Important Payment Information
Please read this information carefully as it concerns how your financial aid is calculated and refunded to you. It also explains why you may have to repay funds if you withdraw from some or all of your classes after receiving payment.
As a financial aid recipient, you must choose how you want your refund paid to you. Visit this link for more information: https://bankmobiledisbursements.com/refundchoices/. Please note that Dreamers with a government issued picture ID (CA Drivers License or ID Card, consulate card, etc.) may open a personal checking or savings account with a banking institution or open a BankMobile Vibe Checking account.
Napa Valley College understands that you need your financial aid refund quickly so that you can pay tuition and fees, buy books, pay for transportation, and pay for other college costs. That's why NVC delivers your refund with BankMobile Disbursements, a technology solution, powered by BMTX, Inc.
Have You Moved?
Submit an online address change form to Financial Aid now! Login to Self Service and click on the Financial Aid link. The Change Form (Name/Address/SSN) form may be found under Resources Helpful Links.
Free ATM Locations at NVC
Students using a Vibe account for financial aid refunds may withdraw cash at Cardtronics ATMs on campus free of charge! The daily cash limit is $500. ATMs are available only during regular hours of campus operation. Locations:
- NVC Gym, Building 600, First floor hallway across from PE office
- NVC Library Building 1700, First floor lobby
Free Access at Allpoint ATMs
Students with a Vibe account now have FREE access to their financial aid funds at any Allpoint ATM. Check for an Allpoint location nearest you(Allpoint ATM's vary by location, availability and hours of operation and are subject to change).
To view our third-party servicer contract for refund management, click here.
Financial aid is awarded to you based on FULL-TIME enrollment. If you are enrolled less than full-time, the amount you are eligible to receive may be reduced or canceled. However, your award letter may continue to show the award at the full-time amount. You may check the status of your financial aid awards and view your award letter by logging into Self Service. Enrollment status is calculated as follows:
12 or more
9 to 11.5
6 to 8.5
Less-Than Half Time
1 to 5.5
The "add/drop" period for financial aid purposes is the period of time after a semester begins when a student is able to add a class or drop a class without receiving a “W” grade.
- Classes that are dropped before semester census are not eligible for financial aid payment, and may require that you repay funds you may have received during the "add/drop" period.
- Classes that are added after semester census may not be included in your financial aid enrollment status (full-time, three-quarter time, half-time, less-than half-time) for awarding and payment purposes. Contact the Admissions & Records Office for additional information on semester census dates.
Pell Cutoff Date is the date that determines your enrollment status for the Federal Pell Grant. For most students, the Pell Grant cutoff date is the semester census date as identified on the Financial Aid Refund Dates page. For students who completed their financial aid files after the semester census date, the Pell Grant cutoff date is the date your financial aid file was completed and awarded. If you enroll in classes after the Pell Cutoff Date, those classes will not be included in your enrollment status.
YOU MUST REPAY GRANT MONEY IF YOU MEET CERTAIN CONDITIONS
You are required to RETURN ALL FINANCIAL AID FUNDS RECEIVED to NVC if any of the following situations apply to you:
- You were enrolled for a semester, but never attended the classes.
- You have already withdrawn, officially or unofficially, from all of your classes.
- You plan to withdraw, officially or unofficially, from all of your classes.
- You are receiving financial aid from another school (other than the CCPG) for the same semester or enrollment period.
You may be required to REPAY SOME OR ALL OF THE FINANCIAL AID FUNDS YOU RECEIVED to NVC if any of the following situations apply to you:
- You were paid for half-time or greater (6 or more units) enrollment, but you drop to less-than half-time (fewer than 6 units) enrollment during the add/drop period.
- You were paid for a class, but requested that the class be dropped without a "W" grade after the add/drop period was over AND that dropped class changed your enrollment status.
- You are paid for a class, but never attend the class.
- Your instructors drop you from classes because you are not attending, or because you are not participating in class (engaged in academic activity).
- You remain enrolled but receive all failing grades (F, W, NP, NC) in your classes at the end of the semester.
- You withdraw from all of your classes before more than 60% of the semester is complete.
If you owe money to NVC for tuition, enrollment fees, lab and other fees, current year financial aid overpayments, or other attendance related reasons, the amount you owe will be deducted from your financial aid disbursement first. The remaining balance, if any, will be paid to you on the next regularly scheduled refund date.
California College Promise Grant (CCPG)
The California College Promise Grant (CCPG) award, formerly known as the Board of Governors Fee Waiver (BOGFW), is a waiver of enrollment fees for California residents and AB 540 eligible students ONLY. The CCPG IS NOT A CASH AWARD. If you are awarded a CCPG before registering for classes, the CCPG will automatically waive your enrollment fees when you register. The CCPG does NOT waive other class related fees, such as lab or material fees. You are responsible for paying all other class related fees in-full within the 14-day Pay to Stay grace period or you will be dropped from any unpaid classes for non-payment.
ACADEMIC PROGRESS REQUIREMENTS for the CCPG began Fall 2016. If you fail to make satisfactory academic progress in the prior two primary (fall/spring) semesters you attended, you will lose eligibility to use the CCPG award to pay your enrollment fees. Read more about the CA College Promise Grant here.
If you register for classes before receiving a CCPG award, you must pay all class related fees in-full within the 14-day Pay to Stay grace period or you will be dropped from your classes for non-payment. If you are awarded a CCPG after registering and paying for classes, the amount you paid for enrollment fees will be refunded to you.
Napa Valley College Promise Scholarship
The Napa Valley College (NVC) Promise Scholarship is awarded to full-time first- or second-year students who meet specific criteria as listed on the NVC Promise program web page. NVC Promise Scholarships pay for enrollment, lab/material, and semester fees for qualifying students and are split into two parts: Scholarship for enrollment fees and scholarship for semester/lab/material fees. NVC Promise students who also qualify for the CCPG (formerly BOGFW) will only be awarded the semester/lab/materials fee scholarship as the CCPG pays enrollment fees. NVC Promise Scholarships are disbursed on specific dates as listed on the Financial Aid Refund (Payment) Dates calendar. If you are awarded a NVC Promise Scholarship, but drop below full-time (12 or more units) enrollment before the scholarship is posted to your student account, you will be ineligible for the scholarship and will be required to pay all outstanding fees on your own.
NVC Promise students who paid their fees before the NVC Promise Scholarship was disbursed may be due a refund of those fees. Refunds are processed by the NVC Business Office separately from financial aid grant and loan payments. You may check the status of your NVC Promise application and awards through MyNVC, Financial Aid Self-Service. You may check your student account under the "Student Financial" tab in Self-Service to determine if your awarded NVC Promise Scholarship has been posted and whether a refund of any paid fees has been processed. Contact the Business & Finance Office if you have questions about fee refunds.
Federal Pell Grant Payments
Six Year, Lifetime Limit for Pell Grants [HEA section 401(c)(5)] - Effective July 1, 2012, students will only be eligible to receive six full-time equivalent years (600%) of the Pell Grant.
The Pell Grant award listed on your award letter is the estimated amount you may be eligible to receive for a semester if you are enrolled full-time. The actual amount you are eligible to receive will be calculated based on the number of units you are enrolled in at the Pell Cutoff date. If you are enrolled less than full time, your Pell Grant award will be prorated.
If eligible, a Pell Grant "advance" will be paid to you during the first weeks of the semester:
The amount of your advance will be calculated based on the number of units you are enrolled in at the time payment is made. Your advanced will be 50% of your calculated semester award. View the Financial Aid Payment Dates page.
You will receive only one advance payment.
If you a drop a class after census and you have already received an advance payment, you may be required to repay all or part of the money you received.
If you drop all of your classes after receiving an advance payment, you will be required to repay all the money you received.
After the advance period has ended, your Pell Grant award will be recalculated to determine the actual amount you are eligible to receive for the semester.
The amount you are eligible to receive for the semester will be recalculated based on the number of units you are enrolled in as of the Pell Cutoff date.
If your recalculated award is less than the advance you received, you will be required to repay the amount of Pell Grant funds you were overpaid.
- Ask your instructor to complete the Instructor Certification of Attendance form; and
- Write a request asking that your overpayment be recalculated based on your attendance in the dropped course; and
- Submit the written request and the completed attendance certification form to the
Financial Aid/EOPS Office before the end of the semester for which you owe the overpayment.
Average processing time is 4-6 weeks.
EXAMPLE: You were enrolled full-time (12 or more units) and received a Pell Grant advance payment of $1000.00. You dropped classes during the add/drop period but remain enrolled in 3 units. Your recalculated Pell Grant award, based on your census enrollment at the time of payment, was determined to be $200.00 for the semester. Because your advance payment was more than the final award amount you were eligible to receive for the semester, you would be required to repay $800.00.
- NOTE: If you drop a class (or are dropped from a class by the instructor) before census,
but you attended at least one class meeting before the drop, the amount of your overpayment
may be reduced or canceled if your instructor can verify that you attended at least
one class meeting. To request a recalculation of your overpayment, you must:
If your recalculated award is equal to the advance you received, you will receive no additional Pell Grant funds for the semester.
EXAMPLE: You were enrolled full-time (12 or more units) and you received a Pell Grant advance payment of $500.00. You add and drop classes, so that at the end of the add/drop period you are enrolled half-time (6 - 8.5 units). Your final Pell Grant award, based on your census enrollment at the time of payment, is determined to be $500.00. Since the advance payment is equal to the full amount of your final award, you will receive no additional money from the Pell Grant program for the semester.
- If your final award is greater than the advance you received, the outstanding balance,
less any debt owed to NVC, will be refunded to you during the next regularly scheduled
EXAMPLE: You were enrolled full-time (12 or more units) and received a Pell Grant advance payment of $500.00. At the end of the add/drop period, you were still enrolled full-time. Your recalculated Pell Grant award, based on your census enrollment at the time of payment, is determined to be $1,000.00. Since your advance payment was less than your recalculated award for the semester, you will receive an additional $500.00 in Pell Grant money for the semester during the next regularly scheduled financial aid disbursement.
- EXAMPLE: You were enrolled half-time (6-8.5 units) and received a Pell Grant advance
payment of $500.00. You submitted a late add petition and were approved for enrollment
in an additional 3 unit class. Your recalculated Pell Grant award, based on your census
enrollment at the time of payment, is determined to be $750.00. Since your advance
payment was less than your recalculated award for the semester, you will receive an
additional $250.00 in Pell Grant money for the semester during the next regularly
scheduled financial aid disbursement.
- If your Federal Pell Grant is awarded after the advance period has ended, you will
receive a single payment for the full amount you are eligible to receive for the semester.
The amount you are eligible to receive will be based on census enrollment at the time
- If your census enrollment changes after receiving a Pell Grant payment, you may be
required to repay all or part of the funds received.
- EXAMPLE: You were enrolled full-time (12 or more units) for the Fall semester, but one class
(3 units) is a "late start" class that begins in November. Your recalculated Pell
Grant award, based on your census enrollment at the time of payment was determined
to be $1,000.00. You received a $500.00 Pell Grant advance payment in August, and
an additional $500.00 payment in October. However, you forget to attend the late start
class in November, so your instructor drops you from his roster on the first day of
class. Because you were dropped before the class census date, your census enrollment
has changed from full-time (12 units) to 3/4-time (9 units). On the next scheduled
financial aid payment, your Pell Grant award is recalculated and your semester award,
based on your census enrollment, is determined to be $750.00. Because you never attended
your late start class, and you were dropped before census for that class, you must
now REPAY $250.00 of the funds you received.
- EXAMPLE: You were enrolled full-time (12 or more units) for the Fall semester and
received your full Pell Grant award in October. You attend the first meeting of your
late start class, and then stop attending. Your instructor drops you from the 3 unit
class before census for failure to attend. On the next scheduled financial aid payment,
your Pell Grant award is recalculated based on your census enrollment of 9 units and
you now owe a repayment of the funds you received. If your instructor can verify that
you attended at least one day of the class, then your overpayment may be canceled.
FSEOG, Cal Grant B, Cal Grant C, Student Success Completion Grant (SSCG), CARE Grant, EOPS Grant, and other cash grant awards will be paid with the 100% Pell Grant Payment (see FA Refund Dates for the exact date).
The amount you will be eligible to receive will depend on the number of units you are enrolled in at the time of payment. If you are determined eligible for payment, the amount you are eligible to receive will be disbursed to you in a single payment. If you are awarded a grant after the 100% Pell Grant payment has passed, you will be paid on the next scheduled disbursement for that semester.
The Direct Loan requires an additional application process. Direct Loan awards are based on the total amount borrowed. Loan disbursements are reduced by applicable loan fees. Please refer to your Direct Loan Disclosure Statement for details.
Direct Loan awards are disbursed in two payments during each individual borrower’s eligible enrollment period, but are never paid sooner than the end of a semester's add/drop period. Payment dates for loans are specific to each borrower and are listed on the borrower’s loan disclosure statement. Loan disbursements are paid within 14 days from the disbursement date listed on the loan disclosure statement.
Federal Work Study and other work student awards are estimated amounts that must be earned through on-campus student employment. Work Study timecards must be submitted to the Financial Aid/EOPS Office by the 12th of each month. Work study payroll checks are issued at the end of each month and are picked up in the Business Office.
Scholarship and Specialized Awards
Scholarship and specialized awards are issued at different times during the year and are paid according to program restrictions. If you receive a scholarship or specialized award, you will be notified when the check is available for pick-up in the Business Office.
Pell Grant, Cal Grant, and SSCG awards are offered to you if you were eligible to receive the grant in a previous semester during the academic year, but were awarded the grant after the semester ended. The amount you are actually eligible to receive will be determined after final grades have been posted for the eligible semester. Retroactive grant disbursements are paid at various times during the academic year. Retroactive payments cannot be made for eligibility in a prior academic year.
Financial Aid for Specialized Academic Programs
Police Academy, LVN, Paramedic, Psychiatric Technician, and Cooking School programs require special processing due to their "non-standard" or "non-term" scheduling. Financial Aid payments for these specialized academic programs are "individualized" based on start/end dates, course length, and number of credits/clock hours completed. Students attending these programs should contact the Financial Aid/EOPS Office for information concerning payments.
If eligible, Federal Pell Grant and Direct Loan awards will be prorated based on the number of weeks of instruction and the total units that will be earned for the course. Payment dates will be dependent on course start and end dates, which may not coincide with regular semester payment dates.
Award Amount and Status
Award amounts are initially calculated based on full-time enrollment, and may be prorated if you are enrolled less than full-time (see enrollment status and payment change for late start classes at the top of this page). Courses that are repeated for credit more than 2 times will not be eligible for payment.
The award action status shown on Self Service Financial Aid My Awards describes the availability of an offered award:
Accepted - the award has been approved for payment or use.
- Canceled - the award has been canceled and is no longer available.
Hold - the award cannot be paid become something is missing to make you eligible. Contact the Financial Aid Office to determine what must be done to activate your award.
Ineligible - the award cannot be paid and will be canceled because you no longer meet the award eligibility criteria.
Override - the award amount has been adjusted due to enrollment in a non-standard course/program or calculation of an overpayment.
Pending - the award cannot be paid or used for payment until final approval or funding is received by the Financial Aid/EOPS Office.
Students who are on Financial Aid Satisfactory Academic Progress (FA SAP) Disqualification or other ineligible FA SAP status will not receive a financial aid payment, even if an award action status is accepted. Students must be on an eligible FA SAP status to receive financial aid funds. Only the CA College Promise Grant (CCPG) is exempt from this requirement at this time. The FA SAP status is shown on the Self Service Financial Aid welcome page.
Please login to Self Service to view your awards and FA SAP statuses.
Financial Aid Refund and Census Dates
Click HERE to view scheduled financial aid refund and census dates. Table 1 lists regular payments to students who are enrolled in standard semester-based programs. Non-standard and clock hour programs payment dates are dependent upon program specific criteria and may not be the same as standard semester-based programs.
If you reduce units after receiving an Advance Pell Grant payment for a semester, you may be required to repay all or part of the amount you received when your semester award is recalculated for the 100% payment. Please read the FA Payment Information page for detailed information.
If you receive financial aid funds for a semester, and then withdraw from all of your
classes, you may be required to repay all or part of the funds you received.
Federal law requires that you attend and complete your classes in order to “earn” the financial aid grant money you receive. If you officially withdraw from your classes or just stop attending class before completing more than 60% of the semester, you will be required to repay all or part of the money you received, depending on when you stopped attending. In addition to owing money, you will be placed on Financial Aid Suspension and will be entered into a national database as owing a repayment federal financial aid.
As long as you owe a repayment of financial aid money, you will not be eligible to receive financial aid at ANY school. If you do not repay the money you owe within 45 days from the date you are notified of the repayment, you will be referred to the U.S. Department of Education for collections.
Repayment of financial aid money will be required under the following circumstances:
- If you never attend any of your classes you will be required to repay ALL the money you received for that semester.
- If you drop all of your classes during the add/drop period, you will be required to repay ALL the money you received for that semester. In order to reduce the amount you may owe, you will be required to submit an instructor verification of attendance proving that you attended at least one class meeting.
- If you drop some of your classes during the add/drop period after receiving an advance payment, you will be required to repay the amount that you were overpaid for the semester.
- If your instructors drop you from all of your classes because you never attended or stopped attending, the amount you will be required to repay will depend on the date you are dropped from classes.
- If you officially drop all of your classes (submit a drop card to the Admissions and Records Office) before completing more than 60% of the semester, the amount you must repay will be prorated based on the date you dropped your last class.
- If you receive failing grades (F, NC, or W) in all of your classes at the end of the semester, it will be assumed that you stopped attending. The amount you must repay will be based on a mid-term withdrawal date. If you attended your classes, but earned the failing grades, the amount you must repay will be canceled if you submit a verification of attendance, completed by the instructor of at least one class, stating that you attended through the end of the semester and earned the grade.
If you attend school, and then find that you must withdraw from all of your classes, the amount you must repay may be reduced or canceled if you attend an Academic Related Activity before the end of the semester from which you withdrew.
An Academically-Related Activity Certification is an academic meeting with an instructor that takes place during the semester from which you withdrew. To verify that you attended an academically-related activity, you must submit an Academically-Related Activity Certification, completed by your instructor, to the Financial Aid/EOPS Office.
Owing a repayment of financial aid funds may jeopardize your education. If you do not repay the money you owe, you will be referred to the US Department of Education for collections. You will not be eligible to receive Federal financial aid at ANY SCHOOL until the money you owe is repaid.
If you find that you must leave school after receiving financial aid money, contact the Financial Aid/EOPS Office at (707) 256-7301 immediately to discuss whether you must repay the funds you received.