Posted Date: November 1, 2016
|Author:||Sue O'Flaherty, Service Director, Program Management, Federal Student Aid|
Subject: FISAP Edit Corrections Due December 15, 2016
As published in the Federal Register Notice on January 21, 2016 (81 FR 3398), Subject: Campus-Based Programs 2016-2017 Deadline Dates, any changes, corrections or edits to the Fiscal Operations Report for 2015-2016 and the Application to Participate for 2017-2018 (FISAP) must be submitted to the Department of Education (the Department) by midnight on Thursday, December 15, 2016. This announcement is a reminder of the deadline and process for this action.
Changes to FISAP Data
If a school needs to make changes to data that was originally reported on its FISAP, the school must log in to the eCampus-Based (eCB) website and change the data in the applicable section(s) of the FISAP and resubmit.
Prior to December 15, 2016, schools should ensure that the amounts reported on the FISAP in Part IV, Section E, line 17-Expended Federal Supplemental Educational Opportunity Grant (FSEOG) Authorization, and Part V, Section E, line 18-Expended Federal Work-Study (FWS) Authorization, reconcile with the drawdown information in G5. During the closeout process of 2015-2016 Campus-Based awards, any authorized funds that were not expended will be deobligated from G5.
Note: If a school has drawn down more funds than reported on the FISAP, a negative balance will be created in G5. When this happens, we will reduce the school’s authorization in G5 to the expended amounts reported on the FISAP (as certified by the school’s Chief Executive Officer), and the school will be required to return the amount of the negative balance.
For example, if a school drew down its entire authorized FWS amount of $50,000 but reported an expended amount of only $40,000 on its FISAP, the result is a negative balance of $10,000 in G5. The school will be required to return $10,000 to G5.
A school should review its FISAP for possible changes to Part VI, Section B, Calculating the Administrative Cost Allowance (ACA). Increases to the ACA calculation will not be accepted after December 15, 2016.
Corrections to FISAP Data and Edit Errors
Real-time validation edit errors are captured when a school completes and submits the FISAP online via the eCB website. Edit corrections must be submitted by the December 15, 2016 deadline.
After submitting a FISAP, a school can view a listing of its FISAP edit errors by logging in to the eCB website and clicking on “Validation,” then “Validate All” on the left navigation bar. Validation error numbers and the corresponding error messages will display on the screen.
A “Fix Error” button is located to the right of each validation error message. Clicking on this button will display the FISAP page where the error last occurred. Additionally, all other pages where that error occurred will be identified for correction. Click on the “Validate All” button to determine if the validation edit has cleared or if further corrections are needed. Finally, after all corrections have been made and validated, click the “Submit” button.
In some cases, a school may provide information relevant to an error message. A “Log” check box is located next to these validation error messages. To log relevant information, check the “Log” check box then scroll to the bottom of the page and click the “Log” button. The “Additional Information” page on which the school can enter the relevant information will display.
If a school entered inaccurate data at the time the FISAP was submitted, the data can be corrected by logging in to the eCB website and changing the inaccurate data in the applicable section of the FISAP. Validating the data to ensure no edit errors have been encountered and then submitting the data are also required in this circumstance.
Other Important Notes
Remember to submit all corrections – Simply validating and/or saving corrections does not result in their submission to the Department. After editing and validating the FISAP it is imperative that schools complete this process by using the “Submit” button.
Verify that changes/corrections have been received by the Department – Schools should log in to the eCB website, select the “Self-Service” link in the top navigation bar and scroll to the “Acknowledgements” section. Then, select “Submission Log” to view the log and verify submission of the update.
Signature not required for FISAP changes – Schools are not required to resend signature pages or perform eSignature functions when changes/corrections are made to a previously submitted FISAP.
How to submit a change request after December 15, 2016 – Schools are reminded in the FISAP Instructions that December 15th is the deadline to submit FISAP data corrections. The timeframe between the October 1st FISAP submission deadline and the December 15th FISAP Correction deadline provides schools an opportunity to review and correct their submitted FISAP Data. Changes to FISAP data through the “Change Request” process after December 15th are reserved for exceptional issues. The following items will not be considered after the December 15th FISAP Corrections deadline:
Increase in requests for funds in Part II, Section A, or
Increase in Administrative Cost Allowance (ACA) amount spent in Part III, Section B, item 8; Part IV, Section D, item 15; and Part V, Section D, item 15.
Note: Changes to Part II – Changes made to Part II, Sections D-F after December 15th may result in reductions in funding for the application year. Changes that increase funding will be considered for reporting purposes, but the corresponding increases in funding will not be approved.
If a correction is needed after the December 15th deadline, the school must access the eCB website to make the necessary correction. Corrections will be saved in a Working Copy of the FISAP and then submitted to the Department as a “Change Request.” After December 15th, when a school clicks the “Submit” button, the only sub-menu option is to submit a “Change Request.” Upon clicking “Change Request,” the school must provide a description of the change and justify the need to make the correction. The school must then submit the “Change Request” by clicking the “Submit” button located under the “Description” input box.
The school’s request will be reviewed by the FISAP Change Request Monitoring Team. The school will be notified of the decision to allow or deny the correction. If the correction is allowed, the school will be granted access to “Submit” the correction by going back into the eCB website and submitting the FISAP as it normally would prior to December 15th.
For additional information about FISAP corrections or edit processing, 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 email CBFOB@ed.gov.
Publication Date: 11/1/2016