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.
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.
Students have the option to upload requested documents securely in ACES using a DocuSign upload form. A tutorial on how to do so is available HERE.
Verification is a review process in which the accuracy of various data elements reported by you/your parent(s) on the FAFSA is determined.
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, you will find the requirement listed in your student portal, ACES, along with all other outstanding financial aid requirements.
NOTE: Beginning early November 2020, the Alamo Colleges District will be updating the verification process to use a new automated verification solution called ProVerifier+.
If selected for verification, follow these steps:
- Log into ACES
- Check the 'Financial Aid Checklist' section of ‘My Page’ for unsatisfied financial aid requirements
- Complete all PDF(s)/DocuSign/other documents requested and Submit them according to the instructions provided
- You may also be asked to follow a URL link to the ProVerifier+ student portal and sign in with your alamo.edu email address
- If directed to the ProVerifier+ student portal, make sure to check and complete all document requests in both the ProVerifier+ AND your ACES student portals
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 your Student Aid Report (SAR) next to your Expected Family Contribution (EFC) on the top right of the first page that is sent to the e-mail address you provided on your FAFSA.
Your ACES portal will also list unsatisfied requirements, including verification, as red flags in the 'Financial Aid Checklist' section of the 'My Page' tab.
Starting early November 2020, you may also receive an introductory email from ProVerifier+ at your Alamo Colleges District email address. The email will contain instructions on creating a ProVerifier account to complete verification. All students selected for verification on a 2021-22 FAFSA will receive this email.
If you are not selected for verification, you could still be asked to provide other information to complete your financial aid file. Your ACES ‘Financial Aid Checklist’ displays any required documents or additional information needed.
You should always check your alamo.edu email address, ProVerifier+ portal (if applicable), AND your ACES student portal for outstanding requirements.
Student Financial Aid will post all required documents to your ACES portal; both verification and non-verification related. We will also send an email notifying you of items needed.
You should always check your alamo.edu email address, ProVerifier+ portal (if applicable), AND your ACES student portal for outstanding requirements.
A Tax Return Transcript is an official document from the IRS listing all income tax information.
IF REQUESTED, 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.
For 2021-22 FAFSA applications you will complete a form with ProVerifier+ that allows them to obtain the document on your behalf.
IF REQUESTED, a SIGNED copy of you and/or your parent(s), whichever is requested, 1040 tax return will satisfy the requirement.
Both the IRS Data Retrieval Tool (DRT), which remains in operation on the FAFSA, and the IRS Tax Return Transcript mentioned above will also still satisfy this request.
Independent students and parent(s) of dependent students who are chosen for verification and who did not file taxes, regardless of the amount of income (even zero), may be required to submit a Verification of Non-Filing (VONF) letter from the IRS.
IF REQUESTED, you can obtain a VONF by going to www.IRS.gov and completing IRS Form 4506-T. Select Box 7 and submit the letter with your verification documents when received.
IF REQUESTED, 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.
DocuSign is a process that allows students and parents to electronically fill out and sign required documents in their ACES or ProVerifier+ account, and subsequently send them to the correct location for processing.
For forms requested in your ACES student portal, yes, you have the option to obtain and submit a paper copy of the requested form to your College's Financial Aid office.
For all requests located within the ProVerifier+ student portal, verification will be completed 100% online and print forms will not be available.
After submitting your electronic documents, please allow up to 6 weeks for your documents to be processed and your eligibility determined. We will notify you by email once this process is completed.
Missing Banner ID on all documents, unsigned documents, missing documents, unreadable documents, incomplete documents, and unresolved issues on your FAFSA.
ProVerifier+ is a software, powered by ProEducation Solutions, which enables you to complete verification 100% online from a smart phone, tablet, or computer.
The automated ProVerifier+ system communicates directly with the IRS on behalf of you and/or your parent(s) to obtain official IRS tax transcripts, saving a tremendous amount of time and effort as well as ensuring the correct documents for the correct year are requested.
You and/or your parent(s) will only be required to electronically complete and eSign an IRS Form 4506-T/C Form and a Verification worksheet – ProVerifier+ will do the rest!
You may receive voice blasts or text messages regarding verification. They will prompt you to log into ProVerifier+.
The messages will be generated every 7 days starting 15 days after student activation. 3 blasts will be sent to each student.
You should expect to receive an email from ProVerifier+ in the following situations:
- Initial Email: generated when student is identified for verification processing
- Welcome Email: generated after student initially logs into the ProVerifier+ Student Portal
- Missing or Incomplete Email: generated every 5 days when documents are missing or incomplete
- Additional Documents Requested Email: generated when subsequent items are added to the student checklist
- Confirmation Email: generated when a form is successfully completed
- All Documents Submitted Email: generated when all verifications documents have been submitted by student
- Verification Corrections Email: generated when student’s file moves to the awaiting corrections queue
- Verification Completed Email: generated when ProVerifier+ completes verification
- Other custom messages as needed
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.
Although state and institutional aid are not subject to the same federal CPOS regulatory restrictions, your cost of attendance will be based only on coursework that applies to your program of study. This could result in a reduced amount of state or institutional aid as your total aid cannot exceed your cost of attendance.
You should always reference your official degree plan and course catalog as to what courses count toward their degree. For specific questions about whether a course counts toward your degree, contact your academic advisor.
Currently, the best way to contact your Certified Advisor is by scheduling an appointment:
- Log in to ACES
- Select the 'Start Here' tab
- Select the 'Alamo Navigate' icon
- Click 'Login'
- Select the 'Appointments' tab
- Select 'Schedule an Appointment'
- Select the reason for your appointment and click 'Next'
- Select the location and click 'Next'
- Select the day and time that works for you and click 'Next'
- Enter 'Zoom Appointment' in the Notes box
- Review the selection and confirm your appointment
You can review your selected degree plan by logging into ACES and launching Alamo GPS - which will reflect your most current declared degree plan.
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.
Beginning Fall 2021, Financial Aid will be disbursed based on your enrollment status for each part of term (i.e. 16-week, Flex I, Start II, Flex II, etc.) throughout the semester. To see how this differs from previous semesters and other helpful information, see the FAQs below.
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.
Beginning Fall 2021, financial aid will be disbursed based on your enrollment status during each part of term (i.e. Flex I, 16-week, Flex II, etc.) throughout the semester.
Prior to Fall 2021, financial aid for the semester was calculated and disbursed according to your enrollment status on the 16-week term's Census Date (the 12th day of class). No adjustments for adds or drops after that date were processed.
Now, your financial aid will be calculated, disbursed and adjusted on the Census Date for each part of term – not just the 16-week session.
If you decide to enroll in a Flex II course, your financial aid calculation will reflect any courses you add throughout the semester if your enrollment status changes as a result of the additional course(s). This could result in more financial aid for you!
Census is the date on which enrollment is finalized for a part of term. All hours are considered “frozen” on this date for financial aid purposes. For a list of census dates for each part-of-term, review the Registration and Payment Calendar.
On each part of term’s census date, your enrollment status in courses that count toward your degree determine your financial aid eligibility.
Financial Aid enrollment status levels include:
- Full-time: 12+ credit hours
- ¾ time: 9-11 credit hours
- Half-time: 6-8 credit hours
- Less-than half-time: 1-5 credit hours
If you are enrolled full time (12+ credit hours) and begin classes during Flex I or 16-week sessions, you will receive the maximum financial aid for which you qualify. If you add additional classes for Flex II, no adjustments will be made to your financial aid since you've already received your maximum disbursement.
If you are enrolled in less than 12 hours during Flex I or 16-week sessions, your aid will be prorated and paid based on that enrollment status. If you decide to enroll in additional classes during Flex II, your financial aid will be adjusted based on your new enrollment status which may result in additional financial aid.
We want you to be aware that if you drop a course before the census date of any part of term for which you are enrolled, your financial aid calculation will also reflect those changes. This could result in a decrease of your financial aid.
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.