Session 34 The Institutional Information Record ISIR Virginia

Session 34 The Institutional Information Record (ISIR) Virginia Hagins Sandy Santana

SARs and ISIRs Federal Output Documents

What has happened so far…? 3

Topics • Where the ISIR comes from • What does the ISIR tell us • Rejects, Assumptions and items to look for • Eligibility issues • Verification • Resources 4

Data Flow PIN Student completes FAFSA School CPS Corrections SSA DHS SSS VA NSLDS Review ISIR Package Notification Disburse R 2 T 4 COD Report 5

Eligibility Overview • Student completes FAFSA • FAFSA processed by CPS • Estimated Family Contribution (EFC) is determined • School determines eligibility of student • School awards student based on COA - EFC = NEED 6

Output Documents from CPS • Student receives either: – SAR • Filed paper FAFSA – SAR Acknowledgment • Filed on FOTW • School receives: – ISIR 7

Reviewing the ISIR • Rejects – Alpha • Verifiable THE FAA – Numeric • Non-verifiable – Responsibility of student to resolve – Comment explains action necessary for resolution 8

Reviewing the ISIR • Assumptions – CPS makes a determination – School should review assumptions • Comment Codes – Comment codes provide information regarding eligibility • “C” Code – Must be resolved before paying student 9

Assumption or Reject? • Student reports that she is married and provides spouse’s income but reports only one person in household. • Student reports not married yet provides financial information for spouse. • Dependent student does not complete parent’s financial information. 10

Non-verifiable or Verifiable? • Student’s SSN match, but name does not. • Student has an SSN match with Date of Death. • Missing DOB • Missing first or last name What action should you take? 11

Reviewing the ISIR Match Flags • Selective Service – Males 18 -25 – Unsuccessful match or student can’t be registered • Proof of registration • Status Information Letter • School determines if registration was knowing and willful. 12

Reviewing the ISIR Match Flags • Veterans Affairs – Determination of dependency status – Confirmation of active service – DD 2 -14 – Electronic Announcement: 12 -23 -2004 • NEW for 2006 -2007 – Active-Duty Military Automatically Independent • (Effective 7/1/06) 13

Reviewing the ISIR Match Flags – National Student Loan Data System (NSLDS) • Financial Aid History – Loans – Pell – Overpayment(s) – Default 14

Reviewing the ISIR Match Flags • Social Security Administration (SSA) – Confirmation of SSN • DOB • Name – Possible date of death – Citizenship Status • No match • Eligible non-citizen with “A-number” – DHS 15

Reviewing the ISIR Match Flags • Dept. of Homeland Security (DHS) – Confirmation of immigration status • Eligible non-citizen • No confirmation – Automated Secondary Confirmation – Paper Secondary Confirmation – G-845 S 16

Match Flag Issues Match Flags: SSN 4 SSA A DHS SS N NSLDS 4 VA • Elijah, US citizen, comes in with the SS flag set as “N”, comment code 30: Not registered • How do you resolve this if: – He is between the ages of 18 and 25? – He is 27? – He served on active duty in the armed forces? 17

Match Flag Issues Match Flags: SSN 3 SSA B DHS SS NSLDS 4 VA DHS Sec. Conf. • On her FAFSA, Emilie claimed to be a US Citizen, but her ISIR came back with a C Code and SSA match flag “B” stating that SSA did not confirm her citizenship status. • She also has a Reject D, match flag 3 for SSN (Name is inconsistent with SSA). • How do you start to resolve this? 18

Match Flag Issues Match Flags: SSN 3 SSA B DHS SS NSLDS 4 VA DHS Sec. Conf. • According to Emilie, her name is really spelled “Emily” but she used her stage name on the FAFSA. • And…she’s not a US citizen yet. She was born in Finland has just gotten around to requesting US Citizenship. She figured she would answer yes since she will be soon. • What do you do now? 19

Match Flag Issues Match Flags: SSN 4 SSA B DHS N SS NSLDS 4 VA DHS Sec. Conf. • Emily’s 02 transaction has been received with a successful match for SSN and the SSA match for citizenship is still a “B”. • She now has a DHS match of “N” – DHS did not confirm her noncitizen eligibility. • What do you do now? 20

What is Verification? * • Students selected by the CPS – Edit checks identify inconsistencies – Random selection – Verification codes on ISIR • Y = Student is selected • N = Student is not selected • * = Student is selected on a subsequent transaction • Students selected by the school 21

How Many are Verified? • Selected by the CPS – All selected applicants • Some applicants are exempt (See Handbook) – 30% option • Schools may choose to limit verification to 30% of applicant pool • Selected by the school – Whomever school selects – May not include these in 30% option 22

What is Verified? • For CPS-selected applicant – Data elements required by regulation: • Household size • Number in college • AGI • Taxes paid • Untaxed Income – Social Security benefits – Child support – IRA/Keogh deductions – Foreign income exclusion – Earned Income Credit – Interest on tax-free bonds 23

What is Verified? • School can choose to verify any other application items such as: – Untaxed income benefits – Total income – Assets • School defines appropriate documentation for these additional items • Need not do all federal data elements 24

What Documents are Used? • Generally accepted documents include: – Base year tax return – Verification worksheet – For untaxed income and benefits: • Official agency documentation • Signed statement • Other acceptable documents listed in the Handbook • Special tax filing situations – AVG 82 & 83 25

How is the Process Completed? • Compare the documents with the original FAFSA information – Use of checklist in the file – Can use Verification Tool in FAA Access • Determine that – information is correct or. . . – corrections must be made • May use tolerance option if all errors are $ amount errors 26

Updating Selected Applicants • For students selected by the CPS, schools must update (unless due to change in applicant’s marital status): – Dependency status – Household size – Number enrolled in postsecondary school 27

Verification issues • Tatiana, independent, unmarried, with 3 dependents according to her FAFSA has been selected for verification. – She brings you a copy of her 1040 form to verify her income. – She completes her verification worksheet. 28

Verification issues • According to her 1040, she claims to be head of household, and lists her 2 children as dependents. Her income and taxes match what she listed on her FAFSA. • Her verification worksheet lists herself, her 2 children and a friend as living in the household. You determine the friend doesn’t qualify as a dependent for federal aid and Tatiana agrees. • What do you do with her ISIR? 29

Verification issues • You make the correction, receive the ISIR back, and are ready to process Tatiana’s aid. • Tatiana is packaged and funds are disbursed to her. . everybody’s happy… UNTIL…. • While watching TV, you happen upon a news brief that shows a local former pro football player at a ceremony retiring his number. With his wife and kids. Tatiana and her kids. • What do you do now? ? ? 30

Suspicious Information…. ? • Attempt to increase student aid eligibility by: – Intentional misreporting of information – Altering documentation – Contact the Office of Inspector General – 1 -800 -MISUSED – http: //www. ed. gov/about/offices/list/oig/hotline. html 31

Remember • You must review all ISIRs transactions received • Must resolve all “C codes” • Must resolve all conflicting information • Separate process from verification • Involves any information of which the school has knowledge • Must resolve before disbursing any aid 32

Resources & Training • FSA Handbook – Application & Verification Guide (AVG) – Volume 1 – Student Eligibility • ISIR Guide • FSA Coach (CBT) • EDExpress Basics (CBT) • Financial Aid Basics • FAA Access Demo Site – fafsademo. test. ed. gov • User name: eddemo Password: fafsatest 33

Additional Beginner’s Track Sessions • Session #35 - Awarding Aid • Session #36 - Disbursing Aid • Session #37 - IFAP, NSLDS, COD, FAA Access to CPS On -Line • Session #38 - Financial Aid Professionals (FAP) Portal and Beyond - How We Communicate With You? • Session #39 - Uncover the Mysteries of How a Law Becomes Operational 34

We appreciate your feedback and comments. We can be reached at: Sandy Santana 646 -428 -3754 sandra. [email protected] gov Virginia Hagins 415 -486 -5621 virginia. w. [email protected] gov 35