Financial Aid Processing

Financial Aid Disbursement and Application of Title IV Funds

Disbursement Timing and Refunds

Financial aid is disbursed after the Add/Drop period (official enrollment verification) each term.
Federal regulations prohibit disbursement of aid earlier than 10 days after the first day of classes.
Aid is applied to outstanding balances; any remaining credit is refunded to the student.
Refunds are processed by the Student Financial Services (SFS) Office and may take up to 14 calendar days.
Direct Deposit (DD) is the preferred method for refunds. Students without DD will receive a paper check mailed to the address on file.
The Financial Aid Office may place aid on hold if additional documentation or clarification is needed. Counselors review submitted documentation and update records prior to releasing funds.

Title IV Funds – Charge Application Summary

Charge Category	Title IV Application
Tuition	✅ Automatic
Mandatory fees (e.g., Health Services Fee, Student Unit Fee)	✅ Automatic
Standard on-campus room & meal plans	✅ Automatic
Course or lab fees required for classes	⚠ Student Authorization Required
Study abroad program fees	⚠ Student Authorization Required
Required health insurance billed by University	⚠ Student Authorization Required
Books and supplies from University bookstore	⚠ Student Authorization Required
Past institutional balances ≤ $200	⚠ Student Authorization Required
Optional fees (parking, gym)	❌ Not allowed
Fines or penalties	❌ Not allowed
Optional meal plans or housing upgrades	❌ Not allowed
Health insurance waived or purchased independently	❌ Not allowed
Non-credit or non-degree courses	❌ Not allowed
Personal expenses (transportation, supplies)	❌ Not allowed

Overawards

The Financial Aid Office is responsible for ensuring compliance with federal aid program guidelines, including preventing students from receiving more aid than they are eligible for (exceeding their financial need).

If a student’s total financial assistance, including institutional grants, departmental assistantships, stipends, VR support, waivers, or outside scholarships, exceeds their financial need, the Financial Aid Office may reduce or cancel awards to prevent overawards.
Students must report any expected or received assistance from outside sources or other University offices so that the Financial Aid Office can accurately determine eligibility and adjust awards as necessary.
Institutional grants are limited; adjustments may be necessary to ensure funds are available for students without other sources of assistance.

Student and University Responsibilities

Students are responsible for:

Understanding their institutional charges
Providing necessary authorizations for applicable charges
Keeping contact and banking information current
Reporting all outside and internal sources of financial assistance

The Financial Aid Office applies Title IV funds in compliance with federal regulations and coordinates with Student Financial Services and other departments to manage billing and disbursements. Scholarships and outside awards are applied according to federal, state, and institutional policies and cannot be arbitrarily reallocated.

Financial Aid Office Communication

Updates or changes to financial aid awards will be communicated via Workday or email.
Students should regularly check Workday and emails from the Financial Aid Office to stay informed about their awards.
Complete any related financial action items promptly to ensure timely processing of aid.

Student Responsibilities and Timeline

Ensure FAFSA and enrollment information are current for accurate award determination.
Respond promptly to requests for documentation or authorizations from the Financial Aid Office.
Monitor account balances and disbursement dates via Workday or Student Financial Services.
Maintain up-to-date banking and contact information to receive refunds quickly via Direct Deposit or mailed check.
Plan ahead to avoid gaps in funding, especially for mid-year enrollment changes or changes in course load.