Financial Aid Checklist | GCTC

Financial Aid Checklist

Whether you’re a high school student, a returning student or just looking to take a class on the side, following these steps will make your financial aid experience easy!


Student in a library using her laptop


Financial aid Steps

Head over to (opens in new window) to create a FSA ID.

If you are a dependent student your parent will need a FSA ID too. 

REMEMBER: Keep a record of your FSA ID. You will use the same FSA ID each year you file a FAFSA.

To complete the Free Application for Federal Student Aid (FAFSA), you will need:

  • Your Social Security Number
  • Your Alien Registration Number (if you are not a U.S. citizen)
  • Your federal income tax returns, W-2s, and other records of money earned. (Note: You may be able to transfer your federal tax return information into your FAFSA using the IRS Data Retrieval Tool.)
  • Bank statements and records of investments (if applicable)
  • Records of untaxed income (if applicable)
  • An FSA ID to sign electronically.

You'll then head over to the FAFSA website (opens in new window) and fill out your free application.

Some helpful information:

FAFSA Semesters Covered Tax Return Needed FAFSA Opens On
  • Fall 2023
  • Spring 2024
  • Summer 2024
  • 2021
Oct 1, 2022
  • Fall 2024
  • Spring 2025
  • Summer 2025
  • 2022
no later than Jan 1, 2024

Now you'll want to review your Student Aid Report, you'll hear it called SAR. It will come to you by email to the email address you listed on your FAFSA.

Gateway offers dozens of scholarships. Some are general scholarships for students in any field while some are dedicated to students in specific majors.  You can learn more about the available scholarships and priority deadlines here.

If you're a Kentucky resident seeking a degree, diploma or certificate in healthcare, advanced manufacturing, business & IT, construction technology or transportation & logistics you can apply to get FREE tuition through the Work Ready Kentucky Scholarship.

You'll want to check out your Student Self-Service Center 'Task Tile.' This is where you'll see any missing information or required documents we may need to process your aid.

No Tasks to complete? Check your status in your Student Self-Service Center and confirm your financial aid offer.

We've partnered with BankMobile to ensure proper delivery of your financial aid refund. To make a refund selection:

  1. Go to
  2. Under Get Started Select "Need a Code"
  3. Enter School Name (Kentucky Community & Technical College System)
  4. Enter your Student ID# and Email Address
  5. Select Continue (a code will be sent to the email address you provide)
  6. Select link provided in the email you receive and enter code  
  7. Follow on-line screen Instructions

We deliver your refund with BankMobile Disbursements, a technology solution, powered by BMTX, Inc. Visit this link for more information:

Did you get an e-bill? When you do, review it to make sure your calculated aid covers your balance due.

The email you get will look something like this:

Date Time Stamp: 04/23/2021 3:38 AM

Message Subject: Student Financials E-Bill


2660 South Green Street, Henderson, KY 42420

Statement of Account

This statement reflects activity posted to your account as of the close of business of the previous day.

Term: 4206 - Spring 2021

Campus: HEC
Student ID:
Student Name:
Student Address:

Official Residency: Official: KY Resident
Tuition Residency: Official: KY Resident

Account Balances
Account Balance
Calculated Aid $0.00
Carry Forward Balance $0.00
Current Term Balance $80.00
Total Due $80.00

Classes in the 2021 spring semester will include both in-person and online classes. In the event that COVID-19, or any other similar health or safety emergency, in the 2021 spring semester reaches a level at which KCTCS moves all instruction online, KCTCS will not refund tuition as long as the instruction continues.

For your account details and/or to make a payment, log in to your account at

Distance Education: There are no additional student charges associated with the verification of student identity.

KCTCS policy requires prompt payment under the terms and conditions published in the college's schedule. Mailed payments are to be sent to the attention of the business office at the return campus location address above. Delinquent accounts are subject to referral for collection to the Kentucky Department of Revenue and will result in the assessment of collection charges.

There are a bunch of rules that govern Federal Financial Aid. You need to be aware of them so you can maintain your financial aid eligibility. 
  1. Maintaining Standards of Satisfactory Academic Progress
    • Federal financial aid funds are awarded to you with the understanding that you will maintain a minimum of a 2.0 GPA, successfully complete 67% of the credit hours you attempt, and complete your credential within certain time frame limits. You can check out all the details in our SAP policy. 

  2. Return of Title IV Funds 
    • Life happens. We get it.  But it is important for you to understand that as a federal (Title IV) financial aid recipient, you have an obligation to be successful.  When you receive aid and you completely withdraw from all classes, fail all classes, or you unofficially withdraw because you stop attending, you are subject to a Return of Title IV calculation as dictated by federal regulations. When that happens, we may have to return a portion of the aid you received. Be sure to read the details in our R2T4 policy. When life happens, be sure to reach out to your Financial Aid counselor and talk it through.

  3. Aid recalculation due to class schedule changes and attendance
    • When the number of credit hours you are taking changes, your aid is subject to recalculation. When you fail to attend a class, your aid is subject to recalculation. Reach out to your Financial Aid office with questions regarding how enrollment changes and failure to attend classes impacts your aid.  



A male admissions advisor assits a male student.


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