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

SARs and ISIRs Federal Output Documents SARs and ISIRs Federal Output Documents

What has happened so far…? 3 What has happened so far…? 3

Topics • Where the ISIR comes from • What does the ISIR tell us 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 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 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 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 • 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 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 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 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 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 – 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 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 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 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 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 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 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 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 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 • 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: • 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 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 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 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 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 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, 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 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 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 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 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 - 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 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