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(Campus-Based) Subject: 2011-2012 Campus-Based Awards Closeout

Posted Date:April 16, 2013

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

Subject: 2011-2012 Campus-Based Awards Closeout

We have completed the closeout of all 2011-2012 awards for the Campus-Based programs based on the official reporting in a school's Fiscal Operations Report section of the Fiscal Operations Report for 2011-2012 and Application to Participate for 2013-2014 (FISAP).

The following explains the 2011-2012 awards closeout for the Campus-Based programs and provides important information regarding the notification process.

2011-2012 Awards Closeout for the Campus-Based Programs

The 2011-2012 awards closeout for the Campus-Based programs involves reconciling a school's authorized award for each of the campus-based programs with the amount reported as expended for the program on the school's 2011-2012 Fiscal Operations Report. For example, if a school's Federal Work-Study (FWS) authorized amount was $50,000 and the school reported an expended amount of $40,000, the school's award will be closed out at the expended amount of $40,000. If the amount the school drew down from G5 is different, we have assumed that the correct amount of expenditures are the amounts certified by the Chief Executive Officer in Part I, Section B of the FISAP.

Adjusting an Incorrect 2011-2012 FISAP Expenditure Report

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 for making corrections to FISAP data and edit errors was Friday, December 14, 2012. However, under limited circumstances, and with sufficient justification and our advance approval, a school may correct its 2011-2012 Fiscal Operations Report via the eCampus-Based (eCB Web site). Requests to make a correction should be made within 5 business days of this posting following the Post-Deadline FISAP Correction Process instructions described below.

Post-Deadline FISAP Correction Process

  1. A school initiates a request by entering the correction, saving it, and clicking "Submit."
  2. Because the online application does not allow changes to the FISAP after the regulatory deadline, any correction made after the deadline is considered a "Request." The school must enter a description, the circumstances, and a justification for the correction.
  3. The data is saved as a "Working Copy" of the FISAP. The correction is not considered accepted.
  4. Department staff review the correction and either allow or deny it.
  5. The school is notified of the decision via e-mail. If the correction is allowed, the school is instructed to access the FISAP, ensure that the correction has been saved, and then click "Submit." At this point, the correction is accepted.

Closeout Amount in G5 and on G5 Reports

The closeout amount will appear in G5 as the authorized amount for the 2011-2012 Award Year. If a school drew down more than what was reported as expended in its 2011-2012 Fiscal Operations Report, a negative amount will appear in the "available balance" line in G5 and on reports generated out of G5.

Important Note about Negative Balances: If a school has a negative balance in G5, the school needs to refund the amount of the negative balance. If the school has made the refund but posted it to the wrong program, the school must make a drawdown from the program in which the incorrect refund was posted and then refund the amount to the correct program.

For assistance in making refunds or drawdowns, contact the G5 Hotline at 888/336-8930. Customer Service Representatives are available Monday through Friday from 8:00 A.M. to 6:00 P.M. (ET).

Closeout Amounts Determination Process

Closeout amounts were determined as follows:

For the Federal Supplemental Educational Opportunity Grant (FSEOG) Program, the closeout amount was determined by subtracting the expended 2011-2012 FSEOG authorization amount (Part IV, Line 17 of a school's FISAP) from the school's current 2011-2012 FSEOG award authorization amount. The school's final 2011-2012 FSEOG award amount is now equal to the expended FSEOG authorization amount (Part IV, Line 17 of the school's FISAP).

For the FWS Program, the closeout amount was determined by subtracting the expended 2011-2012 FWS authorization amount (Part V, Line 18 of a school's FISAP) from the school's current 2011-2012 FWS award authorization amount. The final 2011-2012 FWS award amount is now equal to the expended FWS authorization amount (Part V, Line 18 of the school's FISAP).

Note: If a school did not submit a FISAP reporting 2011-2012 expenditures, the school's authorizations were reduced to zero ($0.00).

Notification of Award Decrease

If we decreased a 2011-2012 Campus-Based award through this closeout process, we will notify the school by e-mail. In the e-mail, we will inform the school that the award decrease is reflected in the Statement of Account posted on the eCB Web site. We will send this e-mail to the school's Financial Aid Administrator, as provided in the school's most recently submitted FISAP or as updated via the "Contact Info" page on the eCB Web site.

To access the Statement of Account following receipt of this e-mail, log in to the eCB Web site, select the "Self-Service" link from the top navigation bar, and scroll to the "Campus-Based Notifications for All Available Award Years" section. Then, scroll to the "Statement of Account" bullet and select the "2011-2012" link next to it.

Contact Information

For additional information about or assistance related to the 2011-2012 awards closeout for the Campus-Based programs, 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: 04/15/2013