(Campus-Based) Subject: FISAP Edit Corrections due December 14, 2018

Posted Date:October 26, 2018

Author: Federal Student Aid

Subject: FISAP Edit Corrections due December 14, 2018

As published in the Federal Register Notice on January 3, 2018 (83 FR 356), Subject: 2018–2019 Award Year Deadline Dates for Campus-Based Programs, any changes, corrections or edits to the Fiscal Operations Report for 2017–18 and the Application to Participate for 2019–20 (FISAP) must be submitted to the Department of Education (the Department) no later than 11:59 p.m. Eastern time (ET) on Friday, December 14, 2018. This announcement is a reminder of the deadline and process for this action.

Changes to FISAP Data

If a school needs to make changes to data that was originally reported on its FISAP, the school must log in to the Common Origination and Disbursement (COD) Web Site and change the data in the applicable section(s) of the FISAP and resubmit the FISAP for processing.

  • Prior to December 14, 2018, schools should ensure that the amounts reported on the FISAP in Part IV, Section E, line 17-Expended Federal Supplemental Educational Opportunity Grant (FSEOG) Authorization, and Part V, Section E, line 18-Expended Federal Work-Study (FWS) Authorization, reconcile with the drawdown information in G5. During the closeout process of 2017–18 Campus-Based awards, any authorized funds that were not expended will be deobligated from G5. This means that the final authorization amount in G5 will be automatically reduced by the amount reported as unexpended on the FISAP.

    Note: If a school has drawn down more funds than it reported as expended on the FISAP, a negative balance will be created in G5. When this happens, we will reduce the school’s authorization in G5 to the expended amounts reported on the FISAP (as certified by the school’s Chief Executive Officer), and the school will be required to return the amount of the negative balance.

    For example, if a school drew down its entire authorized FWS amount of $50,000 but reported an expended amount of only $40,000 on its FISAP, the result is a negative balance of $10,000 in G5. The school will be required to return $10,000 to G5.

  • A school should review its FISAP for possible changes to Part VI, Section B, Calculating the Administrative Cost Allowance (ACA). Increases to the ACA calculation will not be accepted after December 14, 2018.

Corrections to FISAP Data and Edit Errors

Real-time validation edit errors are captured when a school completes and submits the FISAP online via the COD Web Site. Edit corrections must be submitted by the December 14, 2018 deadline.
  • After submitting a FISAP, a school can view a listing of its FISAP edit errors by accessing its FISAP in the COD Web Siteand clicking on “Validate” then “Validate All Parts”. Validation error numbers and the corresponding error messages will display on the screen.

  • A “Fix Error” button is located to the right of each validation error message. Clicking on this button will display the FISAP section where the error occurred. Perform validation again to determine if the validation edit has cleared or if further corrections are needed. Finally, after all corrections have been made and validated, click the “Submit” button.

  • In some cases, a school may provide information relevant to an error message. A “Provide Additional Information” option is located next to these validation error messages. To log relevant information, click on the plus sign (+) to open a comment box in which a school can provide additional information.

  • If a school entered inaccurate data at the time the FISAP was submitted, the data can be corrected by logging in to the COD Web Site and changing the inaccurate data in the applicable section of the FISAP. Validating the data to ensure no edit errors have been encountered and then submitting the data are also required in this circumstance.

Other Important Notes

Remember to submit all corrections – Simply validating and/or saving corrections does not result in these corrections being submitted to the Department. After editing and validating the FISAP it is imperative that schools use the “Submit” button to complete this process.

Verify that changes/corrections have been received by the Department – Schools should log in to the COD Web Site, and from the School tab, select the link for Campus-Based. Once directed to Campus-Based, select “Self-Service” then “Submission Log” to view the log and verify submission of the update.

Signature not required for FISAP changes – Currently, schools are not required to resend signature pages when changes/corrections are made to a previously submitted FISAP.

How to submit a change request after December 14, 2018 – In exceptional circumstances only, if a correction is needed after the December 14th deadline, the school must access the COD Web Site to make the necessary correction. Corrections will be saved in a Draft copy of the FISAP and then submitted to the Department as a “Change Request.” After December 14th, when a school clicks on the “Submit” button, it will be automatically prompted to submit a “Change Request.” The school must provide a description of the change and justify the need to make the correction. The school must then submit the “Change Request” by clicking on the “Submit” button located under the “Description” input box.

The school’s request will be reviewed by the FISAP Change Request Monitoring Team. The school will be notified of the decision to allow or deny the correction. If the correction is allowed, the school will be granted access to “Submit” the correction by going back into the COD Web Site and submitting the FISAP as it normally would prior to December 14th.

The following items will not be considered after the December 14th FISAP Corrections deadline:
  • Increase in requests for funds in Part II, Section A.
  • Increase in Administrative Cost Allowance (ACA) amount spent in Part III, Section B, item 8; Part IV, Section D, item 15; and Part V, Section D, item 15.
  • Changes made to Part II, Sections D–F after December 14th may result in reductions in funding for the application year. Changes that increase funding will be considered for reporting purposes, but the corresponding increases in funding will not be approved.

Contact Information

For additional information about FISAP corrections or edit processing, contact the COD School Relations Center at 1-800-848-0978. You may also email CODSupport@ed.gov.