EIN: 480698000
UEI: EDLDS1G1D1V7
Data as of August 25, 2026
Management decision deadline — for entities that funded this organization
The FAC accepted this audit on January 27, 2022. Under 2 CFR 200.521(d), a pass-through entity that provided federal funds to this organization for this audit period must issue a management decision on these findings by July 27, 2022 (1491 days ago).
What is a management decision? →2021-001 ? Student Financial Assistance Program Cluster ? Special Tests and Provisions ? NSLDS Enrollment Reporting Criteria or specific requirement Per the NSLDS Enrollment Reporting Guide at the Department of Education website, at a minimum, schools are required to certify enrollment every 60 days. Condition Student information was not updated in NSLDS in a timely fashion. Context Of the 32 students that withdrew during the year, four students were tested for NSLDS Enrollment Reporting. Of those tested, two were properly reported but were not certified timely. In addition, one of the four students was enrolled in, and subsequently withdrew from, the Summer semester, but remained enrolled in the following Fall semester. The system did not note Summer activity, and thus, NSLDS was not updated to reflect that information. Cause Due to a change in the Clearinghouse?s reporting procedures and a significant update to Power Campus 9, there was a delay in reporting for the Spring and Summer 2021 semesters. Effect Students who had an enrollment status change during the Spring and Summer 2021 semesters may not have had their information updated timely in NSLDS. Recommendation We recommend that the College review its reporting processes and implement controls to ensure that reporting is always completed timely. Views of responsible officials See Corrective Action Plan.
Show full finding ▾Hide full finding ▴2021-001 ? Student Financial Assistance Program Cluster ? Special Tests and Provisions ? NSLDS Enrollment Reporting Criteria or specific requirement Per the NSLDS Enrollment Reporting Guide at the Department of Education website, at a minimum, schools are required to certify enrollment every 60 days. Condition Student information was not updated in NSLDS in a timely fashion. Context Of the 32 students that withdrew during the year, four students were tested for NSLDS Enrollment Reporting. Of those tested, two were properly reported but were not certified timely. In addition, one of the four students was enrolled in, and subsequently withdrew from, the Summer semester, but remained enrolled in the following Fall semester. The system did not note Summer activity, and thus, NSLDS was not updated to reflect that information. Cause Due to a change in the Clearinghouse?s reporting procedures and a significant update to Power Campus 9, there was a delay in reporting for the Spring and Summer 2021 semesters. Effect Students who had an enrollment status change during the Spring and Summer 2021 semesters may not have had their information updated timely in NSLDS. Recommendation We recommend that the College review its reporting processes and implement controls to ensure that reporting is always completed timely. Views of responsible officials See Corrective Action Plan.
2021-001 NSLDS Enrollment Reporting Recommendation We recommend that the College review its reporting processes and implement controls to ensure that NSLDS reporting is always completed timely. Action Taken: As of the date of this notice, the Student Financial Aid Director will manually report the withdrawal dates as part of the Return to Title IV calculation process. Additionally, the Financial Aid office will review policies and procedures applicable to the Return of Title IV process and enrollment reporting.
FAC accepted this audit on January 13, 2020 — management decision was due July 13, 2020.
2019-001 Information on the Federal Program US Department of Education Student Financial Assistance Program Cluster - Title IV Federal Pell Grant Program ? CFDA No. 84.063 Criteria or Specific requirement Internal controls should be in place to ensure that students receiving Pell are reevaluated every time a course has been added or dropped per the institution?s policy. Condition The College?s internal controls over recalculating Pell awards when a student adds or drops a class were not effective and two students received the incorrect award amount based upon their eligibility. Context During our audit procedures we examined 60 student accounts that received Pell awards. Of the 60 accounts examined, 2 of them were not awarded properly. One student was under awarded $762 and the one was over awarded $650. Effect Two students did not receive the correct amount of Pell awards that they were eligible for. Recommendation The College should review its processes in place for awarding Pell Grants and implement additional controls to ensure that they are awarded at the correct amounts. Views of responsible officials and planned corrective actions See corrective action plan.
Show full finding ▾Hide full finding ▴2019-001 Information on the Federal Program US Department of Education Student Financial Assistance Program Cluster - Title IV Federal Pell Grant Program ? CFDA No. 84.063 Criteria or Specific requirement Internal controls should be in place to ensure that students receiving Pell are reevaluated every time a course has been added or dropped per the institution?s policy. Condition The College?s internal controls over recalculating Pell awards when a student adds or drops a class were not effective and two students received the incorrect award amount based upon their eligibility. Context During our audit procedures we examined 60 student accounts that received Pell awards. Of the 60 accounts examined, 2 of them were not awarded properly. One student was under awarded $762 and the one was over awarded $650. Effect Two students did not receive the correct amount of Pell awards that they were eligible for. Recommendation The College should review its processes in place for awarding Pell Grants and implement additional controls to ensure that they are awarded at the correct amounts. Views of responsible officials and planned corrective actions See corrective action plan.
The current Colby Community College policy, established and approved on 12/1/2015, is to certify enrollment on the twentieth day of the term and calculate Federal Pell Grant only one time. For terms within a term, the CCC policy is to certify enrollment on the equivalent of the twentieth day of that term and calculate Federal Pell Grants once. This aligns with the Federal Financial Aid handbook as well. Law 34 CFR 690.80 states the college is not required to re-certify enrollments unless they have written policy in their Policy and Procedures Manual stating they will. To assist Financial Aid with its processes of awarding Pell Grants, IT created a report in September 2019 that compares enrolled credit hours between PowerCampus (PC), CCC's student management system, to PowerFaids (PF), CCC's financial aid data management system. This report compares credit hours in PC and PF daily, allowing the Financial Aid (FA) staff to adjust student awards accordingly. Additionally, the IT generated report is also spot checked against the Registrar records (including all withdrawals, adds, drops, etc). This oversight allows FA to verify enrollment and adjust offers accordingly. This internal control will correct over and under awards from occurring. Beginning in January 2020, FA is also adding Net Partner, a student portal, which will show the student where they are in the FA process and will allow the student to manage what information is due and pending. This tool will also assist with eliminating the possibility of over and under awarding of financial aid. Beginning in academic year 18/19, the Registrar created a Google Spreadsheet that is specific to certification of class activity including the dropping and adding of courses. This Google live document is shared with Financial Aid and Student Accounts Receivable. Thus, the addition of this manual Google worksheet adds a third and final check to verify student enrolled credit hours and financial aid disbursements are correct.
2019-002 Information on the Federal Program US Department of Education Student Financial Assistance Program Cluster - Title IV ? Federal Direct Student Loans ? CFDA No. 84.268 Criteria or Specific requirement Internal controls should be in place to ensure that students who received federal direct loans complete their exit counseling upon completion of their schooling. Condition The College?s internal controls over completion of the loan exit counseling were not effective. Context During our audit procedures we examined 60 student accounts. Of the 60 accounts examined, 2 of them did not have support for completing loan exit counseling nor did they have evidence of communication taking place with the student requesting that it be completed. Effect Two students did not receive the proper exit counseling upon completing their education. Recommendation The College should review its processes in place for monitoring that exit counseling is completed as required. Views of responsible officials and planned corrective actions See corrective action plan.
Show full finding ▾Hide full finding ▴2019-002 Information on the Federal Program US Department of Education Student Financial Assistance Program Cluster - Title IV ? Federal Direct Student Loans ? CFDA No. 84.268 Criteria or Specific requirement Internal controls should be in place to ensure that students who received federal direct loans complete their exit counseling upon completion of their schooling. Condition The College?s internal controls over completion of the loan exit counseling were not effective. Context During our audit procedures we examined 60 student accounts. Of the 60 accounts examined, 2 of them did not have support for completing loan exit counseling nor did they have evidence of communication taking place with the student requesting that it be completed. Effect Two students did not receive the proper exit counseling upon completing their education. Recommendation The College should review its processes in place for monitoring that exit counseling is completed as required. Views of responsible officials and planned corrective actions See corrective action plan.
Effective immediately, all students who have not completed the exit counseling requirement are placed on a Financial Aid hold prohibiting the student from enrolling in future classes at CCC and/or obtaining their transcript from CCC. Additionally, CCC generates a report from PF's that compares what PF's has listed and compares it to the Department of Education G5 generated report. The CCC report identifies students who received aid and have to complete an exit counseling requirement. FA created a timeline where emails are sent at the end of each semester to the students identified in the report. The email includes the following link www.nslds.ed.gov/nsids_SA/. This link allows students a two week process to complete the exit interview. FA is notified by Department of Education when a student completes the exit counseling requirement. This is then printed off, and the financial aid hold is removed, and a paper copy is then retained in the student's file. This process is reviewed by the FA Director to ensure that the information is correct. If the exit counseling requirement is not completed electronically via the provided link, the students are then sent via US Mail an Exit Counseling Guide and a letter from CCC indicating the importance of finalizing the exit counseling requirement. CCC takes an additional step and follows it up with a phone call to ensure the student receives the brochure. Each semester, any outstanding exit counseling requirements that are unmet repeats the above process. The addition of Net Partner in January 2020 will show the student where they are in the process and allow the student to manage what information is due and pending, will eliminate the possibility of missing exit counseling requirements. Net Partner also offers a link and includes the ability to complete the exit counseling via mobile. CCC Financial Aid staff has received additional training beginning in September 2019 and remains ongoing to ensure the FA staff fully understands the importance of the exit counseling requirement and are making sure this occurs each semester.
2019-003 Information on the Federal Program US Department of Education Student Financial Assistance Program Cluster - Title IV ? Federal Work Study Program ? CFDA No. 84.033 Criteria or Specific requirement Internal controls should be in place to ensure that the College is only drawing down funds to reimburse itself for awards already paid to students or to cover awards to be paid to students in the immediate future. Condition The College?s internal controls over drawdowns for Federal Work Study were not effective. Context Reimbursements for the 18-19 award year for the Federal Work Study program took place after the fiscal year end. The College drew down $31,884 more than what was awarded to students. This error was discovered during the College?s year end reconciliation process and the excess funds were immediately returned to the Department of Education. This correction took place 23 days after the initial drawdown occurred. Effect The College held more requested Federal Funds than what was needed for reimbursement or the immediate future. Recommendation The College should review its processes in place for calculating the reimbursement amounts for federal awards paid to students to ensure only the amount awarded is requested. Views of responsible officials and planned corrective actions See corrective action plan.
Show full finding ▾Hide full finding ▴2019-003 Information on the Federal Program US Department of Education Student Financial Assistance Program Cluster - Title IV ? Federal Work Study Program ? CFDA No. 84.033 Criteria or Specific requirement Internal controls should be in place to ensure that the College is only drawing down funds to reimburse itself for awards already paid to students or to cover awards to be paid to students in the immediate future. Condition The College?s internal controls over drawdowns for Federal Work Study were not effective. Context Reimbursements for the 18-19 award year for the Federal Work Study program took place after the fiscal year end. The College drew down $31,884 more than what was awarded to students. This error was discovered during the College?s year end reconciliation process and the excess funds were immediately returned to the Department of Education. This correction took place 23 days after the initial drawdown occurred. Effect The College held more requested Federal Funds than what was needed for reimbursement or the immediate future. Recommendation The College should review its processes in place for calculating the reimbursement amounts for federal awards paid to students to ensure only the amount awarded is requested. Views of responsible officials and planned corrective actions See corrective action plan.
Colby Community College is not currently Title III or Title V eligible, therefore the 25% match is currently not an option. There was confusion within CCC that since the institution had qualified for the Title III/Title V Federal Work Study match waiver it still qualified. In August of 2019, after ABB&B identified it, it was corrected immediately. Business Office and Financial Aid Office personnel gained a significant amount of knowledge during the Federal Cash Management Training mentioned previously. Additionally, no Federal monies were spent improperly and all un-spent monies were returned via G5 in September 2019. Effective immediately, CCC implemented a number of steps to address this going forward. Annually, CCC applies for a waiver in April for the upcoming fall academic year. If the waiver is awarded, CCC does not have to initiate a 25% match. If the waiver is not awarded CCC makes a 25% match for all awarded Federal Work Study (FWS) awards. Additionally, CCC provides an award letter to the student identifying if he/she is eligible for Federal Work Study and requires a signature on the award. If the student does not accept or apply for a position within two weeks, the award is evaluated and possibly retracted to use for other students who are FWS eligible. In addition to the FWS offer letter, the student is provided with a document to provide to the supervisor outlining how much he/she is awarded. The student signs the job description at that time. Monthly, FA provides the supervisor with a report that identifies how much has been paid out and the remaining balance of the FWS award for each student. Prior to being disbursed to the supervisor, the information is reconciled between FA, HR and the Business Office. The amount in the GL is reconciled against the amount noted in PF and is then drawn down monthly. This will eliminate last minute changes and inaccurate drawdowns as all parties are in communication monthly.
FAC accepted this audit on January 2, 2019 — management decision was due July 2, 2019.
GSA_MIGRATION
Show full finding ▾Hide full finding ▴GSA_MIGRATION
GSA_MIGRATION
FAC accepted this audit on January 8, 2017 — management decision was due July 8, 2017.
GSA_MIGRATION
Show full finding ▾Hide full finding ▴GSA_MIGRATION
Show full finding ▾Hide full finding ▴GSA_MIGRATION
Show full finding ▾Hide full finding ▴GSA_MIGRATION
Show full finding ▾Hide full finding ▴GSA_MIGRATION
GSA_MIGRATION
Data source: This information comes from the Federal Audit Clearinghouse, the official repository of Single Audit data. All data is public domain. Verify this organization's audit history at fac.gov.
Track your findings and corrective action plans across audit cycles.
Start tracking findings →Monitor subrecipient audit findings and compliance status.
Start monitoring →© 2026 Single Audit Intelligence. All data is public domain.