(ANN-97-10) This letter describes a nationwide series of Fiscal Officer Training Workshops and lists the sites, dates, and registration procedures.

DCLPublicationDate: 9/1/97
DCLID: ANN-97-10
AwardYear:
Summary: This letter describes a nationwide series of Fiscal Officer Training Workshops and lists the sites, dates, and registration procedures.



September 1997

ANN-97-10

SUMMARY: This letter describes a nationwide series of Fiscal
Officer Training Workshops and lists the sites, dates,
and registration procedures.


Dear Colleague:

We are pleased to announce an upcoming series of Fiscal Officer
Training Workshops. The two-day workshops will focus on
accounting, recordkeeping, and reporting elements that
postsecondary institutions need to know in order to administer the
student financial aid programs under Title IV of the Higher
Education Act.

1. WHAT WILL BE COVERED AT THE WORKSHOP?

Fiscal Officer Training features nine highly interactive sessions that
either supersede or expand on topics covered in the Fiscal Officer
Training in 1995, and in the 1995 edition of The Blue Book:
ACCOUNTING, RECORDKEEPING, AND REPORTING BY
POSTSECONDARY EDUCATIONAL INSTITUTIONS FOR
FEDERALLY-FUNDED STUDENT FINANCIAL AID
PROGRAMS. Topics will include the new recordkeeping and
audit requirements, new financial risk ratio regulations, new cash
management provisions, and the new Grants Administration and
Payments System (GAPS). The training will also cover long-
standing issues involved with institutional responsibilities, the
management of Campus-Based Program funds, and the
administration of refunds and repayments. An accounting
issues session will be entirely devoted to case studies. The final
session will cover Reauthorization of the Higher Education Act
(HEA) and other current issues.

At the end of each workshop day, a separate question and answer
session will be scheduled to give every workshop trainee an
opportunity to raise further questions and concerns.

For more details on the agenda, please refer to ENCLOSURE A.

2. WHO SHOULD ATTEND THE WORKSHOP?

The training is designed for fiscal officers at the intermediate level,
including comptrollers, bursars, cashiers, bookkeepers, and other
business office staff at postsecondary institutions. Prospective
trainees should have at least one year of experience with the fiscal
administration of the Title IV aid programs. We are not encouraging
financial aid administrators to attend the 1997 workshops, unless
they have similar fiscal administration experience.

3. WHERE, WHEN, AND HOW LONG ARE THE
WORKSHOPS?

Thirty-two workshops will be offered from October 27 to December
19, 1997 within the continental U.S., Hawaii, and Puerto Rico. All
workshops will be held at hotels, except for the workshop in Hawaii,
which will convene at a postsecondary institution. Please refer to
ENCLOSURE B for the address, telephone number, and date of each
workshop. Each day of the workshop will begin at 9:00 a.m. and end
at approximately 5:00 p.m., including lunch and breaks.

4. HOW DO I REGISTER FOR THE WORKSHOP?

We are using our automated phone-in registration system for this
workshop series. Please call 1-800-341-5682 to register. A series of
menus and prompts will guide you through registration.

YOU SHOULD HAVE CERTAIN INFORMATION AT HAND
WHEN YOU CALL, including:

- The two-digit code number of your desired workshop; it is found
to the left of each workshop listed in ENCLOSURE B;

- Your telephone and fax numbers; and

- Your Title IV school code number.

YOU WILL NOT BE ASKED TO GIVE YOUR SOCIAL
SECURITY NUMBER. Instead, the system will assign a
confirmation number for each person registered. Please record and
keep this confirmation number should you later want to make a
change or cancellation, and register for only one workshop, as space
is limited.

IF SPACE IS AVAILABLE AT THE WORKSHOP, you will be told
that you are confirmed for attendance at that workshop and you will
be given a confirmation number. This verbal confirmation will be
the only one you will receive from the system -- no paper
confirmation will be sent to you. The registration system tracks the
number of attendees at each workshop and produces a sign-in sheet
for each workshop (the Record of Attendance form). IF SPACE IS
NOT AVAILABLE, you will be told during your call and allowed
to choose another workshop. When your call concludes, you will
have an option to register up to four more persons.

AFTER REGISTERING FOR A WORKSHOP, IF YOU NEED TO
CANCEL OR CHOOSE A DIFFERENT WORKSHOP, please call
1-800-341-5682. As with your initial registration, menus and
prompts will take you through this process. Because of limited
space, we ask you to make changes as soon as possible.

IF YOU ARE UNABLE TO ACCESS THE PHONE-IN
REGISTRATION SYSTEM, please call the registration assistance
line at (202) 205-2667 between 8:00 a.m. and 5:00 p.m., Eastern
Time, Monday through Friday. This line will help you use the
phone-in registration system and, if needed, provide you with the
services of a sign language interpreter at your workshop. However,
this line cannot give information about other training or register you.
After hours you may leave a voice mail message and we will return
your call.

5. WHAT COSTS ARE INVOLVED, WHAT MATERIALS
WILL BE PROVIDED, AND WHAT DO I NEED TO BRING
TO THE WORKSHOP?

Fiscal Officer Training has no registration or materials fees.
However, registrants should arrange and pay for their own
transportation, meals and lodging. Please note that a limited number
of rooms have been reserved at a group rate at each of the hotel
workshop sites. Each hotel will have a set date when the group rate
will expire. Your reservations should be made only after you have
been confirmed for attendance at your workshop. If you have any
questions about the hotel or postsecondary institution site, including
directions or parking, please telephone the site.

Every registered participant at the workshop will receive a free copy
of the Participant's Guide: Fiscal Officer Training Workshop. Please
bring a two-inch thick, three-ring binder for the Guide, and a pocket
calculator so that you can more easily follow the lecture and
participate in the exercises.

6. WILL CONTINUING PROFESSIONAL EDUCATION
(CPE) CREDITS BE OFFERED TO CERTIFIED PUBLIC
ACCOUNTANTS WHO COMPLETE A WORKSHOP?

We are currently seeking sponsorship for CPE credits for Fiscal
Officer Training. An application for registration was sent to the
National Association of State Boards of Accountancy (NASBA);
New York State Board for Public Accountancy; Illinois Department
of Professional Regulation; and Indiana Professional Licensing
Agency. We expect to be registered by all four entities before the
start of the workshops.

The automated registration procedure allows you to indicate whether
or not you wish to take this training for Continuing and Professional
Education (CPE) credits for CPA licensure in your state. IF YOU
DO, YOU WILL NEED TO ATTEND THE ENTIRE WORKSHOP
AND SIGN A RECORD OF ATTENDANCE FORM IN THE
MORNING AND AFTERNOON OF EACH DAY IF YOU WISH
TO RECEIVE CPE CREDITS. Each trainee at the workshop who
meets those requirements will receive either a Certificate of
Attendance at the end of the workshop or a letter serving the same
purpose after the workshop concludes. Both documents will indicate
the number of CPE credits earned.

We believe participation in Fiscal Officer Training will assist you in
the administration of the Title IV aid programs at your postsecondary
institution. Thank you in advance for your interest in this training.

Sincerely,



Elizabeth M. Hicks
Deputy Assistant Secretary
Student Financial Assistance Programs

Enclosures



ENCLOSURE A:

AGENDA CONTENTS
1997 Fiscal Officer Training



OVERALL AGENDA
Day One

INTRODUCTORY SESSION

SESSION 1: Institutional Responsibilities and Recordkeeping

SESSION 2: Audits and Financial Responsibility

SESSION 3: Financial Risk Ratios

SESSION 4: Managing Campus-Based Program Funds

SESSION 5: Cash Management

PART 1 QUESTION AND ANSWER SESSION


OVERALL AGENDA
Day Two

SESSION 6: Refunds and Repayments

SESSION 7: Accounting Issues

SESSION 8: Grants Administration and Payments System,
or GAPS

SESSION 9: Reauthorization and Other Current Issues

PART 2 QUESTION AND ANSWER SESSION


DETAILED AGENDA

INTRODUCTORY SESSION:

A. Overview of the Workshop
B. Main Workshop Objectives
C. Workshop Agenda
D. Workshop Materials and Reference Sources

SESSION 1: INSTITUTIONAL RESPONSIBILITIES AND
RECORDKEEPING:

A. General Responsibilities

1. Institutional Eligibility
2. Financial Responsibility
3. Administrative Capability
4. Separation of Functions

B. Individual Office Responsibilities

1. The Office of the President/CEO
2. The Financial Aid Office
3. The Business Office
4. The Loan Collection Office

C. Record Retention

1. Program Records
2. Fiscal Records
3. Required Records for Administering Title IV Funds
4. Minimum Length of Time Records Must Be Maintained
5. Formats for Record Retention
6. Access Requirements

SESSION 2: AUDITS AND FINANCIAL RESPONSIBILITY:


A. Overview of Recent Changes in Requirements

B. Audit Changes and Requirements

1. Separate Submission of Audited Financial Statement is
Eliminated
2. Compliance Audit and Audited Financial Statemen
3. Partial Audit may be Required
4. Requirements for Foreign Schools
5. Additional Disclosure Requirements for Proprietary
Schools
6. Close-Out Audits

C. Financial Responsibility Changes and Requirements

1. Current Standards for FinancialResponsibility
2. Refund Reserve Performance Exemption

D. ED's New Approach to Institutional Oversight

1. Case Management Process
2 Risk Analysis Model
3. Action Taken
4. The New IPOS (Institutional Participation and Oversight
Service in ED)


SESSION 3: FINANCIAL RISK RATIOS:


Session contents not yet finalized.


SESSION 4: MANAGING CAMPUS-BASED PROGRAM
FUNDS:

A. Participation in the Campus-Based Programs

1. The Funding Process
2. Allocation of Funds

B. Federal Perkins Loan Program

1. Elimination of New NDSL Loans
2. Sources of Perkins Loan Funds
3. Level of Expenditure
4. Expanded Lending Option

C. Federal Work-Study Program

1. FWS Funding
2. Federal and Nonfederal Shares
3. FWS Programs and Job Types

D. Federal Supplemental Educational Opportunity Grant Program

E. Administrative Cost Allowances

F. Transfer and Carry Forward/Carry Back Provisions

G. Case Study

Appendix: State Commissions for National and Community
Service


SESSION 5: CASH MANAGEMENT:

A. Requesting Funds

1. Payment Methods
2. Projecting Cash Needs
3. Drawing Down Funds
4. Special Program Circumstances

B. Maintaining Funds

1. Bank Accounts
2. Interest Earnings

C. Disbursing Funds

1. Payment Period Requirements
2. Definition of Disbursement
3. Methods of Disbursing and Delivering Funds to Students
4. Authorizations and Required Notices
5. Making Title IV Disbursements

D. Returning Funds

1. Excess Cash
2. Deobligating Campus-Based Funds
3. Returning FFEL Program Funds


PART 1 QUESTION AND ANSWER SESSION:

Contents to be determined by trainers and trainees at each
workshop.


SESSION 6: REFUNDS AND REPAYMENTS:

A. Determining whether Refunds and Repayments are Required

1. Ineligible Recipient Versus Refund/Repayment
2. Situations Requiring Refund or Repayment Calculations

B. Determining Which Refund Calculations must be Performed

1. When Pro Rata Refunds Apply
2. When Pro Rata Refunds Do Not Apply
3. State and Accrediting Agency Refunds

C. Calculating Refunds and Repayments

1. Withdrawal Record
2. Calculating Refunds
3. Calculating Repayments
4. Allocating Refunds and Repayments

D. Required Disclosures on School Refund and Repayment
Policies

E. Case Studies


SESSION 7: ACCOUNTING ISSUES:

A. Case Study 1. Financial Responsibility

1. Financial statements and notes
2. Financial Responsibility Issues

B. Case Study 2: FWS Funding Calculations

1. America Reads Initiative
2. Community Service wages

C. Case Study 3: FWS Funds Management

1. Avoiding deobligation

D. Case Study 4: FSEOG Funds Management

1. Making more FSEOG funds available

E. Case Study 5: Administrative Cost Allowance

1. Calculating ACA
2. Journal entries for ACA

F. Case Study 6: Matching FSEOG Funds
1. General ledger entries

G. Case Study 7: General Ledger and Balance Sheet

1. Perkins Loan accounting
2. Entries in general ledger
3. Effect on balance sheet

H. Case Study 8: Drawing Down Federal Funds

1. Disbursement timing

I. Case Study 9: MEERS and ED/PMS Reporting

1. Reconciling school accounts with MEERS and ED/PMS data


SESSION 8: GRANTS ADMINISTRATION AND PAYMENTS
SYSTEM:

Session contents not yet finalized.


SESSION 9: REAUTHORIZATION AND OTHER CURRENT
ISSUES:

A. ED's Approach to Reauthorization

B. The Hope and Opportunity for Postsecondary Education Act

C. School Recertification

D. New NSLDS Milestones

E. Project EASI

F. Single Identifier Initiative

G. FAFSA on the Web


PART 2 QUESTION AND ANSWER SESSION:

Contents to be determined by trainers and trainees at each
workshop.



ENCLOSURE B:

REGIONAL WORKSHOP SCHEDULE
1997 FISCAL OFFICER TRAINING



PHONE-IN
REGISTRATION NUMBER:
1-800-341-5682

REGION I: CONNECTICUT, MAINE, MASSACHUSETTS,
NEW HAMPSHIRE, RHODE ISLAND, AND
VERMONT:

Workshop Workshop Address and Workshop Dates
Code Number Telephone Contact Number


01 Radisson Hotel and November 4-5, 1997
Conference Center
(near Hartford, CT)
100 Berlin Road
Cromwell, Connecticut 06416
TELEPHONE: 860-635-2000

02 Boston Park Plaza Hotel and December 9-10, 1997
Towers
64 Arlington Street
Boston, Massachusetts 02116-3912
Telephone: 617-426-2000


REGION II : NEW YORK, NEW JERSEY, PUERTO RICO,
AND THE VIRGIN ISLANDS:

Workshop Workshop Address and Workshop Dates
Code Number Telephone Contact Number

03 Caribe Hilton October 28-29, 1997
Los Rosales Street
(San Geromo Grounds)
San Juan, Puerto Rico 00902-1872
TELEPHONE: 787-721-0303

04 Loews New York Hotel October 30-31, 1997
569 Lexington Avenue
New York, New York 10022
TELEPHONE: 212-752-7000

05 Albany Omni Hotel November 6-7, 1997
State and Lodge Streets
Albany, New York 12207
TELEPHONE: 518-462-6611

06 Sheraton Eatontown Hotel December 2-3, 1997
and Conference Center (near NYC)
Route 35 & Industrial Way East
Eatontown, New Jersey 07724
TELEPHONE: 908-542-6500



REGION III: DELAWARE, DISTRICT OF COLUMBIA,
MARYLAND, PENNSYLVANIA, VIRGINIA,
AND WEST VIRGINIA:

Workshop Workshop Address and Workshop Dates
Code Number Telephone Contact Number

07 DoubleTree Hotel Pittsburgh October 27-28, 1997
1000 Penn Avenue
Pittsburgh, Pennsylvania 15222-3873
TELEPHONE: 412-281-3700

08 DoubleTree Hotel Philadelphia November 4-5, 1997
Broad Street at Locust
Philadelphia, Pennsylvania 19107
TELEPHONE: 215-893-1600

09 Richmond Marriott Hotel December 15-16, 1997
500 East Broad Street
Richmond, Virginia 23219
TELEPHONE: 804-643-3400


REGION IV: ALABAMA, FLORIDA, GEORGIA,
KENTUCKY, NORTH CAROLINA, SOUTH
CAROLINA, AND TENNESSEE:

Workshop Workshop Address and Workshop Dates
Code Number Telephone Contact Number

10 Regal Maxwell House October 28-29, 1997
2025 MetroCenter Boulevard
Nashville, Tennessee 37228-1505
TELEPHONE: 615-259-4343

11 Omni Rosen Hotel November 17-18, 1997
9840 International Drive
Orlando, Florida 32819-8122
TELEPHONE: 407-354-9840

12 Omni Hotel at CNN Center December 2-3, 1997
100 CNN Center
Atlanta, Georgia 30335
TELEPHONE: 404-659-0000

13 Adam's Mark Hotel in Charlotte December 9-10, 1997
555 South McDowell
Charlotte, North Carolina 28204
TELEPHONE: 704-372-4100


REGION V : ILLINOIS, INDIANA, MICHIGAN, MINNESOTA,
OHIO, AND WISCONSIN:

Workshop Workshop Address and Workshop Dates
Code Number Telephone Contact Number

14 Embassy Suites October 30-31, 1997
2700 Corporate Exchange Drive
Columbus, Ohio 43231
TELEPHONE: 614-890-8600

15 East Lansing Marriott at November 17-18, 1997
University Place
300 M.A.C. Avenue
East Lansing, Michigan 48823
TELEPHONE: 517-337-4440

16 Minneapolis Hilton and Towers December 15-16, 1997
1001 Marquette Avenue
Minneapolis, Minnesota 55403
TELEPHONE: 612-376-1000

17 Chicago Marriott Downtown December 18-19, 1997
540 North Michigan Avenue
Chicago, Illinois 60611
TELEPHONE: 312-836-0100


REGION VI: ARKANSAS, LOUISIANA, MISSISSIPPI,
NEW MEXICO, OKLAHOMA, AND TEXAS:

Workshop Workshop Address and Workshop Dates
Code Number Telephone Contact Number

18 Clarion Hotel and December 2-3, 1997
Conference Center
4345 North Lincoln Boulevard
Oklahoma City, Oklahoma 73105
TELEPHONE: 405-528-2741

19 The Harvey Hotel-Addison December 15-16, 1997
14315 Midway Road
Dallas, Texas 75244
TELEPHONE: 972-980-8877

20 Hyatt Regency Hotel December 18-19, 1997
500 Poydras Plaza
New Orleans, Louisiana 70113-1805
TELEPHONE: 504-561-1234


REGION VII: IOWA, KANSAS, MISSOURI, AND NEBRASKA:

Workshop Workshop Address and Workshop Dates
Code Number Telephone Contact Number

21 DoubleTree Hotel Omaha November 18-19, 1997
1616 Dodge Street
Omaha, Nebraska 68102
TELEPHONE: 402-346-7600

22 Holiday Inn Select Executive December 11-12, 1997
Center
2200 I-70 Drive, SW
Columbia, Missouri 65203-4684
TELEPHONE: 573-445-8531


REGION VIII: COLORADO, MONTANA, NORTH DAKOTA,
SOUTH DAKOTA, UTAH, AND WYOMING:

Workshop Workshop Address and Workshop Dates
Code Number Telephone Contact Number

23 Wyndham Hotel December 2-3, 1997
215 West South Temple
Salt Lake City, Utah 84101
TELEPHONE: 801-531-7500

24 Sheraton Billings Hotel December 9-10, 1997
27 North 27th Street
Billings, Montana 59101
TELEPHONE: 406-252-7400


REGION IX: ARIZONA, CALIFORNIA, HAWAII, NEVADA,
AMERICAN SAMOA, GUAM, AND TRUST
TERRITORY OF THE PACIFIC ISLANDS:

Workshop Workshop Address and Workshop Dates
Code Number Telephone Contact Number

25 Crowne Plaza Phoenix October 29-30, 1997
Downtown
100 North First Street
Phoenix, Arizona 85004
TELEPHONE: 602-257-1525

26 Holiday Inn San Jose November 4-5, 1997
North (near San Jose, CA)
777 Bellew Drive
Milpitas, California 95035
TELEPHONE: 408-321-9500

27 San Diego Princess Resort November 13-14, 1997
1404 West Vacation Road
San Diego, California 92109-7994
TELEPHONE: 619-274-4630

28 Burbank Airport Hilton November 18-19, 1997
and Conference Center
2500 Hollywood Way
Burbank, California 91505
TELEPHONE: 818-843-6000

29 Windward Community November 24-25, 1997
College*
Eckerdt Building, Rm. 102
45-720 Kea' ahala Road
Kaneohe, Hawaii 96744
TELEPHONE: 808-235-7449


REGION X: ALASKA, IDAHO, OREGON, AND WASHINGTON:

Workshop Workshop Address and Workshop Dates
Code Number Telephone Contact Number

30 DoubleTree Hotel Boise November 3-4, 1997
Downtown1
1800 Fairview Avenue
Boise, Idaho 83702
TELEPHONE: 208-344-7691

31 DoubleTree Hotel Portland/ December 8-9, 1997
Lloyd Center
1000 NE Multnomah
Portland, Oregon 97232
TELEPHONE: 503-281-6111

32 The Westin Seattle Hotel December 18-19, 1997
1900 Fifth Avenue
Seattle, Washington 98101
TELEPHONE: 206-728-1000


* Most hotels available for the Windward Community
College workshop are located in Honolulu, Hawaii.