Clock Hour Programs. FASFAA Clock Hour Workshop October 25-27, R2T4 Clock Hours. Return of Title IV Funds. Topics. For discussion purposes only

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1 Return of Title IV Funds Clock Hour Programs David Bartnicki ; Topics Concepts and Definitions Attendance R2T4 Calculation Post-Calculation Actions R2T4 on the Web Resources/References

2 Basic Principles Title IV funds are awarded under the assumption that the student will attend school for entire period for which assistance is awarded When a student withdraws, student may not be eligible for the full amount of Title IV funds the student was scheduled to receive In clock hour programs, student is a withdrawal if she/he does not complete all scheduled clock hours/weeks of instructional time 4 4 Basic Principles Student earns Title IV aid through attendance Percentage of aid earned is equal to the percentage of the payment period or period of enrollment completed If attend one day, R2T4 applies If a school has disbursed more aid than the student has earned, money is returned to the programs If a school has disbursed less aid than the student has earned, a post-withdrawal disbursement will be calculated and may, depending on the circumstances, be disbursed 5 5 Basic Principles When the student completes more than 60% of the payment period or period of enrollment, the student has earned 100% of the scheduled Title IV funds Institutional or other refund policies (state, accreditor) do not impact the amount of Title IV aid earned under an R2T4 calculation 6 6 2

3 Applicability R2T4 requirements apply to any recipient who withdraws during a payment period or period of enrollment in which the student began attendance See 34 C.F.R Eligible Title IV Recipient If student never commences attendance for the period, the student is not an eligible Title IV recipient R2T4 does not apply Provisions of apply All Pell, FSEOG, Perkins, TEACH funds must be returned DL funds credited to student s account must be returned Notify servicer of DL funds disbursed directly to student 8 8 Consumer Information Any refund policy with which school must comply School s tuition refund policy Requirements for treatment of Title IV funds after withdrawal Procedures for official withdrawal Office(s) accepting official withdrawal notices 9 9 3

4 Payment Period/Period of Enrollment Clock hour programs may choose either payment period or period of enrollment May choose on a program-by-program basis Must treat all students within program consistently Payment Period or Period of Enrollment Payment Period Aug 19 Dec 6 Period of Enrollment Aug 19 Dec 6 Jan 13 May 7 11 How the R2T4 Calculation Works Step One: The institution determines the precise amounts of Title IV aid for which a student was eligible at the time of the withdrawal, including amounts disbursed and amounts that could have been disbursed 12 4

5 Aid That Could Have Been Disbursed To include aid, must meet late disbursement requirements in (g)(2) Student meets requirements if before withdrawal: ED processed ISIR/SAR with official EFC Perkins/FSEOG school made award DL school originated loan TEACH school originated grant Aid That Could Have Been Disbursed Aid listed in the could have been disbursed section cannot actually be disbursed if First-time borrower withdraws before the 30 th day (default rate waivers apply) 2 nd and subsequent DL disbursements unless the student graduated or completed the loan period MPN not signed by borrower Valid ISIR requirements not met How the R2T4 Works Clock Hour Step Two: The institution calculates the percentage of the period that the student was scheduled to complete upon withdrawal If greater than 60%, the student earned 100% for the period Numerator: Number of hours the student was scheduled to complete Denominator: Total hours in the period 15 5

6 Percentage of Title IV Aid Earned (Clock Hour Programs) Numerator is clock hours scheduled to be completed as of student s LDA Denominator is clock hours scheduled to be completed in payment period/period of enrollment Student must actually start a payment period to be considered in that payment period Percentage of Title IV Aid Earned Student withdraws when scheduled to have completed 500 hours, but only actually completed 400 hours student still considered in first payment period regulations require the use of 500 hours in the R2T4 calculation for the 1 st payment period calculation is 500/450--rounded down to 100% a student may never earn more than 100% of his or her aid Required to Take Attendance Regulatory changes effective July 1, 2011 School is required to take attendance if: Outside entity requires that attendance be taken, OR School has own requirement that instructors take attendance, OR Outside entity or school has requirement that can only be taken by taking attendance

7 Required to Take Attendance Under the new regulations, schools that are required to measure the clock hours that a student completes in a program are considered to be institutions that are required to take attendance for R2T4 purposes See preamble page of October 29, 2010 Federal Register Withdrawal Date (Required to Take Attendance) Last date of attendance must be withdrawal date Date of determination of withdrawal cannot be more than 14 calendar days after withdrawal date Importance of Dates Withdrawal date determines the percentage of TIV aid earned Date of determination starts the clock ticking for doing the calculation, returning funds, and providing timely notifications to the student

8 Approved Leave of Absence (LOA) An LOA is only considered an approved LOA for Title IV purposes if School has formal written LOA policy Student must follow policy in requesting LOA Student must request LOA in writing School has reasonable expectation student will return No additional charges are imposed during or because of the leave If the student is a Title IV loan recipient, school must explain effect of failure to return from leave on loan repayment Approved Leave of Absence (LOA) An LOA is only considered an approved LOA for Title IV purposes if Leaves of absence cannot exceed 180 days in any 12-month period School approved the LOA Upon completion of leave, student is allowed to complete coursework started prior to leave Approved LOA is not considered a withdrawal unless student fails to return from leave Failure to Return From Approved LOA Withdrawal date is last date of academic attendance prior to LOA Grace period starts retroactively to withdrawal date

9 How the R2T4 Calculation Works Steps Three and Four: The percentage completed is multiplied by the total amount of Title IV aid for which the student was eligible If the amount earned is less than the amount disbursed, a return to the Department is required If the amount earned is greater than the amount disbursed, a PWD is required 25 Rounding Rules for Percentages Calculate out to four decimal places 45 days/101 days = hours/450 hours =.4422 Round to third decimal place.4455 =.445 = 44.6%.4422 =.442 = 44.2% Rounding Rules for Dollar Amounts Round to the nearest penny $2, X 44.6% = 1, $1, $2,346 X 44.4% = 1, or $1, Disbursement or refund may be rounded to nearest dollar $1, = $1,046 $1, = $1,

10 How the R2T4 Calculation Works Step Five: If a return is required, the institution determines the amount of unearned Title IV funds that it is required to return The amount of funds due from the institution is calculated by adding all the institutional charges incurred by the withdrawal date, then multiplying that total by the percentage of the period the student did not complete 28 Institutional Charges Institutional charges include: Tuition and fees Room and board if contracted with school Course materials if no real and reasonable opportunity to purchase elsewhere Based on charges initially assessed to student Only adjusted by changes to charges prior to withdrawal If AFTER a student withdraws, the school changes the amount of charges (for time present, etc.), those changes do NOT affect the initial charges used in R2T Institutional Charges Assumption that TIV funds are used to pay institutional charges ahead of ALL other aid Charges may NOT be reduced even if other sources of aid pay those charges Example Charges = $2,000 VA benefit covers all $2,000 Charges used in R2T4 is still $2,

11 Institutional Charges Proration of charges Used if school charges for a period longer than a payment period Example charges for 540 hours but has a 450 hour payment period Usually the charges used in R2T4 are the prorated amount of charges for the longer period (540 hours prorated down to the cost for 450 hours) BUT 31 Institutional Charges Proration of charges However, if the school has retained TIV funds in excess of the prorated charges then the institutional charges for payment period are the amount retained Example Charges - $5,000 for program (900 hours) R2T4 uses payment period (450 hours) Prorated charge for payment period is $2,500 School retained $3,000 for payment period Charges to be used in R2T4 is $3, How the R2T4 Calculation Works Step Six: Once the institution determines the total amount of unearned Title IV aid that must be returned to the Department, the institution must return funds in the statutory order (i.e. loans, then grants) 33 11

12 Timeframe to Return Funds Calculation must be completed within 30 calendar days of the date of determination of withdrawal Return funds to Direct Loan program as soon as possible, but no later than 45 calendar days after the date of determination of withdrawal 34 Step 8: Repayment of Student s Loans Student is responsible to repay any loan funds not returned by the school Loans are repaid in accordance with terms of the promissory note 35 Step 10: Return of Funds by Student Any grant repayment due from student is considered an overpayment Student is responsible for repayment Amounts of $50 or less in any program are set aside Grant 50% protection Law specifies order of Title IV programs to which funds must be returned 36 12

13 Grant Funds Due From Student Any grant repayment due from a student is considered an overpayment 50% of grant funds due from student protected Student not required to repay funds to any program to which the student owes $50 or less Law specifies order of Title IV programs to which funds must be returned Grant Overpayment School must notify student of overpayment within 30 days of date of determination of withdrawal Student retains Title IV eligibility for 45 days following notification by school Grant Overpayment During 45 day period, student must: Repay in full to school Make satisfactory arrangements to repay with school (school option) Make satisfactory arrangements to repay with ED School must report and refer overpayment to ED (NSLDS) if not paid in full or no repayment arrangements made within 45 days

14 Post-Withdrawal Disbursements (PWD) Box J in Step 4 of worksheet Must meet late disbursement requirements Must be made from available grant funds before available loan funds PWD Notification Requirements Within 30 days of date of determination, school must notify student/parent of any loan PWD: Explain student/parent may decline all or a portion of the disbursement Request confirmation of any amount to be credited to the student s account, or disbursed directly to borrower Explain obligation to repay loan funds Specify deadline of at least 14 days for response PWD - Loans Must receive confirmation prior to disbursement If timely response, disbursement must be made within 180 days of date of determination If response is late, school may or may not disburse If school chooses not to disburse, must notify borrower in writing of outcome If no response from borrower, no disbursement can be made

15 PWD Grant Funds No student confirmation required to pay current outstanding charges If disbursed directly to student, must be disbursed within 45 days of date of determination Must be disbursed to student account within 180 days after date of determination Must obtain authorization to pay for other allowable charges on account Special Circumstances Credit Balances Verification Death of a Student Inadvertent overpayments Failing to earn a passing grade Terms with modules Prorating charges Student returning within 180 days or transferring into a new program in clock hour and nonterm credit hour programs 44 Verification and R2T4 If verification not complete within timeframe to meet R2T4 deadlines, school excludes aid subject to verification from calculation If verification is then completed after R2T4 deadlines but before verification deadlines, school must recalculate R2T4 including verified amounts as aid that could have been disbursed

16 Title IV Credit Balances Hold all Title IV Credit Balances until R2T4 Credit Balance is Aid Disbursed Determine if Credit Balance changes because of a Refund Policy or R2T4 Use Credit Balance to repay Grant on behalf of student Release Credit Balance within 14 days 46 Return After Withdrawal Clock hour programs If the student returns to the same program within 180 days the student is treated as if he/she never left and returns to the same payment period Return After Withdrawal Clock hour programs If withdrawn student re-enters same program of study after 180 days, or transfers into new program at any time and at least some hours transfer in Student begins new payment period upon reentry or transfer Remaining portion of program treated as length of entire program for awarding Title IV funds

17 49 What is R2T4 on the Web? Free web-based software that calculates and manages the return of Title IV funds Available through FAA Access to CPS Online Must be enrolled on SAIG Enrollment web site Once enrolled, R2T4OW can be accessed at

18 Resources and References FSA Handbook, Volume 5 34 CFR DCL GEN-00-24, GEN-04-03, GEN FSA Assessments urntivfunds.html Federal Register October 29, 2010 R2T4 Demo Site Training Feedback To ensure quality training we ask all participants to please fill out an online session evaluation Go to Evaluation form is specific to David Bartnicki This feedback tool will provide a means to educate and inform areas for improvement and support an effective process for listening to our customers Additional feedback about training can be directed to joann.borel@ed.gov 53 QUESTIONS? David Bartnicki david.bartnicki@ed.gov