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Insights from a Former Federal Auditor

Insights from a Former Federal Auditor. Briget Biernat Jans Director of Financial Aid Compliance DePaul University. Who Does W hat, Where?. Washington, D.C. Regional Offices. School Participation Teams Carry out policies and processes Ensure compliance Address complaints

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Insights from a Former Federal Auditor

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  1. Insights from a Former Federal Auditor Briget Biernat Jans Director of Financial Aid Compliance DePaul University

  2. WhoDoes What, Where? Washington, D.C. Regional Offices School Participation Teams Carry out policies and processes Ensure compliance Address complaints FOIA requests Other teams • FSA headquarters • Establish policies and processes • For regional offices, as well as institutions • Limited amount of processing • Office of General Counsel

  3. School Participation Team • Region V Staffing • Area Case Director • Managers • Institutional Improvement Specialists • Financial Analysts • Institutional Review Specialists • Administrative Staff • Trainers

  4. What’s In It for YOU? • Trainers • Institutional Improvement Specialists • Assist schools that are • new to FSA • that may be struggling with some aspect of the regulations • Technical Assistance Duty • Ask questions – (312) 730-1511

  5. The Hats Worn byInstitutional Review Specialists • Commonly known as “auditors” • Variety of tasks • Eligibility Actions • Method of Payment (MOP) Claims • Audit Resolutions* • Program Reviews • Recently, restructured to be more specialized

  6. Eligibility Actions • New school approvals • Re-certifications • E-App updates • Additional locations • Adding new programs • New leadership • President • Aid director • Board members

  7. Eligibility Actions • No matter the eligibility action, always, always, always send copies of: • Institutional accreditation • State authorization • Signature page • Make friends with academic affairs • Keep copies for yourself

  8. Method of Payment (MOP) Claims • Review Specialists must review all claims for payments for schools under the reimbursement payment method. • Schools pay student first • Submit student-specific documentation of eligibility • Specialists review each student before approving or denying payment

  9. Audit Resolutions • You submit via E-Z Audit • Washington reviews for material completeness • Assigns deficient audits to region • Manager assigns to Review Specialist • Not always same person from year to year • Depends on workload

  10. Audit Resolutions • *Within the region, most likely reason to lead to a federal program review • Qualified opinion • material uncertainty exists • Adverse audit report • Institution has significant financial issues

  11. Audit Resolutions • Reviewer builds a case for recommending a program review • Presents it during the full-team meeting • Team votes on whether need exists to do a review

  12. Audit Resolutions • Keep deficient audits from becoming program reviews: • Avoid repeat findings at all costs. • Prepare a thorough management response to any findings. • Discuss sample size with your auditors. • 10% error rate = full file review

  13. Program Reviews • Most reviews determined by Washington • Usually focused on a particular concern • Some come from regional concerns • Typically from deficient audits

  14. Program Reviews • What to do when you’re selected • Notify your President and other key offices • Begin gathering requested information IMMEDIATELY • Call with questions ASAP • Not meeting deadline = “lack of administrative capability”

  15. Program Reviews • Make sure others understand importance and need for speed • Findings are typically addressed along the way • Shouldn’t be any surprises at end of week • If you can fix a finding on the spot, hop on it • The goal is an “expedited determination letter”

  16. Questions???

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