Session 30

Return to Title IV Funds

Back to Basics and Beyond
for Clock Hour Programs

Brian Kerrigan
Dan Klock
Today’s Agenda

 Collection of withdrawal information

 R2T4 Calculation
 Notification
 Compliance self-monitoring
 DCL issues
 Questions & Answers

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Presentation Objectives:

 Understand that R2T4 non-compliance

is a top finding

 Today’s session will equip you to

prevent R2T4 findings from occurring
on your campus

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Collection of Withdrawal Info.

 Institutions required to take

attendance
– Outside entity has a requirement that the
institution take attendance - Nov. 1,2002
change (67 FR 67073)

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Collection of Withdrawal Info. - Date of
Determination

 Required to Take  Not Required to Take

Attendance Attendance

– When the student begins – When the student begins

the official withdrawal the official withdrawal
process at the school process at the school
– When student exceeds – The date the institution
the institution’s policy on becomes aware that the
excused absences, not student has ceased
more than one week after attendance
the withdrawal date

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Collection of Withdrawal Info. –
Withdrawal Date

 Required to Take  Not Required to Take

Attendance Attendance
– The last recorded date of – Begins the formal
withdrawal process
attendance from the
institution’s attendance – Date student provided
intent to withdraw
records
– Midpoint – unofficial
withdrawal
– The date a LOA began
for a student who does
not return from an LOA
– Illness, accident,
grievous personal loss,
events beyond the
student’s control
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R2T4 Calculation

 For a standard term based program, use

payment period.
 For a non-term based or non-standard
term program, use
payment period or period of enrollment.
 For a non-term or non-standard term
based program, an institution must
consistently use either a PP or POE for all
students (in a category) in a particular
program.
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R2T4 Calculation

Aid That Could Have Been Disbursed

 Old Policy -- Aid that could have been disbursed

before withdrawal. Did not include
- Second loan disbursement, or
- Loan within first 30 days.
 New Policy -- All aid for period, if conditions for
late disbursement were met before the student
withdrew. (668.164(g)(2))
 However, if limitations apply, that aid may not be
paid to the student. (668.164(g)(4))
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R2T4 Calculation

 Percentage Earned is a two-step process

 Calc 1 – Determine Clock Hours
Completed
clock hours completed equals > 60%, student has earned
total hours in the period
100% of title IV Funds

Calc 2 – Percentage Earned

clock hours completed equals 70% or more
clock hours scheduled to complete use scheduled hours

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R2T4 Calculation

 After you calc the amount the student earned

- 3 possibilities:

– A. The amount disbursed = the amount earned

• Eureka! No further action necessary!
– B. The amount disbursed > the amount earned
• The unearned portion must be returned to the programs
– C. The amount disbursed < the amount earned
• Post-withdrawal disbursement

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R2T4 Calculation

 B. The amount disbursed > the amount

earned
• Calculate the unearned portion from the school
• Institution returns the lesser of –
• 1.) amount disbursed 2.) institutional charges
• - amount earned (or) x percentage not earned

• Calculate the unearned portion that the student

owes: Total unearned amt. less amt. school paid

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R2T4 Calculation

 B. The amount disbursed > the amount

earned
– Amount of unearned the student owes =
• Title IV Loans – repay in accordance with the
loan repayment provisions
• Title IV Grants – the initial amount of the grant
is reduced by 50% (the product is referred to as
the original amount of the grant overpayment)

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Notification

 C. The amount disbursed < the amount earned

Post-withdrawal disbursement (PWD)

• Credit the student’s account for direct costs
• With permission – credit the student’s account for
indirect educational costs
• If Title IV loan funds are credited, must notify borrower of
right to cancel or reduce loan
• If PWD exceeds costs credited – institution must offer
PWD w/in 30 days of the date of determination

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Notification

 Post-withdrawal disbursement (PWD)

– 14-day Rule
– Institutional flexibility beyond 14-day Rule
– 120 days to complete the PWD

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Notification

 Grant Overpayment Notification

– 45-day period of extended eligibility
• Notify student w/in 30 days of Date of
Determination that s/he must take Positive
Action
– Fully repay the overpayment
– Make arrangements with school to repay
– Make arrangements with ED to repay
– Institutional monitoring

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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

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Compliance Self- Monitoring

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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

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Compliance Self-Monitoring

 CUSTOMER SERVICE
 Software Support
• CPS/WAN Technical Support
– [email protected]
– (800) 330-5947

 Policy
• ED's Customer Support center
– [email protected]
– (800) 433-7327

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Dear C olle ague L ette r (D CL)
(G EN-0 4-0 3)
 Title IV Credit Balances
 Aid That Could Have Been Disbursed
 Verification not completed before
withdrawal
 No Passing Grades
 Non-Term Programs
 Date of Determination that Student
Withdrew
 Treatment of LEAP Funds

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DCL Issues - Tit le I V Credi t
Bal ances

 Hold all Title IV Credit Balances until R2T4

calculation is completed.
 Credit Balance is “Aid Disbursed.”
 Determine if Credit Balance changes
because of a Refund Policy or R2T4.
 Use Credit Balance to repay TIV Grant
Overpayment on behalf of student.
 Release Credit Balance within 14 days.

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DCL Issues - Aid That Could Have
Been Disbur sed

 Old Policy -- Aid that could have been

disbursed before withdrawal. Did not
include
- Second loan disbursement, or
- Loan within first 30 days.
 New Policy -- All aid for period, if
conditions for late disbursement were met
before the student withdrew.
(668.164(g)(2))
 However, if limitations apply, that aid may
not be paid to the student. (668.164(g)(4))
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DC L Iss ues - Condi tions for a
Late Disbursem ent

 All Student Aid (including Pell) - ED

processed SAR/ISIR with official (not
necessarily a valid) EFC. (Not needed for
PLUS.)

 FFEL/Direct Loan - Institution certified or

originated the loan.

 Perkins/FSEOG - Institution made the

award
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DC L Iss ues - Li mi tati ons on
Maki ng
a Late Di sbursement

 No second or subsequent disbursements

of FFEL/DL, unless student completes the
period.
 No FFEL/DL unless student completes the
30-day delay period.
 No Pell Grant without a valid SAR/ISIR by
the deadlines in the Federal Register.
 No 2nd pp Pell if 1st pp not completed.
 No 2nd pp FFEL/DL if 1st pp not completed

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DC L - Importance of Aid T hat
Coul d Have Been Disbursed

 If total aid (Aid That Could Have Been

Disbursed plus Aid Disbursed) is greater,
the amount earned will be greater.
 Results in a smaller amount to be
returned, or in a post-withdrawal
disbursement.
 Remember - Aid must correspond to the
period for which you are doing the Return
Calculation. (pp or period of enrollment)
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Ai d That Coul d Have Been
Di sbursed
(shows a id that could have been disbursed fr om the
2 nd pp) of Period is 1000 hours
Length
Student withdrew after 400 hours
Period of enrollment basis
Old New
Aid for Period ($2000 Pell; $2000 FFEL) = $4000 $4000
Aid Disbursed ($1000 Pell; $1000 FFEL) = $2000 $2000
Aid That Could Have Been Disbursed =$ 0 $2000
Amount Earned (40% x $2000 or $4000) = $ 800 $1600

Amount to be Returned = $1200 $ 400

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Ai d That Coul d Have Been
Di sbursed
(show s aid t hat could have been disbursed fr om
the 1 st &of2Period
Length
nd pp)
is 1000 hours
Student withdrew after 400 hours
Period of enrollment basis
Old New
Aid for Period ($2000 Pell; $2000 FFEL) = $4000 $4000

Aid Disbursed ($1000 Pell; $0 FFEL) = $1000 $1000

Aid That Could Have Been Disbursed = $1000 $3000
Amount Earned (40% x $2000 or $4000) = $ 800 $1600

Amount to be Returned / PWD (FFEL) =($ 200) $ 600

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Aid That C ould Have B een
Disb urs ed
(shows limit ation on disbursement)
Length of Period is 1000 hours
Student withdrew after 601 hours
Period of enrollment basis
Old New
Aid for Period ($2000 Pell; $2000 FFEL) = $4000 $4000

Aid Disbursed ($2000 Pell; $1000 FFEL) = $3000 $3000

Aid That Could Have Been Disbursed = $1000 $1000
Amount Earned (100% of $4000) = $4000 $4000

Amount of FFEL PWD (instead of $1000) =$ 0 $ 0

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Aid That C ould Have B een
Disb urs ed
(shows limit ation on disbursement)

Length of Period is 1000 hours

1st year, 1st time student withdrew on 28th day of program, after
completing 125 hours
Period of enrollment basis
Old New
Aid for Period ($2000 FFEL) = $2000 $2000
Aid Disbursed ($0 FFEL) =$ 0 $ 0

Aid That Could Have Been Disbursed =$ 0 $2000

Amount Earned (12.5% of $0 or $2000) =$ 0 $ 250
Amount of FFEL PWD (instead of $250) =$ 0 $ 0

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Aid That C ould Have B een D isburs ed
(shows P ell disbur sement ev en t hough FFE L can
not be disbur sed)
Length of Period is 1000 hours
1st year, 1st time student withdrew on 28th day of program, after
completing 125 hours
Period of enrollment basis
Old New
Aid for Period ($1000 FFEL; $1000 Pell) = $2000 $2000
Aid Disbursed ($0 FFEL; $0 FFEL) =$ 0 $ 0

Aid That Could Have Been Disbursed =$ 0 $2000

Amount Earned (12.5% of $0 or $2000) =$ 0 $ 250
Amount of PWD - Pell =$ 0 $ 250

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DCL Issues -Veri ficat ion

 Must complete R2T4 within 30 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
– School must perform new R2T4
calculation using additional eligible aid.
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 DCL Issues - Date of Determi nati on that
Student Wi thdrew for School s Requi red 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 school’s Absence Policy.

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DCL Issues - Tre atm ent of LEA P
Funds

 Law excludes FWS but not LEAP.

 The State Grant (LEAP) is included in
calculation if the State Grant Agency
has told the school, in writing…

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DCL Issues - Tr eatm ent of LEAP
Funds

The dollar or percent of student’s State Grant

that is LEAP. ($ or % up to $5000)
That the specific student’s State Grant includes
an unknown amount of LEAP. (Entire amount
of Grant, up to $5000)
The percent of LEAP in the school’s State
Grant amount. (% up to $5000)
That all State Grants include LEAP funds.
(Entire amount of Grant, up to $5000)
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Thank Y ou ! !

Bri an .Ke rr iga n@ ed .g

(202) 219 -7058

[email protected]
(202) 377- 4026 39
 Appendix

Reminders that you can read on your

own
Appendix

 The Law & Regulations

 Section 484B of the HEA
– Enacted October 7, 1998, as part of the Higher
Education Amendments of 1998
 NPRM published August 6, 1999
 Final Reg published November 1, 1999
– Effective Date of Reg - July 1, 2000
 Dear Colleague Letter GEN-00-24
 NPRM published August 8, 2002
 Final Reg published November 1, 2002
 Dear Colleague Letter GEN-04-03
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Appendix

 Old approach – (refunds and repayments)

 Dictated use of specific refund policies.
 Determined amount of institutional charges
that a school had earned and not earned.
 New approach – (Return to Title IV Funds)
 Determines amount of title IV aid a student
has earned, the unearned portion is returned
 “Paycheck theory” – if you aren’t there for the
entire period you owe some of the money
back
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Appendix

 Schools prohibited from allowing Title IV

funds to escheat (paid to a third party)
– Credit balances and post-withdrawal disbursements
– School must ensure that Title IV funds are used only for
educational purposes intended
– Funds cannot escheat to a third party (state or
institutional coffers)
– Must have a process to identify non-negotiated checks
and return the funds to the Title IV programs before the
checks are stale and escheat to an unintended third
party

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Appendix – Leave of
Absence
 The previous limit to only one LOA in
12 months was eliminated in the
November 1, 2002 final regulations.
 Total leave days cannot exceed 180
in any 12-month period.
 The institution must have a formal
policy that the student and
institution follow.
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Appendix – Academically
Related Activity
 An institution not required to take
attendance MAY ALWAYS use the last
date of an academically-related activity as
the withdrawal date.
 The school, not the student, must
DOCUMENT
– That the activity is academically-related,
and
– The student’s attendance at the activity.

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Appendix – Academically
Related Activity
 Examples of academically-related
activities are
– Examinations or quizzes,
– Tutorials,
– Computer-assisted instruction,
– Completing an academic assignment,
paper or project,
– Attending a school assigned study
group.
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