EIN: 750859801
UEI: YGZCM3ADMCX5
Audited by: CapinCrouse LLC
Oversight agency: 84 [Department of Education]
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Data as of September 2, 2026
Management decision deadline — for entities that funded this organization
The FAC accepted this audit on November 3, 2025. 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 May 3, 2026 (127 days ago).
What is a management decision? →FAC accepted this audit on November 12, 2024 — management decision was due May 12, 2025.
The NSLDS enrollment status effective date for withdrawals and graduated students was not accurately sent to NSLDS from the system. Criteria: 34 CFR 690.83(b) and 34 CFR 685.309 Questioned Costs: $0 Context: Out of 68 students tested, 3 students had incorrect effective dates reported for their enrollment status. One student who graduated after the fall semester was reported as withdrawn instead of graduated. Two official withdrawals during the spring semester were reported as withdrawn at the end of the fall semester. These students were corrected during the audit process. Cause: The incorrect effective dates were pulled in order to send to NSLDS. Effect: Inaccurate reporting can impact a student’s loan grace period in school deferment eligibility, beginning loan repayments, appropriate interest charges, etc. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend the University put a system in place to ensure that the date being reported to NSLDS as the effective date of withdrawal is the official withdrawal date of attendance for the student. We also recommend the graduation roster be checked each semester. We further recommend the University complete spot checks of enrollment statuses to NSLDS. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Show full finding ▾Hide full finding ▴Enrollment Reporting to National Student Loan Data System (NSLDS) DEPARTMENT OF EDUCATION ALN #: 84.268 and 84.063 Federal Award Identification #: 2023-2024 Award Year Condition: The NSLDS enrollment status effective date for withdrawals and graduated students was not accurately sent to NSLDS from the system. Criteria: 34 CFR 690.83(b) and 34 CFR 685.309 Questioned Costs: $0 Context: Out of 68 students tested, 3 students had incorrect effective dates reported for their enrollment status. One student who graduated after the fall semester was reported as withdrawn instead of graduated. Two official withdrawals during the spring semester were reported as withdrawn at the end of the fall semester. These students were corrected during the audit process. Cause: The incorrect effective dates were pulled in order to send to NSLDS. Effect: Inaccurate reporting can impact a student’s loan grace period in school deferment eligibility, beginning loan repayments, appropriate interest charges, etc. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend the University put a system in place to ensure that the date being reported to NSLDS as the effective date of withdrawal is the official withdrawal date of attendance for the student. We also recommend the graduation roster be checked each semester. We further recommend the University complete spot checks of enrollment statuses to NSLDS. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Memo: Audit Findings 2023-2024 Submitted by: Karson Kent, University Registrar Date: 9/13/2024 Below is a description of and explanation for the 3 findings from the 23-24 audit pertaining to the Registrar’s office. Also included is an explanation of how the findings have been addressed, and the action that has been taking to prevent them from happening in the future. ETBU uses the National Student Clearinghouse for enrollment reporting to the National Student Loan Data System. Case 1 – Student 1 withdrew from the spring term on 1/29/2024, but withdrawal was reported as end of fall 2023. Case 2 – Student 2 withdrew from the spring term on 1/31/2024, but withdrawal was reported as end of fall 2023. Error: The enrollment report was being pulled and sent to the National Student Clearinghouse (NSC) after the census date when roster certifications and withdrawal requests, up to that point, had been processed. Students 1 and 2 both withdrew during the roster certification period, which was before the census date, but after late registration had ended. Their withdrawals were processed in the Registrar’s office before the initial enrollment report was pulled, and since they received W’s for the term, they should have been reported for the term to the NSC. In researching the finding, it was discovered that the system is set up to only include students in the enrollment report who are enrolled as of the date that the first report is pulled. This means that students 1 and 2 were never included in the initial enrollment report for spring 2024, and therefore weren’t captured on any of the subsequent of term reports that notify the NSC of enrollment changes throughout the semester. This made it look like they never attended ETBU in the spring, which is why the NSC showed their withdrawal to be the end of the fall term. Action Taken: Students 1 and 2 enrollments for the spring 2024 term have since been corrected with the NSC. Additionally, since learning how the report is set up, the Registrar has been in discussion with the Director of Financial Aid and Institutional Research, to figure out the best timeline for processing the enrollment report moving forward. It has been determined that the initial enrollment report needs to be submitted as soon as late registration ends, so that everyone who is registered for the term is captured on the report. Once the roster certification period is over, students who have been reported as not attending will be dropped, and any University withdrawal request will be processed. Once those things have been done, the Registrar will submit the first subsequent of term enrollment report to the NSC. This will ensure that any enrollment changes that have happened after registration ended up to census date get reported within the time frame needed by Financial Aid. Case 3 – Student 3 was reported as withdrawn after the fall 2023 term, but actually graduated. Error: Student 3 should have been reported to the NSC as a fall 2023 graduate, but was not included on the graduation report. In investigating it appears student 3’s degree was conferred after the fall graduation report had already been submitted, and the Registrar was not made aware of the discrepancy. Since student 3 was not reported as graduated for fall 2023, and was not enrolled in the spring 2024 term, they were considered withdrawn through the the NSC. Action Taken: Student 3’s status has been changed from withdrawn for the fall 2023 term to graduated, with the NSC. To prevent this from happening in the future, the Graduation Certification Officer has been made aware to notify the Registrar anytime a degree is conferred outside of the normal time frame, so that it can promptly be reported to the NSC. As an added measure moving forward, after degrees have been conferred for a standard term, the Records Assistant will double check all the degrees conferred to help ensure that nobody was missed.
FAC accepted this audit on November 13, 2023 — management decision was due May 13, 2024.
Students were not appropriately awarded subsidized aid based on need when there were changes after the initial award. Criteria: 34 CFR 685.203 Questioned Costs: $-0- Context: 2 students out of 60 were under awarded subsidized loans for a total of $1,440 underawarded. These students were corrected during the audit process by reallocating unsubsidized loans to subsidized loans. Cause: The University uses a system that does not automatically update all need analysis when a subsequent change is made. One student changed the enrollment status which changed the institutional aid and resulted in more subsidized eligibility. One student went into the portal and reduced the acceptance of the subsidized loan, and this student was not flagged to automatically swap to the unsubsidized loan to subsidized loan. Effect: Incorrect allocation of subsidized versus unsubsidized which affects the amount and timing of interest the student must repay. Identification as repeat finding, if applicable: Yes, 2022-001 and 2021-002. Recommendation: We recommend the University adjust processes to automate changes in packaging to reduce manual errors. We understand the University is moving to a new financial aid system for the 2023-2024 award year. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Show full finding ▾Hide full finding ▴Need Analysis DEPARTMENT OF EDUCATION ALN #: 84.268 Federal Award Identification #: 2022-2023 Award Year Condition: Students were not appropriately awarded subsidized aid based on need when there were changes after the initial award. Criteria: 34 CFR 685.203 Questioned Costs: $-0- Context: 2 students out of 60 were under awarded subsidized loans for a total of $1,440 underawarded. These students were corrected during the audit process by reallocating unsubsidized loans to subsidized loans. Cause: The University uses a system that does not automatically update all need analysis when a subsequent change is made. One student changed the enrollment status which changed the institutional aid and resulted in more subsidized eligibility. One student went into the portal and reduced the acceptance of the subsidized loan, and this student was not flagged to automatically swap to the unsubsidized loan to subsidized loan. Effect: Incorrect allocation of subsidized versus unsubsidized which affects the amount and timing of interest the student must repay. Identification as repeat finding, if applicable: Yes, 2022-001 and 2021-002. Recommendation: We recommend the University adjust processes to automate changes in packaging to reduce manual errors. We understand the University is moving to a new financial aid system for the 2023-2024 award year. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Need Analysis Planned Corrective Action: ETBU financial aid staff have used a Jenzabar PX product for over 20 years. Within that product, there is no built-in compliance to assist with awarding and managing Federal Direct Loan awarding amounts based on need. The initial Federal Direct Loans were awarded correctly based on student need eligibility. However, when scholarships were added/removed or aid was adjusted based on enrollment status after origination, manual adjustments to loans are required. As a result of previous finding, ETBU implemented processes where Direct Subsidized Loans were over awarded when scholarships were added after initial packaging and eliminated all finding related to Need Analysis in 2022-2023. However, the quality assurance checks were not written to check for reduction of scholarships that might result in an under award of Direct Subsidized Loans. ETBU has a log file to document that the student elected to reduce their subsidized loan which was determined to be a finding. After further review of regulations, ETBU financial aid was only honoring the student request. ETBU financial aid office added this quality assurance check to their procedures and has conducted a 100% check for all Federal Direct Student loans for the 2022- 23 award year for over awards as well as under awarding of all Direct Loans. ETBU financial aid has implemented a new administrative software, Jenzabar Financial Aid (JFA) for the 2023-24 financial aid year. JFA has built in Federal Direct Loan packaging that checks need at the time of awarding, as well as, evaluating need when awards are changed. Additionally, quality assurance processes have been written in the new software to double check Federal Direct Loan award amounts after any funding movement on student accounts. These processes are completed before any loan disbursements to assure that compliance is maintained. Person Responsible for Corrective Action Plan: Linda Slawson, Director Financial Aid Anticipated Date of Completion: Completed
2022-001
FAC accepted this audit on November 2, 2022 — management decision was due May 2, 2023.
Student were not initially appropriately awarded subsidized aid based on need. Criteria: 34 CFR 685.203 Questioned Costs: $500 Context: Three students out of 62 were not awarded the appropriate amount of subsidized aid based on need. One student was incorrectly awarded due to the year of enrollment, resulting in an overaward of $500 of subsidized loans. The other students had changes of scholarships that resulted in manual calculations and adjustments, and incorrectly removed the subsidized loans totaling $5,837 and disbursed unsubsidized instead. All three students were corrected during the audit process. Cause: Additional scholarships and adjustments were added after federal aid was awarded but before the second disbursement was made. The validation check before the second disbursement was made did not catch these. Effect: Two students did not receive subsidized aid for which they were eligible, and one student received subsidized aid for which they were not eligible. Identification as repeat finding, if applicable: 2021-002. Recommendation: We recommend the University adjust processes to automate changes in packaging to reduce manual errors. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Show full finding ▾Hide full finding ▴Need Analysis DEPARTMENT OF EDUCATION ALN #: 84.268 Federal Direct Student Loans Federal Award Identification #: 2021-2022 Financial Aid Year Condition: Student were not initially appropriately awarded subsidized aid based on need. Criteria: 34 CFR 685.203 Questioned Costs: $500 Context: Three students out of 62 were not awarded the appropriate amount of subsidized aid based on need. One student was incorrectly awarded due to the year of enrollment, resulting in an overaward of $500 of subsidized loans. The other students had changes of scholarships that resulted in manual calculations and adjustments, and incorrectly removed the subsidized loans totaling $5,837 and disbursed unsubsidized instead. All three students were corrected during the audit process. Cause: Additional scholarships and adjustments were added after federal aid was awarded but before the second disbursement was made. The validation check before the second disbursement was made did not catch these. Effect: Two students did not receive subsidized aid for which they were eligible, and one student received subsidized aid for which they were not eligible. Identification as repeat finding, if applicable: 2021-002. Recommendation: We recommend the University adjust processes to automate changes in packaging to reduce manual errors. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Need Analysis Planned Corrective Action: ETBU Financial aid department has implemented a new processing form and review process when adding/removing additional aid to a student's financial aid package after the initial packaging. The need analysis is a manual process that will now be reviewed by at least two staff members in the office. Additionally, reports are being run to check Sub and UnSub loan awards against unmet need. ETBU is converting to a new administrative system that has the federal loan need compliance and limits as part of the packaging process. This will eliminate the possibility of this exception. Person Responsible for Corrective Action Plan: Linda Slawson, Director of Financial aid Anticipated Date of Completion: Already implemented.
2021-002
One student had an incorrect R2T4 performed. Criteria: 34 CFR 668.22 Questioned Costs: $841 Context: One student out of 14 tested for withdrawals had federal loans included in aid that could have been disbursed. The student did not begin half time attendance, and the eligibility for federal loans should have been removed. This was corrected during the audit process. Cause: The inclusion of the aid in the aid that could have been disbursed column was an oversight. The withdrawal date was before the loan was disbursed. Effect: The student received subsidized loans for which they were not eligible. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend the review process include students who are registered for the minimum hours to receive loans. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Show full finding ▾Hide full finding ▴Inaccurate Return of Title IV Funds (R2T4) DEPARTMENT OF EDUCATION ALN #: 84.268 Federal Direct Student Loans Federal Award Identification #: 2021-2022 Financial Aid Year Condition: One student had an incorrect R2T4 performed. Criteria: 34 CFR 668.22 Questioned Costs: $841 Context: One student out of 14 tested for withdrawals had federal loans included in aid that could have been disbursed. The student did not begin half time attendance, and the eligibility for federal loans should have been removed. This was corrected during the audit process. Cause: The inclusion of the aid in the aid that could have been disbursed column was an oversight. The withdrawal date was before the loan was disbursed. Effect: The student received subsidized loans for which they were not eligible. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend the review process include students who are registered for the minimum hours to receive loans. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
R2T4 Planned Corrective Action: ETBU Registrars office is now informing the Financial aid office of any student who withdrawals or that is reported as not attending in courses from the second FLEX terms. Financial aid is awarded based on total payment period enrollment and any notification of change in enrollment will result in a review and recalculation of aid eligibility if necessary. Reports were revised to reflect changes in enrollment after primary term census. Person Responsible for Corrective Action: Troy White, Registrar and Linda Slawson, Director of Financial aid. Anticipated Date of Completion: Already implemented.
FAC accepted this audit on December 1, 2021 — management decision was due June 1, 2022.
The University did not require formal satisfactory academic progress (SAP) appeals for cumulative grade point average (GPA) due to misapplication of the COVID waiver which potentially awarded federal aid to ineligible students. Criteria: 34 CFR 668.34(c) Questioned Costs: Unknown Context: The University granted a blanket SAP appeal approval for the Spring. The University typically has students come in person into the financial aid office to complete the appeal request form, but due to the COVID-19 pandemic, the University did not require official appeal forms in person. The University believed these students would have marked COVID-19 as the reason which was an acceptable reason for SAP appeals to be granted. Cause: The University interpreted the SAP waiver provided due to the COVID-19 pandemic to include not requiring formal documentation if GPA was the cause for not meeting SAP. Effect: There is a potential for students to have received federal aid that were not eligible and did not have a formal appeal submitted. The University believes this potential is low. Recommendation: We recommend the University to only exclude Pace due to COVID and have students complete a formal appeal. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Show full finding ▾Hide full finding ▴Satisfactory Academic Progress Appeals DEPARTMENT OF EDUCATION CFDA #: 84.268, 84.063, 84.007, 84.033, 84.038, 84.379 (SFA Cluster) Federal Award Identification #: 2020-2021 Financial Aid Year Condition: The University did not require formal satisfactory academic progress (SAP) appeals for cumulative grade point average (GPA) due to misapplication of the COVID waiver which potentially awarded federal aid to ineligible students. Criteria: 34 CFR 668.34(c) Questioned Costs: Unknown Context: The University granted a blanket SAP appeal approval for the Spring. The University typically has students come in person into the financial aid office to complete the appeal request form, but due to the COVID-19 pandemic, the University did not require official appeal forms in person. The University believed these students would have marked COVID-19 as the reason which was an acceptable reason for SAP appeals to be granted. Cause: The University interpreted the SAP waiver provided due to the COVID-19 pandemic to include not requiring formal documentation if GPA was the cause for not meeting SAP. Effect: There is a potential for students to have received federal aid that were not eligible and did not have a formal appeal submitted. The University believes this potential is low. Recommendation: We recommend the University to only exclude Pace due to COVID and have students complete a formal appeal. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Finding Number: 2021-001 Satisfactory Academic Progress Planned Corrective Action: (provide detail of actual steps taken to correct deficiency and prevent reoccurrence of finding) The timing of the COVID-19 Satisfactory Academic Progress (SAP) relief detailed guidance from DOE was delayed and therefore ETBU gave relief for Spring 2021 in both PACE and GPA. This action was corrected where PACE was the only allowance for SAP relief for Fall 2021 as described by DOE additional guidance. Students who had a SAP GPA suspension related to COVID-19 were required to file an appeal for consideration to reinstate their Federal financial aid. The appeal form was made available online. Additional attention to administrative relief is being documented as we move through this pandemic to assure ETBU is compliant. Person Responsible for Corrective Action Plan: Linda Slawson, Director of Financial aid Anticipated Date of Completion: Immediate
Students were not initially appropriately awarded subsidized aid based on need. Criteria: 34 CFR 685.203 Questioned Costs: $0 ? reallocation of subsidized loans to unsubsidized loans Context: Two students out of 60 were over awarded subsidized loans. These students were corrected during the audit process by reallocating subsidized loans to unsubsidized loans. Cause: Additional scholarships were added after federal aid awarded but before the second disbursement was made. The validation check before the second disbursement was made did not catch these. Effect: Students received subsidized federal aid for which they were not eligible. Recommendation: We recommend the University ensure that all scholarships are marked as estimated financial assistance and an awarding check is done accurately before disbursement is completed for the student. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Show full finding ▾Hide full finding ▴Need Analysis DEPARTMENT OF EDUCATION CFDA #: 84.268 Federal Direct Student Loans Federal Award Identification #: 2020-2021 Financial Aid Year Condition: Students were not initially appropriately awarded subsidized aid based on need. Criteria: 34 CFR 685.203 Questioned Costs: $0 ? reallocation of subsidized loans to unsubsidized loans Context: Two students out of 60 were over awarded subsidized loans. These students were corrected during the audit process by reallocating subsidized loans to unsubsidized loans. Cause: Additional scholarships were added after federal aid awarded but before the second disbursement was made. The validation check before the second disbursement was made did not catch these. Effect: Students received subsidized federal aid for which they were not eligible. Recommendation: We recommend the University ensure that all scholarships are marked as estimated financial assistance and an awarding check is done accurately before disbursement is completed for the student. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Finding Number: 2021-002 Need Analysis Planned Corrective Action: (provide detail of actual steps taken to correct deficiency and prevent reoccurrence of finding) ETBU uses the POISE administrative system which does not systematically check for over awarding need-based aid. This is done at the time of awarding aid. Calculations are checked and initial awards are accurately monitored to assure that students are not over awarded need-based aid. However, as identified during this audit when late scholarships are added to the account the recalculation of need-based aid has been missed. We are now running a report before each disbursement to recalculate and verify unmet need and need based aid. All accounts for 2021-2022 have been verified to be accurate and will check again before spring disbursements. Person Responsible for Corrective Action Plan: Linda Slawson, Director of Financial aid Anticipated Date of Completion: Immediate
FAC accepted this audit on December 6, 2020 — management decision was due June 6, 2021.
When students withdrew either officially or unofficially, the University did not always return unearned Title IV aid accurately or timely. Criteria: 34 CFR 668.22 (j) (1), 34 CFR 668.22(b)(1), 34 CFR 668.22(f)(2) Questioned Costs: $7,418 Context: Out of 17 students, 3 students who withdrew in the fall term did not have their return to Title IV (R2T4) calculated correctly resulting in more Title IV aid being returned than required, $130 in Pell and $3,507 in Federal Direct Loans (FDL). 1 student had a correct R2T4 but the University did not return the correct amount to Department of Education. The additional $206 in FDL was returned as part of the audit process. 1 student had an incorrect R2T4 calculation that resulted in an ineligible $151 post withdraw disbursement of Pell that was returned to the Department of Education as part of the audit process. For 3 on-line students who unofficially withdrew, the Title IV unearned aid totaling $7,061 was not returned timely. These were identified as part of the audit process and were returned to the Department of Education in November 2020. The number of days late ranged from 161 to 329 days. Effect: Noncompliance with Department of Education regulations. Cause: The calendar for the fall term R2T4 calculation was not set up correctly and did not exclude the 5 day Thanksgiving break, resulting in the 3 students earning less Title IV aid then eligible to receive. For the 3 on-line students who unofficially withdrew, the University failed to monitor attendance as required by an attendance taking school. These 3 students had no passing grades and it was determined that all had a last date of attendance that was not greater than 60% of the term, requiring an R2T4. The other 2 were human error. Identification as repeat finding, if applicable: 2019-007 Recommendation: We recommend the University put procedures in place to review all R2T4 calculations and ensure that the correct amount of unearned aid is returned. We further recommend a review of the calendar setup be performed. We recommend the University perform its monitoring of attendance for on-line students throughout the semester as required by an attendance taking school. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Show full finding ▾Hide full finding ▴2020-003 Inaccurate and Untimely Returns of Title IV Funds Material Weakness Department of Education CFDA #: 84.063 and 84.268 Federal Award Identification #: 19/20 Financial Aid Year Condition: When students withdrew either officially or unofficially, the University did not always return unearned Title IV aid accurately or timely. Criteria: 34 CFR 668.22 (j) (1), 34 CFR 668.22(b)(1), 34 CFR 668.22(f)(2) Questioned Costs: $7,418 Context: Out of 17 students, 3 students who withdrew in the fall term did not have their return to Title IV (R2T4) calculated correctly resulting in more Title IV aid being returned than required, $130 in Pell and $3,507 in Federal Direct Loans (FDL). 1 student had a correct R2T4 but the University did not return the correct amount to Department of Education. The additional $206 in FDL was returned as part of the audit process. 1 student had an incorrect R2T4 calculation that resulted in an ineligible $151 post withdraw disbursement of Pell that was returned to the Department of Education as part of the audit process. For 3 on-line students who unofficially withdrew, the Title IV unearned aid totaling $7,061 was not returned timely. These were identified as part of the audit process and were returned to the Department of Education in November 2020. The number of days late ranged from 161 to 329 days. Effect: Noncompliance with Department of Education regulations. Cause: The calendar for the fall term R2T4 calculation was not set up correctly and did not exclude the 5 day Thanksgiving break, resulting in the 3 students earning less Title IV aid then eligible to receive. For the 3 on-line students who unofficially withdrew, the University failed to monitor attendance as required by an attendance taking school. These 3 students had no passing grades and it was determined that all had a last date of attendance that was not greater than 60% of the term, requiring an R2T4. The other 2 were human error. Identification as repeat finding, if applicable: 2019-007 Recommendation: We recommend the University put procedures in place to review all R2T4 calculations and ensure that the correct amount of unearned aid is returned. We further recommend a review of the calendar setup be performed. We recommend the University perform its monitoring of attendance for on-line students throughout the semester as required by an attendance taking school. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Finding Number: 2020-003 Inaccurate and Untimely Returns of Title IV Funds Planned Corrective Action: As of the Fall 2020 Semester, and during the timeframe of the 1920 Audit, the EBTU Financial Aid office is now working more closely with Academic Affairs to obtain the ?last date of attendance? or the ?last class participation date? for students who do not earn any credits in a given semester or module. The Financial Aid Office requested and obtained reports from the Registrar office for any student who did not earn any credits at the end of a semester and/or module term for the entire 1920 Aid Year and Current 2021 Fall Semester. The categories of review are the following: 1) Undergraduate students who have their attendance taken and who are in danger of receiving an XF due to non-attendance are reviewed by the Financial Aid office immediately to determine if the student is enrolled in other classes; 2) Undergraduate and Graduate students who are enrolled in modules such as Fall Flex I and Fall Flex II are now monitored more closely. The Registrar office will now send a certification of non-attendance spreadsheet within the first week 10 days of classes. Financial Aid uses these to determine if any student did not begin attendance in their Flex II term. Also an `all F or Non-credit? report after the semester or module ends. The Financial Aid office then obtains last online participation date and uses that as the withdrawal date for RTIV. Regarding the Calendar dates used in RTIV the Financial Aid office reviews these before a semester commences and the review information with dates is sent to the Vice President of Enrollment. Person Responsible for Corrective Action Plan: Nathan Flory, Director of Financial Aid Anticipated Date of Completion: 11-30-2020
2019-007
The University did not always accurately complete verification as required. Criteria: 34 CFR 676.10 Questioned Costs: Undetermined. Context: Out of 19 students tested for proper verification, 4 students were incorrect. The number of family members and number in college reported on the verification forms by the student did not agree to what was reported on the student?s ISIR and the financial aid counselor failed to properly update the student?s information. These 4 students were corrected as part of the audit process, resulting in each student having a lower expected family contribution and the University making additional disbursements of Pell totaling $4,550. The University also reviewed an additional 294 dependent students selected for verification, noting 11 other students with ISIR?s that did not agree to the verification documentation for number of family members and number in college. The effect of the incorrect verification for these 11 students is unknown as the University was unable to process due to the Department of Education closing access in mid-September to the system for the 19/20 aid year corrections. Effect: Failure to properly verify students can result in an inaccurate expected family contribution and impact eligibility. Cause: Verification was not completed per the regulations, and there was no secondary review to ensure accuracy. Identification as repeat finding, if applicable: 2019-010 Recommendation: We recommend additional training on verification for all financial aid counselors. We also recommend that verification be reviewed on a sample basis, particularly if a new counselor is performing verification. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Show full finding ▾Hide full finding ▴2020-004 Incorrect Verification Significant Deficiency DEPARTMENT OF EDUCATION CFDA #: Student Financial Assistance Cluster Federal Award Identification #: 19/20 Financial Aid Year Condition: The University did not always accurately complete verification as required. Criteria: 34 CFR 676.10 Questioned Costs: Undetermined. Context: Out of 19 students tested for proper verification, 4 students were incorrect. The number of family members and number in college reported on the verification forms by the student did not agree to what was reported on the student?s ISIR and the financial aid counselor failed to properly update the student?s information. These 4 students were corrected as part of the audit process, resulting in each student having a lower expected family contribution and the University making additional disbursements of Pell totaling $4,550. The University also reviewed an additional 294 dependent students selected for verification, noting 11 other students with ISIR?s that did not agree to the verification documentation for number of family members and number in college. The effect of the incorrect verification for these 11 students is unknown as the University was unable to process due to the Department of Education closing access in mid-September to the system for the 19/20 aid year corrections. Effect: Failure to properly verify students can result in an inaccurate expected family contribution and impact eligibility. Cause: Verification was not completed per the regulations, and there was no secondary review to ensure accuracy. Identification as repeat finding, if applicable: 2019-010 Recommendation: We recommend additional training on verification for all financial aid counselors. We also recommend that verification be reviewed on a sample basis, particularly if a new counselor is performing verification. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Finding Number: 2020-004 Incorrect Verification Planned Corrective Action: During the timeframe of the 1920 Audit the Office of Financial Aid assigned the verification responsibilities to the Financial Aid Data Specialist. This transition was completed in February 2020. The staff member underwent thorough training utilizing NASFAA webinar training modules on Verification. During the initial month of training and processing of 2021 aid year documents the Data Specialist submitted the processing to the Director of Financial Aid for review. This individual is more thoroughly trained and prepared than in years past. The specific error found in the 1920 audit related to number in household and number in college underwent a 100% file review for 1920 files. To ensure that this mistake is not made again another 100% review of the number in household and number in college for all dependent student receiving Title IV funds will be undertaken for all 2021 Aid Year files completed to date. Person Responsible for Corrective Action Plan: Nathan Flory, Director of Financial Aid Anticipated Date of Completion: 12-30-2020
2019-010
FAC accepted this audit on February 9, 2020 — management decision was due August 9, 2020.
The administrative capability of the University was not adequate to properly maintain compliance with Title IV regulations. Criteria: 34 CFR 668.16 Questioned Costs: $19,524 Context: In our testing, we found multiple areas of noncompliance as detailed in Findings 2019-007 through 2019-012, which led to a qualified opinion on compliance. Effect: Noncompliance with a number of Title IV regulations. Cause: The University experienced system difficulties and turnover during the administration of the financial aid programs. This resulted in reconciliations not being done as timely as intended as well as incorrect data being used to process financial aid. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend the University re-evaluate the roles of the financial aid administrator and the financial aid assistants and determine what steps need to be taken to ensure that the financial aid team is properly staffed with the necessary skills, knowledge and expertise. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Show full finding ▾Hide full finding ▴2019-006 Administrative Capability Over the Student Financial Aid Program Material Weakness DEPARTMENT OF EDUCATION CFDA #: 84.268, 84.063, 84.007, 84.033, 84.038, and 84.379 (Student Financial Aid Cluster) Federal Award Identification #: 18-19 Financial Aid Year Condition: The administrative capability of the University was not adequate to properly maintain compliance with Title IV regulations. Criteria: 34 CFR 668.16 Questioned Costs: $19,524 Context: In our testing, we found multiple areas of noncompliance as detailed in Findings 2019-007 through 2019-012, which led to a qualified opinion on compliance. Effect: Noncompliance with a number of Title IV regulations. Cause: The University experienced system difficulties and turnover during the administration of the financial aid programs. This resulted in reconciliations not being done as timely as intended as well as incorrect data being used to process financial aid. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend the University re-evaluate the roles of the financial aid administrator and the financial aid assistants and determine what steps need to be taken to ensure that the financial aid team is properly staffed with the necessary skills, knowledge and expertise. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Finding Number: 2019-006 Administrative Capability over the Student Financial Aid Program Planned Corrective Action: ETBU is in the process of re-organizing the departments of Financial Aid and the Business Office. This reorganization is expected to result in more support staff for the financial aid functions of the University, and allow financial aid counselors and processors more time to devote to processing aid and reporting requirements. Also see below for additional corrective actions being taken related to other financial aid administrative capabilities. Person Responsible for Corrective Action Plan: Director of Financial Aid Anticipated Date of Completion: May 2020
The University did not properly monitor for unofficial withdrawals and was not timely in returning unearned Title IV funds students who unofficially withdrew from the fall 2018 semester. Additionally, there were two errors in official withdrawals. Criteria: 34 CFR 668.22 (j) (1), 34 CFR 668.22(b)(1), 34 CFR 668.22(f)(2) Questioned Costs: $16,411 Context: We tested 4 students who received all F?s and unofficially withdrew during the year. Of those 4, 2 students did not have any federal funding. It was determined that the other 2 of these students did not begin attendance in the spring semester and should have had all federal funds returned. Both students were graduate students. The University has since returned those funds in January 2020 ($3,047 of Pell, $1,732 of subsidized loans, and $9,731 of unsubsidized loans). Additionally, we tested 8 official withdrawals and noted that 3 of them had incorrect last dates of attendance used to calculate the R2T4 and 3 of them were in the spring semester were the calendar was set up with the incorrect number of days due to spring break. The University subsequently recalculated all spring semester withdrawals and adjusted all students affected by the incorrect scheduled break. Effect: Late return of unearned Title IV funds and non-compliance with regulations requiring timely determination for unofficial withdrawals. Incorrect calculations due to incorrect last date of attendance used and incorrect calendar used. Cause: The University did not perform its monitoring during the semester of whether students were attending and failed to run a report when the semester ended of all 0 credits earned as an additional control. Additionally, the Registrar?s information on a dropped date in the system was inconsistent with the last date of academic activity. Further, the spring semester calendar did not remove the weekends of the scheduled break. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend the University perform its monitoring of attendance throughout the semester as required by an attendance taking school. We recommend the University determine the correct last date of attendance to use for R2T4 purposes at the time of the R2T4. We further recommend a review of the calendar setup be performed. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Show full finding ▾Hide full finding ▴2019-007 Late Return for Unofficial Withdrawals and Official Withdrawal Miscalculations Material Weakness DEPARTMENT OF EDUCATION CFDA #: 84.268, 84.063 Federal Award Identification #: 18-19 Financial Aid Year Condition: The University did not properly monitor for unofficial withdrawals and was not timely in returning unearned Title IV funds students who unofficially withdrew from the fall 2018 semester. Additionally, there were two errors in official withdrawals. Criteria: 34 CFR 668.22 (j) (1), 34 CFR 668.22(b)(1), 34 CFR 668.22(f)(2) Questioned Costs: $16,411 Context: We tested 4 students who received all F?s and unofficially withdrew during the year. Of those 4, 2 students did not have any federal funding. It was determined that the other 2 of these students did not begin attendance in the spring semester and should have had all federal funds returned. Both students were graduate students. The University has since returned those funds in January 2020 ($3,047 of Pell, $1,732 of subsidized loans, and $9,731 of unsubsidized loans). Additionally, we tested 8 official withdrawals and noted that 3 of them had incorrect last dates of attendance used to calculate the R2T4 and 3 of them were in the spring semester were the calendar was set up with the incorrect number of days due to spring break. The University subsequently recalculated all spring semester withdrawals and adjusted all students affected by the incorrect scheduled break. Effect: Late return of unearned Title IV funds and non-compliance with regulations requiring timely determination for unofficial withdrawals. Incorrect calculations due to incorrect last date of attendance used and incorrect calendar used. Cause: The University did not perform its monitoring during the semester of whether students were attending and failed to run a report when the semester ended of all 0 credits earned as an additional control. Additionally, the Registrar?s information on a dropped date in the system was inconsistent with the last date of academic activity. Further, the spring semester calendar did not remove the weekends of the scheduled break. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend the University perform its monitoring of attendance throughout the semester as required by an attendance taking school. We recommend the University determine the correct last date of attendance to use for R2T4 purposes at the time of the R2T4. We further recommend a review of the calendar setup be performed. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Finding Number: 2019-007 Late Return for Unofficial Withdrawals and Official Withdrawal Miscalculations Planned Corrective Action: ETBU initiated changes to its policies and procedures as it relates to R2T4 processing and reviewing unofficial 52 withdrawals during fall 2019. During the audit timeframe the office of Financial Aid began working with the Registrar?s office so as to obtain the ?last date of attendance? rather than the withdrawal date used by the registrar for their processing. This update to our policies and procedures and communication between the offices will provide accuracy related to R2T4 processing. The Registrar now ensures that the last date of attendance is provided within its email notifications. Additionally, Financial Aid staff has been better trained in this distinction. During the audit timeframe the Financial Aid office also updated the R2T4 calendar to include the Spring Semester break in its calculation. All students impacted were re-processed and funds were adjusted. Financial Aid policy and procedures have been updated so as to ensure that Spring Break is accounted for in the R2T4 calendar set up. Finally, during audit timeframe the Financial Aid office and Registrar updated their policy and procedures to account for students who are enrolled in classes but unofficially withdrawal by ceasing to attend classes. The Registrar in connection with Academic Success office will provide Financial Aid a list of students who have not attended any classes within a 14 day timeframe. Person Responsible for Corrective Action Plan: Director of Financial Aid Anticipated Date of Completion: January 2020
The Federal Direct Loan (FDL) disbursement dates reported to COD did not always agree to the actual date the disbursements were posted to the student?s account. Additionally, the Pell COD dates did not always agree to the actual date the disbursements were posted to the student?s account. Criteria: 34 CFR 668.164(a) and Chapter 4, Volume 5 of the FSA Handbook Questioned Costs: $0 Context: For 21 out of 57 students tested, the FDL date disbursed as reported in COD did not agree to the date the loan funds were actually disbursed to the student?s account. The reporting errors ranged from 2 days to 153 days. 11 out of 51 students tested for Pell COD dates were incorrect, ranging from 6 to 163 days. We noted that monthly reconciliations were not being completed timely. Had monthly reconciliations been completed timely, 12 of the FDL errors would have been noticed, and 9 of the Pell errors would have been noticed. Nearly all students were corrected during the audit process. Effect: Inaccurate disbursement dates affects the amount of interest repayment by the student and creates additional reconciling items for monthly FDL reconciliations. Cause: The financial aid system was exporting anticipated dates to COD instead of actual disbursement dates and not flagging the differences. Since monthly reconciliations weren?t being completed timely, the differences were not noticed. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend the University work with a consultant on the financial aid system to correct the export process for disbursement dates in COD when there is a difference between originally anticipated disbursement dates and when those disbursements are actually posted to a student?s account. We further recommend a monthly reconciliation be completed that includes year to date information to capture any changes made in prior periods. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Show full finding ▾Hide full finding ▴2019-008 Inaccurate Reporting to Common Origination and Disbursement (COD) Material Weakness DEPARTMENT OF EDUCATION CFDA #: 84.268, 84.063 Federal Award Identification #: 18-19 Financial Aid Year Condition: The Federal Direct Loan (FDL) disbursement dates reported to COD did not always agree to the actual date the disbursements were posted to the student?s account. Additionally, the Pell COD dates did not always agree to the actual date the disbursements were posted to the student?s account. Criteria: 34 CFR 668.164(a) and Chapter 4, Volume 5 of the FSA Handbook Questioned Costs: $0 Context: For 21 out of 57 students tested, the FDL date disbursed as reported in COD did not agree to the date the loan funds were actually disbursed to the student?s account. The reporting errors ranged from 2 days to 153 days. 11 out of 51 students tested for Pell COD dates were incorrect, ranging from 6 to 163 days. We noted that monthly reconciliations were not being completed timely. Had monthly reconciliations been completed timely, 12 of the FDL errors would have been noticed, and 9 of the Pell errors would have been noticed. Nearly all students were corrected during the audit process. Effect: Inaccurate disbursement dates affects the amount of interest repayment by the student and creates additional reconciling items for monthly FDL reconciliations. Cause: The financial aid system was exporting anticipated dates to COD instead of actual disbursement dates and not flagging the differences. Since monthly reconciliations weren?t being completed timely, the differences were not noticed. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend the University work with a consultant on the financial aid system to correct the export process for disbursement dates in COD when there is a difference between originally anticipated disbursement dates and when those disbursements are actually posted to a student?s account. We further recommend a monthly reconciliation be completed that includes year to date information to capture any changes made in prior periods. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Finding Number: 2019-008 Inaccurate Reporting to Common Origination and Disbursement Planned Corrective Action: During the fall 2018 disbursement timeframe the Financial Aid office had an untimely staff turnover that related to the function of processing loan and grant disbursements. This, in addition to financial aid system errors delayed the disbursement of some students? Pell grants and Direct Loans. This specific system error has been corrected with our ERP provider and the replacement staff member has been trained to address any discrepancies in COD disbursement dates to the student?s billing account disbursement date. Those students identified in the audit have been corrected. The Financial Aid office has contacted the student information system provider for assistance in developing a report that will identify the disbursement dates on the student billing system in relation to COD disbursement dates. Person Responsible for Corrective Action Plan: Director of Financial Aid Anticipated Date of Completion: January 2020
Out of 51 students tested, 3 students were not properly awarded Pell based on the enrollment status and expected family contribution and classes that they began attendance in. Criteria: 34 CFR 690.63(b), 34 CFR 690.80 Questioned Costs: $613 Context: One student was awarded as half time using an incorrect expected family contribution for summer, which led to an overaward of Pell of $413. One student was had an updated ISIR received after verification was completed but the student was still attending, so the conflicting information should have been resolved, and likely would have resulted in a return of $200. One student had an incorrect row on the Pell calculation chart used for their calculation and resulted in a $50 underaward. The $413 overaward and $50 underaward was corrected during the audit process. Effect: Students were awarded financial aid incorrectly based on classes they had begun and their expected family contribution. Cause: For one student, an incorrect expected family contribution was used. Human error resulted in the other two incorrect calculations. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend the University run a report each semester to verify the correct EFC is used for awarding Pell. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Show full finding ▾Hide full finding ▴2019-009 Incorrect Pell Calculations Significant Deficiency DEPARTMENT OF EDUCATION CFDA #: 84.063 Federal Award Identification #: 18-19 Financial Aid Year Condition: Out of 51 students tested, 3 students were not properly awarded Pell based on the enrollment status and expected family contribution and classes that they began attendance in. Criteria: 34 CFR 690.63(b), 34 CFR 690.80 Questioned Costs: $613 Context: One student was awarded as half time using an incorrect expected family contribution for summer, which led to an overaward of Pell of $413. One student was had an updated ISIR received after verification was completed but the student was still attending, so the conflicting information should have been resolved, and likely would have resulted in a return of $200. One student had an incorrect row on the Pell calculation chart used for their calculation and resulted in a $50 underaward. The $413 overaward and $50 underaward was corrected during the audit process. Effect: Students were awarded financial aid incorrectly based on classes they had begun and their expected family contribution. Cause: For one student, an incorrect expected family contribution was used. Human error resulted in the other two incorrect calculations. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend the University run a report each semester to verify the correct EFC is used for awarding Pell. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Finding Number: 2019-009 Incorrect Pell Calculations Planned Corrective Action: The Financial Aid office will enhance it training regarding summer Pell awarding to ensure that the manual awarding done will be free of errors. A random sample will be taken towards the end of each semester to ensure accuracy with Pell awarding. Person Responsible for Corrective Action Plan: Director of Financial Aid Anticipated Date of Completion: May 2020
The University did not always accurately complete verification as required. Criteria: 34 CFR 676.10 Questioned Costs: Undetermined Context: Out of 28 students tested for proper verification, 3 were incorrectly verified. 1 student had an incorrect number in college, but the expected family contribution (EFC) was 0 so it is unlikely a change in EFC would occur. All 3 students had correct information on the verification worksheets but the updates were not processed correctly for the ISIRS. The ISIR was closed for these students so the adjustments were not able to be made during the audit process, and the effect is unknown, however, it is likely that the change in EFC would be minimal. Effect: Failure to properly verify students can result in an inaccurate expected family contribution and impact eligibility. Cause: Verification was not completed per the regulations, and there was no secondary review to ensure accuracy. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend additional training on verification for all financial aid counselors. We also recommend that verification be reviewed on a sample basis, particularly if a new counselor is performing verification. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Show full finding ▾Hide full finding ▴2019-010 Incorrect Verification Significant Deficiency DEPARTMENT OF EDUCATION CFDA #: Student Financial Assistance Cluster Federal Award Identification #: 18-19 Financial Aid Year Condition: The University did not always accurately complete verification as required. Criteria: 34 CFR 676.10 Questioned Costs: Undetermined Context: Out of 28 students tested for proper verification, 3 were incorrectly verified. 1 student had an incorrect number in college, but the expected family contribution (EFC) was 0 so it is unlikely a change in EFC would occur. All 3 students had correct information on the verification worksheets but the updates were not processed correctly for the ISIRS. The ISIR was closed for these students so the adjustments were not able to be made during the audit process, and the effect is unknown, however, it is likely that the change in EFC would be minimal. Effect: Failure to properly verify students can result in an inaccurate expected family contribution and impact eligibility. Cause: Verification was not completed per the regulations, and there was no secondary review to ensure accuracy. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend additional training on verification for all financial aid counselors. We also recommend that verification be reviewed on a sample basis, particularly if a new counselor is performing verification. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Finding Number: 2019-010 Incorrect Verification Planned Corrective Action: The Financial Aid office will develop a cover page for its Verification processor that will serve as a guide to ensure that each data element is correctly reviewed and accurately added. ETBU utilizes the FAA access system to manually make corrections. Another staff member will review a random sample of verification files throughout the year to ensure verification is completed in accordance with regulatory requirements. Additionally, ETBU has purchased training resources related to Verification through the National Association of Financial Aid Administrators. Person Responsible for Corrective Action Plan: Director of Financial Aid Anticipated Date of Completion: January 2020
NSLDS enrollment status effective date was not always accurate when reporting a change in enrollment status. Criteria: 34 CFR 685.309(b) Questioned Costs: $0 Context: Out of 68 students tested, 6 had incorrect effective dates reported for their enrollment status. Withdrawals were not reported as withdrawn on their last date of attendance, but had been reported when they were dropped in the registration system. 3 withdrawals were reported using that incorrect last date of attendance. 2 withdrawals were reported on a different date than the dropped date which also did not correlate to their last date of attendance. 1 student had a change in enrollment status during the semester that was not reflected on NSLDS, and this change did not result in a change in repayment status. Effect: For students who withdrew, this error caused the students to lose all or part of their 6 month grace period. Inaccurate or late reporting can impact a student?s loan grace period, in school deferment eligibility, beginning loan payments, appropriate interest charges, etc. Cause: For the withdrawals, the incorrect last date of attendance was pulled from the system to report to NSLDS. One enrollment change appears to be an oversight. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend that the registrar and financial aid administrator collaborate to determine a process for reporting the correct last date of attendance for withdrawn students and reporting changes in enrollment status during the semester to ensure accuracy. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Show full finding ▾Hide full finding ▴2019-011 Incorrect Enrollment Reporting to National Student Loan Data System (NSLDS) Significant Deficiency DEPARTMENT OF EDUCATION CFDA #: 84.268 Federal Award Identification #: 18-19 Financial Aid Year Condition: NSLDS enrollment status effective date was not always accurate when reporting a change in enrollment status. Criteria: 34 CFR 685.309(b) Questioned Costs: $0 Context: Out of 68 students tested, 6 had incorrect effective dates reported for their enrollment status. Withdrawals were not reported as withdrawn on their last date of attendance, but had been reported when they were dropped in the registration system. 3 withdrawals were reported using that incorrect last date of attendance. 2 withdrawals were reported on a different date than the dropped date which also did not correlate to their last date of attendance. 1 student had a change in enrollment status during the semester that was not reflected on NSLDS, and this change did not result in a change in repayment status. Effect: For students who withdrew, this error caused the students to lose all or part of their 6 month grace period. Inaccurate or late reporting can impact a student?s loan grace period, in school deferment eligibility, beginning loan payments, appropriate interest charges, etc. Cause: For the withdrawals, the incorrect last date of attendance was pulled from the system to report to NSLDS. One enrollment change appears to be an oversight. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend that the registrar and financial aid administrator collaborate to determine a process for reporting the correct last date of attendance for withdrawn students and reporting changes in enrollment status during the semester to ensure accuracy. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Finding Number: 2019-011 Incorrect Enrollment Reporting to National Student Loan Data System (NSLDS) Planned Corrective Action: As a result of errors related to R2T4 there were students that had incorrect dates relating to their last date of attendance. The Financial Aid office has corrected all students that were identified as a result of the audit. The Financial Aid office and the Registrar office utilize the National Student Clearinghouse system to report status changes. ETBU will update policies and make changes to their student information system so that the last date of attendance is used rather than the withdrawal date. Person Responsible for Corrective Action Plan: Director of Financial Aid Anticipated Date of Completion: February 2020
One student was awarded subsidized loans over the aggregate limit. Criteria: 34 CFR 685.203(d) Questioned Costs: $2,500 Context: Out of our sample of 63 students who were tested for resolution of ISIR codes, 1 student was awarded and received unsubsidized loans in excess of the aggregate limit by $2,500. The student had also reached the aggregate subsidized loan limits, meaning these funds cannot be reallocated to subsidized loans to avoid questioned costs. This was corrected during the audit process. Effect: Incorrect resolution of the ISIR codes led to an overaward of unsubsidized loans. Cause: There was an oversight of resolution of the ISIR code. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend that procedures be implemented to ensure all ISIR codes are properly resolved and additional awarding after the resolution is not above aggregate limits. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Show full finding ▾Hide full finding ▴2019-012 Awarding Over Aggregate Limits DEPARTMENT OF EDUCATION CFDA #: 84.268 Federal Award Identification #: 18-19 Financial Aid Year Condition: One student was awarded subsidized loans over the aggregate limit. Criteria: 34 CFR 685.203(d) Questioned Costs: $2,500 Context: Out of our sample of 63 students who were tested for resolution of ISIR codes, 1 student was awarded and received unsubsidized loans in excess of the aggregate limit by $2,500. The student had also reached the aggregate subsidized loan limits, meaning these funds cannot be reallocated to subsidized loans to avoid questioned costs. This was corrected during the audit process. Effect: Incorrect resolution of the ISIR codes led to an overaward of unsubsidized loans. Cause: There was an oversight of resolution of the ISIR code. Identification as repeat finding, if applicable: Not applicable. Recommendation: We recommend that procedures be implemented to ensure all ISIR codes are properly resolved and additional awarding after the resolution is not above aggregate limits. Views of Responsible Officials: Management is in agreement with the finding and is in the process of addressing the issue. See attached corrective action plan.
Finding Number: 2019-012 Awarding Over Aggregate Limits Planned Corrective Action: ETBU Financial Aid office has updated it policy and procedures regarding transfer monitoring within NSLDS. All new spring admits will be put on transfer monitoring and FAA specialist has been better trained to ensure that these FAFSA sent by CPS are viewed by staff so that awarding changes can be made. This corrective action has already taken place. Person Responsible for Corrective Action Plan: Director of Financial Aid Anticipated Date of Completion: January 2020
FAC accepted this audit on September 4, 2018 — management decision was due March 4, 2019.
FAC accepted this audit on September 14, 2017 — management decision was due March 14, 2018.
FAC accepted this audit on September 5, 2016 — management decision was due March 5, 2017.
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