EIN: 850164940
UEI: WKRBMJBWY5X1
Data as of August 25, 2026
Management decision deadline — for entities that funded this organization
The FAC accepted this audit on November 15, 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 May 15, 2023 (1198 days ago).
What is a management decision? →When students in a modular program withdrew either officially or unofficially, the University incorrectly identified students who needed an R2T4 completed. Criteria: 34 CFR 668.22 Questioned Costs: $7,969 Context: Out of 28 students tested for accurate and timely returns, there were 6 students who had either earned failing grades or met an exemption under the new R2T4 modular withdraw regulations and did not require an R2T4 to be completed. This resulted in the University returning $2,573 in Pell and $8,172 in Federal Direct Loans to the Department of Education (ED) even though the students were eligible for those funds. There were an additional 2 students that had wrong amounts calculated for the R2T4 which led to $4,583 that should have been returned to ED and 1 student with a late return totaling $3,356. All these students were corrected during the audit. Cause: Due to the complexity of the new modular regulations the University was not able to comply with Title IV regulations for timely and accurate returns. Effect: Noncompliance with new R2T4 regulations regarding withdrawals for modular students, late returns to Title IV, and inaccurate amounts returned to Title IV. Identification as repeat finding, if applicable: 2021-003 Recommendation: We recommend an individual in financial aid periodically review modular students? R2T4 calculations and returns to help ensure that internal controls over such process can operate effectively and achieve compliance. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Show full finding ▾Hide full finding ▴Incorrect and Untimely Return of Title IV (R2T4) Funds Material Weakness DEPARTMENT OF EDUCATION ALN #: 84.268, 84.063 Federal Award Identification #: 2021-22 Financial Aid Year Condition: When students in a modular program withdrew either officially or unofficially, the University incorrectly identified students who needed an R2T4 completed. Criteria: 34 CFR 668.22 Questioned Costs: $7,969 Context: Out of 28 students tested for accurate and timely returns, there were 6 students who had either earned failing grades or met an exemption under the new R2T4 modular withdraw regulations and did not require an R2T4 to be completed. This resulted in the University returning $2,573 in Pell and $8,172 in Federal Direct Loans to the Department of Education (ED) even though the students were eligible for those funds. There were an additional 2 students that had wrong amounts calculated for the R2T4 which led to $4,583 that should have been returned to ED and 1 student with a late return totaling $3,356. All these students were corrected during the audit. Cause: Due to the complexity of the new modular regulations the University was not able to comply with Title IV regulations for timely and accurate returns. Effect: Noncompliance with new R2T4 regulations regarding withdrawals for modular students, late returns to Title IV, and inaccurate amounts returned to Title IV. Identification as repeat finding, if applicable: 2021-003 Recommendation: We recommend an individual in financial aid periodically review modular students? R2T4 calculations and returns to help ensure that internal controls over such process can operate effectively and achieve compliance. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Incorrect and Untimely Return of Title IV (R2T4) Funds Planned Corrective Action: The Financial Aid Office reviewed the new modular regulations and guidance again as it was identified that exemption(s) were missed in the initial review. The team updated the 2021 NASFAA R2T4 decision tree with notes breaking down the complexity of the new modular regulations and how they apply to our modules/programs. The unofficial withdrawal list for the academic year was re-requested from the registrar?s office and reviewed. Students that met exemption were awarded funds back, recalculated if needed, and processed. Although the Financial Aid Office did implement changes on identifying unofficial withdraws (students were identified) from the prior year finding, the complexity of the modular regulations impacted the finding for 2022. A review of each student?s module will be performed (Executive Director of Financial Aid / Lead Director) and then reviewed and processed by staff member (Financial Aid Director). The final determination list will be compared to the R2T4?s processed. Person Responsible for Corrective Action Plan: Sandy Wilkinson, Executive Director of Financial Aid Anticipated Date of Completion: Implemented
2021-003
FAC accepted this audit on February 25, 2022 — management decision was due August 25, 2022.
Funds were not always returned accurately or timely when students stopped attending a term without providing notification. Criteria: 34 CFR 668.22 Questioned Costs: $3,831 Context: Out of 11 withdrawn students tested, 2 students didn't have an R2T4 calculated even though they didn't attend the 8 week term past 60% and therefore, their unearned Federal Direct Loans (FDL) was not returned. 1 student had an R2T4 calculated using the wrong last date of attendance and had FDL returned when she had actually attended past 60% of the 8 week session and therefore, earned 100% of the FDL disbursed. Cause: Oversight by management due to the large number of students each term who have no passing grades. Complexities with modular program withdrawals. Challenges brought on by COVID-19. Effect: Noncompliance with R2T4 regulations. Identification as repeat finding, if applicable: not applicable Recommendation: While the University has a good process at the end of each term for identifying students who unofficially withdraw and may need an R2T4, we recommend that as part of the process, the University compare the report used to make determinations to a list of R2T4?s completed for the term to ensure accuracy and completeness. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Show full finding ▾Hide full finding ▴Return of Title IV Funds For Students Who Unofficially Withdraw Material Weakness U.S. DEPARTMENT OF EDUCATION ALN #: 84.268 Federal Award Identification #: 20/21 Financial Aid Year Condition: Funds were not always returned accurately or timely when students stopped attending a term without providing notification. Criteria: 34 CFR 668.22 Questioned Costs: $3,831 Context: Out of 11 withdrawn students tested, 2 students didn't have an R2T4 calculated even though they didn't attend the 8 week term past 60% and therefore, their unearned Federal Direct Loans (FDL) was not returned. 1 student had an R2T4 calculated using the wrong last date of attendance and had FDL returned when she had actually attended past 60% of the 8 week session and therefore, earned 100% of the FDL disbursed. Cause: Oversight by management due to the large number of students each term who have no passing grades. Complexities with modular program withdrawals. Challenges brought on by COVID-19. Effect: Noncompliance with R2T4 regulations. Identification as repeat finding, if applicable: not applicable Recommendation: While the University has a good process at the end of each term for identifying students who unofficially withdraw and may need an R2T4, we recommend that as part of the process, the University compare the report used to make determinations to a list of R2T4?s completed for the term to ensure accuracy and completeness. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Finding Number: 2021-003 Return of Title IV Funds For Students Who Unofficially Withdraw Planned Corrective Action: During the academic year, our staff generally worked remotely due to the COVID pandemic. Remote work for the Financial Aid Office was not the customary practice but became a necessity to prevent the possible spread of the virus. These staffing challenges coupled with pandemic challenges of students impacted the number of unofficial withdraws. These events have provided insight to review the timing of processes. Moving forward unofficial withdraws will be reviewed after add/drop / non-par of later module of the payment period instead of at the end of the earlier module. The student?s intent and confirmed registration to attend in the later module determined if return of funds was performed at the end of the earlier module. Changing the date of review would reduce / eliminate the oversight of an unofficial withdraw from the earlier module when student drops or is administratively dropped from the later module. Person Responsible for Corrective Action Plan: Sandy Wilkinson, Executive Director of Financial Aid Anticipated Date of Completion: Immediate
The University did not accurately report their student grant information on the Education Stabilization Fund Higher Education Emergency Relief Fund (HEERF) Annual Report for the period ending December 31, 2020. The University did not post the required quarterly HEERF reports to their website as required for the Coronavirus Response and Relief Supplemental Appropriations Act (HEERF II) for the student portion expended. Criteria: 2 CFR 200.329, 86 FR 26213 Questioned Costs: $0 Context: The HEERF Annual report incorrectly included the student emergency grants as part of the institutional portion so no data was reported in Section 7, Emergency Financial Aid. Also, in Section 8, Funds Expended Categories, the University did not report the funds spent for parts 84.425L and 84.425N as well as incorrectly reporting institutional portion. While the University properly disclosed on their website the quarterly reporting HEERF I student emergency grants and institutional uses, they did not report any information for HEERF II funds for the student portion that was disbursed and used in Spring 2021. Cause: There were multiple rounds of HEERF funding released, each with different requirements, which led to a gap in understanding of the requirements of the HEERF reporting. Effect: The Department of Education received incorrect information regarding the University?s student grant disbursements. Required student information disclosures were not made to students. Identification as repeat finding, if applicable: not applicable Recommendation: We recommend that the University implement an additional review over the HEERF Annual Reporting to ensure proper information is provided during the report submission. We recommend that the University complete the HEERF quarterly reporting until the HEERF funding is spent to ensure compliance is maintained. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Show full finding ▾Hide full finding ▴Inaccurate HEERF Annual Reporting and Incomplete HEERF II Reporting Significant Deficiency U.S. DEPARTMENT OF EDUCATION ALN #: 84.425E, 84.425F, 84.425L and 84.425N Federal Award Identification #: P425E202328, P425F20169, P425L200271and P425N200111 Condition: The University did not accurately report their student grant information on the Education Stabilization Fund Higher Education Emergency Relief Fund (HEERF) Annual Report for the period ending December 31, 2020. The University did not post the required quarterly HEERF reports to their website as required for the Coronavirus Response and Relief Supplemental Appropriations Act (HEERF II) for the student portion expended. Criteria: 2 CFR 200.329, 86 FR 26213 Questioned Costs: $0 Context: The HEERF Annual report incorrectly included the student emergency grants as part of the institutional portion so no data was reported in Section 7, Emergency Financial Aid. Also, in Section 8, Funds Expended Categories, the University did not report the funds spent for parts 84.425L and 84.425N as well as incorrectly reporting institutional portion. While the University properly disclosed on their website the quarterly reporting HEERF I student emergency grants and institutional uses, they did not report any information for HEERF II funds for the student portion that was disbursed and used in Spring 2021. Cause: There were multiple rounds of HEERF funding released, each with different requirements, which led to a gap in understanding of the requirements of the HEERF reporting. Effect: The Department of Education received incorrect information regarding the University?s student grant disbursements. Required student information disclosures were not made to students. Identification as repeat finding, if applicable: not applicable Recommendation: We recommend that the University implement an additional review over the HEERF Annual Reporting to ensure proper information is provided during the report submission. We recommend that the University complete the HEERF quarterly reporting until the HEERF funding is spent to ensure compliance is maintained. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Finding Number: 2021-004 Inaccurate HEERF Annual Reporting and Incomplete HEERF II Reporting Planned Corrective Action: With multiple rounds of HEERF funding released, each with different requirements, a review of HEERF I, HEERF II, and HEERF III guidance and requirements will be reviewed again. For reporting deficiencies found, records will be maintained to provide corrective reporting if the opportunity is presented. In addition, the HEERF Annual Report for the period ending December 31, 2021 will be prepared by a new CFO based on review of all three HEERF programs. Appropriate disclosures will be added to the University?s website. Person Responsible for Corrective Action Plan: Paula Smith, Vice President of Finance/CFO Anticipated Date of Completion: April 1, 2022
Data reported on the FISAP for the award year of July 1, 2019 ? June 20, 2020 was not accurate. Criteria: 34 CFR 668.24 Questioned Costs: $0 Context: The income grids in Part V, Section A. Lines 25 and 26 were reported as 0, which did not agree to the underlying data. Cause: Human error Effect: Inaccurate data reported Identification as repeat finding, if applicable: not applicable Recommendation: We recommend that the process of completing the FISAP include a review of the data before the final submission of the report. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Show full finding ▾Hide full finding ▴Fiscal Operations Report and Application to Participate (FISAP) Reporting U.S. DEPARTMENT OF EDUCATION ALN #: 84.007 and 84.033 Federal Award Identification #: 19/20 Financial Aid Year Condition: Data reported on the FISAP for the award year of July 1, 2019 ? June 20, 2020 was not accurate. Criteria: 34 CFR 668.24 Questioned Costs: $0 Context: The income grids in Part V, Section A. Lines 25 and 26 were reported as 0, which did not agree to the underlying data. Cause: Human error Effect: Inaccurate data reported Identification as repeat finding, if applicable: not applicable Recommendation: We recommend that the process of completing the FISAP include a review of the data before the final submission of the report. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Finding Number: 2021-005 Fiscal Operations Report and Application to Participate (FISAP) Reporting Planned Corrective Action: FISAP submitted in July 2021 was reviewed by outgoing and incoming Financial Aid Directors. This appears to have been an isolated incident but will implement future oversight and review of FISAP report for coming years. Person Responsible for Corrective Action Plan: Sandy Wilkinson, Executive Director of Financial Aid Anticipated Date of Completion: Immediately
The University was unable to locate e-mail approval from students who requested that their HEERF II emergency student grants be applied to their outstanding account balance rather than receiving a cash payment. Criteria: CRRSAA Section 314(a)(1) Questioned Costs: $0 Context: Out of 10 students tested who had their emergency grant applied to their account, the University was only able to locate approval from 2 students. Cause: The University experienced a network server crash in July 2021 that led to data loss. Effect: Lack of student directive to support allowable activity. Identification as repeat finding, if applicable: not applicable Recommendation: We recommend that the University reach out to the students and confirm their intention to pay down their account with the HEERF II emergency aid grant. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Show full finding ▾Hide full finding ▴HEERF Student Aid Portion Allowable Activities U.S. DEPARTMENT OF EDUCATION ALN #: 84.425E Federal Award Identification #: P425E202328 Condition: The University was unable to locate e-mail approval from students who requested that their HEERF II emergency student grants be applied to their outstanding account balance rather than receiving a cash payment. Criteria: CRRSAA Section 314(a)(1) Questioned Costs: $0 Context: Out of 10 students tested who had their emergency grant applied to their account, the University was only able to locate approval from 2 students. Cause: The University experienced a network server crash in July 2021 that led to data loss. Effect: Lack of student directive to support allowable activity. Identification as repeat finding, if applicable: not applicable Recommendation: We recommend that the University reach out to the students and confirm their intention to pay down their account with the HEERF II emergency aid grant. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.
Finding Number: 2021-006 HEERF Student Aid Portion Allowable Activities Planned Corrective Action: The HEERF II emergency aid grant was processed to student accounts through the Financial Aid student portal. Mass emails to students, mass texts, and printed flyers around campus were provided to inform students of HEERF grant opportunities. Following student acceptance of grants, funds were applied to student accounts or refunded to students. Continuing forward, the Business Office staff have been instructed that if a student reconsiders the application of their HEERF funds be returned to them directly by cash payment, they are instructed to do so. The University?s position is that the student can still receive these funds as cash payment upon request. Planned Corrective Action: The University experienced a network server crash in July 2021 that led to data loss, including email history where many written approvals were documented. The University has replaced the existing server with new equipment and the old server is dedicated to backup purposes to the new server. In addition, staff is being trained to retain documentation in the student information system instead of emails. During the fiscal year, our staff generally worked remotely due to the COVID pandemic. Remote work for the Business Office was not the customary practice but became a necessity to prevent the possible spread of the virus. These staffing challenges sometimes created less than ideal documentation processes (i.e., documentation through emails) from lack of printing opportunities at remote locations. As staff are now back in the office, retraining will take place to return to stronger documentation retention practices. Person Responsible for Corrective Action Plan: Paula Smith, Vice President of Finance/CFO Anticipated Date of Completion: April 1, 2022
FAC accepted this audit on February 28, 2020 — management decision was due August 28, 2020.
Ten students were selected from a list of students who received financial aid and dropped to zero hours during the fiscal year provided by the registrar and compared to data in the National Student Loan Data System (NSLDS) Enrollment Detail. Of the ten students selected, four students were not properly reported as withdrawn to NSLDS and six students were reported to NSLDS, but not within 60 days of their change in status.Ten students were selected from a list of students who graduated during the fiscal year provided by the registrar and compared to data in the NSLDS. Of the ten students selected, all were reported as graduated to NSLDS, but not within the 60 days of their change in status.Criteria: Under the Pell grant and ED loan programs, institutions must complete and return within 15 days the Enrollment Reporting roster file [formerly the Student Status Confirmation Report (SSCR)] placed in their Student Aid Internet Gateway (SAIG) (OMB No. 1845 0002) mailboxes sent by ED via NSLDS (OMB No. 1845 0035). The institution determines how often it receives the Enrollment Reporting roster file with the default set at a minimum of every 60 days. Once received, the institution must update for changes in student status, report the date the enrollment status was effective, enter the new anticipated completion date, and submit the changes electronically through the batch method or the NSLDS website. (FPL, 34 CFR section 674.19; Pell, 34 CFR section 690.83(b)(2); FFEL, 34 CFR section 682.610; Direct Loan, 34 CFR section 685.309). Institutions are responsible for timely reporting, whether they report directly or via a third party servicer.Enrollment information must be reported within 30 days whenever attendance changes for students, unless a roster will be submitted within 60 days. These changes include reductions or increases in attendance levels, withdrawals, graduations, or approved leaves of absence.Questioned Costs: NoneCause: The current software utilized by the University does not allow staff to properly report changes in a students' status in a timely manner. The Registrar Office also incurred staff turnover which contributed to the slowed processes and procedures related to reporting to NSLDS.Effect: A student's enrollment status determines eligibility for in school status, deferment, and grace periods, as well as for the payment of interest subsidies to FFEL Program loan holders by ED. Enrollment Reporting in a timely and accurate manner is critical for effective management of the programs.Recommendation: We recommend the University put procedures in place to ensure students are properly updated on the NSLDS website.Agency Response: The Office of the Registrar implemented additional protocols in the 18 19 academic year that resulted in fewer reporting errors. Additionally, the new university SIS went live in August of 2018. The updated technology supported the improved processes internally and have reduced, but not eliminated the potential for error. Finally, the Office of the Registrar has seen significant improvements in personnel stability and reduce turnover rates. Each of these internal improvements significantly reduced the frequency of reporting errors and the Office of the Registrar has recommended further procedural guidelines to essentially eliminate reporting errors altogether.First, the Office of the Registrar will coordinate with the Office of Institutional Effectiveness to implement a bi monthly NSLDS cross check process. Reported student NSLDS data will be co verified by both departments for accuracy with regard to student status, date, and enrollment. The bi monthly process will account for calendar divergences and reporting periods. Second, the Office of the Registrar will implement a quality control process designed to randomly check for potential reporting errors. The process will follow protocols similar to those used in the annual audit, wherein ten (graduated) student internal records are randomly selected and compared to NSLDS. The internal quality control audit will be completed after each IPEDS reporting period and/or in conjunction with the trimester calendar. The quality control audit will set a zero error rate as the target for the initiative and will continue as part of the routine processes of the Registrar?s office.Ultimately, the protocols implemented in the 18 19 year, as well as the new procedural guidelines should result in an elimination of errors in student data reporting and overall improved organizational efficiency.
Show full finding ▾Hide full finding ▴DEPARTMENT OF EDUCATIONFederal Direct Loans CFDA No. 84.268, Federal Supplemental Educational Opportunity Grants CFDA No. 84.007, Federal Work Study Program CFDA No. 84.033, Federal Pell Grant Program CFDA No. 84.063SCHEDULE REFERENCE NUMBER: 2019 001 (Formerly 2018 001, 2017 001, 2016 001 and 2015 001) Reporting to NSLDS (Other Matter)Condition: Ten students were selected from a list of students who received financial aid and dropped to zero hours during the fiscal year provided by the registrar and compared to data in the National Student Loan Data System (NSLDS) Enrollment Detail. Of the ten students selected, four students were not properly reported as withdrawn to NSLDS and six students were reported to NSLDS, but not within 60 days of their change in status.Ten students were selected from a list of students who graduated during the fiscal year provided by the registrar and compared to data in the NSLDS. Of the ten students selected, all were reported as graduated to NSLDS, but not within the 60 days of their change in status.Criteria: Under the Pell grant and ED loan programs, institutions must complete and return within 15 days the Enrollment Reporting roster file [formerly the Student Status Confirmation Report (SSCR)] placed in their Student Aid Internet Gateway (SAIG) (OMB No. 1845 0002) mailboxes sent by ED via NSLDS (OMB No. 1845 0035). The institution determines how often it receives the Enrollment Reporting roster file with the default set at a minimum of every 60 days. Once received, the institution must update for changes in student status, report the date the enrollment status was effective, enter the new anticipated completion date, and submit the changes electronically through the batch method or the NSLDS website. (FPL, 34 CFR section 674.19; Pell, 34 CFR section 690.83(b)(2); FFEL, 34 CFR section 682.610; Direct Loan, 34 CFR section 685.309). Institutions are responsible for timely reporting, whether they report directly or via a third party servicer.Enrollment information must be reported within 30 days whenever attendance changes for students, unless a roster will be submitted within 60 days. These changes include reductions or increases in attendance levels, withdrawals, graduations, or approved leaves of absence.Questioned Costs: NoneCause: The current software utilized by the University does not allow staff to properly report changes in a students' status in a timely manner. The Registrar Office also incurred staff turnover which contributed to the slowed processes and procedures related to reporting to NSLDS.Effect: A student's enrollment status determines eligibility for in school status, deferment, and grace periods, as well as for the payment of interest subsidies to FFEL Program loan holders by ED. Enrollment Reporting in a timely and accurate manner is critical for effective management of the programs.Recommendation: We recommend the University put procedures in place to ensure students are properly updated on the NSLDS website.Agency Response: The Office of the Registrar implemented additional protocols in the 18 19 academic year that resulted in fewer reporting errors. Additionally, the new university SIS went live in August of 2018. The updated technology supported the improved processes internally and have reduced, but not eliminated the potential for error. Finally, the Office of the Registrar has seen significant improvements in personnel stability and reduce turnover rates. Each of these internal improvements significantly reduced the frequency of reporting errors and the Office of the Registrar has recommended further procedural guidelines to essentially eliminate reporting errors altogether.First, the Office of the Registrar will coordinate with the Office of Institutional Effectiveness to implement a bi monthly NSLDS cross check process. Reported student NSLDS data will be co verified by both departments for accuracy with regard to student status, date, and enrollment. The bi monthly process will account for calendar divergences and reporting periods. Second, the Office of the Registrar will implement a quality control process designed to randomly check for potential reporting errors. The process will follow protocols similar to those used in the annual audit, wherein ten (graduated) student internal records are randomly selected and compared to NSLDS. The internal quality control audit will be completed after each IPEDS reporting period and/or in conjunction with the trimester calendar. The quality control audit will set a zero error rate as the target for the initiative and will continue as part of the routine processes of the Registrar?s office.Ultimately, the protocols implemented in the 18 19 year, as well as the new procedural guidelines should result in an elimination of errors in student data reporting and overall improved organizational efficiency.
2019 001 (Formerly 2018 001, 2017 001, 2016 001 and 2015 001) Reporting to NSLDS (Other Matter)Condition: Ten students were selected from a list of students who received financial aid and dropped to zero hours during the fiscal year provided by the registrar and compared to data in the National Student Loan Data System (NSLDS) Enrollment Detail. Of the ten students selected, four students were not properly reported as withdrawn to NSLDS and six students were reported to NSLDS, but not within 60 days of their change in status.Ten students were selected from a list of students who graduated during the fiscal year provided by the registrar and compared to data in the NSLDS. Of the ten students selected, all were reported as graduated to NSLDS, but not within the 60 days of their change in status.Recommendation: We recommend the University put procedures in place to ensure students are properly updated on the NSLDS website.Agency Response: The Office of the Registrar implemented additional protocols in the 18 19 academic year that resulted in fewer reporting errors. Additionally, the new university SIS went live in August of 2018. The updated technology supported the improved processes internally and have reduced, but not eliminated the potential for error. Finally, the Office of the Registrar has seen significant improvements in personnel stability and reduce turnover rates. Each of these internal improvements significantly reduced the frequency of reporting errors and the Office of the Registrar has recommended further procedural guidelines to essentially eliminate reporting errors altogether.First, the Office of the Registrar will coordinate with the Office of Institutional Effectiveness to implement a bi monthly NSLDS cross check process. Reported student NSLDS data will be co verified by both departments for accuracy with regard to student status, date, and enrollment. The bi monthly process will account for calendar divergences and reporting periods. Second, the Office of the Registrar will implement a quality control process designed to randomly check for potential reporting errors. The process will follow protocols similar to those used in the annual audit, wherein ten (graduated) student internal records are randomly selected and compared to NSLDS. The internal quality control audit will be completed after each IPEDS reporting period and/or in conjunction with the trimester calendar. The quality control audit will set a zero error rate as the target for the initiative and will continue as part of the routine processes of the Registrar?s office.Ultimately, the protocols implemented in the 18 19 year, as well as the new procedural guidelines should result in an elimination of errors in student data reporting and overall improved organizational efficiency.
2018-001
Ten students were selected from a list of students who received F's in a term to determine if these students were unofficial withdraws from the University. If they were unofficial withdraws, we determined if the return of Title IV funds was properly calculated and if the funds were returned in accordance with the required timeline. Five out of the ten students selected were not reported as downward adjustments in the Department's Common Origination and Disbursement (COD) system within 45 days after the date the institution determined that the student withdrew.Criteria: Returns of Title IV funds are required to be deposited or transferred into the student financial aid account or electronic fund transfers initiated to the Department of Education or the appropriate Federal Family Education Loan lender as soon as possible, but no later than 45 days after the date the institution determines that the student withdrew. Returns by check are late if the check is issued more than 45 days after the institution determined the student withdrew or the date on the canceled check shows the check was endorsed more than 60 days after the date the institution determined that the student withdrew (34 CFR section 668.173(b)).Questioned Costs: NoneCause: An update to USW's financial aid software led to a response box in the R2T4 processing screen that the financial aid office was unaware of. If this check box is not checked, the data does not transmit properly to COD.Effect: The return of Title IV funds were not processed with COD in the required 45 days from the date the institution determined that the student withdrew.Recommendation: USW has conducted self audits to ensure the return of Title IV funds was processed correctly to the student's account once this error was discovered. We recommend USW continually self audit this process and return Title IV funds within the required timeline going forward.Agency Response: USW implemented new software in Academic Year (AY) 2018 2019. USW believed that the automated Return to Title IV process (R2T4) was functioning correctly, but when in self auditing at the end of the 18 19 Academic Year, USW realized that the software missed transferring R2T4 updates on random students. USW contacted Ellucian for help with this issue. It was discovered that during a mid year update, a response box was added to the R2T4 processing screen that had to be answered in order for the R2T4 to process to the Business Office and to the Department of Education?s Common Origination and Distribution System (COD). In order to ensure that all Federal Student Aid was correct for AY 2018 2019, Financial Aid manually audited every single student that attended USW in AY 2018 2019 by comparing the Colleague Financial Aid module to COD. USW corrected its affected R2T4?s in COD as errors in transmittal were found.
Show full finding ▾Hide full finding ▴DEPARTMENT OF EDUCATIONFederal Direct Loans CFDA No. 84.268, Federal Supplemental Educational Opportunity Grants CFDA No. 84.007, Federal Work Study Program CFDA No. 84.033, Federal Pell Grant Program CFDA No. 84.063SCHEDULE REFERENCE NUMBER: 2019 002 Return of Title IV funds (Other Matter)Condition: Ten students were selected from a list of students who received F's in a term to determine if these students were unofficial withdraws from the University. If they were unofficial withdraws, we determined if the return of Title IV funds was properly calculated and if the funds were returned in accordance with the required timeline. Five out of the ten students selected were not reported as downward adjustments in the Department's Common Origination and Disbursement (COD) system within 45 days after the date the institution determined that the student withdrew.Criteria: Returns of Title IV funds are required to be deposited or transferred into the student financial aid account or electronic fund transfers initiated to the Department of Education or the appropriate Federal Family Education Loan lender as soon as possible, but no later than 45 days after the date the institution determines that the student withdrew. Returns by check are late if the check is issued more than 45 days after the institution determined the student withdrew or the date on the canceled check shows the check was endorsed more than 60 days after the date the institution determined that the student withdrew (34 CFR section 668.173(b)).Questioned Costs: NoneCause: An update to USW's financial aid software led to a response box in the R2T4 processing screen that the financial aid office was unaware of. If this check box is not checked, the data does not transmit properly to COD.Effect: The return of Title IV funds were not processed with COD in the required 45 days from the date the institution determined that the student withdrew.Recommendation: USW has conducted self audits to ensure the return of Title IV funds was processed correctly to the student's account once this error was discovered. We recommend USW continually self audit this process and return Title IV funds within the required timeline going forward.Agency Response: USW implemented new software in Academic Year (AY) 2018 2019. USW believed that the automated Return to Title IV process (R2T4) was functioning correctly, but when in self auditing at the end of the 18 19 Academic Year, USW realized that the software missed transferring R2T4 updates on random students. USW contacted Ellucian for help with this issue. It was discovered that during a mid year update, a response box was added to the R2T4 processing screen that had to be answered in order for the R2T4 to process to the Business Office and to the Department of Education?s Common Origination and Distribution System (COD). In order to ensure that all Federal Student Aid was correct for AY 2018 2019, Financial Aid manually audited every single student that attended USW in AY 2018 2019 by comparing the Colleague Financial Aid module to COD. USW corrected its affected R2T4?s in COD as errors in transmittal were found.
SCHEDULE REFERENCE NUMBER: 2019 002 Return of Title IV funds (Other Matter)Condition: Ten students were selected from a list of students who received F's in a term to determine if these students were unofficial withdraws from the University. If they were unofficial withdraws, we determined if the return of Title IV funds was properly calculated and if the funds were returned in accordance with the required timeline. Five out of the ten students selected were not reported as downward adjustments in the Department's Common Origination and Disbursement (COD) system within 45 days after the date the institution determined that the student withdrew.Recommendation: USW has conducted self audits to ensure the return of Title IV funds was processed correctly to the student's account once this error was discovered. We recommend USW continually self audit this process and return Title IV funds within the required timeline going forward.Agency Response: USW implemented new software in Academic Year (AY) 2018 2019. USW believed that the automated Return to Title IV process (R2T4) was functioning correctly, but when in self auditing at the end of the 18 19 Academic Year, USW realized that the software missed transferring R2T4 updates on random students. USW contacted Ellucian for help with this issue. It was discovered that during a mid year update, a response box was added to the R2T4 processing screen that had to be answered in order for the R2T4 to process to the Business Office and to the Department of Education?s Common Origination and Distribution System (COD). In order to ensure that all Federal Student Aid was correct for AY 2018 2019, Financial Aid manually audited every single student that attended USW in AY 2018 2019 by comparing the Colleague Financial Aid module to COD. USW corrected its affected R2T4?s in COD as errors in transmittal were found.
FAC accepted this audit on November 26, 2018 — management decision was due May 26, 2019.
GSA_MIGRATION
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2017-001
FAC accepted this audit on October 10, 2017 — management decision was due April 10, 2018.
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GSA_MIGRATION
2016-001
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GSA_MIGRATION
FAC accepted this audit on October 2, 2016 — management decision was due April 2, 2017.
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GSA_MIGRATION
2015-001
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