To participate in any Title IV, Higher Education Act (HEA) program, UW-Madison must demonstrate the institution is capable of properly managing each Title IV program it administers while educating and preparing students. UW-Madison establishes and maintains such administrative and fiscal procedures and records as necessary to ensure proper and efficient administration of funds received under the Title IV, HEA programs.
This policy demonstrates UW-Madison’s administrative capability through its identification of the institution’s Financial Aid Administrator, fiscal and cash management, third party servicer relationships, and records retention.
The administration of federal, state, institutional, and outside aid offered to UW-Madison students through the Office of Student Financial Aid.
UW-Madison and the Office of Student Financial Aid (OSFA) designates the Director of Financial Aid as a capable individual responsible for administering and coordinating Title IV, HEA programs with the institution's other Federal and non-Federal financial assistance programs. The individual is identified on the institution's Eligibility and Certification Approval Report (ECAR) and the Program Participation Agreement (PPA).
OSFA uses an adequate number of qualified persons to administer the Title IV, HEA programs as well as all other state of Wisconsin and institutional aid programs considering the following:
There exists a clear and separate division of responsibility for the administration of Title IV funds at UW-Madison. Title IV, HEA programs are administered with adequate checks and balances in UW-Madison's system of internal controls, and the functions of authorizing payments and disbursing funds are divided between the Office Student Financial Aid and the Bursar’s Office. One office does not have the sole responsibility of both functions.
UW-Madison follows the policies spelled out in the University’s program participation agreement by maintaining such administrative and fiscal procedures and records as may be necessary to ensure proper and efficient administration of funds received under the Title IV, HEA programs, together with assurances that UW-Madison will provide, upon request and in a timely manner, information relating to the administrative capability and financial responsibility of UW-Madison. These include:
Retention of records designated by the Secretary of Education
UW-Madison uses the Advance Payment Method and disburses Title IV aid prior to drawing down federal funds from the U.S. Department of Education’s G5 portal.
UW-Madison exercises caution in selecting third-party servicers, financial aid consulting services, financial aid management systems (software), and/or the electronic data storage systems it utilizes to assist in the administration of the Title IV programs.