FAC Explorer

Finding 520914 (2024-008)

Significant Deficiency
Requirement
L
Questioned Costs
-
Year
2024
Accepted
2025-01-31
Audit: 340797
Organization: Wheeling Jesuit University INC (WV)
Auditor: Bdo USA PC

AI Summary

  • Core Issue: The University failed to report Federal Pell Grant payment data to the COD system within the required 15-day timeframe for some students.
  • Impacted Requirements: This oversight violates federal regulations regarding timely reporting of student disbursement data.
  • Recommended Follow-Up: Enhance internal controls and procedures to ensure compliance with reporting deadlines and prevent future occurrences.

Finding Text

Finding 2024-008 – L. Reporting – Financial Reporting Information on Federal Program(s) – Federal Pell Grant Program (ALN 84.063) Criteria or Specific Requirement – Federal regulations 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 submit Federal Pell Grant Program payment data 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 25 disbursements tested were not reported within the required timeframe. Indication of Repeat Finding - No similar findings noted in the prior year. Recommendation – We recommend the University enhance its procedures and internal controls to ensure timely and accurate reporting of Federal Pell Grant Program payment data. 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 stay in compliance with the Department of Education reporting requirement regulation.

Corrective Action Plan

Name of Responsible Individual: Tyler Hosey, 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 stay in compliance with the Department of Education reporting requirement regulation. Anticipated Completion Date: September 2024

Categories

Student Financial Aid Internal Control / Segregation of Duties Reporting

Other Findings in this Audit

  • 520902 2024-011
    Material Weakness Repeat
  • 520903 2024-012
    Material Weakness
  • 520904 2024-005
    Significant Deficiency Repeat
  • 520905 2024-006
    Significant Deficiency
  • 520906 2024-010
    Significant Deficiency Repeat
  • 520907 2024-007
    Significant Deficiency
  • 520908 2024-010
    Significant Deficiency Repeat
  • 520909 2024-009
    Significant Deficiency Repeat
  • 520910 2024-010
    Significant Deficiency Repeat
  • 520911 2024-002
    Significant Deficiency Repeat
  • 520912 2024-004
    Significant Deficiency Repeat
  • 520913 2024-005
    Significant Deficiency Repeat
  • 520915 2024-010
    Significant Deficiency Repeat
  • 520916 2024-003
    Significant Deficiency Repeat
  • 520917 2024-004
    Significant Deficiency Repeat
  • 520918 2024-005
    Significant Deficiency Repeat
  • 520919 2024-006
    Significant Deficiency
  • 520920 2024-010
    Significant Deficiency Repeat
  • 520921 2024-005
    Significant Deficiency Repeat
  • 520922 2024-006
    Significant Deficiency
  • 520923 2024-010
    Significant Deficiency Repeat
  • 520924 2024-011
    Material Weakness Repeat
  • 1097344 2024-011
    Material Weakness Repeat
  • 1097345 2024-012
    Material Weakness
  • 1097346 2024-005
    Significant Deficiency Repeat
  • 1097347 2024-006
    Significant Deficiency
  • 1097348 2024-010
    Significant Deficiency Repeat
  • 1097349 2024-007
    Significant Deficiency
  • 1097350 2024-010
    Significant Deficiency Repeat
  • 1097351 2024-009
    Significant Deficiency Repeat
  • 1097352 2024-010
    Significant Deficiency Repeat
  • 1097353 2024-002
    Significant Deficiency Repeat
  • 1097354 2024-004
    Significant Deficiency Repeat
  • 1097355 2024-005
    Significant Deficiency Repeat
  • 1097356 2024-008
    Significant Deficiency
  • 1097357 2024-010
    Significant Deficiency Repeat
  • 1097358 2024-003
    Significant Deficiency Repeat
  • 1097359 2024-004
    Significant Deficiency Repeat
  • 1097360 2024-005
    Significant Deficiency Repeat
  • 1097361 2024-006
    Significant Deficiency
  • 1097362 2024-010
    Significant Deficiency Repeat
  • 1097363 2024-005
    Significant Deficiency Repeat
  • 1097364 2024-006
    Significant Deficiency
  • 1097365 2024-010
    Significant Deficiency Repeat
  • 1097366 2024-011
    Material Weakness Repeat

Programs in Audit

ALN Program Name Expenditures
84.268 Federal Direct Student Loans $6.34M
84.063 Federal Pell Grant Program $1.19M
43.009 Mission Support $533,620
93.859 Biomedical Research and Research Training $249,046
84.007 Federal Supplemental Educational Opportunity Grants $173,481
84.033 Federal Work-Study Program $64,449
84.379 Teacher Education Assistance for College and Higher Education Grants (teach Grants) $7,544
84.038 Federal Perkins Loan Program $0