Financial Aid refund process, timeline

Students will receive email communications each semester from HCC and Higher One when aid disbursements and refunds have been processed and made available to the student.

Financial aid funds are not released to students until they are earned. Students earn financial aid funds by successfully attending classes for a period of time. Students will begin to receive excess aid funds when they have been attending classes for at least 5 to 6 weeks (all classes, including late start).

See Glossary of Terms for further explanation of financial aid terminology.

About awards, disbursement, refunds

Process, timelines

Financial Aid awarded

  • Free Application for Federal Student Aid (FAFSA) completed
  • All required paperwork provided
  • Eligibility requirements met
  • Pell grants are awarded at full-time enrollment status until actual enrollment is confirmed
  • Student loans are offered and are either accepted or declined by the student
  • Awards are available online to view through myHCCS

Charges generated on student billing account

  • Register for classes

Funds Authorized

  • Anticipated aid appears on student account 20-30 days prior to the start of a semester

Bookstore credits Available

  • 10 days prior to the start of a semester
  • Purchases charged on billing account

Enrollment Confirmed

  • 15 days after the start of a semester or session
  • Faculty return enrollment rosters

Late-start Sessions reviewed Aid Disbursed

  • Verify eligibility requirements
  • Aid is adjusted to actual enrollment when student changes schedule
  • Aid is delayed for late start classes
  • Pell and State Grants disbursed three weeks after the start of a semester or late-start session Loans require actual attendance in 6 or more credits and completion of online MPN and Entrance Counseling Loan disbursed 30 days after the start of a semester or late-start session

Aid Refunded

  • Billed charges paid by disbursed aid
  • Excess cash is released to
  • Higher One within 14 days of disbursement Higher One email notification when refund has been posted to Eagle Card or EFT to Bank
  • Refer to the Academic Calendar for semester and session start and end dates.

Note:  The HCC financial aid department strives to make the information on this website as timely and accurate as possible; the department makes no claims, promises, or guarantees about the accuracy, completeness, or adequacy of the content, and expressly disclaims liability for errors and omissions.

Aid processing: Student example 1

Fall Semester (situations and dates vary by student and enrollment)

  • Completed FAFSA and Aid Paperwork on May 1, 2013
  • Awarded on May 15, 2013 as full-time (not yet registered) – Pell = $1500
  • Accepted student loan and completed online loan processes – Loans = $3500 (net of $3460)
  • Registered for 2 courses (6 credits) on June 30, 2013 for Fall semester beginning August 26, 2013
  • Charges for 6 credits generated - $1000
  • Aid authorized on student account August 1, 2013 - $5960
  • Bookstore credit available August 16, 2013 - $500
  • Books charged against aid - $250
  • Classes begin August 26, 2013
  • Attendance confirmed September 16, 2013 for all 6 credits
  • Pell disbursed September 17, 2013 - $1500
  • Charges paid - $1250
  • Eligibility for refund confirmed on September 18, 2013 - $250
  • Refund generation process completed on September 20, 2013
  • Refund records transmitted to Higher One on September 23, 2013
  • Higher One approves refund on Eagle Card or Transmits to Bank via EFT on September 24, 2013
  • Student loan disbursed on September 26, 2013
  • Eligibility for refund confirmed on September 27, 2013 - $3460
  • Refund generation process completed on September 30, 2013
  • Refund records transmitted to Higher One on October 1, 2013
  • Higher One approves refund on Eagle Card or Transmits to Bank via EFT on October 2, 2013

Aid processing: Student example 2

Fall Semester (situations and dates vary by student and enrollment)

  • Completed FAFSA and Aid Paperwork on October 15, 2013
  • Awarded on November 20, 2013 as half-time (registered 6 credits) – Student is not Pell Eligible
  • Accepted student loans and completed online loan processes – Loans = $3500 (net of $3460)
  • Charges for 6 credits generated - $1000
  • Aid authorized on student account December 1, 2014 - $3460
  • No Bookstore credit available – No Pell Eligibility
  • Classes begin January 13, 2014 and March 17, 2014
  • Attendance confirmed January 20, 2014 for 3 credits - remaining 3 credits in late-start
  • Attendance confirmed March 27, 2014 for the late-start class
  • Student loan disbursed on April 17, 2014 · Charges paid - $1000
  • Eligibility for refund confirmed on April 18, 2014 - $2460
  • Refund generation process completed on April 21, 2014
  • Refund records transmitted to Higher One on April 22, 2014
  • Higher One approves refund on Eagle Card or Transmits to Bank via EFT on April 23, 2014

Financial Aid Fall 2016 Authorization/Disbursement/Refund Schedule

The authorization of financial aid funds for the Fall 2016 semester will run on August 9, 2016.

The authorized funds will show as anticipated aid which will be used to cover tuition, books, and fees. The anticipated status will prevent the student from being dropped from their classes (as long as it covers the total amount of tuition/fees).Students will be able to use anticipated financial aid to purchase books/supplies at the bookstore from August 9, 2016 until November 18, 2016.

Please note: we will process refunds in FOUR groups. Refer to the chart below to see which sessions are included in each group and the expected refund date.

 

DISBURSEMENT WILL RUN  SEPTEMBER 13th  AND REFUNDS WILL PROCESS SEPTEMBER 15th

Reference the chart to confirm your class(es) start day and official date of enrollment (OE). If your courses are listed below, your refund will process on September 15.  

Coleman 1st 6 Wks (C6A) Classes begin August 15 OE Date August 18
Coleman 16 Wks (C16) Classes begin August 15 OE Date August 30
1st 4 Wks (F4A) Classes begin August 22 OE Date August 24
1st 8 Wks (F8A) Classes begin August 22 OE Date August 29
Regular Term (RT) Classes begin August 22 OE Date September 6

 

DISBURSEMENT WILL RUN OCTOBER 11TH   AND REFUNDS WILL PROCESS OCTOBER 13TH

Reference the chart to confirm your class(es) start day and official date of enrollment (OE). If your courses are listed below, your refund will process on October 13.  

Second Start (SS) Classes begin September 19 OE Date September 29
Second 4 Wks (F4B) Classes begin September 19 OE Date September 21
Coleman 10 Wks (C10) Classes begin September 26 OE Date October 4
Coleman 2nd 6 Wks (C6B) Classes begin September 26 OE Date September 29

 

DISBURSEMENT WILL RUN NOVEMBER 1st  AND REFUNDS WILL PROCESS NOVEMBER 3rd

Reference the chart to confirm your class(es) start day and official date of enrollment (OE). If your courses are listed below, your refund will process on November 3. 

Third 4 Wks (F4C) Classes begin October 17 OE Date October 19
Second 8 Wks (F8B) Classes begin October 17 OE Date October 24

 


DISBURSEMENT WILL RUN NOVEMBER 1st  AND REFUNDS WILL PROCESS NOVEMBER 17th

Reference the chart to confirm your class(es) start day and official date of enrollment (OE). If your courses are listed below, your refund will process on November 17. 

Coleman 3rd 5 Wks (C5C) Classes begin November 7 OE Date November 10
Fourth 4 Wks (F4D) Classes begin November 14 OE Date November 16