Financial Aid Process

Aid Types and Implementation Procedures

Last-Dollar Aid

Last-dollar aid is used to cover any remaining tuition costs after federal and state financial aid resources have been exhausted. This form of assistance is positioned as a gap filler.

Implementation Steps:

  • Confirm that all applicable FAFSA/Pell aid has been applied.

  • Confirm the student’s ineligibility or remaining gap after applying other aid sources such as MiReconnect and state-based tuition programs.

  • Apply last-dollar aid only once the above have been accounted for.

Textbook Assistance

Aid for textbooks is offered in the form of bookstore vouchers, ensuring students can access required course materials without incurring out-of-pocket expenses.

Implementation Steps:

  • College will package aid as a bookstore voucher.

  • In cases where a student has outstanding tuition balances, book aid will be redirected toward balances first.

  • Direct reimbursement to students is not permitted for book costs.

Wraparound Support Aid

Wraparound support offers financial assistance for non-tuition barriers such as transportation, childcare, technology, and housing. Two implementation paths are available:

Via GRCC Get Help

Students may be referred to GRCC’s Get Help system, which provides coordinated access to a network of community and college-based services.

Steps:

  1. Identify the student’s support needs and refer them to Get Help, or submit a referral on their behalf.

  2. Get Help connects the student with appropriate resources.

  3. The program “donates” a portion or the entirety of its wraparound support budget to Get Help to fund services provided.

  4. At year-end, request a summary report from Get Help detailing aid provided under the grant.

Tuition and Book Assistance

Tuition and book aid addresses financial gaps for students at risk of being dropped due to non-payment. This process is time-sensitive and must begin in advance of tuition deadlines.

Steps:

  1. Schedule a meeting with the student to assess their financial need.

  2. Use the Tuition Calculation option found within CSProd of Peoplesoft to verify eligibility and calculate any aid shortfall.

  3. Prepare internal documentation outlining the aid request and justification.

  4. Submit this documentation to the Financial Aid office for review and approval.

  5. Upon approval, forward materials to the Third-Party Contract (TPC) Coordinator who:

    • Establishes a Third Party Contract

    • Flags the student’s account to prevent administrative course drop

    • Issues an invoice to the grant director

  6. The Dean/Grant Director processes payment and enters the transaction into the grant bookkeeping system.

Student Conference Support

This aid covers costs associated with student attendance at conferences related to program learning outcomes or career development.

Steps:

  1. Identify interested students and obtain ticket pricing.

  2. Submit names, number of tickets, and associated costs to the Financial Aid office for review and approval.

  3. After approval, purchase tickets—pending clarification on Pro Card eligibility.

  4. Record all purchases in the grant’s bookkeeping ledger.

Internship Stipend Reimbursement

Stipends support paid internships in partnership with employers. The college reimburses employers for eligible wages paid to student interns.

Steps:

  1. Share the Employer Payment Process documentation with the participating employer.

  2. The employer submits a W-9 and Supplier Application.

  3. The Dean/Grant Director creates a Blanket Purchase Order (BPO) with required information:

    • Hourly wage

    • Weekly hours

    • Pay intervals

    • Internship duration

  4. The BPO is sent to the employer for processing.

  5. The employer pays the student directly and submits an invoice for reimbursement.

  6. The Dean/Grant Director reviews the invoice and, if approved, submits it to Accounts Payable.

  7. Accounts Payable processes reimbursement within 30 days.

Final Notes for Future Grants

This process was developed to ensure alignment with federal grant management standards, institutional compliance, and student service delivery efficiency. Any future adaptations should ensure:

  • Clear documentation of all aid awarded

  • Approval checkpoints for each stage of disbursement

  • Integration with financial systems and audit protocols

  • Transparent communication with students and external partners

Where open questions remain, additional policy development and cross-departmental alignment (especially with Finance, Student Life, and Purchasing) will be required.

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