Processing Your Aid
Checking Your Status
In order to monitor your Financial Aid status and outstanding requirements, you will need to be familiar with the Alamo Colleges District’s online portal, ACES.
Alamo Colleges Educational Services (ACES) is an online portal that allows you to perform a variety of functions related to your educational pursuits. You may access the portal HERE.
ACES will help you check and obtain the following information as pertains to financial aid:
- Student ID – you are required to have this at the time you visit or call the Student Financial Aid offices
- Unsatisfied Financial Aid Requirements
- Document Status
- Satisfactory Academic Progress (SAP) Status
- Award Summary
- Account Summary
Once logged in, all information can be found in the Financial Aid Checklist section of the 'My Page' tab.
Your ACES e-mail, which can also be accessed through ACES, will be the official mode of communication between you and the Alamo Colleges District. It is important for you to check your ACES e-mail on a regular basis; failure to do so could result in missed deadlines, unsatisfied requirements, or other important updates.
The status for your documents will remain unsatisfied (or a red flag) until each document is reviewed by the financial aid office and completed. Once you see all statuses updated to a check mark, this means your documents are processed and an eligibility determination can be made on whether you qualify for aid.
Verification is a review process in which the Student Financial Aid office determines the accuracy of various data elements reported by you/your parent(s) on the FAFSA.
The U.S. Department of Education selects approximately 30% of all aid applicants for verification. The verification process ensures that students receive all the financial aid they are entitled to receive, and prevents ineligible students from receiving aid they are not entitled to receive.
Those selected are required to complete the verification process before financial aid eligibility can be determined.
If chosen for verification, documents will be requested through the student portal, ACES.
Steps to complete Verification:
- Access ACES
- Check Financial Aid Checklist section of ‘My Page’ for unsatisfied requirements
- Complete all PDF(s)/DocuSign documents requested
- Submit all requested documents to your college’s financial aid office. Remember to bring appropriate proof of identity if required to complete the Identity and Statement of Educational Purpose form.
Click HERE for a list of all Priority Dates and Deadlines.
The last day of the term for which you are enrolled in an academic year is the final date to submit verification documents.
Verification documents for the current academic year may be submitted at any point during the academic year, however, you will not receive a financial aid award until you have completed the process.
Look for an asterisk* on the Student Aid Report (SAR) sent to the e-mail address you provided on your FAFSA. Your ACES portal will also list unsatisfied requirements (as red flags) in the Financial Aid Checklist section of the 'My Page' tab.
If you are not selected, you could still be asked to provide other information to complete your file. Your ACES Financial Aid Checklist displays any required documents or additional information needed.
The financial aid office will post all required documents to your ACES portal.
A tax return transcript is an official document from the IRS listing all income tax information. Information on how to obtain a transcript is listed below.
You may obtain a Tax Return Transcript either by logging into the IRS website HERE, or by calling the IRS at 1-800-908-9946.
If requested to submit tax information, a SIGNED copy of the student and/or parent (whichever is asked for) tax return will satisfy the requirement.
The IRS Data Retrieval (DRT) tool remains in operation, and the IRS tax transcript will also still satisfy this request.
Independent students and parents of dependent students who are subject to verification and who did not file taxes, regardless of the amount of income (even zero), will be required to submit a Verification of Non-Filing (VONF) letter from the IRS. To obtain a VONF, go to www.IRS.gov and complete IRS Form 4506-T. Select Box 7 and submit the letter with your verification documents when received.
Individuals without a Social Security Number (SSN), Individual Taxpayer Identification Number (ITIN), or Employer Identification Number (EIN) must provide a signed and dated statement certifying they do not have any of these. In addition, they will need to list the sources and amounts of earnings, other income, and resources used to support the household for the tax year. If applicable, a copy of the W-2, 1099, or other equivalent document for each source of employment must be provided.
If you submitted your completed verification documents by the Priority Date, your documents will be reviewed and eligibility determined before classes begin.
For students who are not priority applicants, the verification process can take up to six (6) weeks. Visit the Priority Date page for more information on non-priority date applicants.
Once documents are submitted you can monitor the status of verification by going to your ACES portal.
DocuSign is a process that allows students and parents to electronically fill out and sign required verification documents in their ACES account, and subsequently send them to the district financial aid office for processing.
Yes, you still have the option to obtain and submit a paper copy of any requested form from your College's Financial Aid office.
After submitting your electronic documents, please allow up to 6 days for your status to be updated in ACES.
Missing Banner ID on all documents, unsigned documents, missing documents, unreadable documents, incomplete documents, and unresolved issues on your FAFSA.
Course in Program Of Study (CPOS)
Course in Program of Study, or CPOS, is a federal requirement stating that only courses that count toward your degree or certificate can be considered when calculating your federal financial aid eligibility.
Due to this requirement, if you take courses that are not on your official degree plan, it could result in receiving less federal financial aid and having to pay for courses out-of-pocket.
CPOS applies to FEDERAL financial aid which includes Federal Pell Grant, Federal SEOG Grant, Federal Work Study, Federal Direct Loans, and Federal PLUS Loans.
No. It is term-focused. Your class registration will be evaluated each semester.
Your cost of attendance (COA) and enrollment status for financial aid are based on eligible courses only.
If you are enrolled in 12 hours that count towards your program of study (degree or certificate), you will be considered a full-time student for cost of attendance purposes.
Financial Aid Disbursement & Refunds
Financial Aid will be credited directly to your student billing account no sooner than ten (10) days prior to the first day of class each semester, provided you have completed all eligibility requirements.
If your aid is not disbursed, please log in to your ACES portal to check any outstanding financial aid requirements or messages.
Refunds are handled by the Business Office, and generally post 3-5 days after the refund amount appears on your ACES billing account.
For more information on Refunds, please visit the Refunds webpage.
For more information on billing and payments, please visit the Business Office website.
Helpful Refund and Payment Information:
- The Alamo Colleges District may, by Federal Regulation, use up to $200.00 of a student's current year funds to pay for a prior year's charges of tuition, fees and other educational related charges. The prior year repayment cannot include repayment of a student loan or non-educational related charges.
- If your financial aid has not been processed or you still have a balance after tuition has been deducted from your award, check the Business Office Payment Calendar and resolve any balance by the necessary date to avoid being dropped for non-payment.
- If you need to set up a tuition payment plan, you can do so through the Virtual Business Office.
Students who have an award posted to their ACES Award Summary will be protected until the award credits to pay tuition 10 days before class. After award credits, students must resolve any remaining balance due or risk being dropped.
Students whose financial aid is still being processed before classes begin must pay out of pocket or sign up for a payment plan until eligibility is determined.
Students who applied for financial aid after the Priority Date and are still being processed will need to make payment arrangements until their financial aid application is processed and eligibility determined.
Students whose financial aid award credits after tuition has been paid in full will be reimbursed up to the amount of financial aid for which they qualify. Students who are paying through a payment plan will see their award credit toward any remaining balance first, and then will be reimbursed up to the amount of financial aid for which they qualify.
No, if you enroll in Wintermester courses, you must pay all tuition and fee charges by the payment deadline to avoid being dropped for non-payment.
Your wintermester course enrollment will be included in your financial aid enrollment and aid eligibility/disbursement calculation for the Spring along with any 16 week and Flex classes.
No, if you enroll in Maymester courses, you must pay all tuition and fee charges by the payment deadline to avoid being dropped for non-payment.
Students awarded financial aid funds for a combination of Summer 1, 2, and Maymester enrollment will not see their funds credited until after the Spring Satisfactory Academic Progress (SAP) calculation has run.