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NASFAA National Conference. Seattle, Washington -- July 5 - 8, 2006 Washington State Convention & Trade Center. Return of Title IV Funds Updated for Changes from the Higher Education Reconciliation Act of 2005, P. L. 109-171. Brian Kerrigan Dan Klock. Today’s Agenda.

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nasfaa national conference
NASFAA National Conference

Seattle, Washington -- July 5 - 8, 2006

Washington State Convention

& Trade Center

slide2

Return of Title IV Funds Updated for Changes from the Higher Education Reconciliation Act of 2005, P. L. 109-171

Brian Kerrigan

Dan Klock

today s agenda
Today’s Agenda
  • DCL issues
  • Regulation changes from HERA
  • R2T4 calculation with HERA changes
  • Training on R2T4
  • Compliance self-monitoring
  • Questions & answers
presentation objectives
Presentation Objectives
  • Bring you up to date on R2T4 changes
  • Notify you of training opportunities
  • Demonstrate changes in calculation
  • Understand that R2T4 non-compliance is a top finding
dear colleague letter gen 04 03
Dear Colleague Letter GEN-04-03
  • Title IV credit balance
  • Aid that could have been disbursed
  • Verification not completed before withdrawal
  • No passing grades
  • Withdrawal – credit hr, non-term program
  • Date of determination of withdrawal for institution required to take attendance
title iv credit balances
Title IV Credit Balances
  • Hold Title IV credit balance until R2T4 calculation is completed
  • Credit balance is “Aid Disbursed”
  • Determine if credit balance changes because of refund policy or R2T4
  • Use credit balance to repay Title IV grant overpayment on behalf of student
  • Release credit balance within 14 days
aid that could have been disbursed
Aid That Could Have Been Disbursed
  • All aid for period, if conditions for late disbursement met before student withdraws (668.164(g)(2))
  • However, if limitations apply, aid may not be paid to student (668.164(g)(4))
conditions for a late disbursement
Conditions for a Late Disbursement
  • All student aid (including Pell) - ED processed SAR/ISIR with official (not necessarily valid) EFC (not needed for PLUS)
  • FFEL/Direct Loan - loan certified or originated
  • Perkins/FSEOG – award made
limitations on making a late disbursement
Limitations on Making a Late Disbursement
  • No second or subsequent disbursement of FFEL/DL, unless student completes period
  • No FFEL/DL unless student completes 30-day delay period
  • No Pell Grant without valid SAR/ISIR by deadlines in Federal Register
  • No 2nd pp Pell if 1st pp not completed
  • No 2nd pp FFEL/DL if 1st pp not completed
verification
Verification
  • Must complete R2T4 within 45 days
  • If verification not completed
    • Return interim disbursements of aid subject to verification
    • Include unsubsidized and PLUS loans in R2T4.
  • If verification completed later, but within verification timelines -- new R2T4 calculation using additional eligible aid
no passing grades
No Passing Grades
  • Institution must have process for determining if student completed
  • No passing grade, institution must document completion of period
  • Grading policy that differentiates between failing, completed; and failing, did not complete
withdrawal from a credit hour non term program
Withdrawal from a Credit Hour Non-term Program
  • Percentage earned is equal to calendar days completed divided by calendar days in period
  • Project calendar days in period if student is in self-paced program
date of determination that student withdrew school required to take attendance
Date of Determination that Student Withdrew – School Required to Take Attendance
  • Usually no later than two weeks after last date of attendance
  • Based on attendance records
  • Date of official notification if prior to that
  • After end of institution’s absence policy
slide14
HERA

Regulation Changes

remember
Remember !
  • The Department has not yet issued regulations to implement the provisions of the Higher Education Reconciliation Act of 2005. Program participants, including institutions, lenders, and guarantee agencies, should implement the provisions of the Act in accordance with subregulatory guidance provided by the Department in Dear Colleague Letters and other materials until the regulations are published and effective. In general, the regulations will be effective 30 days after they are published in the Federal Register.
programs specified for r2t4
Programs Specified for R2T4
  • Perkins
  • Direct Loan
  • FFEL
  • Pell Grant
  • Academic Competitiveness Grant
  • National SMART Grant
  • FSEOG
postwithdrawal disbursement
Postwithdrawal Disbursement
  • Credit grant for tuition and fees & room and board (without authorization) and for other charges (with authorization)
  • Credit loan for tuition and fees & room and board (without authorization) and for other charges (with authorization)
    • But only after student / parent confirms that (s)he wants loan funds in response to written notification
written notification
Written Notification
  • Within 30 days of date of determination of withdrawal
  • Identifies type and amount of loan funds to be credited, and type and amount of grant and loan funds available as direct disbursement
  • Asks if student / parent wants loan funds credited
  • Asks if student / parent wants grant or loan funds as direct disbursement
written notification1
Written Notification
  • Explains that student / parent can accept some or all of aid
  • Explains that if student / parent declines credit of loan, (s)he may not receive direct disbursement of loan unless institution agrees
  • Explains obligation to repay loan
  • Explains 14 day (or later) response time
written notification2
Written Notification
  • Deadline to accept PWD either directly or as credit to account must be same
  • PWD must be disbursed in manner specified by student / parent within 120 days of date of determination of withdrawal
written notification3
Written Notification
  • If response from student / parent is late, institution may make, or not make PWD
  • If institution declines to make PWD, it must inform student / parent
  • If there is no response from the student / parent, no loan may be credited to account and no grant or loan may be disbursed directly
clock hour changes
Clock Hour Changes
  • Scheduled clock hours always used
  • Scheduled clock hours as of withdrawal divided by clock hours in period
  • If greater than 60%, student earns 100%
  • Scheduled clock hours must be -

- established prior to beginning of classes (or modified before withdrawal date)

- consistent with published materials

- consistent with accrediting agency / state

aid student returns
Aid Student Returns

Grant overpayment protection

  • 50% of amounts disbursed (and that could have been disbursed)
  • $50.00 or less per program (but, not remaining balances of $50.00 or less)
  • Waiver of grant overpayments for students residing in, employed in, or attending institutions located in declared disaster areas
return of funds order
Return of Funds Order
  • Loan Programs
  • Pell Grant Program
  • Academic Competitiveness Grants Program
  • National SMART Grants Program
  • FSEOG Program
step 1 student s title iv aid
Step 1: Student’s Title IV Aid
  • All information collected about Title IV aid either “disbursed” or “could have been disbursed”
  • Broken down by Grants and Loans
  • This is straight-forward, although the data is collected as noted on the next slide
step 1 student s title iv aid1
Step 1: Student’s Title IV Aid
  • Box E. Total Title IV aid disbursed for the PP or POE
    • Used to determine the amount of PWD or returned
  • Box F. Total Title IV grant aid disbursed + could have been disbursed for the PP or POE
    • Used to determine the TIV grants amount that is protected under HERA
  • Box G. Total of all aid disbursed or could have been disbursed
    • Used to determine the amount of TIV aid earned
step 2 percentage of tiv aid earned
Step 2: Percentage of TIV Aid Earned
  • Credit-hour program - same as pre-HERA
    • If % is > 60% = 100% TIV earned
  • Clock-hour program
    • This becomes a one-step calculation

Hours scheduled to complete

Total hours in period (PP or POE)

    • If % is > 60% = 100 % TIV earned
step 3 amount of tiv aid earned by the student
Step 3: Amount of TIV aid Earned by the Student
  • Remains % earned (Box H) X Total of TIV aid disbursed or could have been disbursed (Box G)
step 4 total title iv aid to be disbursed or returned
Step 4: Total Title IV Aid to be Disbursed or Returned
  • PWD or Amount to be Returned
    • Remains same as before:
      • Amt earned > Amt disb’d = PWD
      • Amt earned < Amt disb’d = Amt to be Returned
      • Amt earned = Amt disb’d = No action required
step 5 amount of unearned title iv aid due from the school
Step 5: Amount of Unearned Title IV Aid Due from the School
  • Unearned amount of Title IV aid due from the school is calculated the same as before
    • Lesser of
      • Total amount of unearned aid, or
      • Institutional charges X % of unearned aid
step 6 return of funds by the school
Step 6: Return of Funds by the School
  • Return order of TIV aid has changed
      • Loans
        • Unsubsidized FFEL/DL
        • Subsidized FFEL/DL
        • Perkins
        • FFEL/DL PLUS (Graduate student)
        • FFEL/DL PLUS (Parent)
step 6 return of funds by the school1
Step 6: Return of Funds by the School
  • Grants
    • Pell Grant
    • Academic Competitiveness Grant
    • National SMART Grant
    • FSEOG
step 7 initial amount of unearned tiv aid due from the student
Step 7: Initial Amount of Unearned TIV Aid Due from the Student

Total amount unearned TIV aid

- Amount school has to repay

Amount student has responsibility to repay

step 8 repayment of the student s loans
Step 8: Repayment of the Student’s Loans
  • Student repays what he has earned plus what he has not earned that the school does not repay

Total TIV net loans disbursed

- Amount of TIV loans school repaid

Remaining balance of TIV loans

  • If the amount of unearned less the amount the school repaid (Step 7) is greater than the remaining balance of TIV loans outstanding – go to Step 9
step 9 grant funds to be returned
Step 9: Grant Funds to be Returned

Initial amount of unearned aid that the student has responsibility for (Step 7)

- Amount to be repaid by student on loans

Initial amount of TIV grants for student to repay

NEW: Amount of TIV grant protection:

Total of TIV grants disbursed or could have been disbursed X 50% = the protected amount

step 9 grant funds to be returned1
Step 9: Grant Funds to be Returned

Initial amount of TIV grants for student to repay

- the protected amount of TIV grants

Amount of TIV grants to be returned by the student

step 10 return of grant funds by the student
Step 10: Return of Grant Funds by the Student
  • Pell Grant
  • Academic Competitiveness Grant
  • National Smart Grant
  • FSEOG

Note that the student is not responsible for returning funds to any program to which the student owes $50.00 or less

student a
Student A
  • Pell Grant - $2025
  • Student attended 10%
  • Earned and unearned:

10% X $2,025 = $202.50 amount earned

Amount to be returned:

$2,025 - $202.50 = $1,822.50

Amount school returns:

$1,000 X 90% = $900 *

[The lesser of $1,822.50 or $900]

student a1
Student A

Initial amount student owes:

$1,822.50 less $900 = $922.50

Amount of TIV grant protection:

$2,025 X 50% = $1,012.50

Amount of TIV grant funds for student to repay

$922.50 less $1,012.50 = $0

(Negative # set to zero)

student b
Student B
  • Pell Grant - $500, SMART - $2,000, FSEOG - $1,000
  • Student attended 10%
  • Earned and unearned:

10% X $3,500 = $350 amount earned

Amount to be returned:

$3,500 - $350 = $3,150

Amount school returns:

$1,000 X 90% = $900 *

[The lesser of $3,150 or $900]

student b1
Student B

Initial amount student owes:

$ 3,150 less $900 = $2,250

Amount of TIV grant protection:

$3,500 X 50% = $1,750

Amount of TIV grant funds for student to repay

$2,250 less $1,750 = $500

[Since Pell fully repaid, goes to SMART]

de minimis amount
De minimis Amount

Q: Is the $50.00 de minimis amount applicable to the total amount of grant funds owed or is it program by program?

A: The $50.00 de minimis amount is applicable on a program by program basis. Therefore, if after the amount that the school must return, the student owes $50 or less to each program - Pell, ACG, National SMART, and FSEOG, the student would not owe a Title IV grant overpayment to any of these funds

de minimis amount1
De minimis Amount

Q: Is the $50.00 de minimis amount also applicable to overpayments of FSEOG and Federal Perkins loans?

A: No. Under the provisions of 34 CFR 673.5(f), an overpayment made by the institution to a student (that is not a remaining balance) of less than $25 is not referred to the Secretary for repayment – it is considered a de minimis amount. When the HERA increased the amount of a de minimis amount of a Return of Title IV Funds grant overpayment to $50 or less, it did not alter Part 673 on overawards of Perkins and FSEOG.

postwithdrawal disbursements
Postwithdrawal Disbursements

Q: Are the new notification requirements limited to when a portion of the PWD is from a TIV loan program?

A: No. If the PWD includes any TIV grant funds that will be directly disbursed to the student, they too must meet the notification requirements.

postwithdrawal disbursements1
Postwithdrawal Disbursements

Q: What are the notification requirements?

A: 1. The notification must be written

2. Must request confirmation to credit loan funds to the student’s account (also need 668.164 authorization for certain charges for both grants and loans)

3. Must identify the types and amounts of the loan that will be credited to the account; and the types and amounts of loans and grants that will be directly disbursed to the student/borrower

postwithdrawal disbursements2
Postwithdrawal Disbursements

4. Must explain that the student/borrower can decline or reduce any amount of those funds

5. Must establish a deadline for the student/borrower to provide confirmation to the school

6. Explains that if the confirmation of crediting loan funds to the student’s account is not provided, rather that all the loan funds should be directly disbursed to the student/borrower, that the student/borrower may not receive any loan funds as a direct disbursement, unless the school concurs

postwithdrawal disbursements3
Postwithdrawal Disbursements

7. Must explain the obligation to repay

8. The deadline established by the school must be the same for both the confirmation of a direct disbursement and a confirmation to credit loan funds to the student’s account

9. If confirmed, the PWD must be made within 120 days of the date of determination by the school that the student withdrew

postwithdrawal disbursements4
Postwithdrawal Disbursements

10. If the student/borrower provides confirmation after the deadline, the school may elect not to provide the PWD, but if the school chooses not to provide the PWD, it must contact the student/borrower

11. If the student/borrower does not respond, no portion of the loan may be credited to the student’s account, nor may any amount to be directly disbursed be released

clock hour programs scheduled hours
Clock Hour Programs Scheduled Hours

Q: Under HERA, the scheduled hours must be those established prior to the student’s beginning class date. Can you provide an example of how the school can establish the scheduled hours?

A: Yes. When the student enrolls, generally, the number of clock hours would be established as a part of the student’s enrollment agreement.

clock hour programs scheduled hours1
Clock Hour Programs Scheduled Hours

Q: Can the established scheduled hours ever be changed once the student has begun classes?

A: Yes. Except the change cannot be related to or as a result of the student’s withdrawal.

50 grant protection
50% Grant Protection

Q: The statute states that the grant overpayment amount is the amount that exceeds 50% of the total Title IV grants “received” by the student. Does that include grant amount that could have been received by the student or does it mean only the disbursed amounts?

A: Yes. Amounts “received” generally means the amount of Title IV grants disbursed and those that could have been disbursed for the period for which the calculation is performed.

disaster waiver
Disaster Waiver
  • Q: Under what conditions is the student’s portion of a Title IV grant overpayment forgiven due to a disaster?
  • A: Under Public Laws 109-66 and 109-67 a student's Title IV grant overpayment otherwise due under the Return of Title IV Aid requirements is waived if the student withdrew because of a disaster under the following conditions:
disaster waiver1
Disaster Waiver
  • The student was residing in, employed in, or attending an institution that is located in an area in which the President has declared that a major disaster exists;
  • The student withdrew because of the impact of the disaster on the student or the institution; and
  • The student's withdrawal occurred within the award year during which the designation as a major disaster occurred or during the next succeeding award year.
disaster waiver2
Disaster Waiver

For purposes of this waiver, a "major disaster" must have been declared by the President in accordance with the Robert T. Stafford Disaster Relief and Emergency Assistance Act (42 U.S.C. 5170).

order of return
Order of Return

Q: If the amount of Return reduces the Pell Grant to zero and the student has received or is eligible to receive the ACG or SMART Grant, will the student remain eligible for the new grant or must the student repay the new grant because s/he is no longer eligible once the Pell is fully repaid?

A: The student was a recipient of the Pell Grant at the time the ACG/SMART grant was disbursed and otherwise eligible; therefore, the full repayment of the Pell as a result of R2T4 does not make the student ineligible for the new grant.

leap sleap gear up sss grants
LEAP/SLEAP/GEAR-UP SSS Grants

Q: When a student withdraws on or after July 1, 2006, and the student has one or more of these grants, what happens in the R2T4 calculation?

A: The amount of the grants listed above would not be included in the Return calculation with withdrawal dates on or after July 1, 2006.

hera revised r2t4 software
HERA Revised R2T4 Software

Q: If the new software is not implemented until after July 1, 2006, what should schools do to remain in compliance with 34 CFR 668.22?

A: First, the period for the school to complete the calculation and return the funds is increased from 30 days to 45 days, effective July 1, 2006. Second, while the estimated software availability date is early August of 2006, the paper worksheets should be available prior to the software.

acg smart grants
ACG/SMART Grants

Q: If a student withdraws and was awarded a second year ACG or SMART grant, but the school did not have the student’s GPA, may the grant amount be included in the R2T4 calculation as “aid that could have been disbursed?”

A: No. The school has to have the GPA before either grant can be included as aid that could have been disbursed. Note that the school has up to 45 days from the date of determination to perform the R2T4 calculation.

compliance self monitoring
Compliance Self-Monitoring

R2T4 is one of the most common audit findings

  • Use our free software
  • Ease of use
  • Use reports to manage the process and assure compliance
compliance self monitoring2
Compliance Self-Monitoring
  • How do I access R2T4OTW?
  • It’s Easy!
    • SIGNUP!
      • Signup via SAIG Enrollment website
        • https://www.fsawebenroll.ed.gov/PMEnroll

Note: The R2T4 Web Application when available will be accessed via FAA Access

        • https://fafsa.ed.gov/faa/faa.htm
compliance self monitoring3
Compliance Self-Monitoring
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