Type of Finding: Significant Deficiency in Internal Control over Compliance
Condition: We noted that for the following during our testing:
• Return of Title IV: When a student withdraws from an institution, the institution must calculate the amount of aid to be returned to the Department of Educa...
Type of Finding: Significant Deficiency in Internal Control over Compliance
Condition: We noted that for the following during our testing:
• Return of Title IV: When a student withdraws from an institution, the institution must calculate the amount of aid to be returned to the Department of Education (ED). The following institutions did not have an observable, auditable internal control over compliance to ensure the calculations of the amounts to be returned were accurate and timely:
o Emporia State University
o Kansas State University
• Verification: For students selected by the ED, institutions are required to verify certain applicant information. The following institutions did not have an observable, auditable internal control over compliance to ensure the verification process was done in compliance with ED regulations:
o Emporia State University
Recommendation: The institutions should implement observable, auditable internal controls over the Return of Title IV and Verification processes to 1) be compliant with federal regulations and 2) prevent possible instances of noncompliance, errors, and/or fraud.
Views of responsible officials: There is no disagreement with the audit finding. Kansas State University management would like to stress that this was not an identified issue in previous audits and there were no issues identified with the calculation of the amounts to be returned, the return of the funds, or the timing in which Title IV Funds were returned for the items selected for compliance testing.
Action taken in response to finding:
Kansas State University: The University will take immediate action to implement a business practice that will allow for the documentation of a review process for processing R2T4 calculations and return of federal funds. Specifically, the individual responsible for carrying out the R2T4 process will submit the calculation to an assistant or associate director for review and approval. The reviewer, in turn, will provide their signature if approved. The approval will be associated with the R2T4 supporting documentation within the student’s financial aid file.
Emporia State University: The University will evaluate internal controls around Return of Title IV and Verification and implement a formalized process to document the review of these processes, including:
1. Hiring additional staff in the Office of Financial Aid to provide support in the area of Return of Title IV, Verification, and other program administration.
a. As of March 5, 2025 a position was posted for an “Assistant Director of Compliance” who will be responsible for the oversight of these specific areas as well as contributing toward quality assurance and policy and procedure development.
b. As of March 5, 2025, a position was posted for a Financial Aid Coordinator to support internal processes for the administration of financial aid.
2. Drafting of an internal controls document to identify compliance controls within office policy and procedures. This will specifically include controls for Return of Title IV funds and Verification, as well as other key areas.
a. Verification Controls – Ensure accuracy and completeness of verification files by:
i. Implementing a comprehensive policy and procedure for verification processing. Include specific steps for completing verification, monitoring/logging completed verification files and corrections, and executing internal audits by a second individual.
b. Return of Title IV Funds - Ensure accuracy and completeness of R2T4 files by:
i. Implementing a comprehensive policy and procedure for withdrawal/return of funds processing. Include specific steps for identifying withdrawals, completing the return calculation, and executing internal audits by a second individual.
Name(s) of the contact person(s) responsible for corrective action:
Kansas State University: Tanya McGee, Associate Director within the Office of Student Financial Assistance.
Emporia State University: Rebecca Grooters, Director of Financial Aid, Scholarships, Veteran Services
Planned completion date for corrective action plan:
Kansas State University: Full implementation to begin with R2T4 processes no later than March 15, 2025
Emporia State University: Onboarding new staff is critical to implementing the corrective action plan to ensure adequate staffing for training and oversight as described above.
• By March 14, 2025: Approve Internal Controls document for outlining control parameters. Also, begin review of office policy and procedures related to Return of Title IV and Verification for completeness and accuracy.
• By April 14, 2025: Have internal policy and procedure document edits completed and begin training new Assistant Director of Compliance on these processes using updated/comprehensive policy and procedure documentation.
• By May 1, 2025: Fully implement internal audit protocol for a second reviewer to include monitoring of 1/4 of processed return calculations and verification records.