Student Financial Assistance

2012-2013 Verification "Q&A"

 

What is Verification and how did I get selected?

Verification is the process by which an educational institution confirms the accuracy of the data reported on an individual student's Free Application for Federal Student Aid (FAFSA). The federal Central Processing System (CPS) uses data-based statistical analysis to select applicants with the highest probability of error on their FAFSA's. Western Kentucky University (WKU), through the Office of Student Financial Assistance (SFA), may also select applicants for verification to correct any potential conflicts in information.   If your application is selected, SFA is required to collect all necessary documentation from you and your parents or spouse, if applicable, per federal guidelines. Information from these documents is then compared to your FAFSA information and corrections to the FAFSA are made when necessary. SFA must verify all applicants selected for verification, including students previously verified by another school.

 
What is the IRS Data Retrieval Option on the 2012-2013 FAFSA online application?

Beginning in February 2012, most students and parents who have submitted their 2011 IRS tax return will be able to select the IRS Data Retrieval option on the 2012-2013 FAFSA to transfer tax information to the FAFSA. Electronic filers will be able to access tax information from the IRS approximately 2 weeks after filing and paper filers need to allow 8 weeks after filing. We strongly encourage you to select this option during the initial filing. If you file your 2012-2013 FAFSA using estimated income tax information, after you/your parents file federal taxes, you should "Make FAFSA Corrections" at www.fafsa.gov and choose the IRS Data Retrieval option to update your FAFSA. This option will streamline and expedite the processing of your financial aid application.

 A tax filer cannot use the IRS Data Retrieval option if:

• Student/parent does not have a valid social security number (SSN)
• Student and spouse or the parents of a dependent student filed separate tax returns
• Student/parents filed a joint tax return but are now separated, divorced, or widowed
• Student/parent filed a joint tax return and the student/parent is married to someone other than the individual on the joint tax return at the time the FAFSA is filed
• Student/ parent filed an amended tax return
• Student/parent filed a foreign tax return

 
How Do I Use the IRS Data Retrieval Tool on the FAFSA?

• Enter your PIN, if prompted to do so, and click "Link to IRS."
• Your FAFSA will be saved and you will be transferred to the IRS Web site.
• On the IRS Web site, enter the requested information.
• Once the IRS has validated your identification, your IRS tax information will display. You can either transfer your information from the IRS, or choose to return to FAFSA on the Web from the IRS Web site. If you do not transfer your information or choose not to return from the IRS Website, you will have to login to open your saved FAFSA.
• If you transfer your IRS tax information, questions that are populated with tax information will be marked with "Transferred from the IRS."

 
How will I know if my FAFSA is selected for Verification?

All WKU students who are selected for verification will be emailed a Missing Information Letter (MIL) requesting the federally required verification documents needed to complete the verification of their 2012-2013 FAFSA. The MIL will be sent to the student's WKU email, called TopperMail, which is assigned during ATP (orientation). MIL's for first-time freshmen and transfer students who have not yet been assigned a WKU email will be sent to the email listed on the FAFSA. If no email is available, the student will be mailed an MIL. Please read your MIL carefully and submit all required documentation to KHEAA Verify as soon as possible!

 
What documents do I need to submit for Verification?

If you are a DEPENDENT student (answered "No" to all questions in "Step Three" of your FAFSA and had to provide parent information) please submit the following documents to KHEAA Verify:

1.   2012-2013 VERIFICATION WORKSHEET for DEPENDENT STUDENTS

2.  Student 2011 Tax Return Information: (2 options)         

• • Select the IRS Data Retrieval Option when filing your 2012-2013 FAFSA OR select this option through the correction process once your 2011 federal tax return information becomes available. 

•                                                                                 OR 

                  

• If you are not eligible OR choose not to use the IRS Data Retrieval Option, you must provide a copy of your 2011 IRS Tax Return Transcript (NOT IRS Form 1040), if you filed a 2011 Federal Tax Return.
• If you did not file a tax return and are not required to file, but earned wages, you must submit your 2011 W-2(s).
• If you filed an amended federal tax return, please submit a copy of your 2011 IRS Form 1040X AND a copy of your 2011 IRS "Account Transcript" in addition to your 2011 IRS Tax Return Transcript.

3.   Parent 2011 Tax Return Information: (2 options)

• • Select the IRS Data Retrieval Option when filing your 2012-2013 FAFSA OR select this option through the correction process once your 2011 federal tax return information becomes available.

                                                                               OR

• If you are not eligible OR choose not to use the IRS Data Retrieval Option, you must provide a copy of your 2011 IRS Tax Return Transcript (NOT IRS Form 1040), if you filed a 2011 Federal Tax Return.
• If your parent(s) did not file a tax return and are not required to file, but earned wages, you must submit their 2011 W-2(s).
• If your parent(s) filed an amended federal tax return, please submit a copy of their 2011 IRS Form 1040X AND a copy of their 2011 IRS "Account Transcript" in addition to their 2011 IRS Tax Return Transcript.
• If your parent is remarried, please also include a signed copy your step-parent's 2011 IRS Tax Return Transcript (NOT IRS Form 1040), if they filed separate tax returns.
• If your parents are divorced or separated and filed a "joint tax return", please also submit copies of their 2011 W-2(s) along with the tax return transcript.

If you are an INDEPENDENT student (you answered "Yes" to at least one question in "Step Three" of your FAFSA and did not have to provide parent information) please submit the following documents to KHEAA Verify:

1.  2012-2013 VERIFICATION WORKSHEET for INDEPENDENT STUDENTS

2.  Student 2011 Tax Return Information: (2 options)

• • Select the IRS Data Retrieval Option when filing your 2012-2013 FAFSA OR select this option through the correction process once your 2011 federal tax return information becomes available.                                            
                                                                      
                                                                         OR
  • If you are not eligible OR choose not to use the IRS Data Retrieval Option, you must provide a copy of your 2011 IRS Tax Return Transcript (NOT IRS Form 1040), if you filed a 2011 Federal Tax Return.
• If you did not file a tax return and are not required to file, but earned wages, you must submit your 2011 W-2(s).
• If you filed an amended federal tax return, please submit a copy of your 2011 IRS Form 1040X AND a copy of your 2011 IRS "Account Transcript" in addition to your 2011 IRS Tax Return Transcript.
• If you are married, please also include a signed copy of your spouse's 2011 IRS Tax Return Transcript, if you filed separate tax returns.
• If your spouse did not file a tax return and was not required to file but earned wages, submit their 2011 W-2(s).
• If you were divorced or separated at the time the FAFSA was filed and filed a "joint tax return", submit copies of your and your spouse's 2011 W-2(s) along with the 2011 IRS Tax Return Transcript.

How do I know if I am required to file a 2011 IRS federal tax return?

See the chart below from the IRS 1040 Instruction Booklet for 2011 to determine if you and/or your parent(s) are required to file a 2011 federal tax return:

Filing Chart for Most People - **For additional information, see the IRS 1040 Instructions for 2011 at www.irs.gov.

IF your filing status is . . .	AND at the end of 2011 you were* ...	THEN file a return if your gross income** was at least ...
Single (see the instructions for line 1)	under 65 65 or older	$9,500 10,950
Married filing jointly*** (see the instructions for line 2)	under 65 (both spouses) 65 or older (one spouse) 65 or older (both spouses)	$19,000 20,150 21,300
Married filing separately (see the instructions for line 3)	any age	$3,700
Head of household (see the instructions for line 4)	under 65 65 or older	$12,200 13,650
Qualifying widow(er) with dependent child (see the instructions for line 5)	under 65 65 or older	$15,300 16,450
*If you were born on January 1, 1947, you are considered to be age 65 at the end of 2011. **Gross income means all income you received in the form of money, goods, property, and services that is not exempt from tax, including any income from sources outside the United States or from the sale of your main home (even if you can exclude part or all of it). Do not include any social security benefits unless (a) you are married filing a separate return and you lived with your spouse at any time in 2011 or (b) one-half of your social security benefits plus your other gross income and any tax-exempt interest is more than $25,000 ($32,000 if married filing jointly). If (a) or (b) applies, see the instructions for lines 20a and 20b to figure the taxable part of social security benefits you must include in gross income. Gross income includes gains, but not losses, reported on Form 8949. Gross income from a business means, for example, the amount on Schedule C, line 7, or Schedule F, line 9. But, in figuring gross income, do not reduce your income by any losses, including any loss on Schedule C, line 7, or Schedule F, line 9. ***If you did not live with your spouse at the end of 2011 (or on the date your spouse died) and your gross income was at least $3,700, you must file a return regardless of your age.

 

Other Situations When You Must File - *For additional information, see the IRS 1040 Instructions for 2011 at www.irs.gov.

• If you are a Dependent (claimed as a dependent by someone else) under 65 years old, you must file a return if your earned income was over $5800 or your unearned income was over $950.
• If you had net earnings from self-employment of at least $400, you must file a return.

 

What is an "IRS Tax Return Transcript" and why do I need one?

An IRS Tax Return Transcript contains most of the line items from your federal tax return (Form 1040, 1040A or 1040EZ) as it was originally filed, including any accompanying forms and schedules, and can be requested directly from the IRS free of charge. As of the 2012-2013 academic year, the Department of Education requires that official IRS Tax Return Transcripts be used to verify financial information on the FAFSA. Please request a "2011 IRS Tax Return Transcript", NOT a "Tax Return Summary" from the IRS.

You can obtain a copy of the 2011 IRS Tax Return Transcript, free of charge, one of five ways:

1)   IRS2Go Mobile App

• IRS2Go can be downloaded for free at the App Store or Android Market
• After downloading IRS2Go, click on "Get My Tax Record"
• Fill in required fields (SSN, date of birth, street address, zip code)
• Click "Type of Transcript" and select "Return Transcript" (not Account Transcript)
• Click "Tax Year" and select 2011; then press "Go" 

2)   Local IRS Office

• IRS Tax Return Transcripts can be picked up at most local IRS offices. (The local Bowling Green, KY office is located at 200 West Professional Park Court.)
• To locate your local IRS office and obtain their phone number and hours of operation:
  • Go to www.irs.gov
  • Click "Contact IRS"
  • Click "Contact My Local Office"
  • Click "Office Location"
  • Enter your zip code 

3)   Online Request

• Available on the IRS Web site at www.irs.gov 
• In the Online Services section of the homepage click "Order a Tax Return or Account Transcript"   
• Click "Order a Transcript" 
• Enter the tax filer's Social Security Number, date of birth, street address, and zip or postal code. 
• Click "Continue"
• In the Type of Transcript field, select "Return Transcript" and in the Tax Year field, select "2011"
• If successfully validated, tax filers can expect to receive a paper IRS Tax Return Transcript at the address included in their online request, within 5 to 10 days from the time the on-line request was successfully transmitted to the IRS. 
• IRS Tax Return Transcripts requested online cannot be sent directly to a third party by the IRS. 

4)   Telephone Request

• Available from the IRS by calling 1-800-908-9946
• Tax filers must follow prompts to enter their social security number and the numbers in their street address.
• Select "Option 2" to request an IRS Tax Return Transcript and then enter "2011" 
• If successfully validated, tax filers can expect to receive a paper IRS Tax Return Transcript at the address that was used in their telephone request, within 5 to 10 days from the time the IRS receives the request. 
• IRS Tax Return Transcripts requested online cannot be sent directly to a third party by the IRS

5)   Paper Request Form – IRS Form 4506T-EZ

• IRS Form 4506T-EZ should be used instead of IRS Form 4506-T because it is sufficient to request an IRS Tax Return Transcript
• Download at http://www.irs.gov/pub/irs-pdf/f4506tez.pdf
• Complete lines 1-4, following the instructions on page 2 of the form. Note that line 3 should be the most current address as filed with the IRS. 
• Line 5 provides tax filers with the option to have their IRS Tax Return Transcript mailed directly to a third party by the IRS.
• On line 6, enter "2011" to receive IRS tax information for the 2011 tax year that is required for the 2012-2013 FAFSA. 
• The tax filers (or spouse if requesting information from a joint tax return) must sign and date the form and enter their telephone number. Only one signature is required to request a transcript for a joint return.
• Mail or fax the completed IRS Form 4506T-EZ to the appropriate address (or FAX number) provided on page 2 of Form 4506T-EZ.
• Tax filers can expect to receive their transcript within 5 to 10 days from the time the IRS receives and processes their signed request.

Additional forms that may be needed upon request:

1)  2012-2013 Asset Verification Form
     ~May be needed if required asset information was not submitted on the 2012-2013 FAFSA for student and/or parent(s)

2)  2012-2013 Explanation of Financial Support
     ~May be needed if no tax return was filed and little or no household income was listed on the 2012-2013 FAFSA or 2012-     2013 Verification Worksheet

Where do I submit my verification documents?

As of the 2012-2013 academic year KHEAA Verify is the provider of all 2012-2013 verification services on behalf of WKU. Documents should be mailed or faxed to KHEAA Verify-WKU, P.O. Box 4902, Frankfort, KY 40602. Fax: 502-696-7230. 
Phone: 855-272-8771. Students should allow two to three weeks for KHEAA Verify to receive and review their mailed, faxed, or hand-delivered documents.

 
I thought I submitted all of the documents needed for Verification. Why is KHEAA Verify requesting more information?

If you did not submit all of the requested documentation, you submitted incomplete or unsigned documents, or if the counselor verifying your FAFSA needs additional information or documentation, you will be contacted by KHEAA Verify on behalf of WKU within two to three weeks of submitting your documents. In most cases, an email will be sent to your WKU email (or the email listed on your FAFSA if a WKU email has not been assigned) detailing what information is needed to complete the verification process. You may also be contacted by phone or mailed a request if no phone or email is available. The verification process may be delayed several weeks if incomplete documents are submitted to KHEAA Verify or you fail to respond to requests for additional information.

When is an application sent back for reprocessing and how will I be notified of any changes made to my FAFSA?

If a discrepancy is found during the verification process, all necessary corrections are made to the FAFSA then sent to CPS for reprocessing. Once the corrections have been processed by CPS, you will receive another SAR which will reflect any changes made to your FAFSA as well as any changes to your Expected Family Contribution number (EFC).   You will then be awarded financial aid based on the updated EFC. The financial aid award will be sent to your WKU email (or the email on your FAFSA if a WKU email has not been assigned).

 
How long does Verification take?

After submitting all required verification documents to KHEAA Verify, students should allow up to two to three weeks for documents to be reviewed AND one additional week for KHEAA Verify to complete the FAFSA verification process.

 
Is there anything else I need to know about the verification process?

All verification documents must be received by August 1, 2012 to guarantee a student will be awarded by the fall semester "fees due date", and by January 1, 2013 to guarantee that a student will be awarded by the spring semester "fees due date". WKU does not award federal (Title IV) aid until the verification process is complete. 

 Occasionally a student is selected for verification after being awarded Title IV aid. The student will be subject to all the rules and requirements of verification as those applicants who were selected before being awarded. If the student's federal Title IV aid eligibility changes as a result of corrections made through the verification process, any required return of Title IV funds will be returned to the appropriate accounts through the Office of Billings and Receivables, and the student will owe WKU for any remaining balance that may occur due to funds being returned. CPS will issue the student an updated SAR, reflecting any corrections made to their 2012-2013 FAFSA, and SFA will notify the student through WKU email of any changes to their Title IV aid. All Title IV aid changes will also be reflected on their TopNet "Account Summary" (billing account information).

 
How do I contact KHEAA Verify if I still have questions about verification?

Please mail or fax the requested documentation to: KHEAA Verify-WKU P.O. Box 4902, Frankfort, KY 40602 FAX: 502-696-7230 Call KHEAA Verify toll-free at 855-272-8771 with questions regarding the status of your 2012-2013 verification processing or email your question to verification@kheaa.com. KHEAA Verify is eager to assist you with the 2012-2013 verification process and to complete your FAFSA verification in a timely manner. Be sure to monitor your email account and immediately respond to any requests for missing or additional information.