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(Campus-Based) Subject: 2011-2012 Campus-Based Reallocation Form and Process

Posted Date:June 20, 2012

Author: William Leith, Service Director, Program Management, Federal Student Aid

Subject: 2011-2012 Campus-Based Reallocation Form and Process

This announcement provides important information about the 2011-2012 Campus-Based Reallocation Form and reallocation process. This form is used in the Federal Work-Study (FWS) and Federal Supplemental Educational Opportunity Grant (FSEOG) programs to release unexpended portions of a school’s 2011-2012 allocations or to request supplemental 2012-2013 FWS funds for community service jobs.

We are requesting that each school carefully examine its final expenditures under FWS and FSEOG programs to determine whether the school will have any unexpended funds from its 2011-2012 allocations. Timely reporting by a school, using the process explained below, of any unexpended 2011-2012 funds will allow us to provide supplemental FWS and/or FSEOG funds to eligible schools to assist needy students for the 2012-2013 Award Year.

Without the information collected on the Campus-Based Reallocation Form, we would be unable to reallocate unexpended Campus-Based funds from the 2011-2012 Award Year as supplemental allocations for the 2012-2013 Award Year. Because we have authority to reallocate 2011-2012 funds only until September 30, 2012, we cannot wait until we have schools’ expenditure data from the 2011-2012 Fiscal Operations Report and 2013-2014 Application to Participate (FISAP) due October 1, 2012. Unexpended 2011-2012 funds not released on the Campus-Based Reallocation Form by the deadline date will revert to the U.S. Treasury instead of being made available to assist needy students.

2011-2012 Campus-Based Reallocation Form

The 2011-2012 Campus-Based Reallocation Form (ED Form E40-4P) has been approved by the Office of Management and Budget (OMB). This form will be available for electronic completion and submission on the eCampus-Based (eCB) Web site at https://cbfisap.ed.gov no later than August 1, 2012.

As announced in the "Notice of the 2012-2013 award year deadline dates for the campus-based programs," published in the Federal Register on January 30, 2012 (77 FR 4547), the deadline date by which a school must electronically submit the 2011-2012 Campus-Based Reallocation Form is Friday, August 17, 2012.

A school may use the attached "Campus-Based Reallocation Form Worksheet" and "Campus-Based Reallocation Form Instructions" to assist in completing its submission.

Reporting Requirements for the Campus-Based Reallocation Form

A school must complete the Campus-Based Reallocation Form if it:

  1. does not intend to spend its entire 2011-2012 FWS or FSEOG allocation; or
  2. wants to request supplemental 2012-2013 FWS funds to pay students in community service jobs (not for any other purpose), and the school

    1. wants to request supplemental 2012-2013 FWS funds to pay students in community service jobs (not for any other purpose), and the school wants to request supplemental 2012-2013 FWS funds to pay students in community service jobs (not for any other purpose), and the school
    2. has an FWS fair share shortfall as shown on line 28 of the school’s 2011-2012 final funding worksheet, provided with its final allocation letter.

Note: The first condition does not apply to the Perkins Loan Program because there were no Federal funds allocated for the 2011-2012 Award Year. The second condition does not apply to FSEOG because a school that had a fair share shortfall in 2012-2013 will automatically be considered for supplemental funds.

Accessing and Submitting the Campus-Based Reallocation Form via the eCB Web site

To access the Campus-Based Reallocation Form, log in to the eCB Web site and select the "Setup" link on the top navigation bar. Select the "Reallocation Form" link on the top right side of this page. From that point, follow the instructions for completing the form.

Instructions for the Campus-Based Reallocation Form are attached to this letter and are also available on the eCB Web site. To access the instructions on the eCB Web site, log in to the eCB Web site and select the "Setup" link on the top navigation bar. Select the "Reallocation Form" link on the top right side of this page. Select the “Instructions” link.

After completing the Campus-Based Reallocation Form, click the "Submit" button to submit the form. To verify submission, log in to the eCB Web site, select the "Self-Service" link on the top navigation bar, and scroll to the "Acknowledgements" section. Then, select "Submission Log" to view the log, and verify the Campus-Based Reallocation Form submission.

Campus-Based Reallocation Form Deadline

The deadline for electronic submission of the Campus-Based Reallocation Form is Friday, August 17, 2012 by 11:59 P.M. (ET). Transmissions must be completed and accepted by 12:00 midnight.

Reallocation Process and Impact to Minimum Seven Percent Community Service Expenditure of the FWS Federal Funds

FWS Federal funds released on the Campus-Based Reallocation Form by the deadline date will not be included in the calculation of the required minimum seven percent community service expenditure for a school. Dear Colleague Letter CB-07-08 reminds schools of the statutory requirement that they spend at least seven percent of their FWS Federal contribution as compensation to FWS students employed in community service activities.

If a school determines during or at the end of the 2011-2012 Award Year that it did not spend at least seven percent of its 2011-2012 FWS allocation as the Federal share of compensation for FWS students employed in community service activities, a portion of its FWS Federal allocation must be released during the reallocation process so that the amount expended for community service activities equals at least seven percent of the adjusted FWS Federal allocation. A school that performs this action will not be considered to have failed the FWS minimum seven percent community service requirement.

As explained in CB-07-08, a school that fails to meet the FWS minimum seven percent community service requirement or the reading tutoring of children or family literacy project requirement will be required to return FWS Federal funds in an amount that represents the difference between the amount a school should have spent for community service and the amount it actually spent. Further, a school may be subject to a Limitation, Suspension, and Termination (L, S, & T) proceeding and/or subject to a substantial fine.

Contact Information

For additional information about the Campus-Based Reallocation Form or process, contact the Campus-Based Call Center at 877/801-7168. Customer service representatives are available Monday through Friday from 8:00 A.M. until 8:00 P.M. (ET). You may also e-mail CBFOB@ed.gov.

Last Modified: 06/19/2012