Finding Text
Finding 2025-005 - U.S. Department of Education (ED), Student Financial Assistance Programs – Fiscal Operations Report and Application to Participate (FISAP) (material weakness): Information on the federal program – Federal Pell Grant Program, FAL No. 84.063, June 30, 2025; Federal Supplemental Opportunity Grant Program, FAL No. 84.007, June 30, 2025; Federal Work-Study Program, FAL No. 84.033, June 30, 2025; Federal Direct Student Loan Program, FAL No. 84.268, June 30, 2025; Federal Teacher Education Assistance for College (TEACH), FAL No. 84.379, June 30, 2025 Criteria – Institutions must maintain records supporting the accuracy of FISAP data. 34 CFR 675.19(b)(3) and 34 CFR 676.19(b). Condition – The Office of Financial Aid submitted invalid information within the Fiscal Operations Report and Application to Participate (FISAP) for Part 2, Section F: Information on Eligible Aid Applicants enrolled in school for award year 2024-2025. Cause – The College did not utilize the FISAP reports from the Jenzabar FA/SIS to complete the report. Effect – Errors or inaccuracies in FISAP reporting can cause the ED to misallocate campusbased program funds in future award years, which may result in the institution being required to return over-awarded funds and could affect future funding eligibility. Questioned Costs – Unknown. Perspective – This is considered a systemic problem as it appears a system update may not have been installed for proper reporting Repeat Finding – No. Auditor's Recommendation – The Student Financial Aid Office & Information Technology Department should ensure that all system updates are completed timely. This will enhance the accuracy of data submitted on the FISAP. Management’s Response – The Office of Enrollment Management and Student Services acknowledge the auditor’s finding regarding the discrepancies in the Fiscal Operations Report and Application to Participate (FISAP) for the 2024-25 award year. We recognize the criticality of maintaining accurate records to support federal funding eligibility and are committed to resolving the underlying systemic issues identified. The College concurs with the finding. It was determined that the inaccuracies in Part 2, Section F (Information on Eligible Aid Applicants) resulted from a lack of synchronization between the latest federal reporting requirements and the institution’s current software version. Specifically, the manual compilation of data was used in lieu of automated Jenzabar reports due to a pending system update. To ensure future compliance and the accuracy of all Title IV reporting, the following actions have been initiated: • System Synchronization & Updates: The Information Technology (IT) Department, in coordination with the Office of Financial Aid, has established a priority schedule for all Jenzabar FA/SIS system updates. A mandatory "Systems Readiness" review will now occur 60 days prior to the FISAP submission deadline to ensure all regulatory patches are installed. • Standardization of Reporting Procedures: Management has mandated that all future FISAP data must be pulled directly from the Jenzabar system modules. Manual entries will only be permitted as a secondary verification measure to ensure data integrity against system-generated reports. • Inter-Departmental Oversight: A new "FISAP Task Force" comprising representatives from Financial Aid, IT, and Business/Finance has been formed. This group will perform a preliminary review of the FISAP data 30 days before submission to verify that the system-generated data aligns with institutional records and federal criteria (34 CFR 675.19 and 34 CFR 676.19). • Technical Assistance Engagement: The College is currently coordinating with the U.S. Department of Education to facilitate an On-site Title IV Technical Assistance & Support (OTA) visit. This visit will include a specific focus on optimizing our SIS reporting capabilities for campus-based program funds. Implementation Timeline • System Update Completion: Immediate (April 2026) • Standard Operating Procedure (SOP) Revision: May 15, 2026 • On-site Technical Assistance Visit: Expected April/May 2026 View of Responsible Officials – The College agrees with the finding.