Finding Text
Finding 2023-016 – N. Special Tests and Provisions – Return of Title IV Funds
Information on Federal Program(s) – Student Financial Assistance Cluster (ALN’s 84.007, 84.063, 84.268, 84.379)
Criteria or Specific Requirement – Title IV regulations (34 CFR 668.22) require institutions to return the unearned portion of grants or loans to the student based the calculated percent completed by the student.
Condition – Calculations of return of funds for a students selected for testing erroneously included scheduled breaks toward the student’s completed days, resulting in the unearned amounts to be returned to be understated.
Cause - Administrative oversight and insufficient internal control.
Effect or Potential Effect – Return of funds was not properly calculated and returned.
Questioned Costs – Below reportable threshold.
Context – 1 of 2 students selected for return of Title IV funds testing.
Indication of Repeat Finding - This is a repeat of prior year Finding 2022-006.
Recommendation – We recommend that the University enhance its internal controls return of Title IV funds calculations.
Views of Responsible Officials – In the past, Colleague was not used to calculate return to title IV. Once Colleague was properly set up for Financial Aid, the Associate Director discovered that the calendars did not match the actual publicized academic calendar. Had the calendar been accurate with the correct dates of breaks of 5 days or more, Colleague would not have accepted a withdrawal date during the break. This error within the system should not be counted as a finding.
The calendar in Colleague is now correct. All breaks that are five days or more are accurate. At Wheeling, we have a comprehensive R2T4 policy. This policy outlines how to count calendar days in a semester and provides clear instructions on what to do when a student withdraws during a break.