June 2001 The Blue Book 3-1

Obtaining Authorization for

Campus-Based Funding

Summary

This chapter provides an overview of fiscal matters that pertain to the

campus-based programs (Federal Supplemental Educational Opportunity Grant

[FSEOG], Federal Work-Study [FWS], and Federal Perkins Loan). Topics

discussed include the funding process, federal and nonfederal shares of funding,

administrative cost allowance, and funds available for awards.

To make The Blue Book a more effective reference tool, the formulas for

determining nonfederal shares, administrative cost allowance (ACA), and the

amount of funds available for making awards are also discussed in this chapter.

3.1 Funding Process

The U.S. Department of Education (ED) allocates campus-based funds to

schools that, in turn, administer the funds on behalf of ED according to

applicable laws and regulations. These programs are referred to as “campusbased” because they are administered directly by schools rather than by ED.

To receive campus-based funds, eligible institutions must apply for the funds

annually. Schools also must report on their use of campus-based funds on an

administrative cost allowance (ACA)

allocation

base guarantee

carry back

carry forward

community-service jobs

Electronic Statement of Account

(ESOA)

excess liquid capital

Federal Capital Contribution (FCC)

Federal Perkins Loan Program

Federal Supplemental Educational

Opportunity Grant (FSEOG)

Federal Work-Study (FWS)

Final Funding Authorization

Fiscal Operations Report and

Application to Participate (FISAP)

Institutional Capital Contribution

(ICC)

Job Location and Development

(JLD) Program

level of expenditure (LOE)

nonfederal share

work college

Work-Colleges Program

 Reference:

• Student Financial Aid

Handbook , Volume 4:

Campus-Based

Common Provisions

Chapter

3

Key Terms*

 Reference:

• See Chapter 6 of this

book.

*Key terms are in boldface type when they first appear in the text.
The Blue Book June 2001 3-2

Chapter 3

annual basis. The report used to satisfy both these requirements is the Fiscal

Operations Report and Application to Participate (FISAP).

Applying for Federal Campus-Based Funds

To receive campus-based funds for one or more campus-based programs,

schools must submit a FISAP to ED for each award year they wish to receive

funds. The deadline for filing the FISAP is October 1 of the calendar year that

precedes the award year. For example, to receive campus-based funds for the

2002-03 award year, institutions must have filed a FISAP by October 1, 2001.

All schools that apply are required to use the electronic FISAP. ED no longer

provides or accepts paper, diskettes, or the FISAP in a magnetic-tape format.

Schools are required to submit their FISAP to ED’s campus-based program

contractor through the Student Aid Internet Gateway (SAIG) using EDConnect

and FISAP for Windows software. The data are processed and returned to the

school’s SAIG electronic mailbox.

Using the information on the FISAP, ED determines the amount of federal

funds the school will receive for the award year for one or more of the

campus-based programs. This federal portion of the campus-based award is

called an “allocation.”

Allocating Federal Campus-Based Funds

ED calculates a school’s allocation of campus-based funds on the basis of

allocation formulas prescribed in federal law and funding appropriated by

Congress. A timeline illustrating the campus-based program allocation process is

on page 3-8. An institution will not receive an allocation that exceeds the

amount it requests on its FISAP, even if it is eligible for additional funds.

Beginning with the 2000-01 award year, campus-based allocation formulas

changed. Funds in excess of the base guarantee* are distributed through a

fair-share computation. For the Federal Perkins Loan Program, however, the

base guarantee for a specific award year is $0 for any institution with a cohort

default rate of 25 percent or higher.

A school can receive two types of campus-based funds allocations: initial and

supplemental.

♦ Initial allocation– the amount that ED first allocates to each participating

school, generally in the spring of each year, according to statutory

allocation formulas.

♦ Supplemental allocation–an additional amount of campus-based funds

from ED that is allocated on the basis of excess campus-based funds

from the previous award year. Supplemental allocations come from the

amount of unused campus-based funds returned the previous year by all

participating schools.

 Reference:

• Federal Register,

September 19, 1997

• DPL CB-01-02

• DPL CB-00-10

 Reference:

• See Chapter 6 of this

book.

 Reference:

• HEA, Part A, Section 413D

• HEA, Part C, Section 442(a)

and (b)

• HEA, Part E, Section 462(a)

and (b)

• DPL CB-01-01

• DPL CB-01-03

• DPL CB-99-16

• DCL GEN-98-28

*The base guarantee is

the amount a school is

guaranteed and is based

on the 1999-2000 award

year allocations .
June 2001 The Blue Book 3-3

Obtaining Authorization for Campus-Based Funding

Each eligible, participating school receives an initial allocation for each campusbased program in which it participates.

By April 1 of each year, ED issues a “Dear Partner” letter that announces the

final federal funds available for that award year in each of the campus-based

programs. An example of a campus-based allocation “Dear Partner” letter

begins below.

MARCH 2001

CB-01-03

SUMMARY: Information regarding your institution's final funding authorization

under the Campus-Based Programs for the 2001-2002 award year.

REFERENCE: The Student Financial Aid Handbook, Campus-Based Programs

Dear Partner:

The federal funds available for the 2001-2002 award year for the Federal Perkins

Loan, Federal Work-Study (FWS), and Federal Supplemental Educational Opportunity

Grant (FSEOG) programs are as follows:

Program: FWS

Amount: $ 1,011,000,000

Program: FSEOG

Amount: $ 691,000,000

Program: Federal Perkins Loan

Amount: $ 100,000,000

Questions & Answers

Q. How were the Campus-Based awards for my school determined?

A. Your final 2001-2002 funding levels have been determined in accordance with

procedures contained in the:

1. Higher Education Act of 1965 (HEA), as amended; and

2. Section 34 CFR Part 673 of the Campus-Based Program Regulations.

You will find in your Student Aid Internet Gateway mailbox a copy of your

institution's final funding worksheet for each program which shows the specific

steps used to calculate your awards. For line by line worksheet instructions,

refer to Dear Colleague CB-01-01 (January) posted on Ed's website

www.ifap.ed.gov.

Q. What effect did returning more than 10 percent of my 1999-2000 allocation

have on my 2001-2002 allocation?

A. The HEA requires that if an institution returns more than 10 percent of its

Federal Perkins Loan, FWS, or FSEOG program allocation for an award year, the

institution's allocation for that program will be reduced in the succeeding

award year by the amount unexpended.

 (continued on next page)

“Dear Partner” Letter CB-01-03 (campus-based allocation

announcement for 2001-02 award year)
The Blue Book June 2001 3-4

Chapter 3

(continued from previous page)

Q. How did my request for an underuse of funds waiver affect my allocation?

A. All institutions had an opportunity to request an underuse of funds waiver

with their initial 2001-2002 FISAP submission. We have reviewed all waiver

requests received and have mailed a separate letter to those institutions

showing the Department's decision regarding their requests. Approved waivers are

reflected for on the final funding worksheets and for each program in the

authorization letter.

There is a line item on each final funding worksheet that reflects increased

authorizations for some institutions. Additional funds were awarded according

to need as results of the redistribution of the amounts of under use of fund

reductions withheld from institutions that either did not submit a waiver

request or received a waiver denial.

Q. When will Campus-Based funds become available to my institution?

A. Your award letter and final funding worksheets will be sent by electronic

file (message class FFIN02OP) by April 1, 2001. Federal funds for these programs

will be posted into your institution's grantee account in the Department's Grant

Administration and Payment Systems (GAPS) by July 1, 2001. Payments are to be

withdrawn from your grantee account according to the procedures specified in the

Department of Education Payee's Guide.

Q. Will there be additional FWS funds for the 2001-2002 Award Year?

A. With the exception of $4,000,000 earmarked for Work-Colleges participation,

all of the $1,011,000,000 funds appropriated for the 2001-2002 Federal WorkStudy Program have been distributed in the initial awarding process. Some

institutions may also qualify for reallocated supplemental FWS funds. An

application with specific qualifications is included in your FISAP software

(Reallocation Form E40-4P).

Q. What is the purpose of the Federal Perkins Loan level of expenditure?

A. If your institution participates in the Federal Perkins Loan Program, the

level of expenditure shown on your Perkins final funding worksheet represents

the maximum amount the institution is authorized to expend from its loan fund

for the 2001-2002 award year. If your institution wants to request an increase

in its approved level of expenditure, you may write to the Area Case Director at

the regional office that serves your state. A request to increase the authorized

level of expenditure will not result in any increase to the Federal Capital

Contribution allocation.

Q. Who can help me if I have questions?

A. If you have any questions regarding your 2001-2002 funding levels, please

call (202) 708-7741 for assistance.

Sincerely,

Lois Moore

Acting Director

Campus-Based Operations
June 2001 The Blue Book 3-5

Obtaining Authorization for Campus-Based Funding

Along with the April 1 “Dear Partner” letter, ED sends each participating

school an electronic Final Funding Authorization to notify the school of its

final allocation for each campus-based program. This Electronic Statement of

Account (ESOA) is sent as an electronic file and can be printed.

The ESOA is sent to each participating school’s SAIG mailbox, and it is a

school’s authorization to spend up to the amount of federal funds listed for

each campus-based program in which it participates and for which it has

requested funds. Below is an example of an ESOA.

Sample Electronic Statement of Account (ESOA) for the 2001-02 award year

U.S. DEPARMENT OF EDUCATION

OFFICE OF STUDENT FINANCIAL ASSISTANCE

2001-2002 Award Year

Campus-Based Programs

Statement of Account

OPEID: 00632700

Grantee DUNS Number: 826407329

Institution Name: Maury University

City: Rockville

State: MD

Grant Period: July 1, 2001 through June 30, 2002

Federal Supplemental Educational Opportunity Grant Program

GAPS Award Number: P007A84467

Transaction Amount Transaction Date

$800,000 03/20/2001

____________

$800,000 P007A84467 authorization amount as of 03/20/2001

Federal Work-Study Program

GAPS Award Number: P033A84467

Transaction Amount Transaction Date

$692,065 03/20/2001

___________

$692,065 P033A84467 authorization amount as of 03/20/2001

Federal Perkins Loan Program FCC

GAPS Award Number: P038A84467

Transaction Amount Transaction Date

$10,000 03/20/2001

__________

$10,000 P038A84467 authorization amount as of 03/20/2001
The Blue Book June 2001 3-6

Chapter 3

 Sample Final Funding Worksheet for the 2001-02 award year

03/24/2001 INSTITUTIONAL WORKSHEET

State: MD FWS FINAL FUNDING 2001-2002

(01) MAURY UNIVERSITY

(02) 001752 00632700

(03) 153091456A1

(04) FWS Request $900,000

(05) FWS National Total of Funds Available $931,000,000

(06) Base Guarantee $692,065

(07) National Total of Base Guarantees $657,426,611

(08) Base Guarantee Percentage Fundable 100.000000

(09) Adjusted Base Guarantee $692,065

(10) Average Under-Grad Tuition and Fees $1,173

(11) Average Under-Grad Time in Attendance 9.00

(12) Living Cost Allowance $5,565

(13) Books and Supplies Allowance $450

(14) Average Under-Grad Cost $7,188

(15) 25% of Average Under-Grad Cost $1,797

(16) Under-Grad Self Help Need $11,912,220.0

(17) Average Graduate Tuition and Fees $0

(18) Average Graduate Time in Attendance 0.00

(19) Living Cost Allowance $5,565

(20) Books and Supplies Allowance $450

(21) Average Graduate Cost $6,015

(22) Graduate Self Help Need $0.0

(23) Total Self Help Need $11,912,220.0

(24) National Total Self Help Need $21,299,082,297.6

(25) Relative FWS Need 0.0005593

(26) Fair Share $520,708

(27) National Funds Available for Fair Share $273,573,389

(28) Shortfall $0

(29) National Total of Shortfalls $382,564,019

(30) Relative Shortfall 0.0000000

(31) Initial Fair Share Increase $0

(32) Additional Fair Share Increase $0

(33) Total Fair Share Increase $0

(34) Total FWS Allocation $692,065

(35) Under Used Percentage*** 0.00

(36) Allocation Reduction*** $0

(37) Redistribution of Underutilization Reduction $0

(38) Adjusted FWS Allocation*** $692,065

Please refer to cover letter for explanation of items with ***

Included with a school’s Final Funding Authorization is the school’s Final

Funding Worksheet. The worksheet shows the actual numbers that were used

to determine a school’s allocation for each campus-based program in which it

participates and how each final allocation was determined. Below is an example

of a Final Funding Worksheet.
June 2001 The Blue Book 3-7

Obtaining Authorization for Campus-Based Funding

If a school returns more than 10 percent of its total allocation (initial plus

supplemental) the allocation for that program for the second succeeding award

year will be reduced by that dollar amount, unless the school can show just cause

for underusing the funds. To do this, a school submits a waiver request; ED

decides whether the request is approved or denied. ED may waive the funding

reduction if it finds that enforcing the reduction would be counter to the

interests of the affected campus-based program(s).

A school’s total drawdowns from the Grant Administration and Payment System

(GAPS) for a campus-based award should equal the federal expenditures

reported for each campus-based program on its FISAP.

A timeline of the campus-based program(s) allocation process for the 2002-03

award year is on the next page.

If schools do not use their total allocations of campus-based funds during an

award year, they should return unexpended allocations of federal funds to ED 

so that the money can be reallocated to schools that need additional campus-based

funds (called supplemental allocations). This return of a school’s unexpended

allocated funds is called “releasing campus-based” funds.

Each year in June, ED sends a Campus-Based Reallocation Form (E40-4P) to

schools participating in the FWS Program. The form is completed and sent to ED

only if a school is releasing campus-based funds or if a school is requesting

supplemental FWS funds. Supplemental allocations for the Federal Perkins Loan

and FSEOG Programs are based on whether the school has a fair share short-fall

and unmet request on the FISAP. Supplemental allocation notifications are sent

to schools electronically.

 Reference:

• See Section 4.10 of

this book.

 Reference:

• DPL CB-00-11

• 34 CFR 675.1

• DPL CB-00-12

 Reference:

• 34 CFR 673.4(d)(3)
The Blue Book June 2001 3-8

Chapter 3
June 2001 The Blue Book 3-9

Obtaining Authorization for Campus-Based Funding

3.2 Federal and Nonfederal Shares of Funding

The total amount that a school may spend on any campus-based program is

composed of both federal and nonfederal funds. For each program, there are

rules for determining what share of the total amount may come from federal

funds and what share of the total amount must come from nonfederal funds.

Federal Perkins Loan Program

The amount of new Federal Perkins Loan Program funds provided to a

school for an award year by the federal government is called the Federal Capital

Contribution (FCC). Schools must provide an additional share from their own

funds called the Institutional Capital Contribution (ICC). The ICC must

equal or exceed:

♦ one-third (33 1/3 percent) of the FCC or

♦ one-quarter (25 percent) of the combined FCC and ICC.*

For example, if a school received an FCC of $30,000, it would be required to

provide an ICC of at least $10,000, for a combined amount of $40,000. The FCC

($30,000) divided by .3333 equals $40,000 minus $30,000 equals $10,000.

Level of Expenditure (LOE)

The level of expenditure (LOE) is the maximum dollar amount that ED allows

a school to expend from the school’s loan fund in a given award year. This

includes all authorized expenditures for the program, such as all loans to

students, administrative cost allowance, and collection costs. The LOE equals

the total of FCC, ICC, funds available from the school’s projected collection of

Federal Perkins Loans in repayment, estimated Perkins Loan cancellation

reimbursements, and anticipated cash on hand (FCC + ICC + collected loans +

cancellation reimbursements + cash on hand = LOE). To ask for an increase in

their LOE, schools make the request through the appropriate ED Area Case

Director of the regional Case Management Team that serves their state. The

telephone numbers for the case management teams and divisions are found on

page 4 of Appendix D.

The legislative requirement included in Section 466 of the Higher Education Act

of 1965, as amended (HEA) requires the return of excess Federal Perkins Loan

funds when available resources exceed a school’s needs in the foreseeable future.

A school has excess liquid capital in its Federal Perkins Loan fund if funds

available (cash on hand, plus projected collections, plus Federal Capital

Contribution [FCC] and Institutional Capital Contribution [ICC], plus interest

income and cancellation repayments) for the current award year significantly

exceed the award year’s total expenditures from the fund. Schools are

encouraged to disburse any identified excess cash during the award year;

 Reference:

• 34 CFR 674.2

• 34 CFR 674.8

• 34 CFR 674.19(c)

*However, if a school

transfers Federal

Perkins Loan funds

to either FSEOG or

FWS before

depositing those

funds in the school’s

Federal Perkins Loan

fund, the school does

not have to provide

an ICC match for the

transferred funds.

 Reference:

 • DPL CB-99-16
The Blue Book June 2001 3-10

Chapter 3

otherwise, they should return any excess Federal Perkins Loan funds to ED’s

National Payment Center.

The reported cash on hand amount as of June 30th should be updated as of

October 31, during the Fiscal Operations Report and Application to Participate

(FISAP) edit process. The appropriate sections of the FISAP must be completed

annually to reflect cumulative and annual collection and disbursement activity in

its revolving loan fund. Schools should request FCC only when its cash on hand

has been depleted.

Federal Work-Study (FWS) Program

Federal Share and Nonfederal Share

In general, the federal share of Federal Work-Study (FWS) wages paid to a

student may not exceed 75 percent. (The 75 percent applies to expenditures for

FWS wages, not administrative cost allowance.) Schools must provide at least

25 percent of a student’s total FWS wages from nonfederal sources. For

example, if a school wanted to spend $45,000 of its FWS federal funds for

student wages, it would be required to provide at least $15,000 in nonfederal

funds. A total of $60,000 would then be available to pay student wages under the

school’s FWS Program.

There are situations when the ratio of federal share to nonfederal share of

75 percent/25 percent does not apply.

♦ Schools are allowed to provide more than the required minimum 25 percent nonfederal

share. For example, if a school received $60,000 in federal funds and

wished to spend a total of $100,000 for student FWS wages, it may spend

$40,000 of nonfederal funds to do so. In this example, the federal share

of students’ total earned compensation under the FWS program

expenditures would be 60 percent, while the nonfederal share would be

40 percent.

♦ For off-campus FWS jobs with private, for-profit organizations, the federal share of

wages paid to students is limited to 50 percent. The for-profit organization must

provide a nonfederal share of at least 50 percent. The employer may

contribute a nonfederal share that exceeds the required 50 percent.

However, an institution may use no more than 25 percent of its total

current year initial and supplemental allocations to pay wages to students

employed with private, for-profit organizations.

♦ The federal share of compensation paid to students employed as reading tutors for

children, mathematics tutors for children, or in a family literacy project performing

family literacy activities may exceed 75 percent and may be as high as 100 percent, as

documented in the school’s accounting records.

♦ The federal share can be as much as 90 percent and the nonfederal share can be as

little as 10 percent for students employed at a private, nonprofit organization or at a

federal, state, or local public agency under specific circumstances. Only

 Reference:

• Student Financial Aid

Handbook , Volume 4:

Campus-Based

Common Provisions

• 34 CFR 675.26

• HEA, Section 443(b)(5)

 Reference:

• DPL CB-99-12

• DCL CB-98-6

• DCL CB-97-12

 Reference:

 • 34CFR 675.23(b)

(2)(i)
June 2001 The Blue Book 3-11

Obtaining Authorization for Campus-Based Funding

organizations that are unable to afford the cost of this employment are

eligible to pay a reduced nonfederal share. In addition, the school may

not own, operate, or control the organization, and the school must select

the organization or agency on a case-by-case basis. No more than 10

percent of a school’s FWS students may benefit from this provision.

♦ The federal share can be 100 percent for an institution designated as eligible under

Title III of the HEA (the Strengthening Institutions Program, the Strengthening

Historically Black Colleges and Universities Program, or the Strengthening

Historically Black Graduate Institutions Program). Schools wanting a waiver of

the institutional-share requirement in the FWS Program because of their

Title III designation are no longer required to check a field on the FISAP

to request this waiver. Beginning with the 2002-03 award year, a school

will be considered to have applied for this waiver if the school:

♦ submits a complete FISAP by October 1, 2001 and

♦ is designated as Title III eligible.

These schools will receive a letter from ED, addressed to the financial aid

administrator, indicating that they have been granted a Title III waiver of

the institutional-share requirement for the FWS and/or FSEOG

programs for the 2002-03 award year. A school that receives this waiver

for the 2002-03 award year has the option to continue providing an

institutional share and determining the amount of that share.

Institutions must apply annually for a Title III designation. If a school is unsure

of its Title III eligibility for the 2002-03 award year, or if it needs to apply

for Title III eligibility, the school should contact:

U.S. Department of Education

Institutional Development Undergraduate Education Service

Title III Eligibility Designation

1990 K Street, NW, 6th Floor

Washington, DC 20006-8512

Telephone: 202-502-7777

Nonfederal Share Sources

The nonfederal FWS share may come from any resource available to a school

(except funds allocated under the FWS Program):

♦ The school can pay the nonfederal share from its own funds or other

nonfederal sources, outside funds from an off-campus employer, or a

combination of these types of funds.

♦ The school can also pay the nonfederal share in the form of

documented noncash contributions of services and equipment (such as

 Reference:

• 34 CFR Parts 607-609

 Reference:

• 34 CFR 675.27
The Blue Book June 2001 3-12

Chapter 3

tuition and fees, room and board, books, and supplies) documented by

accounting entries.

Community-Service Jobs

The HEA requires schools to spend a portion of their FWS total allocations

(initial and supplemental) to compensate students working in communityservice jobs. A community-service job is defined as an activity that improves

the quality of life or solves a problem for a community’s residents, especially its

low-income residents. Examples of community services include healthcare, child

care, public safety, crime prevention and control, rural development, and

community improvement. These services must be open to the entire

community.

Effective the 2000-01 award year, a school must use at least 7 percent of its

annual FWS total allocations (initial and supplemental) to pay the federal share of

wages to students working in community-service jobs. In meeting the 7 percent

community-service expenditure requirement, one or more FWS students must be

employed in at least one reading-tutoring project as a reading tutor for children

who are preschool age or are in elementary school, or in a family literacy project

performing family literacy activities. A school may request a waiver of this

requirement; the request must be in writing. ED approves this type of waiver

only if it determines that a school has demonstrated that enforcing the

requirement would cause a hardship for its students.

To request a waiver for an award year, a school must send a waiver request and

any supporting information or documentation to ED by the established deadline

date of that award year. If a school has any questions about the communityservice expenditure requirements or waiver procedures, the school can contact

ED’s Campus-Based Operations at 202-708-9751.

In an effort to increase the reading and math proficiency among our youth,

tutoring in these areas has become a federal priority. The FWS regulations

authorize a 100 percent federal share of FWS wages earned by a student who is

employed:

♦ as a reading tutor for preschool-age through elementary-school-age

children,

♦ as a mathematics tutor for children in elementary school through ninth

grade, or

♦ performing family literacy activities in a family literacy project that

provides services to families with preschool-age children or children who

are in elementary school.

The work performed by the student must be for the school itself; for a federal,

state or local public agency; or for a private, nonprofit organization. A school is

not required to make a request to ED to be able to pay these FWS students’

 Reference:

• HEA, Part C, Section

441(c)

• HEA, Part C, Section, 443 

(b)(2)

• 34 CFR 675.18(g)

• DPL CB-00-8

 

 Reference:

• DCL CB-01-04
June 2001 The Blue Book 3-13

Obtaining Authorization for Campus-Based Funding

wages with a 100 percent federal share from FWS funds. Instead, the school

should use 100 percent federal dollars to pay these students and document this

on both its FISAP and its internal accounting records.

Payment for Training and/or Travel

A student may be paid for training for any FWS employment or for a reasonable

amount of time for travel that is directly related to a community-service job.

Because every job requires some type of training, whether formal or informal,

ED allows FWS students to be paid wages during a training period that is

conducted for a “reasonable” length of time. This applies regardless of the type

of FWS job the student has. A reasonable training period is one that occurs

immediately before the student begins the regular duties of the FWS employment

and does not exceed approximately 20 hours. Students also may be compensated

for a reasonable amount of time to perform ongoing activities (for example,

preparation and evaluation time) needed to accomplish their jobs.

Schools may pay students for a reasonable amount of time spent for travel that is

directly related to employment in community-service activities. Time spent for

travel should be reported on the student’s FWS time record in the same way

hours actually worked are currently reported. Schools should provide their

students with a time record that separates time spent in travel from actual hours

worked.

Reallocated FWS Funds

Beginning with the 2000-01 award year, unexpended FWS funds returned to ED

will be reallocated to each eligible school that used at least 5 percent of its total

FWS allocations to pay students employed as reading tutors or in family literacy

activities in the preceding award year.

When a school receives reallocated FWS funds, the minimum amount of FWS

federal funds the school must expend on community-service jobs is the greater

of the following two amounts:

♦ 7 percent of the total (initial and supplemental) FWS allocation, or

♦ 100 percent of the amount of the reallocated FWS funds.

Job Location and Development (JLD) Program

The Job Location and Development (JLD) Program enables schools to

expand off-campus job opportunities for currently enrolled students who want

jobs regardless of their financial need. The JLD Program also may be used to

locate off-campus jobs for FWS students. JLD funds are not to be used to pay

students whose jobs were located and developed through the JLD Program.

 Reference:

• 34 CFR 675.31-675.37

 Reference:

• 34 CFR 675.18(h)

• HEA, Part C Section

443(b)

 Reference:

• HEA, Part C, Section

442(d)

• DCL CB-98-6
The Blue Book June 2001 3-14

Chapter 3

A school may use up to 10 percent or $50,000 (whichever is less) of its FWS

allocation to establish or expand a program to locate and develop

off-campus jobs, including community-service jobs. Jobs located or developed

under the program may be for either profit or nonprofit employers.

The federal funds that a school sets aside from its FWS allocation for

JLD Program expenses may be used to pay up to 80 percent of allowable costs.

The school must provide the remaining 20 percent of allowable costs either in

cash or in services, as documented in accounting records.

Work-Colleges Program

A “work college” is defined as an eligible public or private, nonprofit school

with a commitment to community service. The school must:

♦ have operated a comprehensive work-learning program for at least two

years,

♦ require all students who reside on campus to participate in a

comprehensive work-learning program,

♦ have a program that requires providing service as an integral part of the

school’s educational program and as part of the school’s educational

philosophy, and

♦ provide students in the comprehensive work-learning program with an

opportunity to contribute to their education and to the welfare of the

community.

Schools that satisfy the HEA definition of “work college” may apply to ED to

participate in the program. In addition to federal appropriations, schools can

transfer FWS and/or new FCC funds for Federal Perkins Loans to the WorkColleges Program.

Work colleges may use available program funds to coordinate and carry out the

following six activities:

1. Support the educational costs of qualified students through self-help

payments or credits provided under the work-learning program (within

the limits of Part F of Title IV of the HEA);

2. Promote the work-learning service experience as a tool of postsecondary

education, financial self-help, and community-service learning

opportunities;

3. Carry out activities in Sections 443 or 446 of the HEA (grants to FWS

Programs);

 Reference:

• 34 CFR 675.41-675.50

Reference:

• HEA, Part C, Section 448

• 34 CFR 675.45
June 2001 The Blue Book 3-15

Obtaining Authorization for Campus-Based Funding

4. Administer, develop, and assess comprehensive work-learning programs,

including community-based, work-learning alternatives that expand

opportunities for community service and career-related work and

alternatives that develop sound citizenship, encourage student

persistence, and make optimum use of assistance under the WorkColleges Program in education and student development;

5. Coordinate and carry out joint projects and activities to promote workservice learning; and

6. Carry out a comprehensive, longitudinal study of student academic

progress and academic and career outcomes, relative to student

self-sufficiency in financing their higher education, repaying student

loans, continued community service, kind and quality of service

performed, and career choice and community service selected after

graduation.

Federal Supplemental Educational Opportunity Grant (FSEOG)

Program

The federal share of Federal Supplemental Educational Opportunity Grant

(FSEOG) awards made to students may not exceed 75 percent of the total

FSEOG awards made by the school. The school must ensure there is a

nonfederal match of 25 percent of the total FSEOG awards.

♦ The federal share can be 100 percent for an institution designated as

eligible under Title III of the HEA (the Strengthening Institutions

Program or Strengthening Historically Black Colleges and Universities

Program). Schools wanting a waiver of the institutional-share

requirement under the FSEOG Program are no longer required to check

a field on the FISAP to request this waiver. Beginning with the 2002-03

award year, a school will be considered to have applied for this waiver if

the school:

♦ submits a completed FISAP by October 1, 2001 and

♦ is designated as Title III eligible.

♦ These schools will receive a letter, addressed to the financial aid

administrator, from ED indicating that they have been granted a Title III

waiver of the institutional-share requirement for the FSEOG program

for the 2002-03 award year. A school that receives this waiver for the

2002-03 award year has the option to continue providing an institutional

share and determining the amount of that share.

There are three methods by which an institution may meet the 25 percent

nonfederal share requirement for FSEOG:

 Reference:

• Student Financial Aid

Handbook , Volume 4:

Campus-Based

Common Provisions

• 34 CFR 676.21(a)

• 34 CFR Parts 607-608
The Blue Book June 2001 3-16

Chapter 3

♦ Individual recipient basis—The school ensures that the nonfederal match is

made to each individual FSEOG recipient together with the federal share

in such a way that each student’s total FSEOG award consists of 75

percent federal dollars and 25 percent qualified nonfederal dollars. A

school using this method calculates and documents on a student-bystudent basis what portion of the student’s FSEOG award comes from

federal funds and what portion comes from nonfederal funds.

♦ Aggregate basis—The school ensures that the sum of all funds awarded to

all FSEOG recipients in a given award year consists of 75 percent federal

dollars and 25 percent qualified nonfederal dollars. A school using this

method calculates and documents on an aggregate basis what portion of

total federal and qualified nonfederal dollars awarded to all FSEOG

recipients comes from federal funds and what portion comes from

nonfederal funds.

♦ For example, if a school awards a total of $60,000 to all FSEOG

recipients in an award year, it must ensure that $45,000 comes from

federally allocated funds and $15,000 comes from nonfederal funds.

The school may meet this requirement by awarding qualified

nonfederal funds to FSEOG recipients on a student-specific basis.

For example, if the school makes a total of $60,000 in FSEOG

awards to a total of 100 students, the entire nonfederal share may be

met by awarding a total of $15,000 in nonfederal resources to only

five FSEOG recipients. However, each FSEOG recipient must

receive some FSEOG federal funds.

♦ Fund-specific basis—The school establishes an FSEOG fund for federal

program funds and deposits the required 25 percent qualified nonfederal

matching share into the fund. Awards to FSEOG recipients are then

made from this “mixed” fund. A school using this method first creates a

pool of funds containing 75 percent federal dollars and 25 percent

nonfederal dollars, then makes FSEOG awards to students from this

pooled fund. Once the federal and qualified nonfederal funds are

combined, they lose their separate identities. For the purpose of a return

of Title IV funds calculation, 100 percent of the funds are considered

federal.

The nonfederal share of FSEOG funds must come from nonfederal resources

such as institutional grants and scholarships, tuition or fee waivers, state

scholarships and grants, and foundation or other charitable organizational funds.

However, the portion of a state scholarship or grant that comes from the

Leveraging Educational Assistance Partnership (LEAP) Program (previously

known as the State Student Incentive Grant [SSIG] Program) or the Special

Leveraging Educational Assistance Partnership (SLEAP) Program cannot be

used for the nonfederal share.

 Reference:

• 34 CFR 676.21(c)

• 34 CFR 692

Reference:

• DPL CB-00-13

• DPL CB-99-15

• DCL CB-98-15
June 2001 The Blue Book 3-17

Obtaining Authorization for Campus-Based Funding

Annually, ED identifies the percentage of each state’s scholarships that can be

used to provide the nonfederal share of FSEOG awards. Each school then can

apply the appropriate state percentage to the state scholarships and grants its

students receive to determine the total amount of state scholarships and grants

that may be used to meet the FSEOG nonfederal share requirement.

♦ For example, if a student receives a grant of $600 from a state where

91.56 percent of state funding can go toward FSEOG awards, the school

multiplies 91.56 percent by $600. The result is $549, which is the portion

of the grant that the school may use to meet the nonfederal share of an

FSEOG award.

3.3 Administrative Cost Allowance (ACA)

Schools participating in the campus-based programs are entitled to an

administrative cost allowance (ACA) from their campus-based program

funds. The ACA is part of the institution’s total program expenditures, not an

additional allocation. An example of an ACA calculation is on the next page.

A school may take its ACA out of its annual FSEOG and FWS allocations and

from cash on hand in its Federal Perkins Loan fund. A school may also draw its

ACA from any combination of campus-based programs or it may take the total

ACA from one program, provided there are sufficient funds in that program.

However, a school may not draw any part of its ACA from a campus-based

program unless it disbursed funds to students from that program during that

award year.

If a school charges an ACA against its Federal Perkins Loan fund, it must charge

these costs during the same award year in which the expenditures for these costs

were made.

Schools may claim an ACA to help them defray the costs of administering the

campus-based and Federal Pell Grant programs, such as salaries, supplies, and

equipment. The ACA may also be used to pay service fees charged by banks for

maintaining campus-based program accounts, including a school’s Federal

Perkins Loan fund, and for expenses related to student consumer information

requirements.

The amount of ACA a school may claim is determined by its expenditures for

the campus-based programs in which it participates, excluding the amount of

Federal Perkins Loans assigned to ED. Here “expenditures” means:

♦ FSEOG disbursements (grants made) to students (this includes both the

75 percent federal share and the 25 percent nonfederal share),

♦ FWS gross compensation (wages paid) to students (this includes the total

federal and nonfederal shares), and

♦ Federal Perkins Loan advances (loans made) to students.

 Reference:

• Student Financial Aid

Handbook , Volume 4:

Campus-Based

Common Provisions

• 34 CFR 673.7

• DPL CB-00-10
The Blue Book June 2001 3-18

Chapter 3

ACA is calculated as a percentage of a school’s campus-based program

expenditures, as follows:

♦ 5 percent of the first $2,750,000 of expenditures, plus

♦ 4 percent of expenditures greater than $2,750,000 but less than

$5,500,000, plus

♦ 3 percent of expenditures that are $5,500,000 or more.

Some schools do not claim an ACA so that all the funds can be used for student

awards. This option is the school’s decision.

Example of an Administrative Cost Allowance (ACA) Calculation

In the 2000-01 award year, A+ University had qualified campus-based expenditures of

$10,000,000. The school fiscal office determined the school’s total administrative cost

allowance (ACA) in the following way:

Part 1 –

(5 percent of the first $2,750,000 of expenditures)

$2,750,000 multiplied by 5% equals $137,500

Part 2 –

(4 percent of expenditures greater than $2,750,000 but less than $5,500,000)

$5,499,999 minus $2,750,001 equals $2,749,998

$2,749,998 multiplied by 4% equals $109,999.92, which was rounded up to $110,000

Part 3 –

(3 percent of expenditures $5,500,000 or more)

$10,000,000 minus $5,500,000 equals $4,500,000

$4,500,000 multiplied by 3% equals $135,000

A+ University’s fiscal officer added the totals of all three parts and determined the school’s

ACA for the 2000-01 award year:

$137,500 plus

$110,000 plus

$135,000 equals

$382,500 – total allowable ACA

For the 2000-01 award year, A+ University’s total allowable administrative cost allowance is

$382,500.
June 2001 The Blue Book 3-19

Obtaining Authorization for Campus-Based Funding

3.4 Funds Available for Awards

Schools may transfer funds from certain campus-based programs into certain

other campus-based programs. Schools may also carry FWS or FSEOG funds

back to the previous year or forward to the next year.

Transferring Funds Between Campus-Based Programs

Schools may not transfer funds from their FSEOG funds to another campusbased program.

A school may transfer up to 25 percent of its total FWS federal allocation to

FSEOG. This 25 percent maximum is based on a school’s current award year

allocation and includes both initial and supplemental FWS allocations. FWS

funds carried forward to the next year or carried back to the previous year do not

change the basis for the 25 percent maximum transfer. A school may transfer up

to 25 percent of its annual Federal Perkins Loan allocation to FSEOG and/or

FWS. The total transfer cannot exceed 25 percent of the Federal Perkins Loan

allocation, whether it is made only to one program or divided between the two

programs.

Transferred funds must be spent according to the requirements of the program

to which they have been transferred. Any transferred funds that are not spent by

the end of the award year in which the transfer was made must be returned to

the original program.

A flowchart illustrating the transfer of funds between campus-based programs

is on the next page.

 Reference:

• 34 CFR 674.18(b)

• 34 CFR 675.18(e)

• 34 CFR 676.18(b)
The Blue Book June 2001 3-20

Chapter 3
June 2001 The Blue Book 3-21

Obtaining Authorization for Campus-Based Funding

FWS and FSEOG Carry Forward and Carry Back

A school may carry forward some of its FWS and FSEOG funds in a given

award year to the next award year. Before a school may spend its current year’s

allocation, it must spend any funds carried forward from the previous year. A

school may also carry back some of its current year’s allocation (initial and

supplemental) for expenses incurred in the previous award year. The official

allocation letter for a specific period is the school’s authority to exercise this

option.

Schools are allowed to:

♦ carry forward up to 10 percent of the previous year’s FWS or FSEOG

allocation to cover expenditures in the current award year,

♦ carry forward up to 10 percent of the current year’s FWS or FSEOG

allocation to cover expenditures in the next award year,

♦ carry back up to 10 percent of the current year’s FWS or FSEOG

allocation to cover expenditures incurred in the preceding award year, and

♦ carry back up to 10 percent of the next year’s FWS or FSEOG allocation

to cover expenditures incurred in the current award year.

A flowchart illustrating how FWS and FSEOG funds may be carried forward

and carried back is below.

 Reference:

• 34 CFR 676.18(c)-(f)

for FSEOG

• 34 CFR

675.18(b)(c)(d) 

for FWS

• HEA, Part A, 

Section 413E

• HEA, Part C, 

Section 445
The Blue Book June 2001 3-22

Chapter 3

Carry Back Funds for Summer FWS Employment and FSEOG Awards

Schools may also carry back and expend in the previous award year any portion

of their FWS allocations for the current award year to pay student wages earned

from May 1 through June 30 of the previous award year (that is, for summer

employment). Similarly, schools may carry back any portion of their FSEOG

allocation for the current award year to pay FSEOG awards for payment periods

that begin on or after May 1 of the previous award year but end before the

beginning of the current award year.