Finding 515630 (2024-001)

Assistance Listing Number, Federal Agency, and Program Name - U.S. Department of Education, Student Financial Assistance Cluster - ALN 84.268, Federal Direct Loan Program; ALN 84,063, Federal Pell Grant Program Federal Award Identification Number and Year - P268K240222 and P063P230222 Pass through Entity - None Finding Type - Significant deficiency Repeat Finding - No Criteria - The University has 45 days from the date the University determines the student's withdrawal date to calculate a return to Title IV refund. Withdrawal dates are defined as the time when the student officially withdraws or expresses notification to withdraw or, if the student does not officially withdraw, the date that the University determines the student is no longer in attendance (34 CFR Section 668.173(b)). Condition - The University did not return Title IV funds within 45 days of the date of determination of withdrawal for four students. Questioned Costs - None Identification of How Questioned Costs Were Computed - N/A Context - Of the 60 students selected for return of Title IV calculation testing, four returns were completed greater than 45 days from the date the student officially withdrew from the University. Cause and Effect Controls over the review of calculations performed were inadequate to ensure that all students' return of Title IV calculations were completed timely. As a result, the return of funds was not completed timely in some instances. Recommendation - The University should have a system in place to ensure that return of Title IV refunds are made within the federal requirement of 45 days from the date the University determines the students are no longer in attendance. Views of Responsible Officials and Corrective Action Plan - Beginning in the fall 2024 semester, Student Account Services and University Billing (SASUB) implemented a dedicated R2T4 SharePoint site to enhance the tracking and management of withdrawn students as identified. The site includes dynamic lists that log students requiring a return of Title IV funds as they are identified. Each entry records the student’s date of determination and the corresponding 45 day return deadline. This centralized platform allows authorized users to easily view pending returns, associated deadlines, and the completion dates for each case. The system improves the accuracy of Title IV fund return tracking, enhances accountability, and fosters greater transparency and communication among university stakeholders. Key personnel and leadership from SASUB and the Office of Scholarships and Financial Aid have access to the SharePoint site and conduct regular reviews to ensure compliance and operational efficiency.