insights from a former federal auditor

Insights from a Former Federal Auditor

Briget Biernat JansDirector of Financial Aid Compliance

DePaul University

Who Does What, Where?

Washington, D.C. FSA headquarters Establish policies and

processes For regional offices, as well as

institutions Limited amount of

processing Office of General Counsel

Regional Offices School Participation Teams Carry out policies and

processes Ensure compliance Address complaints FOIA requests Other teams

School Participation TeamRegion V Staffing

Area Case DirectorManagers

Institutional Improvement Specialists Financial Analysts Institutional Review Specialists

Administrative Staff

Trainers

What’s In It for YOU? Trainers Institutional Improvement Specialists

Assist schools that are new to FSAthat may be struggling with some

aspect of the regulations Technical Assistance Duty

Ask questions – (312) 730-1511

The Hats Worn byInstitutional Review Specialists

Commonly known as “auditors” Variety of tasks

Eligibility Actions Method of Payment (MOP) Claims Audit Resolutions* Program Reviews

Recently, restructured to be more specialized

Eligibility ActionsNew school approvalsRe-certificationsE-App updates

Additional locations Adding new programs New leadership

President Aid director Board members

Eligibility ActionsNo matter the eligibility action, always,

always, always send copies of: Institutional accreditation State authorization Signature page

Make friends with academic affairsKeep copies for yourself

Method of Payment (MOP) ClaimsReview Specialists must review all claims

for payments for schools under the reimbursement payment method. Schools pay student first Submit student-specific documentation of

eligibility Specialists review each student before

approving or denying payment

Audit Resolutions You submit via E-Z Audit Washington reviews for material completeness Assigns deficient audits to region Manager assigns to Review Specialist

Not always same person from year to yearDepends on workload

Audit Resolutions*Within the region, most likely reason to

lead to a federal program reviewQualified opinion

material uncertainty existsAdverse audit report

Institution has significant financial issues

Audit ResolutionsReviewer builds a case for recommending

a program reviewPresents it during the full-team meetingTeam votes on whether need exists to do

a review

Audit ResolutionsKeep deficient audits from becoming

program reviews:Avoid repeat findings at all costs.Prepare a thorough management

response to any findings.Discuss sample size with your auditors.

10% error rate = full file review

Program Reviews

Most reviews determined by WashingtonUsually focused on a particular concern

Some come from regional concernsTypically from deficient audits

Program Reviews What to do when you’re selected

Notify your President and other key officesBegin gathering requested information

IMMEDIATELY Call with questions ASAP Not meeting deadline = “lack of

administrative capability”

Program Reviews Make sure others understand importance and

need for speed Findings are typically addressed along the way

Shouldn’t be any surprises at end of week If you can fix a finding on the spot, hop on it The goal is an “expedited determination

letter”

Questions???