Single Audit Report Fiscal Year Ended June 30, 2012 - State ...

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State of GeorgiaFederal Awards Findings and Questioned CostsFor the Fiscal Year Ended June 30, 2012Recommendation:The College should implement policies and procedures to ensure that unofficial withdrawals thatreceived Title IV funds are identified and the required refund calculation is performed. The Collegeshould also contact the U. S. Department of Education regarding the resolution of this finding.EAST GEORGIA STATE COLLEGEFinding Control Number: FA-572-12-01SPECIAL TESTS AND PROVISIONSDeficiencies in Student Financial Assistance Refund ProcessU. S. Department of EducationStudent Financial Assistance ClusterCondition:Criteria:Questioned Cost:Information:Cause:Effect:Recommendation:The Student Financial Assistance Office did not properly calculate refunds for students who withdrewfrom the College.Provisions included in 34 CFR 668 provide general requirements for administering Student FinancialAssistance (SFA) programs.Questioned costs of $200.92 were identified for refunds not properly calculated, which when projectedover the entire population, resulted in a projected misstatement of $2,014.28.Twenty-five students that received Federal financial assistance and withdrew from the College wereselected to determine if refunds were calculated and returned in the correct amount to the properfunding agency and/or student. Our examination revealed that the College failed to properly calculatethe withdrawal refunds for four students. The miscalculations were due to a deficiency in theoperation of the manual control process. The refund for one student caused the College to refund$225.59 more than should have been to the various SFA programs. The refund calculation for threestudents caused the College to refund $24.67 less than should have been to various SFA programs.These errors resulted in a net questioned cost of $200.92.These deficiencies were a result of data entry errors and management's failure to properly processstudent financial assistance refunds in accordance with Federal regulations.The SFA Office did not calculate the correct amount of refunds for the Title IV Federal program.The College should develop and implement procedures to ensure that student financial assistancerefunds are properly calculated and unearned funds are correctly returned to the appropriate accountsin a timely manner in accordance with the Higher Education Amendments of 1998, Public Law 105-244. The College should also contact the U. S. Department of Education regarding the resolution ofthis finding.GORDON STATE COLLEGEFinding Control Number: FA-576-12-01SPECIAL TESTS AND PROVISIONSDeficiencies Over the Title IV Refund ProcessU. S. Department of EducationStudent Financial Assistance Cluster ProgramCondition:Criteria:The Student Financial Assistance Office (SFA) failed to ensure unearned Title IV funds were returnedin a timely manner.Provisions included in 34 CFR 668 provide general provisions for administering Student FinancialAssistance programs. 34 CFR 668.22(j)(1) states that "An institution must return the amount of Title122
State of GeorgiaFederal Awards Findings and Questioned CostsFor the Fiscal Year Ended June 30, 2012IV funds...as soon as possible but no later than 45 days after the date of the institution's determinationthat the student withdrew."Information:Cause:Effect:Recommendation:Five students were identified in a sample of seventeen students that withdrew from the College thatreceived Federal awards during the year whose refunds were not processed timely.These deficiencies were the result of management's failure to properly process student financialassistance refunds in accordance with Federal regulations.The Student Financial Assistance Office did not return unearned funds in a timely manner.The College should develop and implement procedures to ensure that student financial assistancerefunds are properly calculated and that unearned funds are correctly returned to the appropriateaccounts in a timely manner in accordance with the Higher Education Amendments 1998, Public Law105-244. The College should also contact the U. S. Department of Education regarding resolution ofthis findingFinding Control Number: FA-576-12-02SPECIAL TESTS AND PROVISIONSExit Counseling not ConductedU. S. Department of EducationStudent Financial Assistance Cluster ProgramCondition:Criteria:Information:Cause:Effect:Recommendation:The Student Financial Assistance office failed to ensure exit counseling took place and was properlydocumented.Federal regulation (34 CFR 685.304) requires institutions to conduct exit counseling with each DirectLoan borrower shortly before the student ceases at least half-time study at the institution.Documentation of the required counseling should be maintained in the student's financial assistancefile.A sample of twenty-five financial assistance files revealed that two Direct Loan recipients' files thatdid not contain the required exit counseling documentation.The College's Student Financial Assistance Office had not maintained exit counseling documentationfor all students that withdrew from school without the school's prior knowledge.The College was not in compliance with Federal regulations concerning the exit counseling shortlybefore the student borrower ceases at least half-time time study at the institution.The College should implement the necessary controls to ensure that each recipient receives therequired counseling and that this counseling is documented in the student's file. Additionally, theCollege should develop and implement a monitoring process to ensure that controls are properlyimplemented.MIDDLE GEORGIA COLLEGEFinding Control Number: FA-584-12-01SPECIAL TESTS AND PROVISIONSInadequate Control Procedures over Unofficial WithdrawalsU. S. Department of EducationStudent Financial Assistance Cluster ProgramCondition:The internal control procedures to determine whether a student completed the academic period orunofficially withdrew were inadequate.123
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Greg S. GriffinSTATE AUDITOR(404) 6
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Activities Allowed or UnallowedFA-4
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Findings and Questioned Costs
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