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FAFSA Verification Process

Verification 2023-24

About FAFSA Verification

Hardin-Simmons University Verification Policy

Each year the Central Processing System (CPS) of the U.S. Department of Education selects a number of Free Application for Federal Student Aid forms (FAFSAs) for a process called verification.

If your FAFSA is selected for verification, Hardin-Simmons University (HSU) will need to collect additional documentation from you in order to verify some of the information you provided on your FAFSA. For example, HSU may ask for additional information about your income, the number of people in your household, the number of people attending college in your household and/or other information. This page will give you an idea of what to expect if your FAFSA is selected for verification.

Selection and How You Will Be Notified

If you have been selected for verification of your FAFSA, the details listed below explain how to find, complete, and submit requested verification documents for the Summer, Fall, and Spring 2023-2024 semesters.

If your FAFSA is selected for verification, you will be notified as follows:

  1. When the Department of Education sends you the Student Aid Report (SAR), it will include an asterisk (*) next to the Expected Family Contribution (EFC). The asterisk lets you know that HSU will ask for documentation for the verification process.
  2. HSU will notify you by e-mail and via your student self-service portal. Notifications will begin as soon as HSU receives the FAFSA selected for verification. Notifications will continue until you have submitted all documents required for verification or the deadline for submission has passed.

The notifications from HSU will include a link to the secure Campus Logic StudentForms portal so that you may view information about required documentation. The Campus Logic StudentForms portal is the primary communication point for information about FAFSA verification. Visit the site often during the verification process for information on outstanding documentation.

After you submit documents for review, your account may display conflicting information. If this occurs, HSU will again reach out to you to resolve the conflicting information by requesting additional documentation.

Dependent Students and Parents Must Submit

  1. Dependent Student Verification Worksheet found on Campus Logic Student Forms
  2. Student’s 2021 Federal Tax Return Transcript and/or a signed IRS Tax Return, or successful IRS data transfer using the Data Retrieval Tool (DRT)
  3. Parent’s 2021 Federal Tax Return Transcript and/or a signed IRS Tax Return, or a successful IRS data transfer us the DRT
  4. All W2s, 1099s, and supporting schedules.

Independent Students 

  1. Independent Student Verification Worksheet found on Campus Logic Student Forms
  2. Student/Spouse 2021 Federal Tax Return Transcript and/or a signed IRS Tax Return, or successful IRS data transfer using the Data Retrieval Tool (DRT)
  3. All W2s, 1099s, and supporting schedules.

Verification of Non-Filing Letter

A Verification of Non-filing Letter from the IRS is required if the parent or an independent student did not file and was not required to file a 2021 Tax Return with the IRS. To request a Verification of Non-filing Letter, follow the order transcript instructions below.

Correcting Errors on the FAFSA

The financial aid specialist at HSU will verify all required elements, make any necessary changes, and submit corrections to the federal central processors. You will be notified via an email and through your student self-service portal if your aid offer has been revised.

Time Periods/Deadlines and Failure to Submit

Institutional Deadlines for Verification and Consequences of Not Submitting Documentation:

Students who are selected for verification must submit the required verification documents by HSU’s institutional deadline of May 1 of the award year. Failure to submit verification documentation by the institutional deadline means that the school cannot disburse FSEOG funds, employ or permit further FWS employment, or originate or disburse any additional Direct Loans (subsidized, unsubsidized, or PLUS). In addition to forfeiting eligibility for FSEOG, FWS, and Direct Loans for the award year if this deadline is not met, the student also forfeits their eligibility for other need-based aid (state and institutional).

Federal Deadline for Verification and Consequences of Not Submitting Documentation:

Students who are selected for verification may submit verification documents after HSU’s institutional deadline, but by the federal deadline to be considered for Pell funds. The federal deadline for the 2023-2024 award year is September 21, 2024, or 120 days after the students’ last day of enrollment, whichever is earlier. If a student does not provide the verification documentation within this additional time, he or she forfeits their Pell Grant for the award year.

Referral of Fraud Cases

Students and parents are advised that HSU must and will refer to the Office of Inspector General (OIG) any credible information indicating that an applicant for FSA may have engaged in fraud or other criminal misconduct in connection with FAFSA applications. Common misconduct includes false claims of independent status, false claims of citizenship, use of false identities, forgery of signatures of certifications, and false statements of income. Note that fraud is the intent to deceive as opposed to a mistake on an application.

Ordering IRS Transcripts and Other Tax Documents for Verification

There are a few ways you can obtain IRS Federal Tax Transcripts and Information. Please review the options and instructions below:

There are a few ways you can obtain IRS Federal Tax Transcripts and Information. Please review the options and instructions below:

Order Online on the IRS Website

To request IRS Tax Return Transcript or Verification of Non-Filing Letter, go to the IRS website.

In order to use the Get Transcript ONLINE or Get transcript by MAIL options you must be able to provide:

  • Social security number
  • Date of birth
  • The filing status and mailing address from latest tax return
  • Access to your email account
  • Your personal account number from a credit card, mortgage, home equity loan, home equity line of credit or car loan
  • A mobile phone with your name on the account

Order by Fax or Mail

To order transcript by fax or mail, fill out this form: IRS 4506-T.

  • Complete lines 1a through 4, following the instructions on page 2 of the form.
  • Note that line 3 should be your most current address. It is the address where the IRS Verification of Non-Filing Letter will be sent, if line 4 is left blank.
  • Line 5 is optional if you have a customer file number. Enter up to 10 numeric characters to create a unique customer file number that will appear on the transcript. The customer file number should not contain an SSN.
  • On line 7, select the checkbox on the right-hand side for Verification of Non-Filing.
  • On line 9, Year or Period Requested, enter “12/31/2021” for the 2023-2024 Academic Year.
  • The non-filer must sign and date the form and enter their telephone number.
  • Mail or fax the completed IRS Form 4506-T to the appropriate address or fax number provided on page 2 of the form under Chart for All Other Transcripts.
  • Non-filers can expect to receive their Verification of Non-Filing Letter within 5 to 10 days from the time the IRS receives and processes their signed request.

Use the Federal IRS Data Retrieval Tool (DRT)

  • In place of providing the Federal Tax Return Transcript, one option that may be available is the Federal IRS Data Retrieval Tool (DRT), which allows you to download Federal Tax information directly to the FAFSA from the IRS. Tax Data is available through the DRT option within a minimum of 2-3 weeks after electronic submission and acceptance of a Federal Tax Return to the IRS. Using this option may reduce the amount of documentation that the financial aid office needs to request.
  • Please note: If the IRS DRT cannot be used and if verification documentation is requested, it may be necessary to obtain an official Federal Tax Return Transcript from the IRS. Please see the instructions on how to order official transcripts above.
  • Review DRT Instructions

Students and parents filing an amended 2021 Tax Return must submit:

  1. 2021 IRS Tax Transcript or use Data Retrieval Tool (DRT)
  2. A signed copy of the IRS Form 1040xthat was filed with IRS

Those who require tax filing extensions, must submit the following before and after the Extension deadline of October 15:

  • IRS Form 4868, Application for Automatic Extension of Time to File U.S. Individual Income Tax Return
  • Copies of all W2s
  • If self-employed, a signed statement of 2021 Adjusted Gross Income and U.S. Income Taxes paid

All required documents should be provided as soon as they become available. After 2021 taxes are filed, submit your Tax Transcript or signed copy of your Federal 1040 Tax Return for verification. The consequences of failing to meet verification deadlines still apply.

There are circumstances where one or both of the parents of a dependent student or the spouse of an independent student does not have a Social Security Number, an Individual Taxpayer Identification Number, or an Employer Identification Number and therefore is unable to obtain a verification of non-filing from the IRS. Individuals in these cases and whose income is below the IRS filing threshold must submit to the institution a signed and dated statement:

  1. Certifying that the individual(s) does not have a Social Security Number, an Individual Taxpayer Identification Number, or an Employer Identification Number; and
  2. Listing the sources and amounts of earnings, other income, and resources that supported the individual(s) for the appropriate tax year; and
  3. If applicable, a copy of IRS Form W–2 for each source of employment income received for the appropriate tax year or an equivalent document.

A transcript obtained from a government or a U.S. territory or commonwealth or a foreign nation that includes all of the tax filer’s income and tax information required to be verified is acceptable. Students and parents who filed with a foreign tax authority must provide a signed copy of their foreign tax information. If a transcript is not available, a signed copy of the tax return may be accepted. The documents should be translated into English and converted into U.S. dollars as appropriate.

Students and parents who earned income from work but are not required to file a tax return in their country in which they live, may submit a signed statement of earnings and income. The documents should be translated into English converted into U.S. dollars as appropriate.

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