(CB-24-03) 2022–23 Campus-Based Awards Closeout

Author
Federal Student Aid
Electronic Announcement ID
CB-24-03
Subject
2022–23 Campus-Based Awards Closeout

Closeout of all 2022–23 Campus-Based program awards will be completed by March 1, 2024, using the data submitted on the Fiscal Operations Report for 2022–23 and Application to Participate for 2024–25 (FISAP).

The 2022–23 awards closeout for the Campus-Based programs is explained below. In addition, we provide important information regarding the notification process related to the awards closeout.

2022–23 Awards Closeout for the Campus-Based Programs

The 2022–23 awards closeout for the Campus-Based programs involves reconciling a school's authorized award in G6 for each of the Campus-Based programs with the amount reported as expended for the program on the school's 2022–23 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 (in Part V, Section E, Field 18), the school's award will be closed out at the expended amount of $40,000. We assume that the correct amount of expenditures is the amount reported on the FISAP. The unexpended $10,000 will be de-obligated from the school’s authorization amount in G6.

Closeout Amount in G6 and on G6 Reports

The closeout amount will appear in G6 as the authorized amount for the 2022–23 award year. If a school drew down more than what was reported as expended in its 2022–23 Fiscal Operations Report, a negative amount will appear in the "available balance" line in G6 and on reports generated from G6.

If a school has a negative balance in G6, the school must refund the amount of the negative balance using G6. If a 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.

Note about Negative Balances and Late FISAP Corrections: If the closeout process results in a negative balance, the balance cannot be resolved through the submission of late FISAP corrections. The unexpended amount de-obligated from G6 at closeout will not be reinstated for any reason.

For assistance in making refunds or drawdowns, contact the U.S. Department of Education Business Support Services Helpdesk at 1-888-336-8930 or email obssed@servicenowservices.com. Customer Service Representatives are available Monday through Friday from 8 a.m. to 6 p.m. Eastern time (ET).

Closeout Amounts Determination Process

Closeout amounts are determined as follows:

For the Federal Supplemental Educational Opportunity Grant (FSEOG) Program, the closeout amount is determined by subtracting the unexpended 2022–23 FSEOG authorization amount (Part IV, Line 18 of a school's FISAP) from the school's current 2022–23 FSEOG award authorization amount. The school's final 2022–23 FSEOG award amount is then equal to the expended FSEOG authorization amount (Part IV, Line 17 of the school's FISAP).

For the FWS Program, the closeout amount is determined by subtracting the unexpended 2022–23 FWS authorization amount (Part V, Line 19 of a school's FISAP) from the school's current 2022–23 FWS award authorization amount. The final 2022–23 FWS award amount is then 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 2022–23 expenditures, the school's authorizations are reduced to zero ($0.00).

Notification of Award Decrease

If a 2022–23 Campus-Based award is decreased through this closeout process, the school is notified by email. In the email, the school is informed that the award decrease is reflected in the Statement of Account posted on the Common Origination and Disbursement (COD) website. Emails are sent to the school’s Financial Aid Administrator, as provided in the schools most recently submitted FISAP, or the FAA listed on the "Contact Info" page in the Campus-Based section of the COD website. Upon notification, if the award decrease results in a negative balance in G6, the school must return the funds through G6.

Upon receipt of this email, you can access the Statement of Account by the following steps:

  1. Log in to the COD website

  2. Select the “School” link from the top navigation bar

  3. Select Campus-Based from the right navigation menu

  4. Click “Self-Service” on the right navigation menu

  5. Select “Notifications”

Contact Information

For additional information about or assistance related to the 2022–23 awards closeout for the Campus-Based programs, contact the FSA Partner and School Relations Center at 1-800-848-0978. You may also email CODSupport@ed.gov.