Resolving Database Match Results SARC codes and CPS Rejects

1
Resolving Database Match Results (SAR-C codes)
and CPS Rejects

• Ginger Klock
• Dan Klock

2
Session Objectives

• Learn how the CPS generates C codes and
  selects records for rejects.
• Understand what the SAR C codes and rejects
  are telling you.
• Learn how you can help the student correct
  the data, eliminate the reject or C code and
  how and when you can or cannot disburse aid based
  on remaining C codes.

3
Agenda

• CPS Processing
• Edits
• EFC Calculation
• Verification Selection
• Data Matches
• CPS Matches
• Social Security Administration
• Veterans Affairs
• Department of Homeland Security
• NSLDS
• Selective Service
• Rejects

4
CPS Processing
5
The CPS

• Receives data
• Processes data
• Calculates EFC
• Disseminates data to students, schools and other
  agencies

6
Options for submitting FAFSA data

• Web Applications and Corrections (English
  Spanish)
• Paper Applications and Corrections (English
  Spanish)
• Schools and Third Party Servicers Applications
  and Corrections using FAA Access on the Web or
  EDconnect and SAIG

7
Initial Receipt and Editing

• Ensures data and files are valid according to the
  specifications
• Checks for field length and valid values
• Pulls forward and converts previous cycle data
  for Renewal Applications

8
Processing Edits

• Substantive edits on application data to
  determine if EFC can be calculated
• Edit for basic eligibility requirements (name,
  date of birth, citizenship, drug offense
  conviction, dependency status)
• Edit for validity and consistency of financial
  data

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Assumption Edits

• Assume a logical response for missing or
  incorrect data based on comparison with other
  responses provided by the applicant
• Assumed values are used in calculating the EFC
• Data is identified as assumed for both the
  student and the FAA
• Some assumptions can be overridden by the student
  or an FAA

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Reject Edits

• Missing or significant conflict in key
  information, and a logical assumption cannot be
  made
• An EFC is not calculated
• Fields are highlighted and SAR comments are
  provided
• A correction is required

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Types of Rejects

• Alpha reject codes indicate reject reasons that
  are verifiable - that is,
• the student can verify the questionable data by
  re-entering the same value, or
• can correct it to a different value
• Numeric reject codes are not verifiable - the
  questioned data must be changed or provided
• Most alpha rejects and a few numeric rejects can
  be overridden by an FAA

12
Warning Edits

• Data is questionable or contradicting but not
  severe enough to be rejected
• Includes cross year edits
• EFC is calculated
• Fields are highlighted and SAR comments are
  provided

13
EFC Calculation

• Performed for non-rejected and signature only
  rejected records
• Calculate primary and secondary EFC if SNT is met
  and asset information is provided
• Calculate eleven alternate EFCs for programs of
  less than and greater than nine months

14
Verification Selection

• Records with EFCs or rejected for missing
  signatures only
• Goal is to select 30 of all applicants
• 100 targeted criteria used - each with an
  associated score
• Total score used to determine if record will be
  selected
• Only Pell eligibles selected except for random
  selection

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Data Matches

• Department of Homeland Security (DHS)
• Selective Service
• Veterans Affairs (VA)
• National Student Loan Data System (NSLDS)
• Social Security Administration (SSA)

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EDE Destinations (Schools, States and Servicers)
Paper FAFSA (IDC)
FAFSA on the Web Products/ FAA Access
SAIG
Internet
FSAIC
Social Security Admin
Social Security Admin.
CPS

COD
Selective Service
Dept of Homeland Security
Veterans Affairs
NSLDS
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CPS Data Matches

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• Department
• of Homeland Security
• (DHS) Match for eligible non-citizen

19
When can I disburse for an eligible non-citizen?

• Y flag in the DHS Match Flag
• ISIR field 276
• or
• Y flag in the Secondary DHS Match Flag
• ISIR field 277

20
When can I disburse with a C code for eligible
non-citizen?

• No response from DHS on Secondary Confirmation
  submission
• 15 days
• supporting documentation
• See FSA Handbook
• Vol. 1, Chapter 2

21
When do I have to do Secondary Confirmation?

• When you get a ___ flag in the Secondary DHS
  Match Flag - ISIR field 277
• P - wait 10 days
• C - wait 10 days
• X - dont wait
• N - dont wait

22
Where do I get a G-845 Form and where do I send
it?

• IFAP, Electronic Announcement, entitled,
• Summary Update on USCIS Field Offices for
  Submission of Immigration Status/Document
  Verification Request, G-845-New Field Office for
  Schools".

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How do I fill out the G-845 form?

• For best results be sure to provide
• DHS Verification Number in 5 (ISIR Field 279)
• Add student SSN in item 8 in Other
• Submitting Agency is YOU, the school
• Supporting documentation needed

MATCH FLAGS SSN Match Flag 4
Selective service Registration Flag
Selective Service Match Y DHS Match Flag N
DHS Verification 123456789012345
SSA Citizenship Code DHS Sec. Conf. Flag
X VA Match Flag 1 FSSN Match Flag 4
NSLDS Match Flag 1 NSLDS Database
Results Flag 4 MSSN Match Flag 4
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What happens if the applicant leaves the citizen
question on the FAFSA blank?
Are you a U.S. citizen? Mark one.

• Reject 17
• Unless, SSA confirms that the applicant is a U.S.
  Citizen - ISIR field 289 A or is blank
• Unless, the applicant provides an ARN
• Correction to indicate citizen or eligible
  non-citizen, as appropriate.

25
What if the applicant corrects to citizen but
SSA does not confirm?

• Reject 17 will disappear
• C code requires resolution collect
  documentation showing proof of citizenship such
  as birth certificate or passport

26
What if the applicant corrects from eligible
non-citizen to citizen or changes the ARN?

• New for 08-09
• SSA Match to check citizenship
• ARN changes go to DHS Match
• C code if SSA does not confirm
• Collect documentation
• Make correction to SAR

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Selective Service (SS) Match for registration
status
28
Can I disburse when the Selective Service Match
flag is N (not registered) and there is a C
code?

• ONLY when you have documentation of Registration
  Acknowledgement or letter of registration from
  Selective Service OR if the applicant qualifies
  for a waiver or exemption.

29
Whats up with adding a response of Female to
FAFSA Question 21?

• More direct question so females wont leave the
  question blank
• Blank responses are sent to the SS match
• Less documentation required -- for females not
  confirmed by SS

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Veterans Affairs Match (VA) for dependency status
31
What do I do when a Veteran is not confirmed by
VA?

• Independent Student
• VA does not confirm
• C code
• Collect documentation
• Make a correction to SAR

32
What happens when a student responds Yes to
active duty, but not to Veteran?

• Independent Student
• No Match with VA
• If Veteran is Yes and VA does not confirm,
  still Independent

33
Just Say NO to Drugs
34
What correction is needed to get off the Drug
Abuse Hold File?

• Reject 19
• DOJ refers records to FSA
• Debarment Expiration Date
• Student works with Parole Officer and the courts
• New ISIR not automatic
• FSA 202-377-3385

35
Is there any way I can disburse on a C code
because of FAFSA Drug Question 31?

• Cannot be left blank
• Must make correction
• Must eliminate C code

36
NSLDS Match for aid history on SAR/ISIR
37
What is the purpose of CPS sending NSLDS aid
history information?

• First alerts
• Providing Caution
• Information outside your own school
• Assists in your own reporting to NSLDS

38
What NSLDS information does CPS provide that
causes the C code?

• FSEOG, Perkins or Grants in Fraud or in
  Overpayment
• Defaulted Loans
• Bankrupt Loans
• Discharged Loans
• Close to or Exceeding Loan Limits
• Identifier Mismatch

39
So, do I have to eliminate the C code before I
can disburse?

• Timing of updates to
• NSLDS
• Never pay on a C code without appropriate
  documentation

40
Where do I find out more about the NSLDS
information?

• NSLDS Sessions
• 1 Security Whats New
• 2 NSLDS Aggregate calculations
• 23 NSLDS for Beginners - hands on
• FSA Handbook Volume 1, Chapter 3
• ISIR Guide NSLDS Financial Aid History and
  Appendices B and C
• www.nsldsfap.ed.gov

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Social Security Administration for verifying
identifiers
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SSA indicates that SSN is invalid or belongs to a
deceased individual.

• An EFC will not be calculated
• If SSN Correct
• Student contacts SSA
• Then reaffirm SSN on SAR
• If SSN is NOT Correct
• Correct SSN on SAR
• Can re-file with the Correct SSN

43
SSA does not confirm Name or DOB for student

• An EFC will not be calculated
• If Name/DOB is correct
• Student encouraged to contact SSA
• Reaffirm Name/DOB on SAR
• Record goes back to SSA for Match
• If SSA still does not confirm,
• CPS reject will be suppressed
• C code will remain
• Documentation required before disbursing

44
What if SSA confirms the second time around?

• No C code. No further resolution required
• For Parents
• Even if SSA does not confirm after parent
  reaffirms, no further resolution required.

45
Do I have to resolve C codes for SSA mismatches
for parents?

• No C codes for parents
• Parents encouraged to contact SSA to resolve
  discrepancies
• Require a full match for at least one parent
• Rejects must be resolved

46
Reject Codes Reject ReasonsReject Resolutions

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Reject Codes and Reject Reasons

• Reject Codes
• Alpha/numeric
• Verifiable/non-verifiable
• Information is highlighted
• FAA overrides

48
What happens when parents enter all zeros for
SSN, but indicate Tax Filer?

• Reject J, K
• Reason If they filed taxes, they should have
  SSN
• Resolution Correct or re-enter to verifyFAA
  Documentation for student

49
When will a student get a signature reject?

• Reject 14, 15, 16
• Reason Failed SSA match or Student/ Parent
  failed to sign paper FAFSA, Signature page or SAR
• Resolution Correct at SSA or Provide signature

50
What if student/parent reports income greater
than IRS filing requirements?
NEW!

• New edit
• Reject 20
• Reason Non-filer with income greater than IRS
  filing requirements
• Resolution Correct or FAA override with
  documentation
• Resource IRS Publication 17

51
What if a student wants to project or change
marital status?

• New edit
• Non-verifiableFAA override
• Reject 4
• Reason Marital status date is greater than
  application date. Student is attempting to
  change snapshot.
• Resolution Correct or FAA override

52
What happens when Taxes Paid is gt 0 and gt or
equal to AGI?

• Non-verifiable reject FAA override
• Reject 3 or 12
• Reason Student/parent has entered unreasonable
  number for Taxes Paid
• Resolution
• Correct to a different value
• Re-enter same value (reject remains)
• Only the FAA can override

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What if Taxes Paid is not equal to or gt than AGI
but gt a reasonable of AGI?

• Reject C or G
• Reason Student/parent has an unusually high
  number for Taxes Paid
• Resolution Correct or re-enter to verify data
• FAA can override on 01 transaction.

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References

• On IFAP
• The 2008-09 ISIR Guide
• Federal Student Aid Handbook
• Electronic Announcements
• www.nsldsfap.ed.gov

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Questions ??