Disbursement and Refund Process

AUTHORIZED AND ANTICIPATED AID FOR BOOKSTORE

The authorization of financial aid funds for the SPRING 2024 semester will run on Friday, JAN 5, 2024. 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 Friday, Jan 5 until Tuesday, April 30, 2024

 

3 THINGS THAT WILL CHANGE YOUR DISBURSEMENT/REFUND DATE

1. Multiple Start Dates: If your schedule consists of courses with multiple start dates, you have to use the latest start date to determine your refund date. For example, if you are taking two regular term classes and one second start class, you would look at the chart below and use the refund date for the second start class. 
2. Schedule Change: If your schedule changes and you enroll in classes with different start dates, your scheduled disbursement week will change. 
3. 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.

 

DISBURSEMENT AND REFUND GROUPS
We will process refunds in four groups based on the Official Date of Enrollment (OE Date). Please refer to the list below to find your class start date and expected refund date. Disbursement and refunds are based on your latest class start date. 

 

Group 1: Disbursement will run on February 6 and refunds will process February 8.

If your courses are listed below, your refund will process on February 8.

• Holiday Mini Term (MINI) – Classes begin 12/18/2023 – OE Date 12/20/2023
• Reserved 11 Weeks (C11) – Classes begin 1/22/2024 – OE Date 1/30/2024
• Reserved 16 WK (C16) – Classes begin 1/8/2024 – OE Date 1/22/2024
• Reserved First 6 WK (C6A) – Classes begin 1/22/2024 – OE Date 1/25/2024
• First 8 WK (F8A) – Classes begin 1/16/2024 – OE Date 1/22/2024
• First 5 WK (F4A) – Classes begin 1/16/2024 – OE Date 1/18/2024
• Regular Term (RT) – Classes begin 1/16/2024 – OE Date 1/29/2024

 

Group 2: Disbursement will run on March 5 and refunds will process March 7.

If your courses are listed below, your refund will process on March 7. 

• Second 4 WK (F4B) – Classes begin 2/12/2024 – OE Date 2/14/2024
• Second Start (SS) – Classes begin 2/12/2024 – OE Date 2/21/2024

 

Group 3: Disbursement will run on April 9 and refunds will process April 11.

If your courses are listed below, your refund will process on April 11.

• Reserved Second 6 WK (C6B) - Classes begin 3/18/2024 - OE Date 3/21/2024
• Third 4 WK (F4C) - Classes begin 3/25/2024 - OE Date 3/27/2024
• Second 8 WK (F8B) - Classes begin 3/18/2024 - OE Date 3/25/2024

 

Group 4: Disbursement will run on April 30 and refunds will process May 2.

If your courses are listed below, your refund will process on May 2.

• Fourth 4 WK (F4D) - Classes begin 4/15/2024 - OE Date 4/17/2024

 

AUTHORIZED AND ANTICIPATED AID FOR BOOKSTORE

The authorization of financial aid funds for the SUMMER 2024 semester will run on Friday, MAY 24, 2024. 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 Friday, May 24 until Tuesday, July 23, 2024

 

3 THINGS THAT WILL CHANGE YOUR DISBURSEMENT/REFUND DATE

1. Multiple Start Dates: If your schedule consists of courses with multiple start dates, you have to use the latest start date to determine your refund date. For example, if you are taking two regular term classes and one second start class, you would look at the chart below and use the refund date for the second start class. 
2. Schedule Change: If your schedule changes and you enroll in classes with different start dates, your scheduled disbursement week will change. 
3. 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.

 

DISBURSEMENT AND REFUND GROUPS
We will process refunds in four groups based on the Official Date of Enrollment (OE Date). Please refer to the list below to find your class start date and expected refund date. Disbursement and refunds are based on your latest class start date. 

 

Group 1: Disbursement will run on June 18th and refunds will process June 20th.

If your courses are listed below, your refund will process on June 20th.

• Summer Mini (MINI) – Classes begin 05/13/2024 – OE Date 05/14/2024
• Coleman First 6 WK (C6A) – Classes begin 05/20/2024 – OE Date 05/23/2024
• Coleman/Culinary 12 WK (C12) – Classes begin 05/20/2024 – OE Date 06/03/2024
• First 5 WK (S1) – Classes begin 06/03/2024 – OE Date 06/06/2024
• First 8 WK (S8A) – Classes begin 06/03/2024 – OE Date 06/10/2024
• Coleman 11 WK (C11) – Classes begin 05/28/2024 – OE Date 06/10/2024
• Reserved First 4 WK (B4A) – Classes begin 06/03/2024 – OE Date 06/05/2024

 

Group 2: Disbursement will run on June 25th  and refunds will process June 27th.

If your courses are listed below, your refund will process on June 27th. 

• Ten WK (S10) – Classes begin 06/03/2024 – OE Date 06/17/2024

 

Group 3: Disbursement will run on July 23rd and refunds will process July 25th.

If your courses are listed below, your refund will process on July 25th.

• Coleman 6 WK (C6B) - Classes begin 07/01/2024 - OE Date 07/05/2024
• Second 5 WK (S2) - Classes begin 07/08/2024 - OE Date 07/11/2024
• Reserved Second 4 WK (B4B) - Classes begin 07/01/2024 - OE Date 07/03/2024

 

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 must be completed before loans can disburse and refund. 

• Accept your loans
• Be enrolled and attending 6 or more credit hours.
• Complete online Entrance Loan Counseling
• Complete the Master Promissory Note (MPN)
  
  

4 Things That Affect Disbursement Schedule

1. SCHEDULE CHANGE: If 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.
   
   
4. ONE-SEMESTER LOANS: If your loan is for one semester only, you will receive two payments within that semester. Contact your campus financial aid office for those details.

 

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). 

 

LOG INTO:
hccs.edu >MyEagle Student Sign-in

Once logged in, find the Student Center Page and click the Choose A Refund Option link to make your Refund Preference Selection.

IT’S THAT EASY!

 

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 second 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 funds are released to BMTX, Inc. within 14 days of disbursement. BMTX, Inc. will email notification when refund has been disbursed to your selected refund preference.
• 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

 

STUDENT EXAMPLE 1

• Completed FAFSA and Aid Paperwork on May 1, 2021
• Awarded on May 15, 2021 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, 2021 for Fall semester beginning August 26, 2021
• Charges for 6 credits generated - $1000
• Aid authorized on student account August 1, 2021 - $5960
• Bookstore credit available August 16, 2021 - $500
• Books charged against aid - $250
• Classes begin August 26, 2021
• Attendance confirmed September 16, 2021 for all 6 credits
• Pell disbursed September 17, 2021 - $1500
• Charges paid - $1250
• Eligibility for refund confirmed on September 18, 2021 - $250
• Refund generation process completed on September 20, 2021
• Refund records transmitted to BMTX, Inc. on September 23, 2021
• BMTX Inc. approves refund for selected refund preference on September 24, 2021
• Student loan disbursed on September 26, 2021
• Eligibility for refund confirmed on September 27, 2021 - $3460
• Refund generation process completed on September 30, 2021
• Refund records transmitted to BMTX Inc. on October 1, 2021
• BMTX Inc. approves refund to selected refund preference on October 2, 2021

 

STUDENT EXAMPLE 2

• Completed FAFSA and Aid Paperwork on October 15, 2021
• Awarded on November 20, 2021 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, 2021 - $3460
• No Bookstore credit available – No Pell Eligibility
• Classes begin January 13, 2022 and March 17, 2014
• Attendance confirmed January 20, 2022 for 3 credits - remaining 3 credits in late-start
• Attendance confirmed March 27, 2022 for the late-start class
• Student loan disbursed on April 17, 2022 · Charges paid - $1000
• Eligibility for refund confirmed on April 18, 2022 - $2460
• Refund generation process completed on April 21, 2022
• Refund records transmitted to BTMX Inc. on April 22, 2022
• BMTX Inc. approves refund to selected Refund Preference on April 23, 2022