Finding Text
2023-004 Incorrect Calculation of Title IV Funds Refunds (Significant Deficiency) Department of Education Criteria: The total number of calendar days in a payment period or period of enrollment includes all days within the period that a student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. If a student withdrawals by providing notification to designated officials, the withdrawal date is the date notification was provided. Institutional charges used in the refund calculation are the charges that were initially assessed the student for the entire payment period. Condition: From a population of 61 students that withdrew during the fiscal year, we tested seven and noted that four of the seven had refund calculations prepared. From these calculations we noted the following: 1. Breaks of five or more consecutive days were not deducted from total days in all refunds. 2. The date of the college’s determination was used as the withdrawal date for three of the four students. 3. Institutional charges for the period used in the refund calculation included tuition and fee credits processed due to the withdrawal for two of the four students. Cause: The College’s Thanksgiving break of five consecutive days and Spring break of nine consecutive days were not deducted from the total days in the semester for any refund calculation during the fiscal year. Three of the student’s refund calculations were prepared using the college’s date of determination instead of the date of the student’s withdrawal. The college processed a credit for tuition and fees when the student withdrew, and this credit reduced institutional charges in the refund calculation for two of the four students. Effect: The refund was incorrect for all four students that had refund calculations prepared. Repeat Finding from a Prior Year: No. Recommendation: We recommend the College put procedures in place for accurate preparation and calculation of Title IV refunds. Management Response: We concur with this finding. During the 2022-2023 academic year, the Office of Financial Aid experienced much transition. The office is now fully staffed. In addition, the staff attend internal and external training on R2T4 processing along with other regulations. System updates are performed during the Fall semester for the next year. During this update, R2T4 parameters are set and monitored to ensure accuracy. In addition, the R2T4 calculations now include adjustments made to the students’ account at the time of withdrawal.