Financial Aid refund process, timeline

Students will receive email communications each semester from HCC and BankMobile 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.

How Hurricane Harvey Delay Will Affect Disbursement and Refund Schedule

Welcome back HCC Eagles. The aftermath of Hurricane Harvey has created a lot of barriers for students to start classes. We're listening and want to help by disbursing and refunding funds early.  

Financial aid developed an early disbursement plan for those who have all first start (regular term) classes. We are allowing early release of financial aid grants and scholarships prior to the completion of faculty roster confirmation. However, we need confirmation from your professor/instructor that you are here and attending your classes for the Fall 2017 semester. You will have to provide proof you attended classes by filling out Early Release of Grant Aid Request Form.  

HOW TO SUBMIT EARLY RELEASE OF GRANT AID REQUEST FORM

  1. Attend all of your classes on the first scheduled day. If your class has not started, you cannot ask your professor to verify attendance for classes you have not attended.
  2. Ask your professor (after class) to sign the form confirming your attendance.
  3. Confirm attendance for every regular term class before submitting the form. Aid will only be disbursed based on classes with verified attendance.
  4. Bring the form to campus financial aid office near you. 

Click here for the Early Release of Grant Aid Request Form. 

Not filling out this form will result in your grant aid being disbursed based on the schedule listed below. 

PROCESS FOR DISTANCE EDUCATION CLASSES

Distance education students will have to fill out Early Release of Grant Aid Request Form.

Verification of enrollment will be confirmed via printed email from faculty that includes: student name, ID and statement that student attended /started online class.

Faculty may also email verification to finaid.district@hccs.edu.  If attendance is verified this way, please note on the form that faculty member will email verification to finaid.district@hccs.edu. If faculty member emails verification, it could cause a delay in your refund.   

REFUNDS

Disbursement means that all eligible financial aid funds will post to your account as a payment for classes. Once a disbursement of your financial aid is posted as payment for your classes and you submit Early Release of Grant Aid Request Form, any aid leftover will be refunded to you within 24 – 48 hours (1-2 business days).

Once your refund processes, we will wirefunds according to your pre-selected delivery method (e.g. personal bank account, paper check or BankMobile Card). Please be on the lookout for a separate refund communication with more details.

NOTE ABOUT LOAN FUNDS (9/29 update)

If you fill out an Early Release of Grant Aid Request Form that verifies your attendance, disbursements and refunds for student loan funds will process from September 19 through second week in October, unless you are a first-time loan borrowerFirst-time loan borrowers will begin to receive their loan funds 30 days after attendance, which is the week of October 17th. 

**Processing dates depend on when you submit Early Release of Grant Aid Request Form. 

WE ARE HERE TO HELP

If you have any additional questions, please feel free to contact your nearest Financial Aid Office. In September, we put together a Post Harvey Financial Aid Q&A that addresses many of your concerns regarding: refund schedule, office hours, books, aid processing, SAP and class drop dates. Check it out  by clicking here.

Disbursement and Refund Timeline

Grants and Scholarships: Fall 2017

The authorization of grant and institutional scholarship aid for the FALL 2017 semester will run on August 18th.

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 18th until November 24, 2017.

Please note: we will process refunds in 4 groups. Refer to the chart below to see which sessions are included in each group and the expected refund date.

 

DISBURSEMENT WILL RUN ON SEPTEMBER 26thAND REFUNDS WILL PROCESS SEPTEMBER 28TH

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 28.   

Coleman 6 WK (C6A)

Classes begin August 21

OE Date August 24

Coleman 6 WK (C16)

Classes begin August 21

OE Date September 5

First 4 WK (F4A)

Classes begin September 11

OE Date September 14

First 8 WK (F8A)

Classes begin September 11

OE Date September 18

Regular Term (RT)

Classes begin September 11

OE Date September 26

Four Week (F4H)

Classes begin September 11

OE Date September 13

 

DISBURSEMENT WILL RUN OCTOBER 24th AND REFUNDS WILL PROCESS OCTOBER 26th

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 26.

Second 4 WK (F4B)

Classes begin September 25

OE Date September 27

Second Start (SS)

Classes begin September 25

OE Date October 5

Coleman Second 6 WK (C6B)

Classes begin October 2

OE Date October 5

Coleman 10 WK (C10)

Classes begin October 2

OE Date October 10

 

DISBURSEMENT WILL RUN NOVEMBER14th AND REFUNDS WILL PROCESS NOVEMBER 16th

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 16.

Third 4 WK (F4C)

Classes begin October 23

OE Date October 25

Second 8 WK (F8B)

Classes begin October 23

OE Date October 30



DISBURSEMENT WILL RUN DECEMBER 5th AND REFUNDS WILL PROCESS DECEMBER 7th

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 December 7.

Coleman Third 5 WK (C5C)

Classes begin November 13

OE Date November 16

Fourth 4 WK (F4D)

Classes begin November 20

OE Date November 22

                                               

 

Loans: Fall 2017

Students will receive their loan disbursement 30 calendar days after:

  • Attendance is verified for 6 or more credits. 
    • Registering for classes with different start dates will affect how long it takes to verify attendance for 6-credit-hour requirement. For example, if you are taking 6 credit hours with one regular term class and one second start class, your loans will not disburse until attendance is verified for the second start class.
  • Loan requirements below are completed. 
    • Accept the loan by clicking here
    • Be enrolled and attending 6 or more credit hours.
    • Complete the online Entrance Loan Counseling by clicking here
    • Complete the Master Promissory Note (MPN) by clicking here

3 Things That Affect Disbursement Schedule

  1. SCHEDULE CHANGEIf your schedule changes and you enroll in later start classes, your scheduled disbursement week will change. Contact your campus financial aid office for those details.
  2. WITHDRAWALS: Withdrawing from classes will have an impact on the scheduled disbursement. If you withdraw from class(es), all aid will be held for review and eligibility may need to be recalculated. Contact your campus financial aid office for those details.
  3. LOAN REQUIREMENTS: To receive a disbursement for loans, you must meet the requirements listed above.

Difference Between Disbursement and Refunds

Disbursement means that all eligible financial aid funds will be posted to your account as a payment for classes. 

Once a disbursement of your financial aid is posted as payment for your classes, any aid leftover will be refunded to you within 48 – 72 hours (2-3 business days). 

 

Overview of Aid Process Timeline

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

  • GRANTS: 10 days prior to the start of a semester 
  • LOANS: After first day of classes
  • 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
  • BankMobile within 14 days of disbursement BankMobile 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.

Examples of How Aid Processes

STUDENT EXAMPLE 1

  • 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 after origination fee - $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 BankMobile on September 23, 2013
  • BankMobile 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 BankMobile on October 1, 2013
  • BankMobile approves refund on Eagle Card or Transmits to Bank via EFT on October 2, 2013

STUDENT EXAMPLE 2

  • 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 BankMobile on April 22, 2014
  • BankMobile approves refund on Eagle Card or Transmits to Bank via EFT on April 23, 2014