502-6 - Verification Process Procedure
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Title:
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Verification Process Procedure
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Approved by:
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Effective date:
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Current Version:
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v1.1
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Previous Version:
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v1.0
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Procedure: Verification Process Procedure
United States University Student Financial Services Office verifies all applications selected for verification by CPS, or if there is a discrepancy or an unusual situation which requires the application to be verified. USU verifies only those data elements required by the federal government. However, the Student Financial Services Office may request additional information if further information is needed to resolve a discrepancy. The Student Financial Services Office is required to resolve any discrepancies discovered in a student's file, regardless of whether the student is selected for verification.
Verification is complete by the Student Financial Services Office once all requested documents and a valid ISIR are on file. All necessary corrections must be made by the Student Financial Services Office.
Required Documentation
Dependent Students Selected for verification:
V1 Group
Students in this group must verify the following if they are tax filers:
AGI, U.S. Income Tax Paid, Untaxed portions of IRA distributions, Untaxed portions of pensions, IRA deductions and payments, tax-exempt interest income, education credits, household size, number in college
Students who are non-tax filers must verify the following: Income earned from work, parent household size (including student), number in college
1. A Dependent Verification Worksheet signed by both student and at least one parent on the FAFSA.
2. Student and Parent(s)
2.1. Utilize the IRS Data Retrieval Tool, (or)
2.2. Provide a base year IRS Tax Return Transcript, (or)
2.3. Provide a signed copy of the tax return submitted to the IRS
2.4. Provide a copy of Verification of Non-filing Letter from the IRS and all W2(s). Dependent Students are not initially required to provide a Verification of Non-filing letter.
V4 Group
1. Students must verify high school completion status and identify/statement of educational purpose
1.1. Provide one of the following documents that indicate the student’s high school completion:
1.2. A copy of the student’s high school diploma
1.3. A copy of the student’s final official high school transcript that shows the date when the diploma was awarded.
1.4. A copy of the student’s General Educational Development (GED) certificate or GED transcript.
1.5. Provide the Identity and Statement of Educational Purpose form and copy of valid government-issued identification.
2. Student will provide the original notarized form and copy of valid government-issued identification presented to notary.
V5 Group
Students must verify high school completion status and identity/statement of educational purpose in addition to the items in the Standard Verification Group.
1. Provide a Dependent Verification Worksheet signed by both student and at least one parent on the FAFSA.
2. Student and Parent(s)
2.1. Utilize the IRS Data Retrieval Tool, (or)
2.2. Provide a base year IRS Tax Return Transcript.
2.3. Provide a signed copy of the tax return submitted to the IRS
2.4. Provide a copy of Verification of Non-filing Letter from the IRS and all W2(s).
2.5. Dependent Students are not required to provide a Verification of Non-filing letter.
3. Provide one of the following documents that indicate the student’s high school completion:
3.1. A copy of the student’s high school diploma.
3.2. A copy of the student’s final official high school transcript that shows the date when the diploma was awarded.
3.3. A copy of the student’s General Educational Development (GED) certificate or GED transcript.
3.4. Provide the Identity and Statement of Educational Purpose form and copy of valid government-issued identification.
4. Student will provide the original notarized form and copy of valid government-issued identification presented to the notary.
Independent Students Selected for verification:
V1 Group
Students in this group must verify the following if they are tax filers:
AGI, U.S. Income Tax Paid, Untaxed portions of IRA distributions, Untaxed portions of pensions, IRA deductions and payments, tax-exempt interest income, education credits, household size, number in college
Students who are non-tax filers must verify the following: Income earned from work, household size, number in college
1. Provide a signed Independent Verification Worksheet
1.1. Student and Spouse (if applicable)
2. Utilize the IRS Data Retrieval Tool, (or)
2.1. Provide a base year IRS Tax Return Transcript (or)
2.2 Provide a signed copy of the tax return submitted to the IRS
2.3. Copy of Verification of Non-filing Letter from the IRS and all W2(s)
V4 Group
Students must verify high school completion status and identify/statement of educational purpose
1. Provide one of the following documents that indicate the student’s high school completion status:
1.1. A copy of the student’s high school diploma.
1.2. A copy of the student’s final official high school transcript that shows the date when the diploma was awarded.
1.3. A copy of the student’s General Educational Development (GED) certificate or GED transcript.
2. Provide the Identity and Statement of Educational Purpose form and copy of valid government-issued identification.
2.1. Student will provide the original notarized form and copy of valid government-issued identification presented to the notary.
V5 Group
Students must verify high school completion status and identity/statement of educational purpose in addition to the items in the Standard Verification Group
1. Provide a signed Independent Verification Worksheet
1.1. Student and Spouse (if applicable)
2. Utilize the IRS Data Retrieval Tool, (or)
2.1. Provide a base year IRS Tax Return Transcript (or)
2.2 Provide a signed copy of the tax return submitted to the IRS
2.3. Copy of Verification of Non-filing Letter from the IRS and all W2(s)
3. Provide one of the following documents that indicate the student’s high school completion status:
3.1. A copy of the student’s high school diploma.
3.2. A copy of the student’s final official high school transcript that shows the date when the diploma was awarded.
3.3. A copy of the student’s General Educational Development (GED) certificate or GED transcript.
3.4. Provide the Identity and Statement of Educational Purpose form and copy of valid government-issued identification.
4. Student will provide the original notarized form and copy of valid government-issued identification presented to the notary.
Verification Exclusions:
In the following circumstances, student verification is not required. The Student Financial Services Director will document specific reason within Campusvue if any of the following applies:
1. An applicant who died during the award year
2. A student who does not receive Title IV funds
3. A student who is eligible to receive only unsubsidized loans
4. Student was selected for verification after ceasing to be enrolled at the school and after all Title IV aid has disbursed.
Consequences for failing to submit documents in a timely manner:
1. If students fail to supply necessary verification documentation, their payment method is updated to cash on the 7th day of class
2. For all financial aid applicants selected for verification, the process must be completed prior to the deadline published in the Federal Register. The tentative deadline is September 15th or 120 days after the last day of the student’s enrollment, whichever is earlier.
2.1. Verification is complete by the Student Financial Services Office once all requested documents and a valid ISIR are on file.
2.2. All necessary corrections must be made by the Student Financial Services Office. I
2.3. If there are any changes after verification is complete to a student’s awards, they are emailed an updated academic year budget.
2.4. Graduate level students and above are exempt from all verification groups, except the Custom Verification (V4)
Filing an Amended Tax Return:
1. Individuals who filed an amended tax return must submit a tax return transcript obtained from the IRS that lists tax account information of the tax filer for base tax year;
1.1. And a signed copy of the IRS Form 1040X that was filed with the IRS
IRS Transcript Request options:
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Use IRS.gov or the IRS2Go app to access Get Transcript Online; after verifying your identity, you may immediately download or print the transcript, or
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Call 800-908-9946 for an automated Get Transcript by Mail feature, or
- Submit Form 4506-T or 4506T-EZ to have a transcript mailed to the address of record.
- An IRS Tax Return Transcript is generally available within 2–3 weeks being accepted by the IRS.
Individuals with Unusual Tax Circumstances
Victims of IRS Tax Related Identity Theft:
1. A victim of tax related identity theft who is not able to obtain an IRS Tax Return Transcript or use the IRS Data Retrieval Tool should submit a signed and dated statement indicating that they are the victim of IRS related identity theft and must contact the IRS at 1-800-908-4490.
1.1. Upon authentication of VERIFICATION POLICY 3 V0.2 5August2020 the tax filer’s identity, the IRS will provide a tax return database view transcript (TRDBV), by U.S. Postal Service that can be submitted.
Temporary Guidance due to the Pandemic
Verification of High School (or Equivalent) Completion Status
1. Guidance applies until December 31, 2020, if an applicant is V4 or V5 regarding high school completion status documentation.
1.1. The applicant should attempt to have their high school completion status documented such as transcripts or diploma.
1.2. If this is unavailable during the pandemic, a statement by the student indicating high school diploma or equivalent was obtained and the date of completion.