CSN – Agrees with the finding.
• Detailed corrective action taken, including what will be done to avoid the identified issues in the future, and when these measures will be in place:
CSN has contracted with a third-party vendor to help review and process R2T4 accounts within the federally mandated...
CSN – Agrees with the finding.
• Detailed corrective action taken, including what will be done to avoid the identified issues in the future, and when these measures will be in place:
CSN has contracted with a third-party vendor to help review and process R2T4 accounts within the federally mandated timeframe. CSN is currently in the training phase and expects to have the vendor begin reviewing R2T4 file in the next several weeks. In addition, regular monthly training will be provided to CSN staff and the third-party vendor. Quality control through the review of processed R2T4 files will be performed twice a month.
• How compliance and performance will be measured and documented for future audit, management and performance review:
In collaboration with the third-party vendor, CSN will run R2T4 queries twice a month to ensure all files are reviewed within the federally mandated timeframe. The vendor will also review internally selected files for accuracy. CSN will also randomly select processed files review to meet compliance requirements. CSN will meet with the vendor on a monthly basis and maintain communication throughout the year to ensure consistency and compliance.
• Who will be responsible and may be held accountable in the future if repeat or similar observations are noted:
The Assistant Director of Processing in the Office of Financial Aid will be responsible for repeat or similar observations.
UNLV – Agrees with the finding.
There were two findings at the conclusion of the audit. Corrective action plans as well as measurements of compliance and performance correspond with the following two findings:
1. A return was calculated as $2,270, but should have been $1,975.
2. The second finding was regarding an improper return. UNLV’s calculation was correct at $0, as documented for the audit team. Months after the R2T4 calculation was performed, the student did not return to UNLV. At that time, their Pell Grant was appropriately canceled, but due to a system error, their Pell Grant for the entire year was canceled instead of just for subsequent semesters. Through our internal controls we found this error, but did so beyond the permissible 180-day late disbursement period. The error was unrelated to the R2T4 process and had no bearing on the correctly performed calculation. Since the Pell Grant could not be reinstated, we made the student whole with institutional funds.
• Detailed corrective action taken, including what will be done to avoid the identified issues in the future, and when these measures will be in place:
1. Since the late disbursement period had passed, and the student had no balance due, there was no immediate corrective action that could be taken. The calculation error related to a withdrawal date incorrectly reported by a faculty member during spring break. The PeopleSoft system is set up to prevent the entry of such spring break withdrawal dates, and we were unable to replicate the error. The issue has therefore been escalated to our technical team for investigation and for prevention in future years. Even if this proves successful, we will ensure that at least two staff responsible for oversight of the R2T4 function will sign off each spring that no calculations are based on a withdrawal date that occurs during spring break. The signoff will occur within seven days of the end of spring break, so that if any error is identified we may still correct it while remaining within the appropriate R2T4 timelines.
2. The erroneous retroactive cancellation of Pell Grants for unenrolled students is now a known PeopleSoft issue. Beginning in fall 2024, we have established programming that packages Pell Grants on a semester-by-semester basis so that any changes to a current-term grant do not impact a prior-term grant.
• How compliance and performance will be measured and documented for future audit, management and performance review:
1. A report exists in PeopleSoft that documents the withdrawal date of each student for whom an R2T4 calculation is performed. This report will be used to collect signoffs by two UNLV staff with R2T4 oversight that no calculations are based on a withdrawal date occurring during spring break, and will serve as the basis for that signoff.
2. Pell recipients' accounts will be reviewed in spring 2025 to ensure our packaging approach was effective in preventing retroactive grant cancellations. The team will review monthly to ensure we stay within the 180-day late disbursement time frame, which will allow us to reinstate Pell Grants retroactively, should our original solution prove ineffective.
• Who will be responsible and may be held accountable in the future if repeat or similar observations are noted:
If similar errors around spring break R2T4 calculations and/or retroactive Pell Grant
cancellations occur in the future, of primary accountability will be the Assistant Director of
Processing, the Associate Director of Operations, the Associate Director of Processing and Client Services (currently vacant), the Director, and the Executive Director.
UNR – Agrees with the finding.
The Financial Aid office recognizes a shortfall in this area due to unexpected changes in staffing.
• Detailed corrective action taken, including what will be done to avoid the identified issues in the future, and when these measures will be in place:
New R2T4 staff is currently undergoing in-depth calculation training which includes internal trainings, NASFAA workshops, and Federal Student Aid provided trainings. In addition, starting this fall, 100% of R2T4 files are being reviewed by a staff member who was not responsible for the initial calculation. To prevent late returns, our office is calculating returns within 15 days of the withdrawal date and return funds within 30 days of the withdrawal.
• How compliance and performance will be measured and documented for future audit, management and performance review:
Compliance with the above corrective action will be monitored by the Data Manager, who will be reviewing weekly R2T4 reports completed by R2T4 staff. Reports with return data will be compiled in one centralized location to ensure transparency of current return status, and a physical audit trail documented on the R2T4 coversheet detailing initial calculation date, audit check date, and return to COD date.
• Who will be responsible and may be held accountable in the future if repeat or similar observations are noted:
The R2T4 staff and the Financial Aid Director will be responsible. Name of contact person responsible for corrective action plan:
Rhett R. Vertrees, Assistant Chief Financial Officer
2601 Enterprise Road, Reno NV 89512-1666
Phone: (775)784-3409, Fax: (775)784-1127
Email: rvertrees@nshe.nevada.edu