I ntroduction How to Use This Book

Purpose
The primary purpose of The Blue Book is to provide guidance to school business
office personnel who handle fiscal recordkeeping, accounting, and reporting
functions for federal Title IV student financial aid programs authorized by the
Higher Education Act of 1965, as amended (HEA). In addition, it provides a
technical resource of Title IV management responsibilities that are shared
between various administrative offices in a school. It also provides general
information about Title IV programs, policies, and procedures that are useful to
all institutional personnel who administer and manage Title IV programs.

Some procedures discussed in The Blue Book are recommended to help

institutions meet the fiscal responsibilities they agree to when they sign a Title IV
Program Participation Agreement (PPA) with the U.S. Department of Education
(ED). Other procedures described in The Blue Book are required by federal laws
and regulations. Although The Blue Book’s primary focus is fiscal responsibilities,
financial aid administrators can also use The Blue Book as a reference tool for
shared responsibilities.

This edition of The Blue Book places special emphasis on the benefits and
challenges of managing Title IV programs electronically. The goals of any
electronic-management system are to maintain accurate, well-organized records;
submit required reports in an accurate and timely manner; comply with federal
laws and regulations; and provide quality service to students.

Further, ED requires schools to use automated methods to meet certain Title IV

requirements, such as retrieving Institutional Student Information Records
(ISIRs) through the Internet, reporting Federal Pell Grant disbursements
through the Recipient Financial Management System (RFMS), submitting the
Fiscal Operations Report and Application to Participate (FISAP) electronically,
and reporting Title IV information (including overpayments) online to the
National Student Loan Data System (NSLDS). Some schools also use ED’s
*For Web sites and Grant Administration and Payment System (GAPS) to request and draw down
other ED publications Title IV funds.*
instrumental in fiscal
management and
recordkeeping, see
As a result, cooperation and communication across a school’s administrative
Appendix C. offices, especially between the business office and the financial aid office, are
more important than ever. Schools also need to be careful to ensure that
electronic management does not blur the legally required separation of authorizing
Title IV funds and disbursing Title IV funds. The Blue Book is designed to help
schools achieve these goals and to use ED’s automated systems successfully.

June 2001 The Blue Book

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Introduction

What This Book Contains

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 How to Use This Book

Using The Blue Book at Your School

The Blue Book can perform several different functions for a school. For example,
it can serve as a:

♦ training guide for new employees (especially in conjunction with ED’s

Fiscal Management Training Workshop and its Participant’s Guide),

♦ reference manual for any employee, and

♦ basis for a school’s fiscal policies and procedures manual.

Regardless of how a school uses this book, remember that it is only a guide, and
it does not replace federal laws, regulations, or generally accepted accounting
principles (GAAP). School personnel are still responsible for familiarizing
themselves with all relevant primary source documents.

Margin References
The Blue Book uses three icons in the margin notes to direct readers to other
resources for the material being discussed in the text.

The Computer icon is for electronic references, directing readers

to Web sites of particular interest.

The Book icon is for published references and directs readers to

specific regulations and other resources of particular interest
(some of which might also be available electronically).

The New icon is for newly available Web sites and published
resources, as well as new program guidelines.

Other Resources
A companion publication to The Blue Book is ED’s Student Financial Aid Handbook
(Handbook), which is a primary resource for financial aid administrators. The
Reference: Handbook is mentioned frequently throughout The Blue Book. The Handbook
• For information on these consists of nine volumes published individually and successively by ED each year
and other pertinent and distributed to school financial aid offices. Fiscal office personnel should
printed materials, see know where to locate their school’s copy of the Handbook, and they might want
Appendix C of this book.

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Introduction

to copy pertinent sections for their own use or print them from
*The SFA Handbook
is available for ED’s Web site.*
download on ED’s
Information for Another ED publication vital to the work of a fiscal officer is the
Financial Aid U.S. Department of Education Payee Guide for the Grant Administration and Payment
Professionals (IFAP)
Web site at
System (GAPS) [GAPS Payee Guide]. It provides information on systems
http://ifap.ed.gov. operations and procedures for federal funds paid to schools through GAPS.
Participating schools The GAPS Payee Guide helps schools fulfill their responsibilities in expediting
are also sent paper payments, completing forms and reports, and controlling federal cash received
copies of sections of
the Handbook as they through GAPS. It also serves as a guide to ED’s new ePayments Web site.
are published.

Effective Date
This edition of The Blue Book is written on the basis of laws, regulations, policies,
and procedures published by April 1, 2000 and in effect for the 2001-02 award
year. Schools should be aware, however, these laws, regulations, policies, and
procedures are subject to change. It is a school’s responsibility to keep abreast of
such changes so it remains in compliance with current rules. Regular updates
and changes in policy guidance are posted on a daily basis on ED’s IFAP Web
site.

Comments and Suggestions on The Blue Book

Your comments and suggestions about any aspect of The Blue Book are welcome.
We are particularly interested in learning:

♦ the purposes for which The Blue Book is being used (for example,
reference, self-study, training new staff);

♦ the appropriateness of the content and the usefulness of the appendices;

and

♦ whether you feel this publication is among those that ED’s Office of
Student Financial Assistance (OSFA) should update on a regular basis.

You may send your comments to:

The Blue Book/SFA University

SFA/U.S. Department of Education
Room 600-C, Portals Building
1280 Maryland Avenue, SW
Washington, DC 20202-5361

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