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(P-97-03) (P-97-03) Procedures for 1996-97 Federal Pell Grant account adjustments after the September 30, 1997 submission deadline.

DCLPublicationDate: 10/1/97
DCLID: P-97-3
AwardYear:
Summary: Procedures for 1996-97 Federal Pell Grant account adjustments after the September 30, 1997 submission deadline.





OCTOBER 1997

P-97-3
SUMMARY: Procedures for 1996-97 Federal Pell Grant account adjustments after the September 30, 1997 submission deadline.

References:
o October 1995 Recipient's Guide to the U.S. Department of Education Payment Management System (ED/PMS)
o Chapter 4 of the 1996-97 Federal Student Financial Aid Handbook
o Dear Colleague Letter P-97-2 dated June 1997
o Federal Register, dated April 29, 1994, Final Rule, Federal Pell Grant program
o Federal Register, dated September 9, 1996, Notice of Deadline Dates for Receipt of Applications, Reports and other Documents for the 1996-97 Award Year
o Federal Register, dated November 1, 1994, Final Rule, Federal Pell Grant program

Dear Colleague:

In this letter, you will find instructions for:
1. Reconciling your institution's actual 1996-97 Federal Pell Grant student payments with the payments accepted by the program, and
2. Using three methods to report post-deadline award adjustments.

RECONCILING YOUR 1996-97 FEDERAL PELL GRANT PAYMENTS WITH PAYMENTS ACCEPTED BY THE PROGRAM

Your final 1996-97 Pell Grant authorization cannot exceed the total student payments accepted by the program from your submissions through September 30, 1997.
You should reconcile your institutional records with the processed payment data for each of your submissions during the school year. This ongoing reconciliation process will help you avoid, or greatly minimize, post-deadline adjustments.

If you have submitted additional payment data since the date of your most recent Student Payment Summary (SPS), you may request an update by calling the Pell Grant Institutional Access System (IAS) at 1-800-4PGRANT (1-800-474-7268).

You should use each SPS to confirm that we received and accepted all of your Federal Pell Grant payments, or to correct your institutional records for payments we could not accept. Please refer to pp. 4-101 to 4-114 in the 1996-97 Federal Student Financial Aid Handbook for detailed instructions on using the SPS.

To reconcile your institution's 1996-97 Federal Pell Grant Program records, look for the

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following conditions:

1. A recipient's payment data appears on your institution's records but does not appear on the SPS (NEW RECIPIENT);

2. A recipient's payment data appears on your institution's records for an award amount GREATER THAN the amount shown on the SPS (INCREASE AWARD ADJUSTMENT), and:

3. A recipient's payment data appears on your institution's records for an award amount LESS THAN the amount shown on the SPS (DECREASE AWARD ADJUSTMENT)

If you complete your reconciliation process as of September 30, 1997 and find that you need to increase funding for previously reported students or for new students, you may meet the criteria for requesting Administrative Relief and/or Audit Adjustments that are identified later in this letter. To report decreases, use the Decrease Award Report format that is explained below.

Section B, Deadline Dates for Reporting Federal Pell Grant Student Payment Data, of the September 9, 1996 Federal Register notice also provides additional information on post-deadline adjustments.

REPORTING DECREASE AWARD AMOUNTS

If a student's Total Payment Amount (sum of Amount paid to date and Remaining amount to be paid) shown on your latest SPS, or in your processed student records from a submission after the last SPS, exceeds the actual amount you paid that student, OR if the student received an overpayment, you must report the decrease award amount in the format shown by the sample Decrease Award Report in Enclosure 1. For your convenience, we provided a facsimile you may use to report award decreases in Enclosure 2. You may use this format to decrease awards, or to report recoveries, for 1996-97 and any prior school year. You must submit separately for each year. You can also use your normal reporting media. DO NOT SEND CHECKS to the U.S. Department of Education to return decrease award amounts.

You may NOT use the Decrease Award Report format to submit a NEW recipient, or to INCREASE another student's award. For further information concerning overawards and overpayments, please refer to pp. 4-67 through 4-72 of the 1996-97 Federal Student Financial Aid Handbook.

The institutional administrator officially responsible for the accuracy and completeness of the Decrease Award Report must provide a hand-written, original signature. If we receive your Decrease Award Report without an original signature, we will return it unprocessed. Print or type the name and title of the person whose signature appears on the Decrease Award Report.
For Date Signed, print or type the date that the responsible official signed the Decrease Award Report. For numbers only, for example, enter November 10, 1997 as 11/10/97.

Please send your Decrease Award Reports to the Rockville, Maryland address provided below. If you submit decrease award amounts through your normal reporting media, we will return the processed data through the media in which the data was sent. However, if you submit a Decrease Award Report through regular mail, no processed data will be returned to you. We will also adjust your Federal Pell Grant authorization to reflect the decrease award amount and we will send you an updated 1996-97 Statement of Account (SOA/ESOA).


REGULAR MAIL COURIER SERVICE
U.S. Department of Education U.S. Department of Education
Student Aid Origination Team, PSS Student Aid Origination Team, PSS P.O. Box 6565 C/O Computer Data Systems, Inc.
Rockville, MD 20850-6565 RFMS, Federal Pell Grant Program
Mail Stop 3200, One Curie Court
Rockville, MD 20850-4309






REQUESTING ADMINISTRATIVE RELIEF

If you find any increase award adjustments or new recipient records,
you may request administrative relief if: (a) the U.S. Department of Education or one of its contractors made an administrative or processing error which prevented you from meeting the September 30, 1997 deadline; or (b) an event, such as a natural disaster, prevented you from meeting the deadline. To request Administrative Relief, send a written statement describing the problem in detail. We must RECEIVE your request for administrative relief no later than JANUARY 31, 1998 at the address below:

U.S. Department of Education
Institutional Financial Management Division, AFMS
P.O. Box 23781
Washington DC 20026-0781

If we approve your request for Administrative Relief, we will notify you by letter. You may then submit the approved student data through your usual submission media (electronic, tape, diskette) to the Rockville address. You must include a copy of our letter approving your request with your tape or disk.

ADJUSTING AUTHORIZATIONS THROUGH AUDIT REPORTS

If you find any increase award adjustments and/or new recipient records and do not


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qualify for administrative relief, your institution may seek funding for such award adjustments
when they are brought to the attention of the U.S. Department of Education in accordance with either 34 CFR 690.83 (c) or (e) of the Federal Pell Grant program regulations.

For additional information and instructions concerning the audit process, please refer to the June 1997 Dear Colleague Letter P-97-2.

Send questions concerning the audit authorization adjustment process to:
U.S. Department of Education
Data Management and Analysis Division
ATTN: Federal Pell Grant Authorization Adjustments
P.O. Box 23800
Washington DC 20026-3800

You may call the audit office on (202) 708-8208. Do not submit Audit Reports to the Institutional Financial Management Division, AFMS.

RECONCILING TO FEDERAL CASH TRANSACTIONS REPORTS (ED/PMS 272A)


As a final reminder, please check with your business office to ensure that your institution's Federal Cash Transactions Report (ED/PMS 272A) accurately shows all of your 1996-97 Federal Pell Grant Expenditures. You can find the program expenditures from your institution's most recent ED/PMS 272A on your latest Statement of Account or Electronic Statement of Account. If the amount reported on your institution's final ED/PMS 272A is lower than your authorization, we will automatically reduce your authorization to the ED/PMS 272A level as part of ED's internal reconciliation process. If this happens, your institution's authorization may be reduced below your actual need.

If you have any questions concerning these instructions, please refer to page 1-16 of the 1996-97 Federal Student Financial Aid Handbook for a list of Financial Management Specialists and their telephone numbers. If you cannot reach the Specialist directly, please call our central customer service number 1-800-4PGRANT (1-800-474-7268) or contact us by fax at (202) 401-0387.

Sincerely,


Michele L. Selvage, Director
Institutional Financial Management Division Accounting and Financial Management Service


Attachment A
Attachment B

Last Modified: 09/30/1997