Summary: Release of Campus-Based Funds and Request for
Supplemental Federal Work-Study (FWS) Funds.
SUBJECT: Release of Campus-Based Funds and Request for
Supplemental Federal Work-Study (FWS) Funds.
REFERENCE: This letter supplements information found in
Chapters 5-8, Federal Student Financial Aid
Dear Financial Aid Administrator:
The enclosed Campus-Based Reallocation Form (E-40-4P) is used in
the Federal Supplemental Educational Opportunity Grant, FWS, and
Federal Perkins Loan programs (the campus-based programs) for the
- To release 1995-96 award year (July 1, 1995, through
June 30, 1996) unexpended campus-based allocations.
- To inform the Department of Education of your institution's
need for supplemental FWS funds for the 1996-97 award year
(July 1, 1996, through June 30, 1997). If your institution
expended at least 10 percent of its total 1995-96 FWS Federal
funds to pay students employed in community service jobs, and
your institution has a fair share shortfall in its 1996-97 final
funding worksheet, your institution may qualify for a
supplemental 1996-97 FWS allocation this fall.
Release of Unexpended Funds - - Section A
We plan to reallocate unexpended funds from the 1995-96 award
year as supplemental allocations for the 1996-97 award year under
the campus- based programs. Supplemental allocations will be
issued this fall in accordance with reallocation procedures contained
in the Higher Education Act of 1965, as amended (HEA), and the
current regulations for the campus-based programs.
The Department of Education has authority to reallocate 1995-96
award year funds to institutions only until September 30, 1996.
Rather than waiting to provide this information on your institution's
1995-96 fiscal operations report, which is not due until October 1,
1996, we ask that you provide us with advance notice of the amount
of your unexpended allocation for each of the campus-based
programs. It is important that you provide us with this information
because many institutions are in need of supplemental 1996-97
funds. Any unexpended 1995-96 funds which you do not release
now cannot be reallocated and will revert to the U.S. Treasury.
Therefore, it is urgent that you advise us of any unexpended campus-
based funds now by completing Section A of the enclosed Campus-
Based Reallocation Form.
Request for Supplemental 1996-97 FWS Funds--Section B
Complete Section B of the enclosed Campus-Based Reallocation
Form only if your institution is requesting supplemental 1996-97
FWS Funds. Under Section 442 of the HEA, the Department
of Education reallocates FWS funds to institutions that have a fair
share shortfall and expend at least 10 percent of their total FWS
allocation to pay students employed in community service
jobs. In requesting supplemental 1996-97 FWS funds, an institution
should note that under the HEA the reallocated FWS funds must be
used only to pay students in community service jobs. The
supplemental FWS funds cannot be used for any other purpose.
Deadline for Submission of Campus-Based Reallocation Form
The deadline for submitting the enclosed Campus-Based
Reallocation Form is a postmark date of no later than July 12, 1996.
Please return the form containing an original signature to the address
shown on the form only if you are releasing campus-based funds or are
requesting supplemental 1996-97 FWS funds. Keep a photo
copy of the completed form for your records. Instructions
for completion of the Campus-Based Reallocation Form are
enclosed. Please coordinate the preparation of this report with your
institution's Chief Fiscal Officer.
Questions regarding the preparation of this report should be referred
to the Campus-Based Programs Financial Management Specialist
who serves your State (listing enclosed).
Michele L. Selvage, Director
Institutional Financial Management Division
Accounting and Financial Management Service
INSTRUCTIONS: CAMPUS-BASED REALLOCATION FORM
If you have expended the full amount of your 1995-96 award year
(July 1, 1995, through June 30, 1996 ) allocation of Federal funds in
all three programs, you need not respond to Section A. However, you
must complete and submit Section B by July 12, 1996, if you want
to ensure consideration for supplemental FWS funds for the 1996-97
award year (July 1, 1996 through June 30, 1997).
Please retain a copy of your completed Campus-Based Reallocation
Form for your files.
Section A -- INSTITUTIONAL RELEASE OF 1995-96
UNEXPENDED ALLOCATIONS FOR THE FEDERAL
SUPPLEMENTAL EDUCATIONAL OPPORTUNITY GRANT,
FEDERAL WORK-STUDY AND FEDERAL PERKINS LOAN
You MUST complete Section A if you have unexpended campus-based
If you have not expended all of your 1995-96 funds, you must
determine as accurately as possible what your unspent balance(s) will
be for each of the appropriate campus-based programs. In order to
determine whether or not you have an unexpended balance, you must
take into consideration any administrative cost allowance you wish
to claim. You must also take into consideration any 1995-96 Federal
Work-Study (FWS) funds that you carried back into the 1994-95
award year or will carry forward into the 1996-97 award year, any
1995-96 FWS funds transferred to the Federal Supplemental
Educational Opportunity Grant (FSEOG) Program, or
Federal Perkins Loan Federal funds transferred to either FSEOG or
FWS. When you submit your Fiscal Operations Report and
Application to Participate (FISAP) later this year, the amount
entered as your 1995-96 adjusted allocation must equal your original
allocation plus any supplemental allocation minus the amount
reported as unexpended on the enclosed Campus-Based Reallocation
Do not report cents.
Item 1 - Report the amount of your unspent FSEOG funds.
Item 2 - Report the amount of your unspent FWS funds.
Item 3 - Report the amount of your final adjusted Federal capital
contribution for the 1995-96 award year that you did not request
from the Department of Education Payment Management
System (ED/PMS) on or before June 30, 1996.
PLEASE NOTE: The 1995-96 authorization in your Department of
Education Payment Management System (ED/PMS) account will be
reduced in September by the amount of any unexpended funds you
report in the Campus-Based Reallocation Form.
Section B -- REQUEST FOR SUPPLEMENTAL FWS FUNDS FOR
THE 1996-97 AWARD YEAR
Complete Section B only if your institution wishes to be considered
for supplemental 1996-97 FWS funds. Section B will be used to
determine whether your institution is eligible to receive
supplemental FWS funds for the 1996-97 award year.
Item 4 - Indicate whether your institution expended at least
10 percent of its total 1995-96 FWS Federal funds to pay
students employed in community service jobs. Please
note that your response on the Campus-Based
Reallocation Form will be checked later against the FWS
community service data that your institution provides on
the Fiscal Operations Report and Application to
Item 5 - Indicate how much supplemental FWS funds your
institution will be able to spend for community service
jobs during the 1996-97 award year.
INSTITUTIONAL FINANCIAL MANAGEMENT DIVISION
FINANCIAL MANAGEMENT SPECIALISTS
Ms. Carolyn Short (202) 708-9184 NE, NV, NH, NJ, NM,
alternate - C. Franklin-Jones NY, PR, UT VI
Mrs. C. Franklin-Jones (202) 708-9183 AL, AK, AZ, CO, CT,
Alternate - Carolyn Short DE, GA, KY, RI, VT
Mrs. Rhonda Herbert (202) 708-9191 AR, DC, HI, TN, TX,
alternate - Jim Porter VA, PI, GU
Mr. Joseph Morris (202) 708-8745 ID, IL, IN, IA, KS, MO
alternate - Alice Payne
Ms. Dinah Nelson (202) 708-8759 FL, MS, OH, PA
alternate - Vicki Roberson
Mrs. Alice Payne (202) 708-9754 CA, SC
alternate - Joseph Morris
Mr. Jim Porter (202) 708-7752 NC, ND, OK, OR, SD,
alternate - Rhonda Herbert WA, WV, WI, WY
Ms. Vicki Roberson (202) 708-7747 LA, ME, MD. MA,
alternate - Dinah Nelson MI, MN, MT
State Representative's Fax (202) 260-0522
If ultimately you are unable to reach your Financial Management
Specialist at the above telephone number, you may call the alternate
identified below the name of your Financial Management Specialist
or call (202) 708-7741.
24 - HOUR COMMUNICATIONS: TO ACCESS OUR 24 -HOUR
INFORMATION SERVICE, CALL (202) 205-0045.