12-21: G-845 Forms Returned to Schools Due to Closed Cases in the Systematic Alien Verification Entitlement (SAVE) System

Posted Date: December 21, 2017

Author:  Federal Student Aid

Subject: G-845 Forms Returned to Schools Due to Closed Cases in the Systematic Alien Verification Entitlement (SAVE) System

Federal Student Aid has learned that the U.S. Department of Homeland Security (DHS) U.S. Citizenship and Immigration Service (USCIS) SAVE field office in Los Angeles is returning Forms G-845 to schools because the case is prematurely closed in the SAVE system. G-845 forms are returned when a noncitizen applicant completes the Free Application for Federal Student Aid (FAFSA®) form, fails the primary and secondary DHS matches, and does not submit immigration document(s) to the school within nine months.

Identify a closed case before completing the G-845 Form
Before completing a G-845 form, check the date of the first (01) transaction and, if applicable, the date   a transaction on which a correction was made to the student’s name, date of birth or Alien Registration Number (ARN).  Corrections made to one or more of these three specific fields should cause the FAFSA to be resubmitted through the DHS match resulting in the issuance of a new DHS Verification Number on the resulting Institutional Student Information Record (ISIR). If the latter of these dates was more than nine months ago, follow the instructions below to generate a new ISIR: 

Resolve this issue via a correction record
To resolve this issue, the financial aid administrator must:

  1. Return the record to DHS to request a new DHS Verification Number.
  2. Log in to FAA Access to CPS Online, click on the applicant’s most recent transaction, open corrections, and re-enter the student’s name (by typing over the same letters).
  3. Submit this update as a correction record to the Central Processing System. In three business days, the institution will receive a new ISIR.
  4. Check the DHS Match Flags to determine if the applicant’s status has been updated to “Eligible Noncitizen.”
    • If so, the school may process aid for this applicant
    • If the DHS Match Flags indicate that the student is ineligible and the DHS Verification Number has changed from the previous ISIR transaction, enter the applicant’s new DHS Verification Number on the G-845 and mail it to:

      U.S. Citizenship and Immigration Services
      Attention: Immigration Status Verification Unit
      300 North Los Angeles Boulevard, Room 3204
      Los Angeles, CA 90012.

If the DHS Verification Number did not change after submitting an update via the correction process above, email only the student’s DHS Verification Number to applicationprocessingdivision@ed.gov. The applicant’s FAFSA record will be resent to DHS, and the school will receive a new ISIR within three days. Check the DHS Match Flags on the ISIR to determine if the applicant’s status has been updated to “Eligible Noncitizen.” If so, the school may process aid for this applicant.

 

Publication Date: 12/21/2017

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