FAC Explorer

Finding 1190802 (2025-007)

Material Weakness Repeat Finding
Requirement
L
Questioned Costs
-
Year
2025
Accepted
2026-03-27
Audit: 395082
Organization: Wheeling Jesuit University INC (WV)
Auditor: BDO USA PC

AI Summary

  • Core Issue: The University failed to report student disbursements for the Federal Pell Grant and Direct Student Loans within the required 15-day timeframe.
  • Impacted Requirements: This non-compliance with federal regulations (34 CFR 668.164(b)(3)(iii)) could lead to improper Title IV fund awards.
  • Recommended Follow-Up: Enhance internal controls and procedures to ensure timely and accurate reporting of Title IV disbursements to avoid future findings.

Finding Text

Finding 2025-007 – L. Reporting – Financial Reporting Information on Federal Program(s) – Federal Pell Grant Program (ALN 84.063), Federal Direct Student Loans (ALN 84.268) Criteria or Specific Requirement – Federal regulations (34 CFR 668.164(b)(3)(iii)) require that the University submit origination and disbursement records for students to the Common Origination and Disbursement (“COD”) system. Institutions must report student disbursement data within 15 calendar days after the institution makes a disbursement or becomes aware of the need to make an adjustment to previously reported student disbursement data or expected student disbursement data. Condition – For certain students identified through our testing, the University did not report disbursements through the COD website within the required timeframe. Cause - Administrative oversight and insufficient internal controls. Effect or Potential Effect – The University was not in compliance with COD reporting requirements. Failure to submit and update COD records in a timely manner could result in improper awards of Title IV funds. Questioned Costs – None. Context – 2 of 40 disbursements tested were not reported within the required timeframe. Indication of Repeat Finding - This is a repeat of prior year Finding 2024-008. Recommendation – We recommend the University enhance its procedures and internal controls to ensure timely and accurate reporting of Title IV disbursements. Views of Responsible Officials – Wheeling University acknowledges that we were not in compliance with the 15-day reporting window for a couple of the students in question. This is due to the fact that the University is on HCM1 and has to do refunds prior to the export to COD. We know this is a finding for multiple departments and internal controls. With that, there was a delay on these two students that were outside the 15-day window. We now have a policy and procedure in place for the HCM1 work flow. Also, have new staff in place to regulate this, so that we always are following the regulations and staying compliant. The procedure is to make sure we do not have this finding again and that we stay in compliance with the Department of Education reporting requirement.

Corrective Action Plan

FINDING 2025-007 Name of Responsible Individual: Lisa Simon, CFO, Terri Helt, Senior Accountant, & Dylan J. Nowakowski, Director of Financial Aid Corrective Action: Wheeling University acknowledges that we were not in compliance with the 15-day reporting window for a couple of the students in question. This is due to the fact that the University is on HCM1 and has to do refunds prior to the export to COD. We know this is a finding for multiple departments and internal controls. With that, there was a delay on these two students that were outside the 15-day window. We now have a policy and procedure in place for the HCM1 work flow. Also, have new staff in place to regulate this, so that we always are following the regulations and staying compliant. The procedure is to make sure we do not have this finding again and that we stay in compliance with the Department of Education reporting requirement. Anticipated Completion Date: September 2025 and Ongoing

Categories

Student Financial Aid Internal Control / Segregation of Duties Reporting

Other Findings in this Audit

  • 1190791 2025-002
    Material Weakness Repeat
  • 1190792 2025-002
    Material Weakness Repeat
  • 1190793 2025-003
    Material Weakness Repeat
  • 1190794 2025-003
    Material Weakness Repeat
  • 1190795 2025-004
    Material Weakness Repeat
  • 1190796 2025-005
    Material Weakness Repeat
  • 1190797 2025-005
    Material Weakness Repeat
  • 1190798 2025-005
    Material Weakness Repeat
  • 1190799 2025-005
    Material Weakness Repeat
  • 1190800 2025-006
    Material Weakness Repeat
  • 1190801 2025-007
    Material Weakness Repeat
  • 1190803 2025-008
    Material Weakness Repeat
  • 1190804 2025-009
    Material Weakness Repeat
  • 1190805 2025-009
    Material Weakness Repeat
  • 1190806 2025-009
    Material Weakness Repeat
  • 1190807 2025-009
    Material Weakness Repeat
  • 1190808 2025-009
    Material Weakness Repeat
  • 1190809 2025-009
    Material Weakness Repeat
  • 1190810 2025-010
    Material Weakness Repeat
  • 1190811 2025-010
    Material Weakness Repeat
  • 1190812 2025-011
    Material Weakness Repeat
  • 1190813 2025-011
    Material Weakness Repeat

Programs in Audit

ALN Program Name Expenditures
84.268 FEDERAL DIRECT STUDENT LOANS $5.37M
84.063 FEDERAL PELL GRANT PROGRAM $1.25M
43.009 MISSION SUPPORT $354,544
93.859 BIOMEDICAL RESEARCH AND RESEARCH TRAINING $177,029
84.007 FEDERAL SUPPLEMENTAL EDUCATIONAL OPPORTUNITY GRANTS $146,582
84.033 FEDERAL WORK-STUDY PROGRAM $95,761
84.379 TEACHER EDUCATION ASSISTANCE FOR COLLEGE AND HIGHER EDUCATION GRANTS (TEACH GRANTS) $16,974
84.038 FEDERAL PERKINS LOAN PROGRAM_FEDERAL CAPITAL CONTRIBUTIONS $0