potential Effect: The deficiencies in the design and operation of the internal controls in this area could result in the delayed payment to the student. Questioned Costs: None Context: During our testing of student financial aid disbursements, it was noted that Fort Scott Community College’s internal controls over posting to student accounts broke down after there was a change in staff. Forty (40) of forty (40) files tested, the College was unable to produce reports showing what students were included with each drawdown from the Department of Education, therefore resulting in an inability to complete the test. Repeat Finding: Yes Recommendation: Policies and procedures should be written to provide internal control over the documentation used to complete the drawdowns from the Department of Education. We recommend the College establish a communication and record retention process that allows for the notification of the student financial aid proceeds and a control in place that allows the financial aid department to know the student financial aid was applied to the student’s account timely. Views of responsible officials and planned corrective action: See the Corrective Action Plan on pages 71-73 of the current year audit.

Special Tests and Provisions – Return of Title IV Funds Information of Federal Program: Student Financial Aid Cluster Federal Pell Grant Program – ALN # 84.063 Federal Direct Student Loans – ALN # 84.268 Federal Supplemental Educational Opportunity Grant – ALN # 84.007 Federal Work-Study Program – ALN # 84.033 Criteria: When a recipient of Title IV grant or loan assistance withdraws from an institution during a payment period or period of enrollment in which the recipient began attendance, the institution must determine the amount of Title IV grant or loan assistance that the student earned as of the student’s withdrawal date (34 CFR section 668.22). Condition: During the testing of the return of Title IV funds, it was noted that one (1) of eight (8) tested calculation of funds to be returned had no documentation to determine if returns were completed timely as the College did not retain the lists of students associated with drawdowns and/or returns for one (1) of eight (8) tested. Cause: The College did not have proper procedures in place regarding record retention. Effect or Potential Effect: The deficiencies in the design and operation of the internal controls in this area could result in the institution not returning Federal funds as required by Title IV regulations or returning an incorrect amount. Questioned Costs: None Context: During our testing of return of Title IV funds, it was noted that Fort Scott Community College’s internal controls over posting to student accounts broke down after there was a change in staff. For one (1) of eight (8) files tested, the College was unable to produce reports showing what students were included with each drawdown, including returns, from the Department of Education and it was determined they were unaware. Repeat Finding: Yes Recommendation: Policies and procedures should be written to provide internal control over the documentation used to complete the drawdowns, including returns, from the Department of Education. We recommend the College establish a communication and record retention process that allows for the notification of students withdrawing and a control in place that allows the financial aid department to know that the student financial aid was returned to the Department of Education within the required timeframe. Views of responsible officials and planned corrective action: Management is in agreement and will implement a Corrective Action Plan, see pages 71-73 of the current year audit.