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FISAP/Campus-Based Update

Session 45. FISAP/Campus-Based Update. Pat Stephenson and Tamy Garofano | Dec. 2014 U.S. Department of Education 2014 FSA Training Conference for Financial Aid Professionals. Topics. Overview of Campus-Based Programs and FISAP FISAP Part II eCB Self-Service Features

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FISAP/Campus-Based Update

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  1. Session 45 FISAP/Campus-Based Update Pat Stephenson and Tamy Garofano | Dec. 2014 U.S. Department of Education 2014 FSA Training Conference for Financial Aid Professionals

  2. Topics • Overview of Campus-Based Programs and FISAP • FISAP Part II • eCB Self-Service Features • Title III/V Designation • Underuse of Funds • FWS Community Service Requirement • Reallocation of Funds • Supplemental Funding • Annual Closeout • FISAP Change Requests • Perkins Loan Program • Work Colleges Program • Comprehensive Transition and Postsecondary Programs (CTP)

  3. Campus-Based Programs • Federal Supplemental Opportunity Grant – (FSEOG) – Funding Authorization • Federal Work-Study (FWS) – Funding Authorization • Federal Perkins Loan – School revolving fund

  4. FISAP • The Fiscal Operations Report and Application to Participate (FISAP) • Schools must complete the FISAP to: • Request Campus-Based funding for the upcoming year (Application to Participate) • Report Campus-Based expenditures for the prior year (Fiscal Operations Report)

  5. FISAP Part II • Impact on Funding Authorizations • Amount Requested • Total Enrollment • Total Tuition and Fees • Total Pell Expenditures • Calendar Type • Traditional • Non-Traditional • Eligible Aid Applicants

  6. FISAP Part II

  7. FISAP Part II

  8. FISAP Part II

  9. FISAP Part II

  10. FISAP Part II – Impact on Funding

  11. CB Final Funding Worksheet

  12. Statement of Account (SOA)

  13. Title III and Title V Designation • Annual application process for eligibility designation of the Title III and Title V programs and application for the waiver of non-Federal share includes: • Notice Inviting Application for Designation as an Eligible Institution for Fiscal Year 2015 published November 3. Deadline: December 18, 2014http://www2.ed.gov/about/offices/list/ope/idues/eligibility.html • A requirement that the institution enroll needy students as outlined in the Federal Register Notice published November 3, 2014 • Use of the “Core Expenses” as reported to the National Center for Educational Statistics (NCES) Integrated Postsecondary Education Data System (IPEDS) for Academic Year 2012-13

  14. Title III and Title V Designation • Designation of Eligible Institution – Programs under Parts A and F of Title III and Title V of the HEA: • Strengthening Institutions Program (SIP) • Alaska Native and Native Hawaiian-Serving Institutions (ANNH) • Predominantly Black Institutions (PBI) • Native American-Serving Nontribal Institutions (NASNTI) • Native American and Native American Pacific Islander-Serving Institutions (ANNAPISI) • Hispanic-Serving Institutions STEM and Articulation (HSI STEM and Articulation) • Promoting Post-Baccalaureate Opportunities for Hispanic Americans (PPOHA) • Developing Hispanic-Serving Institutions (HSI)

  15. Title III and Title V Designation • An institution that submits an “Application to Request Designation as an Eligible Title III and Title V Institution” and is approved: • Receives the institutional match for FWS and FSEOG waiver • May also apply for a Title III or Title V Grant Award • An institution that is denied designation as an eligible institution can: • Apply to the Secretary of Education for a waiver of the requirements of needy student enrollment or Core Expenses as detailed in the instructions for completing the application See the Federal Register Notice published November 3, 2014 for details

  16. Annual Process Flow

  17. Waiver Length for Non-Federal Match • Institutions that have been designated as an eligible institution receive the waiver for one year • The application process must be completed each year • Institutions that have applied and received a Title III or V Grant award receive the waiver for duration of the grant award • If grant is terminated or cancelled, the institution must complete the application process to receive the waiver in subsequent years • HBCU and TCCU institutions are exempt from annual application process

  18. Underuse of Funds • Schools with an underutilization of Campus-Based funds that exceeds 10% of their annual authorization are penalized. The annual authorization for the following year will be reduced by the dollar amount of the underutilization • Schools that do not exceed the 10% threshold are not penalized

  19. Example - FSEOG Underuse • 2013-14 Underuse Reported on 2015-16 FISAP: • Annual FSEOG Authorization: $100,000 • Amount of FSEOG Expended: $ 50,000 • Amount of FSEOG Unexpended: $ 50,000 Amount of Penalty to 2015-16 FSEOG: $50,000

  20. Determine Underuse Percentage • For FSEOG: Unexpended FSEOG Authorization (IV/E/18) / Final adjusted FSEOG authorization(IV/A/1) x 100 = % unexpended FSEOG authorization • For FWS: Unexpended FWS authorization (V/E/19) / Final adjusted FWS authorization (V/A/1) x 100 = % unexpended FWS authorization If either result is more than 10%, your 2015-16 authorization for the program will be reduced by the dollar amount unexpended in 2013-14

  21. Underuse of Funds • Can schools avoid the underuse penalty to their annual authorization? • Schools are sent a notification after the October 1 FISAP filing deadline if they reported unexpended FWS or FSEOG funds on the FISAP • Schools have until December 15 to review, reconcile, and revise FISAP entries

  22. Underuse of Funds • Schools with more than 10% remaining underused/unexpended in either FWS or FSEOG or both, may submit an Underuse Waiver request • Waiver approvals are provided to schools with rare, extenuating circumstances beyond the school’s control for not utilizing their funds, such as: • Death of FAA • Catastrophic weather

  23. Underuse of Funds • Waiver Process • Common Denials: • The school had difficulty making necessary Campus-Based awards to students • Awarded students did not return the second semester • New Financial Aid Administrator • Staff did not realize the funds had not been expended until too late in the year

  24. Underuse of Funds • Waiver Process • To Apply: • Access your submitted 2015-16 FISAP and select “Yes” in Part II, Section C, Item 6 • Click “submit” at the bottom of the menu, then select ‘Submit Waiver” from the drop down list • On the “Additional Information” screen explain the circumstances that caused the underuse of the authorization • Click the “Submit” button under the justification, then click “Continue to Submit” • A confirmation message will display • The deadline to request this waiver is February 9, 2015

  25. FWS Community Service • Requirement • Each school that participates in the FWS program is required to expend at least seven percent (7%) of its total FWS federal authorization to compensate students employed in community service activities • In meeting that seven percent (7%) community service expenditure requirement, one or more of the school’s FWS students must be employed as a reading tutor for children in a reading tutoring project or performing family literacy activities in a family literacy project. [34 CFR 675.18(g)(1)]

  26. FWS Community Service • Failure to Meet the Requirement • A school that fails to meet one or both of the FWS community service requirement may be required to return FWS federal funds in an amount that represents the difference between the amount a school should have spent for community service and the amount it actually spent • A school that is not compliant with the FWS community service requirements may be subject to a Limitation, Suspension, and Termination (L, S, & T) proceeding, through which the school could be denied future participation in the FWS Program, and possibly other Title IV, HEA programs, and/or subject to a substantial fine

  27. FWS Community Service • Waiver Process • The Secretary may waive one or both of the community service requirements for a school if the school has demonstrated that enforcing the requirement(s) would cause a hardship for the students at that school • The fact that it may be difficult for the school to comply with the requirement(s) is not in and of itself a basis for granting a waiver. [34 CFR 675.18(g)(2)]

  28. FWS Community Service • Waiver Process • In the past, the Secretary has approved a limited number of waivers when schools were able to demonstrate an exceptional circumstance. For example: • Small FWS Annual Authorization • Rural Area • Specialized Program of Study

  29. FWS Community Service • Waiver Process • Common Denials: • The school was unable to generate sufficient FWS positions to utilize the funds • The school had difficulty making necessary FWS awards to students • Awarded students did not return the second semester • New Financial Aid Administrator • Staff did not realize the funds had not been expended until too late in the year

  30. FWS Community Service • Submission Requirements • A school must submit its waiver request to the Department of Education (the Department) electronically via the eCampus-Based (eCB) Website at the “Community Service Waiver” link at the top of the “Setup – Change Years/Schools” page • The school’s waiver request must specify whether the school is requesting a waiver of the seven percent (7%) community service requirement, the reading tutor or children or family literacy project requirement, or both. It must also include detailed information to demonstrate that complying with the requirement(s) would cause hardship for the school’s students

  31. FWS Community Service • Waiver Process • The deadline for electronic submission of a school’s waiver request is 11:59 p.m. (ET) on Monday, April 27, 2015 • Transmissions must be completed and accepted by 12:00 midnight • A waiver request that is received after April 27, 2015 will not be considered

  32. Reallocation of Funds • The Campus-Based Reallocation form must be completed if: • A school does not intend to spend its entire 2014-15 FWS or FSEOG authorization; or • A school wants to request supplemental 2015-16 FWS funds that will be used to employ students in community service jobs (not for any other purpose), and the school had a FWS fair share shortfall as shown on line 28 of the school’s 2015-16 final funding worksheet, provided with its final authorization letter

  33. Reallocation of Funds • Annual Electronic Announcement provides detailed information and Worksheet • Deadline for submission is mid August • Campus-Based Reallocation Form OMB No.1845-0030 • Do not send this worksheet to the U.S. Department of Education. Enter data in the reallocation module of the FISAP on the Web at http://cbfisap.ed.gov/ .

  34. Reallocation Form

  35. Reallocation of Funds • To access the Campus-Based Reallocation Form, log into the eCB website and select the “Setup” link on the top navigation bar. Select the “Reallocation Form” link on the top right side of this page. From that point, follow the instructions for completing the form • After completing the Campus-Based Reallocation Form, click on the “Submit” button. You can verify submission by viewing the Submission Log on your eCB Self-Service page

  36. Reallocation of Funds • FWS federal funds released on the Campus-Based Reallocation Form by the deadline date will not be included in the calculation of the institutional requirement to spend at least seven percent (7%) of its FWS federal authorization to pay the federal share of compensation to students employed in community service positions • Unexpended amounts of the federal authorization reported on the FISAP that is due by October 1, 2015, will not reduce the institutions FWS federal allocation for purposes of determining compliance with the seven percent (7%) community service requirement

  37. Supplemental Funding • Each year prior to September 30th, the Department of Education uses information collected on the Campus-Based Reallocation Forms returned by schools, to reallocate unexpended Federal Supplemental Educational Opportunity Grant (FSEOG) and Federal Work-Study (FWS) program funds from the previous award year as supplemental allocations for the current award year • Note: Because there were no new Perkins Loan funds appropriated for the 2014-15 Award Year, there will be no Perkins Loan funds available to be awarded for the 2015-16 Award Year through the supplemental award process

  38. Supplemental Funding • Supplemental Campus-Based funds will be distributed in accordance with section 413D(d) for FSEOG and section 442(d) for FWS of the Higher Education Act of 1965, as amended, and the regulations at 34 CFR 673.4

  39. Supplemental Funding • The Department will award100 percent of the available FWS funds to schools with a 2015-16 fair share shortfall (final funding worksheet for FWS, line 28) that: • Requested a supplemental 2015-16 FWS allocation on line 5 of the Campus-Based Reallocation Form to compensate students employed in community service jobs during the 2015-16 Award Year; and • Indicated on line 4 of the Campus-Based Reallocation Form that they spent at least five percent (5%) of their total 2014-15 FWS funds to compensate students employed as reading tutors of children or in family literacy activities as part of their community service activities

  40. Supplemental Funding • FSA will verify that a school spent at least five percent (5%) of its total 2014-15 FWS allocation to compensate students employed as reading tutors of children in family literacy activities as part of its community service activities when the school submits its Fiscal Operations Report and Application to Participate (FISAP) due October 1, 2015 • If a school received supplemental FWS funds for which it was not entitled, those funds will be de-obligated from G5 • Note: All (100%) of the supplemental FWS funds must be used to compensate students employed in community service activities

  41. Supplemental Funding • By the end of September schools are notified by e-mail if they received supplemental Campus-Based funds • This e-mail is sent to the Financial Aid Administrator identified on the most recently submitted FISAP, or as updated via the “Contact Info” page on the eCB Website • In the e-mail, schools will be referred to the school’s Statement of Account (SOA) on the eCB Website which will reflect the supplemental award amount for each program

  42. Supplemental Funding • To access the Statement of Account (SOA), schools should: • Log into the eCB Website; • Select the “Self-Service” link from the top navigation bar; • Scroll to the “Campus-Based Notifications for All Available Award Years” section; • Scroll to the “Statement of Account” bullet; and, • Click on the appropriate year link next to it

  43. Annual Closeout • Campus-Based awards are closed out each year in early/mid Spring • This process involves reconciling a school’s authorized award for each program with the amounts reported as expended on the FISAP

  44. Annual Closeout • For example: FWS Authorized Amount: $ 50,000 Amount reported as expended on FISAP: $ 40,000 Amount of authorized amount not spent: $ 10,000 Amount de-obligated from G5 at Closeout: $ 10,000

  45. Annual Closeout • The closeout amount will appear in G5 as the authorized amount for the 2013-14 award year • If a school drew down more than what was reported as expended on its FISAP, a negative amount will appear in the “available balance” line in G5 after the closeout process occurs • The school must repay the negative balance back to G5 in order to reconcile the account

  46. Annual Closeout • FWS G5 Award ID: P033A14XXXX • FWS Authorization: $ 50,000 • Total amount drawn from G5: $ 50,000 • Amount de-obligated at Closeout: $10,000 • Current G5 Balance: -$ 10,000 • School must repay negative balance back to G5

  47. FISAP Change Requests • Schools must submit their initial FISAP no later than October 1, 2014 • Revisions may be made to the FISAP data through December 15, 2014 • After December 15, a FISAP Change Request must be submitted and approved by the Department before a school is able to make any further revisions

  48. FISAP Change Requests • FISAP changes must only be made to correct verified and documented errors in reporting • FISAP changes requested after funds are de-obligated during Closeout may be approved, but funds will not be reinstated to G5 for any changes made after December 15

  49. FISAP Change Requests • Many schools attempt to adjust the FISAP data to compensate for de-obligations due to Closeout • In most cases the requested changes will not be approved

  50. FISAP Change Requests Example Reported on 2015-16 FISAP: • Annual FSEOG Authorization: $ 100,000 • Amount of FSEOG Expended: $ 50,000 • Amount of FSEOG Unexpended: $ 50,000 • Amount of FSEOG de-obligated during Closeout: $ 50,000 • Change request submitted reducing the Final Adjusted Authorized amount to $50,000 and unexpended funds to $0

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