Corrective Action Plans

Finding 383117 (2023-105)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Student Financial Aid Special Tests & Provisions Reporting

Corrective Action Plan: The University has formally documented the procedures that have been put in place. The University will address issues with National Student Clearinghouse (NSC) reporting and will attempt to fix each issue before sending to NSC, including Social Security Number, Name, and othe...

Corrective Action Plan: The University has formally documented the procedures that have been put in place. The University will address issues with National Student Clearinghouse (NSC) reporting and will attempt to fix each issue before sending to NSC, including Social Security Number, Name, and other miscellaneous issues. The procedures include three DegreeVerify files being sent that report graduates and the University will be adding three more DegreeVerify files to be sent two to three weeks after the end of the semester, part of term and end of mini to pick up remaining graduates for the term. The University will have the Information and Analysis team create a report each term of students that were enrolled in the previous semester but are not enrolled in the current semester so that they can be reported as withdrawn to NSC correctly. Implementation Date: February 2024 Responsible Person: Cheri Lewis, Enrollment Management Analyst

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Finding 383112 (2023-162)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Special Tests & Provisions Questioned Costs Student Financial Aid

Corrective Action Plan: The University is in the process of assigning the remainder of their active Perkins Loans to the Department of Education. However, the University will provide additional training to staff to ensure that any active loans retired prior to assignment will result in a paid-in-ful...

Corrective Action Plan: The University is in the process of assigning the remainder of their active Perkins Loans to the Department of Education. However, the University will provide additional training to staff to ensure that any active loans retired prior to assignment will result in a paid-in-full notification being sent to the borrower and will maintain documentation of such notifications as required. Implementation Date: February 2024 Responsible Persons: Kimberley Wells, Director of Financial Aid & Scholarships John Robert, Associate Director of Financial Aid & Scholarships Beth Tolan, Associate Vice President of Financial Aid & Scholarships

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Finding 383111 (2023-146)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Special Tests & Provisions Questioned Costs Student Financial Aid

Corrective Action Plan: The University has updated and implemented revised procedures. Effective December 26, 2023, the University has begun notifying the borrower in writing with the appropriate documentation when the Perkins loan has been paid in full. Effective January 1, 2024, the institution ha...

Corrective Action Plan: The University has updated and implemented revised procedures. Effective December 26, 2023, the University has begun notifying the borrower in writing with the appropriate documentation when the Perkins loan has been paid in full. Effective January 1, 2024, the institution has further incorporated reconciliation tasks into its procedures to ensure paid in full notifications have been sent as required to borrowers and will retain electronic copies of the notifications in the University’s records. Implementation Date: January 1, 2024, for improved processes and controls Responsible Persons: Yvette Martinez, Senior Director of Financial Affairs and Controller Diana Gonzalez, Director of Student Financial & Treasury Services

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Finding 383110 (2023-144)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Special Tests & Provisions Questioned Costs Student Financial Aid

Corrective Action Plan: The University will retroactively mail paid-in-full notices to all students who paid their loans in full during the audit period. We have already mailed notices for loans paid in 2022 & 2023 and expect to complete 2021 by February. Relevant policies and procedures will be rev...

Corrective Action Plan: The University will retroactively mail paid-in-full notices to all students who paid their loans in full during the audit period. We have already mailed notices for loans paid in 2022 & 2023 and expect to complete 2021 by February. Relevant policies and procedures will be revised to ensure future paid accounts are handled accordingly by utilizing a monthly paid-in-full report from ECSI. Management will conduct a second level review to ensure that the University is in compliance with the requirements. Implementation Date: February 2024 Responsible Person: Blanca Garcia, Director of Financial Services

View Audit 296491

Finding 383109 (2023-140)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Special Tests & Provisions Questioned Costs Student Financial Aid

Corrective Action Plan: The University has implemented significant process enhancements in this area. The vendor has revised its services to include the paid-in-full letter process and has sent paid if full letters to all Perkins borrowers who were missed. Management will conduct a second level revi...

Corrective Action Plan: The University has implemented significant process enhancements in this area. The vendor has revised its services to include the paid-in-full letter process and has sent paid if full letters to all Perkins borrowers who were missed. Management will conduct a second level review to ensure that the University is in compliance with the requirements. Implementation Date: November 2023 Responsible Person: Lisa Davis, Director, Bursar Office

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Finding 383108 (2023-138)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Special Tests & Provisions Questioned Costs Student Financial Aid

Corrective Action Plan: The University is investigating the procurement of required locked, fireproof file cabinets and is in the process of requesting a formal quote for management approval to purchase. Implementation Date: December 2024 (Tentatively) Responsible Person: Lori Peterson, Executive Di...

Corrective Action Plan: The University is investigating the procurement of required locked, fireproof file cabinets and is in the process of requesting a formal quote for management approval to purchase. Implementation Date: December 2024 (Tentatively) Responsible Person: Lori Peterson, Executive Director and Controller – Accounting and Financial Management

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Finding 383042 (2023-160)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Student Financial Aid Special Tests & Provisions Matching / Level of Effort / Earmarking

Corrective Action Plan: The University has implemented a review at the start of each term to ensure internal systems (Peoplesoft) are updated with the appropriate number of break days to ensure the accuracy of break days used in Return of Title IV calculations. The University is implementing an enha...

Corrective Action Plan: The University has implemented a review at the start of each term to ensure internal systems (Peoplesoft) are updated with the appropriate number of break days to ensure the accuracy of break days used in Return of Title IV calculations. The University is implementing an enhanced secondary review process for Return of Title IV determinations to ensure accurate calculations and the timely return of funds. The University will implement a process to ensure evidence of participation exists for students who attend all courses via the online platforms. Implementation Dates: Beginning January 2024 with completion May 2024 Responsible Persons: Kimberley Wells, Director of Financial Aid & Scholarships John Robert, Associate Director of Financial Aid & Scholarships Beth Tolan, Associate Vice President of Financial Aid & Scholarships

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Finding 383041 (2023-157)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Special Tests & Provisions Questioned Costs Student Financial Aid

Corrective Action Plan: The University information security program and associated safeguards will be reviewed to ensure all elements of the GLBA are addressed and implemented. Any missing requirements will be documented and implemented to ensure full compliance with the GLBA. Implementation Date: J...

Corrective Action Plan: The University information security program and associated safeguards will be reviewed to ensure all elements of the GLBA are addressed and implemented. Any missing requirements will be documented and implemented to ensure full compliance with the GLBA. Implementation Date: June 2024 Responsible Person: Jana Chvatal, Interim AVC/AVP, IT Security & CISO

View Audit 296491

Finding 383040 (2023-155)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Student Financial Aid Special Tests & Provisions Matching / Level of Effort / Earmarking

Corrective Action Plan: (1) The University will develop a process to identify all institutional charges and create a master list that will categorize the charges into allowable and non-allowable charges. The master list will be utilized to determine which institutional charges may be included in the...

Corrective Action Plan: (1) The University will develop a process to identify all institutional charges and create a master list that will categorize the charges into allowable and non-allowable charges. The master list will be utilized to determine which institutional charges may be included in the calculation of Return of Title IV. (2) The University will coordinate with the Institute of Global Engagement and Online Functional Support to obtain evidence of academic engagement utilizing the learning management software system for students in online only course and confirm active participation for study-abroad coursework. (3) The University will establish a review process to ensure consistency and accuracy in R2T4 calculations. and conduct regular internal audits of a sample of R2T4 calculations to identify errors or discrepancies. Implementation Date: March 2024 Responsible Person: Frank Gomez, Associate Director, SFA

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Finding 383039 (2023-153)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Student Financial Aid Matching / Level of Effort / Earmarking Subrecipient Monitoring

Corrective Action Plan: The Office of Scholarships and Financial Aid will create a reconciliation process that will identify all FSEOG recipients for a given aid year. This reconciliation process will include a report/query that can be distributed weekly and on demand to identify any discrepancies t...

Corrective Action Plan: The Office of Scholarships and Financial Aid will create a reconciliation process that will identify all FSEOG recipients for a given aid year. This reconciliation process will include a report/query that can be distributed weekly and on demand to identify any discrepancies that will be worked timely. The office will also assign a staff member to conduct R2T4 quality control. The staff member will be responsible for running a query and creating a report categorizing the type of returns (i.e. – standard R2T4, Post Withdrawal, etc.) with an estimated time for completion on a weekly basis. Implementation Date: March 2024 Responsible Person: Frank Gomez, Associate Director, SFA

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Finding 383038 (2023-150)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Student Financial Aid Subrecipient Monitoring Significant Deficiency

Corrective Action Plan: The University previously misinterpreted the regulation related to enrollment in programs offered in modules. Training has been conducted on this topic. In addition, the Registrar has been granted SIS access to update scheduled breaks of five or more days. During the calculat...

Corrective Action Plan: The University previously misinterpreted the regulation related to enrollment in programs offered in modules. Training has been conducted on this topic. In addition, the Registrar has been granted SIS access to update scheduled breaks of five or more days. During the calculation process the financial aid counselor completing the R2T4 will ensure that the days calculated are correct or, if not, will update the worksheet with the correct number of days. The University will ensure that R2T4 calculations are completed in a timely manner to ensure that funding is returned for students within the 45-day time frame. Implementation Date: 08/2023 Responsible Persons: Scott Lapinski, Assistant Vice President for Enrollment Management/Director of Financial Aid Joe Sanders Assistant Vice President for Enrollment Management/Registrar

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Finding 383037 (2023-148)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Student Financial Aid Procurement, Suspension & Debarment Eligibility

Corrective Action Plan: The University now reviews the Cost of Attendance for students as it gets closer to the start of the semester to ensure that there is a variety of Cost of Attendances instead of just mostly full time Cost of Attendance. This will help ensure that the COA amounts are correct b...

Corrective Action Plan: The University now reviews the Cost of Attendance for students as it gets closer to the start of the semester to ensure that there is a variety of Cost of Attendances instead of just mostly full time Cost of Attendance. This will help ensure that the COA amounts are correct before disbursements are made. The University’s Financial Aid & Scholarships Office will also work with the Registrar’s Office to ensure that all online programs are input into the Cost of Attendance formulas before the start of the academic year to further ensure that Cost of Attendance calculations are correct. Implementation Date: 08/2023 Responsible Persons: Scott Lapinski, Assistant Vice President for Enrollment Management/Director of Financial Aid Joe Sanders Assistant Vice President for Enrollment Management/Registrar

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Finding 383036 (2023-147)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Special Tests & Provisions Questioned Costs Student Financial Aid § 200.303

Corrective Action Plan: The University has implemented significant enhancements- in its process to grant user access. In addition, to address the specific exceptions noted by the State Auditor’s Office, access for all staff within the SIS has been restricted from disbursing aid. Access is now only g...

Corrective Action Plan: The University has implemented significant enhancements- in its process to grant user access. In addition, to address the specific exceptions noted by the State Auditor’s Office, access for all staff within the SIS has been restricted from disbursing aid. Access is now only granted to the batch user account. Implementation Date: 11/2023 Responsible Person: Scott Lapinski, Assistant Vice President for Enrollment Management/Director of Financial Aid

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Finding 383035 (2023-142)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Questioned Costs Student Financial Aid Special Tests & Provisions

Corrective Action Plan: The University has revised the procedures to include additional procedural details. Management will conduct a second level review of the R2T4 new year system set up. Additionally, a quality control review of ten percent of the R2T4 calculations will be performed throughout th...

Corrective Action Plan: The University has revised the procedures to include additional procedural details. Management will conduct a second level review of the R2T4 new year system set up. Additionally, a quality control review of ten percent of the R2T4 calculations will be performed throughout the year to ensure accuracy and compliance with the R2T4 requirements. Implementation Date: February 2024 Responsible Persons: Alejandra Gonzalez, Senior Associate Director Marcia Osman, Associate Director

View Audit 296491 Questioned Costs: $1

Finding 383034 (2023-139)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Student Financial Aid Matching / Level of Effort / Earmarking Procurement, Suspension & Debarment

Corrective Action Plan: The University has implemented significant process enhancements in this area. The policy manual will be revised to include detailed procedures. The steps involved in testing and reviewing Cost of Attendance components for each population of students during aid year roll-over ...

Corrective Action Plan: The University has implemented significant process enhancements in this area. The policy manual will be revised to include detailed procedures. The steps involved in testing and reviewing Cost of Attendance components for each population of students during aid year roll-over will be expanded to include secondary review of all COA components to show they are assigning correctly for all variations of COA structures. In addition, management will review to ensure we are following federal requirements. Implementation Date: January 2024 Responsible Person: Frankin Foxworthy, Director of Technology, Office of Financial Aid

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Finding 383033 (2023-136)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Student Financial Aid Special Tests & Provisions Matching / Level of Effort / Earmarking

Corrective Action Plan: The University has implemented significant process enhancements in this area. The policy manual will be revised to include detailed procedures. Management will conduct a second-level review to ensure the University complies with the requirements. Relief under the CARES Act ex...

Corrective Action Plan: The University has implemented significant process enhancements in this area. The policy manual will be revised to include detailed procedures. Management will conduct a second-level review to ensure the University complies with the requirements. Relief under the CARES Act expired at the end of the payment period, including the date of May 11, 2023, per General-23-46. No further corrective action plan is needed for relief under the CARES Act. To address issues of Title IV funds not being returned within the required time frame and incorrectly calculated amounts of Title IV funds to be returned, Office of Scholarships and Financial Aid (OSFA) has added a step to the process that includes a quality control review of no less than 20 percent of a randomly selected sample of all R2T4 reviews. In addition, OSFA has experienced technical limitations in the current custom-developed, mainframe-based system relying on manual processes for R2T4 calculations. The University is replacing the custom-developed, mainframe-based financial aid management system with a vendor-provided, cloud-based system. This will reduce the reliance on manual calculation of returns with a vendor system to assist with R2T4 calculations. By implementing a more robust quality control process and replacing our current mainframe-based financial aid system with a vendor-provided, cloud-based system, we will significantly enhance our R2T4 process to ensure compliance with Title IV requirements. Implementation Dates: Rolling system implementation from February 2024 through August 2024 Responsible Person: Diane Todd Sprague, Assistant Vice Provost of Scholarships and Financial Aid

View Audit 296491

Finding 383032 (2023-135)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Internal Control / Segregation of Duties Special Tests & Provisions Questioned Costs § 200.303

Corrective Action Plan: In the event that an employee transitions to another University department but needs to retain access for a period of time to facilitate knowledge transfer or to provide backstop support during the transition period, a date will be set for removing that access by setting an e...

Corrective Action Plan: In the event that an employee transitions to another University department but needs to retain access for a period of time to facilitate knowledge transfer or to provide backstop support during the transition period, a date will be set for removing that access by setting an expiration date on the authorization, when feasible. If an automated access expiration date is not available, a calendar meeting will be scheduled for at least 2 people authorized to remove that access to remind them to remove the access. Implementation Date: January 2024 Responsible Person: Diane Todd Sprague, Assistant Vice Provost for Scholarships and Financial Aid Corrective Action Plan: The University is currently in the process of replacing its current custom-developed, mainframe-based financial aid management system with a vendor-provided, cloud-based system. The current issue with the mainframe programming library not being under change control will be resolved with the implementation of the new financial aid management system. Implementation Dates: Rolling implementation starting February 2024 through August 2024 Responsible Person: Graham Chapman, Assistant Vice Provost and Director of Academic Information Systems

View Audit 296491

Finding 383031 (2023-131)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Student Financial Aid Procurement, Suspension & Debarment Eligibility

Corrective Action Plan: The University has implemented significant process enhancements in this area. The policy manual has been revised to include detailed procedures. The University will build Cost of Attendance and place in PeopleSoft Campus Solutions. Before financial aid is disbursed to student...

Corrective Action Plan: The University has implemented significant process enhancements in this area. The policy manual has been revised to include detailed procedures. The University will build Cost of Attendance and place in PeopleSoft Campus Solutions. Before financial aid is disbursed to students the Office of Financial Aid will rebuilt budgets which includes COA to ensure they match all COA’s for all programs. This process will ensure that students are eligible for the aid awarded and disbursed. OIT has implemented new reports to determine PELL, FSEOG, and Direct Loan eligibility and will be reviewed monthly to ensure accuracy of eligible awards and aggregate limits for all financial aid students. Implementation Date: March 2024 Responsible Persons: Laurie Rosenkrantz, Associate Director Karen Krause, Executive Director Lea Anne Sikora, Associate Director

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Finding 383030 (2023-129)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Special Tests & Provisions Questioned Costs Student Financial Aid § 200.303

Corrective Action Plan: In response to the current finding of temporary access monitoring, the frequency of reviews for people that have temporary Financial Aid role assignments will be increased from an annual review to quarterly, for a period of two years. Staff training for access control and bus...

Corrective Action Plan: In response to the current finding of temporary access monitoring, the frequency of reviews for people that have temporary Financial Aid role assignments will be increased from an annual review to quarterly, for a period of two years. Staff training for access control and business owner training has taken place, to increase awareness that roles need timely removal when maintenance tasks are completed. Implementation Date: 1/29/24 Responsible Persons: Karen Krause, Office of Financial Aid Doug Bergere, Office of Information Technology

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Finding 383029 (2023-125)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Student Financial Aid Questioned Costs Special Tests & Provisions

Corrective Action Plan: The Financial Aid and Scholarships Office at Texas Tech University will collaborate closely with the Provost’s office to create a strategy for more precisely recording the final date of academic engagement for students enrolled in online courses. Implementation Date: January ...

Corrective Action Plan: The Financial Aid and Scholarships Office at Texas Tech University will collaborate closely with the Provost’s office to create a strategy for more precisely recording the final date of academic engagement for students enrolled in online courses. Implementation Date: January 2024 Responsible Persons: Robert Hamilton and Bobbie Brown

View Audit 296491 Questioned Costs: $1

Finding 383028 (2023-122)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Special Tests & Provisions Questioned Costs Student Financial Aid § 200.303

Corrective Action Plan: • The University has already implemented significant process enhancements in this area. • The University immediately reviewed all Financial Aid security access and removed any access not deemed immediately necessary to the employee’s job duties. • The University has developed...

Corrective Action Plan: • The University has already implemented significant process enhancements in this area. • The University immediately reviewed all Financial Aid security access and removed any access not deemed immediately necessary to the employee’s job duties. • The University has developed Financial Aid security classes based on employee positions. This will allow us to more easily monitor what access an employee has and ensure that it is appropriate to their job responsibilities. Implementation Date: September 2023 Responsible Persons: Kyle Phillips and Robert Hamilton

View Audit 296491

Finding 383027 (2023-121)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Student Financial Aid Matching / Level of Effort / Earmarking Procurement, Suspension & Debarment

Corrective Action Plan: After research, it was determined that the issue was limited to our co-enrollment program with Austin Community College (ACC Pathways). Procedures have been updated in our Systems Team to include recalculating the COA for all co-enrollment students after census. As a double c...

Corrective Action Plan: After research, it was determined that the issue was limited to our co-enrollment program with Austin Community College (ACC Pathways). Procedures have been updated in our Systems Team to include recalculating the COA for all co-enrollment students after census. As a double check, our Program Specialist Team will also review all co-enrollment students to ensure that the COA was recalculated correctly. Implementation Date: September 2023 Responsible Person: Dede Gonzales, Director of Financial Aid and Scholarships

View Audit 296491

Finding 383026 (2023-120)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Special Tests & Provisions Questioned Costs Student Financial Aid

Corrective Action Plan: Through analysis of the exceptions identified in the audit, the University is working to hire a new full-time position to create and monitor its information security program and the University is in the process of publishing an information security webpage that meets all regu...

Corrective Action Plan: Through analysis of the exceptions identified in the audit, the University is working to hire a new full-time position to create and monitor its information security program and the University is in the process of publishing an information security webpage that meets all regulation requirements and serves as a conduit for users to locate policy, review the related legal code, report incidents, and request both training and OIT’s assistance in assessment. Leadership has signed a contract with a third-party vendor to identify and implement all required GLBA controls. Implementation Date: June 2024 Responsible Person: Mr. Matthew Steimel, Director of Enterprise Applications

View Audit 296491

Finding 383025 (2023-118)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Student Financial Aid Special Tests & Provisions Matching / Level of Effort / Earmarking

Corrective Action Plan: The University has implemented significant process enhancements in this area. The Office of Student Accounting will share the entire list of all completed R2T4 calculations with the Financial Aid department for a secondary review. The Office of Student Accounting will also de...

Corrective Action Plan: The University has implemented significant process enhancements in this area. The Office of Student Accounting will share the entire list of all completed R2T4 calculations with the Financial Aid department for a secondary review. The Office of Student Accounting will also develop and implement a new report that compares R2T4 “Revised Award Amounts” to the actual account activity to ensure that Title IV aid adjustments needed as a result of a R2T4 calculation are completed. The policy manual will be revised to include detailed procedures. Management will conduct a second level review to ensure that the University is in compliance with the requirements. Implementation Date: February 2024 Responsible Persons: Mr. Errol Thomas, Executive Director Student Accounting Dr. Nickolaus Cioci, Dean of Student Records Corrective Action Plan: The University has implemented significant process enhancements in this area. The university has filled the vacant position of Senior Accountant responsible for the processing of Title IV credit balances. The Senior Accountant will process refunds daily to ensure compliance with Title IV credit balance timeline regulations. Management will conduct a second level review to ensure that the University is in compliance with the requirements. Implementation Date: Spring 2024 Responsible Person: Mr. Errol Thomas, Executive Director of Student Accounting

View Audit 296491

Finding 383024 (2023-117)

Significant Deficiency 2023

State of Texas C/o Comptroller of Public Accounts

TX

Student Financial Aid Allowable Costs / Cost Principles Subrecipient Monitoring

Corrective Action Plan: The Office of Student Financial Success has worked with the Office of Information Technology to deliver student loan disbursement information via the student portal. A tab has been created that allows students to receive specific disbursement information related to their stud...

Corrective Action Plan: The Office of Student Financial Success has worked with the Office of Information Technology to deliver student loan disbursement information via the student portal. A tab has been created that allows students to receive specific disbursement information related to their student loans. In addition, the disbursement notification process has been established to ensure all students receive a disbursement notification before disbursements are made to student accounts. Our policy now requires, before disbursement, the generation of disbursement notifications made by the Senior Systems Analyst. Implementation Date: January 2024 Responsible Person: Dr. Latisha Addison, Executive Director Student Financial Success Corrective Action Plan: The University has implemented significant process enhancements in this area. The University has updated the charges associated with the university installment plan in the ERP system to be designated as an unallowable charge. This update will ensure that Title IV aid will not pay towards those charges. Management will conduct a second level review to ensure that the University is in compliance with the requirements. Implementation Date: February 2024 Responsible Person: Mr. Errol Thomas, Executive Director of Student Accounting

View Audit 296491

Corrective Action Plans

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