June 2001 Index-1

The Blue Book

Index

Symbols

90/10 Rule, 2-11

A

Academic Achievement Incentive Scholarship Program, 1-11

Academic year, 1-14

clock-hour programs, 1-15

nonterm credit-hour programs, 1-16

reduction of academic year, 1-14 to 1-15

term-based programs, 1-15

Access America for Students, 2-30 to 2-31

Accounting procedures for Title IV programs, 5-1

chart of accounts, 5-7 to 5-8

summary chart of accounts, 5-8 to 5-13

accounting practices for EFT (FFEL Program), 5-41

 Administrative capability, 2-25 to 2-26

required electronic processes, 2-28

separation of functions, 2-27 to 2-28

Administrative cost allowance, 3-17 to 3-18, 6-6 to 6-7

Administrative (president’s) office, 2-3

Advance payment method, 4-11

America Reads Challenge, 1-6

AmeriCorps, 1-12

America Counts, 1-6

Application for Approval to Participate in Federal SFA Programs, 2-11

to 2-12

Applying for campus-based funds, 3-2, 6-21 to 6-24

I

D

ndex I
Index

Index-2 The Blue Book June 2001

Audits and program reviews, 6-43 to 6-51

 corrective action plans, 6-46 to 6-48

deadlines, 6-44 to 6-45

federal audits, 6-44

foreign schools, 6-48

method and type, 6-45 to 6-46

nonfederal audits, 6-44

program review, 6-49 to 6-5 1

repayment liabilities, 6-51 to 6-52

third-party servicers, 6-48 to 6-49

Award periods, 4-8 to 4-10

close out, 4-9 to 4-10

liquidation period, 4-9

performance period, 4-8 to 4-9

suspension period, 4-9

Award year, 1-16

B

Bank account, 4-16 to 4-17

Bookkeeping and recordkeeping, 5-2 to 5-6

Business office, 2-6 to 2-7

Byrd Scholarship Program, 1-10

C

Campus crime log, 2-35

Campus security provisions, 2-34 to 2-35

Campus-based programs, 1-5, 3-1 to 3-22,

 4-4 to 4-5

 ACA, 3-17 to 3-18, 6-6 to 6-7

allocation and reallocation of funds,

 3-2 to 3-8

applying for funds, 3-2, 6-21 to 6-24

carry forward/carry back, 3-21 to 3-22

 releasing, 4-3 7

transferring funds, 3-19 to 3-20

Cash detail record, 6-9

Cash monitoring payment method, 4-13 to 4-14

Cash summary record, 6-8 to 6-9

Closed award, 4-35, 6-43

Closeout, 4-9 to 4-10

Code of Federal Regulations (CFR), 1-2

Compare Program, 6-10 to 6-11

Conditional period, 4-38

Coordination of financial aid resources,

 1-13 to 1-14

Corrective action plan (CAP), 6-46 to 6-48

Crediting a student’s account, 4-22 to 4-24

D

Data providers, 6-13

Data request records, 6-3

Delayed disbursement, 4-27

Delivery system, 1-4

Direct Consolidation Loan, 1-8

Direct Loan Program, 1-7 to 1-8, 4-5 to 4-6,

 4-14 to 4-16, 6-7 to 6-11

 accounts, 5-13, 5-39 to 5-40

cash detail record, 6-9

cash summary record, 6-8 to 6-9

exit counseling, 6-11

exception file, 6-10

loan detail record, 6-9 to 6-10

monthly reconciliation, 6-7 to 6-10

Option 1 or standard option, 4-15

Option 2, 4-14 to 4-15

quality assurance component, 2-41

reporting, 6-7 to 6-11

Disallowed program expenditures, 4-33 to 4-44

Disbursement records, 6-3

Disbursing Title IV program funds, 4-20 to 4-31

 alternative methods of disbursing, 4-31

crediting a student’s account, 4-22 to 4-24

delayed disbursements, 4-27

early disbursements, 4-25 to 4-26

EFT, 4-22

holding credit balances, 4-29 to 4-30

issuing checks, 4-22

late disbursements, 4-28 to 4-29

multiple disbursements, 4-26 to 4-27

paying students or parents directly, 4-21

separation of functions, 4-24

student/parent authorizations, 4-30

Title IV credit balances, 4-24 to 4-25

Disclosing student information, 2-64 to 2-65

Disclosure to third parties, 2-65

E

Early disbursements, 4-25 to 4-26

EDCAPS, 4-6

EFT, 4-22

Electronic data processing controls, 5-46
Index-3

 Index

June 2001 The Blue Book

Electronic funds transfer (EFT) and master

 checks, 4-19

Electronic letters, 6-4

Electronic processes, 2-28 to 2-29

Electronic Statement of Account (ESOA), 6-4

Eligibility and Certification Approval Report

 (ECAR), 2-12

Equity in Athletics Provisions, 2-33 to 2-34

Error notification file, 6-17

Evaluating your management of student financial

 aid, 2-38 to 2-41

evaluation methods, 2-39 to 2-40

Quality Assurance Program/Quality

 Analysis Tool (QAT), 2-40

Excess cash, 4-31 to 4-34

 liabilities, 4-33

tolerances, 4-32 to 4-33

Exit counseling reporting, 6-12

Expected Family Contribution (EFC), 1-3

Experimental sites initiative, 2-37 to 2-38

F

FAFSA, 1-3

Family Education Rights and Privacy Act of 1974,

 2-64 to 2-65

 student rights, 2-64

Federal and nonfederal shares of funding, 3-9 to

 3-17

Federal education tax credits, 1-13

Federal master calendar, 1-16 to 1-19

Federal Pell Grant Program, 1-5, 2-56, 4-4, 4-35,

 5-9, 5-15 to 5-17, 6-2, 6-7

 accounts, 5-9, 5-15 to 5-17

 closed awards, 4-35

Federal Perkins Loan Program, 1-5, 3-14

 accounts, 5-10 to 5-13, 5-25 to 5-39

 administrative cost allowance, 3-17 to 3-18

 excess liquid capital, 3-9 to 3-10

 federal and nonfederal shares of funding,

 3-10 to 3-11

 funding process, 3-1 , 3-3 to 3-4

 overpayments, 6-17

 records, 2-57 to 2-58

 reporting on FISAP, 6-25 to 6-34

 reporting to NSLDS, 6-18

Federal Supplemental Educational Opportunity

Grant, 1-6, 2-57, 3-1 5 to 3-17, 6-34 to 6-37

Federal Work-Study (FWS) Program, 1-6, 2-58,

 3-10 to 3-15, 5-9 to 5-10, 5-19 to 5-25, 6-37 to

 6-40

FEDWIRE, 4-10

FFEL Consolidation Loan, 1-9

FFEL Program, 1-8 to 1-9, 6-11 to 6-12

 reporting, 6-11 to 6-12

exit counseling, 6-12

Financial aid application and award records, 2-54

 to 2-55

Financial aid office, 2-5

Financial responsibility standards, 2-13 to 2-24

 letter of credit alternative, 2-19

 other financial responsibilities, 2-19 to

 2-22

 private and proprietary, 2-14 to 2-18

 provisional certificate alternative, 2-21 to

 2-22

 public institutions, 2-14

 schools that change ownership, 2-23 to

 2-24

 zone alternative, 2-19 to 2-21

Fiscal activity calendar, 1-14 to 1-19

 award year, 1-16

 federal master calendar, 1-16 to 1-17

 fiscal year, 1-16

Fiscal Operations Report and Application to

 Participate (FISAP), 6-19 to 6-42

 Part I, 6-20 to 6-21

 Part II, 6-21 to 6-24

 Part III, 6-25 to 6-34

 Part IV, 6-34 to 6-37

 Part V, 6-37 to 6-40

 Part VI, 6-40 to 6-42

Free Application for Federal Student Aid, 1-3

FSEOG Program, 1-6, 2-57

G

Gaining Early Awareness and Readiness for

 Undergraduates Program (GEAR UP),

 1-11

GAPS, 4-6 to 4-16, 5-8, 5-13 to 5-14

 adjusting expenditures, 6-42 to 6-43

 closed awards, 6-43

 open awards, 6-42 to 6-43

GEAR UP, 1-11
Index

Index-4 The Blue Book June 2001

General institutional responsibilities, 2-1 to 2-73

Grant Administration and Payment System

 (GAPS), 4-6 to 4-16, 5-8, 5-13

adjusting expenditures, 6-42 to 6-43

 closed awards, 6-43

 open awards, 6-42 to 6-43

Guaranty agency reviews, 6-52 to 6-53

H

Higher Education Act of 1965, as amended

 (HEA), 1-1 to 1-2

reauthorizing and amending, 1-2

Holding credit balances, 4-29 to 4-30

Hope Scholarship, 1-13

I

Idle cash, 4-40

Immediate need, 4-3

Individual checks, 4-19 to 4-20

In-house control documents, 2-66

Initial period, 4-38

Institutional charges, 2-49

Institutional eligibility, 2-10 to 2-13

Institutional financial management systems, 5-2

Interest earned, 4-36

Interest subsidy, 1-7 to 1-8

Interest-bearing account, 4-17 to 4-18

Internal control, 5-42 to 5-51

electronic data processing controls, 5-46

other checks and balances, 5-46 to 5-47

reconciliation of cash, 5-43 to 5-44

separation of functions, 5-42 to 5-43

Issuing checks, 4-22

J

Job Location and Development (JLD)

 Program, 3-13 to 3-14

Just-in-time payment method, 4-11 to 4-12

L

Late disbursement, 4-28 to 4-29

LEAP Program, 1-9

Leave of absence, 2-51 to 2-52

Level of expenditure, 3-9 to 3-10

Leveraging Educational Assistance Partnership

 Program (LEAP), 1-9

Liabilities, 4-33

Lifetime Learning Credit, 1-13

Liquidation period, 4-9

M

Maintaining funds, 4-16 to 4-18

bank account, 4-16 to 4-17

interest-bearing account, 4-17 to 4-18

Merging responsibilities, 2-8

Methods of receiving funds, 4-10

Modernization Blueprint, 2-30

Multiple disbursements, 4-26 to 4-27

Multiple Reporting Record (MRR), 6-5

N

National Finance Center (NFC) Accounts, 5-8,

 5-14 to 5-15

National Student Loan Data System, 6-12 to 6-18

accessing NSLDS, 6-12

data providers, 6-13

external data sources, 6-13 to 6-14

internal data source, 6-13

Network of responsibilities, 2-2 to 2-9

NSLDS, 6-12 to 6-18

Nonfederal audits, 6-44

Noninstitutional charges, 2-50

O

Obtaining FFEL Program funds, 4-18 to 4-20

electronic funds transfer (EFT) and master

 checks, 4-19

individual checks, 4-19 to 4-20

Open awards, 6-42

Origination records, 6-2

Overpayments, 2-46 to 2-47, 6-17 to 6-18

Overview of fiscal operations, 2-2 to 2-9

P

Past performance, 2-18 to 2-19

Paying students or parents directly, 4-21

Payment methods, 4-11 to 4-14

advance, 4-11

cash monitoring, 4-13 to 4-14

just-in-time, 4-11 to 4-12

reimbursement, 4-13
Index-5

 Index

June 2001 The Blue Book

Performance period, 4-8 to 4-9

Personal identification number (PIN), 1-4

Policies and procedures manual, 2-36 to 2-37

advantages, 2-36

suggested topics for manual, 2-36 to 2-37

Post-withdrawal disbursements, 2-45 to 2-46

Program Participation Agreement (PPA), 2-12 to

 2-13

Program reviews, 6-43, 6-49 to 6-51

repayment of liabilities, 6-51 to 6-52

Projecting cash needs, 4-3 to 4-6

Q

Quality Analysis Tool, 2-40

Quality Assurance Program, 2-40

R

Recipient Financial Management System, 6-2 to

 6-6

acknowledgement, 6-3 to 6-4

data request records, 6-3

disbursement records, 6-3

special disbursement records, 6-3

Reconciliation of cash, 5-43 to 5-44

Reconciliation of federal funds, 5-44 to 5-45

trial balance, 5-43

Record maintenance and retention requirements,

 2-52 to 2-64

general fiscal records, 2-54

general institution records, 2-53 to 2-54

general student records, 2-53

progam-specific records, 2-56 to 2-60

reporting records, 2-55

Record management procedures, 2-65 to 2-67

clear audit trail, 2-66

in-house control documents, 2-66

student master records, 2-66 to 2-67

Record retention requirements, 2-61

Recording disclosures, 2-65

Records examination, 2-62 to 2-64

Reimbursement payment method, 4-13

Releasing campus-based funds, 4-37

Requesting data, 6-4 to 6-6

Requesting funds, 4-8 to 4-16

Releasing campus-based funds, 4-37

Return of Title IV Funds, 2-41 to 2-52

 applying and disbursing aid, 2-5 0

calculation, 2-43 to 2-45

general definitions, 2-42 to 2-43

institutional charges, 2-49

institutional responsibilities, 2-43

leave of absence, 2-51 to 2-52

noninstitutional costs, 2-50

overpayments (grants), 2-46 to 2-47

overview, 2-42

post-withdrawal disbursements, 2-45 to

 2-46

student responsibilities, 2-49

withdrawal date, 2-50 to 2-51

Return period, 4-38 to 4-39

Returning Direct Loan Funds, 4-39 to 4-42

Returning FFEL Program funds, 4-37 to 4-39

Returning funds, 4-34 to 4-42

closed award, 4-35

excess cash, 4-34 to 4-35

Robert C. Byrd Honors Scholarship Program, 1-10

S

Separation of functions, 2-27 to 2-28, 4-24, 5-42 to

 5-43

Single Identifier Initiative, 2-13

Special Leveraging Educational Assistance

 Partnership Program (SLEAP), 1-10

Student consumer information, 2-31 to 2-35

availability of personnel, 2-32

campus security provisions, 2-34 to 2-35

equity in athletics provisions, 2-33 to 2-34

financial aid information, 2-31 to 2-32

general information, 2-32

job placement claims, 2-32 to 2-33

Student Right-To-Know Provisions, 2-33

Student Status Confirmation Report (SSCR), 6-14

 to 6-17

Student/parent authorizations, 4-30

Summary chart of accounts, 5-8 to 5-13

Suspension period, 4-9
Index

Index-6 The Blue Book June 2001

T

Technical specifications, 2-29

Title IV credit balances, 4-29 to 4-30

Title IV of the HEA of 1965, 1-1 to 1-2

Tolerances, 4-32 to 4-33

Trial balance, 5-43

Types of eligible institutions, 2-10 to 2-11

U

U.S. Department of Health and Human Services,

 1-12

W

William D. Ford Federal Direct Loan Program,

 1-7 to 1-8, 4-5 to 4-6, 4-14 to 4-16, 5-39 to

 5-40, 6-7 to 6-11

Withdrawal date, 2-50 to 2-51

Work-Colleges Program, 3-14 to 3-15

Y

Year-to-date data, 6-6