FISAP on the WEB Reference 2003-2004

1
Table of Contents

FISAP BASICS...............................................................................................................................................................3

HOW TO LOGON.......................................................................................................................................................... 3
HOW TO A CCESS THE WEBSITE …..……………………………………………………………….………3
HOW TO OBTAIN A PIN NUMBER............................................................................................................................. 3
HOW TO RECEIVE A TG#........................................................................................................................................... 3
HOW TO A CCESS MY PRIOR YEAR DATA…………………………………………………………………..3
W HEN TO SUBMIT THE REALLOCATION FORM …………………………………………………………..4
HOW TO OBTAIN COMPLIANCE CERTIFICATION …………………………………………………………4
HOW TO REQUEST UNDERUSE OF FUNDS W AIVER………………………………………………………...5
HOW TO VIEW FISAP EDITS ………………………………………………………………………….…5
HOW TO A CCESS HELP AND SELF-SERVICE FEATURES ……………………………………………………6
HOW TO VIEW A CKNOWLEDGEMENT FILES.………………………………………………………………7
HOW TO PRINT FROM FISAP ON THE WEB ………………………………………………………………7
W HAT IS A COMPLETE FISAP SUBMISSION………………………………………………………………..8

ELECTRONIC FISAP PROCESS AND CHECKLIST FOR NEW AND CONTINUING SCHOOLS

THE ONLINE CHECKLIST ………………………………………………………………………………..11

FISAP P ROCESS …………………………..………………………………………………………… 12
STEP ONE: REALLOCATION FORM SETUP ............................................................................................................ 12
STEP TWO: UPDATE……………………………………………………………………………………...13
STEP THREE : VALIDATION PROCESS …………………………………………………………………..14
STEP FOUR: SUBMIT …………………………………………………………………………………..…14
STEP FIVE : DEBARMENT FORM & SIGNATURE PAGE ……………………………………………………15
STEP SIX: M AIL………………………………………………………………………………………….16
STEP SEVEN: SUBMITTING CORRECTIONS………………………………………………………………..16

2
FISAP Basics

How to Logon

You can access the FISAP on the Web at http://cbfisap.sfa.ed.gov. This site will allow
you to complete and submit your FISAP online, receive real-time validation edits, access
your statement of account, view your electronic notifications and more.

How to Access the Website

To access FISAP on the Web, you will need a PIN and a TG # from the Department of
Education (ED). The FISAP site will use these to validate each user's identity and their
access rights. Many schools that already participate in Title IV Programs have an ED TG
#. Check with your Destination Point Administrator (DPA) if you are unsure.

How to Obtain a PIN Number

You can register for a PIN at http://www.pin.ed.gov. The PIN serves as your identifier
for accessing various ED websites. Once you submit an application online, a PIN will be
sent via electronic mail in approximately four business days. You will want to complete
this step at least four days before you wish to begin the FISAP cycle on the Web.

How to Receive a TG #
If your school is new to the Campus-Based Programs (CB), log onto
http://sfawebenroll.ed.gov to enroll in the Student Aid Internet Gateway. Once enrolled,
you will receive a TG # for the FISAP. If your school already participates in the CB, your
school already has a TG #. Check with your school's Destination Point Administrator
(DPA) to see if you need to be added to the existing profile.

How to Access my Prior Year Data

You won’t need to load the prior year data file information when using the FISAP on the
Web. If you submitted a FISAP last year, the FISAP on the Web automatically loads your
prior year data information for you. You will no longer have to manually import prior
year data files.

3
When to Submit the Reallocation Form
You must complete and submit the CB Reallocation Form to the ED by midnight of
August 23, 2002 if your school plans to release unexpended CB Program funds or
request supplemental Federal Work-Study (FWS) funds.
The Reallocation Form can be found in the FISAP on the Web through the “Setup” tab on
the top navigation bar. Inside the setup window is a link to the Reallocation Form for the
school that is displayed. Instructions for the Reallocation Form can be accessed through
the “Help” tab on the top navigation bar. Under the “Contents” tab on the left hand menu,
select Setup and then Setup-Reallocation Form to view the Reallocation Form
instructions.

Note: After August 23, this option will not be available and will be grayed out.

How to Obtain Compliance Certifications

Applicants should review the regulations and the instructions for certification. Signature
of this form provides for compliance with certificatio n requirements under 34 CFR Part
82, "New Restrictions on Lobbying," and 34 CFR Part 85, "Government-wide Debarment
and Suspension (Nonprocurement) and Government-wide Requirements for Drug-Free
Workplace (Grants)." The certifications shall be treated as a material representation of
fact upon which reliance will be placed when the ED determines to award the covered
transaction, grant, or cooperative agreement.

For administrative ease, the ED has combined the Drug-Free Workplace, Anti- Lobbying
and Debarment Certifications and the FISAP Certification and Signature Page into Part 1,
Identifying Information, Certifications and Warning. The combined certification and
signature pages can now be printed by clicking Self-Service in the top navigator and
selecting it from the list of reports.

It is important that you print your combined certification and signature pages from the
Self-Service page and mail them with ORIGINAL SIGNATURES to the following
address:

Electronic FISAP Administrator

1953 Gallows Road, Suite 300
Vienna, Virginia 22182

4
How to Request Underuse of Funds Waiver
If your school is returning more than 10 % of its Federal Perkins Loan, Federal
Supplemental Opportunity Grant (FSEOG), or FWS allocation for the 2001-2002 award
year, you will receive a reduction of that program’s 2003-2004 allocation in the same
amount of the returned 2001-2002 funds.
You may request a waiver of the “Underuse of Funds” penalty by selecting the “Yes”
radio button in Part II, Section C, Field 6. You must also provide a written explanation of
the circumstances that caused the underuse of your allocation on the Additional
Information screen. If you need to send additional documentation to support your written
explanation, please attach that documentation to your combined certification and
signature pages. The deadline for a waiver request is February 14, 2003.
A review panel will consider each waiver request and ED will send the approval or denial
decision to schools by March 15, 2003.

How to View FISAP Edits Using the Real-Time Data Validation of

FISAP on the Web

The Validation Feature is designed to provide easy and immediate validation of FISAP
data. The system generates edits and error messages that you may fix, explain with
additional information or ignore. You do not have to complete the FISAP before the data
is validated.
FISAP on the Web offers three validation scenarios:

• Validate- Selecting this link from the left navigation bar on the website (located under
Validation) will partially validate your FISAP. Validations will be checked from the
beginning of your FISAP up to the page from where you selected the Validate Link. No
validations will be checked for parts beyond that page.

• Validate All- Selecting this link from the left navigation bar on the website (located
under Validation) will validate your entire FISAP. It is recommended that you complete
your FISAP before selecting this link.

• Submit- Selecting this link from the left navigation bar on the website will automatically
validate your entire FISAP. This is the first step in the FISAP submission process. There
are some validation edits that must be fixed before submission.

Please note that while you are in validation mode you will not be able to access any other
links on the website. A 'Cancel Validation' sub- link will be available under the Validation
link on the left navigation bar if you need to access other areas of the website.

5
Validation error numbers and error messages are displayed after selecting one of the three
validation scenarios. A validation worksheet is displayed detailing error numbers and
validation messages. The worksheet contains a 'Print Friendly Version' link on the top of
the page so you can print a copy for your records.

You will be able to either log or fix your validation errors. Here is how it works:
• Fixing Errors - A 'Fix Error' button will be located to the right of the validation error
message. Clicking the button will take you to the FISAP page where the error occurred. If
the error involves more than one field on separate pages, the system will take you to the
last page affected by the error. You may then fix all fields related to an error.

• Logging Errors - A 'Log' check box will be located next to each validation error
message. You may check the errors that you want to log and click ‘Log’ at the bottom of
the left side of the screen. Clicking ‘Log’ will display the Additional Information Page
where you may supply any information you think will be relevant to that error.

How to Access Help and Self-Service Features

The FISAP on the Web contains three help Features: Section Help, Page Help and
System Help.

• Section Help is represented by a question mark located to the right of the more complex
fields on the FISAP. This button gives information specific to that section.

• Page Help is located on the bottom left side of almost all pages of the website. It contains
information specific to the current page.

• System Help is located on the top navigation bar of each screen. It contains information
about the CB Programs including FISAP Basics, Frequently Asked Questions, Getting
Started with FISAP, a search feature, and more.

The Self-Service Feature is designed to provide you easy and immediate access to your
school's CB Information via a secure Internet connection. Within the Self-Service Feature
you can access and print your school's CB Programs' information including:

• The 2003-2004 FISAP form:

o Submitted Version
o Current Working Version
o Debarment Form & Signature Page
o Lobbying Form

• Statement of Account for the following years:

o 2002-2003 Award Year

6
 o 2001-2002 Award Year
o 2000-2001 Award Year
o 1999-2000 Award Year
o 1998-1999 Award Year
o 1997-1998 Award Year

• Help Desk- CB Call Center (877) 801-7168. E-mail address [email protected].

To make the site accessible to all users some forms and reports are viewable via Adobe
Acrobat Reader 5.0. You can download a free copy of Acrobat Adobe Reader 5.0 at
www.adobe.com using the link provided on the FISAP on the Web.

How to View Acknowledgement Files in FISAP on the Web

Acknowledgements are located in the Self-Service section as Submission Logs, which
contain tracking information for FISAP on the Web submissions.

How to Print from FISAP on the Web

If you are experiencing difficulties with printing the PDF files under the Self-Service
section of the FISAP on the Web, please complete the following step(s):

• Download a free version of Acrobat Adobe Reader 5.0. A link is available at the
top of the Self- service page that will take you to the Adobe website to download
your free version of Acrobat Adobe Reader 5.0. You may also access the software
directly at: http://www.adobe.com/products/acrobat/readstep2.html. After
downloading and installing the Adobe Acrobat Reader 5.0, please attempt to print
the PDF again. If you are still experiencing difficulties, please continue to the step
below.

• Configure your PC to read dynamically-created FDF files. If downloading Adobe

Acrobat Reader 5.0 did not resolve your printing problem, please complete the
following steps on your PC:

If your computer is using Windows 98 or 2000

1. Go to 'My Computer'.

2. Select the 'Tools' or 'View Menu'.

7
 3. Select 'Folder Options or Options'.

4. Select the 'File Types' tab.

5. Select the option for 'Extension FDF and File Type Adobe Acrobat Forms
Document'.

6. Select the ‘Edit’ or ‘Advanced’ tab, whichever is applicable to the software.

7. Confirm the 'Open After Download' option is NOT selected.

8. Click the 'OK' button.

If your computer is using Windows NT

1. Go to 'Control Panel'.

2. Select 'View Menu'.

3. Select 'Options'.

4. Select 'File Types' tab.

5. Select the option for 'Extension FDF and File Type Adobe Acrobat Forms
Document'.

6. Select the 'Edit' or 'Advanced' tab, whichever is applicable to the software.

7. Confirm the 'Open After Download' option is NOT selected.

8. Click the 'OK' button.

If you still have questions, please email [email protected], or call the CB Call Center.

What Is a Complete FISAP Submission

A complete FISAP submission to ED consists of the following items:
• Real-time acknowledgement of a completed electronic FISAP on the Web. After you
have completed the FISAP, click the “submit” button to have your FISAP data
submitted. You can verify your submission by going to the “Self-Service” page and
clicking on the “Submission Log” link under the “Acknowledgements” heading.
• Receipt of the combined certification and signature pages printed from the FISAP on
the Web with original signatures.

8
• Any additional documentation you are submitting with your “Underuse of Funds”
waiver request (if applicable).

Refer to the FISAP Instruction Booklet on the IFAP Web site for complete mailing
instructions. Your FISAP signature page and compliance certifications must be
postmarked no later than October 1, 2002. Your FISAP data must also be received by
October 1, 2002. If you have any questions concerning the preparation of your FISAP,
contact the CB Call Center at 1-877-801-7168. You can also e- mail your questions to
them at [email protected].

You may not need to complete the entire FISAP submission. To decide what parts must
be completed, you must know what your school did last year and what it plans to do next
year. This package contains data cells for two separate award years: an Application for
funds for 2003-2004 and a Fiscal Operations Report for 2001-2002.

The FISAP is divided into three main parts: Identifying Information, Certifications and
Warning; the Application to Participate; and the Fiscal Operations Report. The table of
contents is your guide to instructions for each part of this FISAP package.

Part 1- Identification
You are required to send a completed paper FISAP combined certification and signature
page containing Part I information and original signatures to:

Electronic FISAP Administrator

1953 Gallows Road, Suite 300
Vienna, Virginia 22182

Part 2- Application

If you want to request CB funds for your schools for the 2003-2004 award year, you must
comp lete Part II.

Part 3- Perkins Loan Report

You must complete Part III if:

• Your school is a continuing participant in the Federal Perkins Loan Program.

9
 • Your school is liquidating its Federal Perkins Loan Fund. (Hereafter known as the
Fund)
• Your school did not receive a Federal capital contribution for the award year
2001-2002 but did make loans from its Fund.

Part 4- FSEOG Report

You must complete Part IV if your school received FSEOG federal funds for 2001-2002.

Part 5- Federal Work-Study

You must complete Part V if your school received FWS funds for the 2001-2002 award
year.

Part 6-Program Summary

You must complete Part VI, Section A if you participated in the Federal Perkins Loan,
FSEOG, or FWS Program in the 2001-2002 award year. You must complete Part VI,
Section B if you are claiming an administrative cost allowance for the 2001-2002 award
year.

Section A asks you to identify aid recipients by type of student and by income category
for dependent and independent undergraduates, and to enter the amount spent in each
category of aid recipients.
Section B assists you in calculating the administrative cost allowance.

Additional Information

• Use the Additional Information (Addt’l Info) tab to explain errors or to submit
any additional information you want to include with this application.

• First select the edit number (if any) and then press Enter. Your cursor then moves
to the Notes field, where you can begin entering information. FISAP
automatically fills in the Mod. User, Mod. Date, and Mod. Time fields.

10
 • Valid field content is any keyboard character.

Electronic FISAP Process for New and Continuing

Schools

The Online FISAP Checklist

If you have any questions regarding the FISAP and/or the reallocation process, please call
the CB Call Center at 877-801-7168.

Continuing Schools

• Reallocation Form: Complete sections A and B as appropriate for your school

under Setup, Reallocation Form.

• Print the FISAP form, if you want to review and distribute (if more than one
office is working on the FISAP).

• Print, sign, and mail your combined certification and signature page to the correct
address by October 1, 2002.

New Schools

• Print the FISAP form, if you want to review and distribute (if more than one
office is working on the FISAP).

• Print, sign, and mail your newly combined certification and signature pages to the
correct address by October 1, 2002. Electronic FISAP Administrator address
presented in Step 6 below.

The following is a simplified overview of the steps required to complete the electronic
FISAP on the Web.

11
The Online FISAP Process

Step 1: Reallocation Form Setup

Continuing schools will need to complete section A of the Reallocation Form if they have
unexpended 2001-2002 FSEOG, FWS, and/or Perkins Loan funds. If a continuing school
wants to request supplemental FWS funds for community service jobs for the 2003-2004
award year, they must complete section B.

To set up your Reallocation Form:

1. Select the Reallocation Form link from the sub-navigation bar on the Setup
page.

2. The System displays the Reallocation Form. The following fields are pre-
populated: Name of School, Address of School, City, State, Zip, and Serial
Number. Below these displayed fields is where you enter reallocation
information. At the bottom of the page are a Save button and a Help button.
There is also a notice that to submit the Reallocation Form, the User must select
the Submit link on the left navigation bar.

3. Complete Section A and Section B (if necessary), and then begin validation by
selecting Submit on the left navigation bar.

4. There are three ‘critical’ errors that will prevent submission:

Error 00200 If the amount in field #1 is greater than your 2001-2002 original plus
supplemental FSEOG allocation, you will get this error.

Error 00210 If the amount reported in field #2 is greater than your 2001-2002
FWS original plus supplemental allocation, you will get this error.

Error 00220 If the amount reported in field #3 is greater than your 2001-2002
Perkins Loan FCC original plus supplemental allocation, you will get this error.

If any of these errors occur, check your figures with your Chief Fiscal Officer and
correct the mistake.

12
 5. Select the Continue to Submit button.

6. The System displays a certification box where you must indicate that you have the
authority to submit the Reallocation Form. Click submit if you agree to the terms
in the certification. If you do not agree, click ‘cancel validation’ link.

7. Reallocation submittal is complete and officially identified in the database, which

logs the submittal along with who submitted the Reallocation Form and a
time/date stamp. A confirmation page is displayed stating the date and time of
submittal, along with a recommendation that you print the page.

Step 2: Update

To update your FISAP data:

1. Choose the desired school, if multiple school files are set up, by going to Setup,
Change Schools.

2. Select the section of the FISAP to be completed by clicking on the appropriate

part at the left of the screen, such as Application.

3. Enter data or data changes in the form elements on each page. To switch between
pages select a new Part number from the left navigation bar, present throughout
the FISAP website.

4. Upon completion of each section, select the Save button. The page will refresh
and all data on the screen will be saved.

5. Respond to edits or errors (if applicable) by changing data or providing answers.

Step 3: Validation Process

13
The Validate FISAP option provides quick access to available validation data for the
current FISAP. The school and serial number are both apparent on the page. There are
four columns in the validation report as presented:

• Error lists the unique error number that was encountered.

• Validation presents the details of the error, including where it occurred and how
to fix it.

• Fix Error is a button that returns the User to the field affected and allows for an
opportunity to correct mistakes.

• Log displays a check box if an explanation has been entered.

The Validation Process also begins upon selecting the Submit FISAP Data link, which
takes the user to the same page.

Step 4: Submit

There are five “Hard Errors” that, if not corrected, will halt the submission process:

Edit Error Message Field Name

Code

08130 Part IV, field 16 cannot be negative. Expended FSEOG

Authorization

08140 Part IV, field 17 cannot be negative. Unexpended

FSEOG
Authorization

09172 Part V, field 17 cannot be negative. Expended FWS

Authorization

09175 Part V, field 18 cannot be negative. Unexpended FWS

Authorization

14
01010 You must complete the Signatures section on Part 1, Part 1, Page 3
Page 3 before you are allowed to Submit. Please fill this (Section B)
section in and then re-run the Submit Process.

Step 5: Debarment Form & Signature Page

You must print the signature form and certification page for your FISAP submission.

To print the Debarment and Signature Form:

1. Select Self Service from the top navigation bar.

2. Select Debarment Form & Signature Page under the Forms & Reports header.

The form is presented in Adobe PDF format. You may then select from the available
print options.

To print the Lobbying Form:

1. Select Self Service from the top navigation bar.

2. Select Lobbying Form under the Forms & Reports header.

The form is presented in Adobe PDF format. You may then select from the available
print options.

Step 6: Mail

Mail completed signature page and certification form with all required original signatures
to:

Electronic FISAP Administrator

1953 Gallows Road, Suite 300
Vienna, Virginia 22182

Step 7: Submitting Corrections

15
All schools are not required to submit corrections, but if you are a Perkins Loan school
you will need to enter a cash on hand figure as of October 31,2002, in Part 3, Section A,
field 1.2. Schools can submit corrections to their original FISAP submissions until
December 15,2002.

16