FAFSA Code & School Location

Code: 038193-00
Location: West Virginia


Frequently Asked Questions


Financial Aid Basics

What is financial aid?

Financial aid is funding intended to help students pay for their college education, including: tuition and fees, room and board, books and supplies, and other education-related expenses. Various types of financial aid are available, so please review our options listed in the paying for school section.

You can also view "The Basics" video in our Financial Aid TV series.

Are all of the university's programs eligible for financial aid?

While the majority of our programs are eligible for financial aid, these programs are NOT eligible:

  • Courses being taking as “audit”
  • Undergraduate courses for transfer to another institution
  • Associate of Arts (A.A.) and Bachelor’s of Arts (B.A.) in General Studies
  • Our 3-course learning track programs
Does financial aid cover fees?

Financial aid is intended to cover the cost of tuition, fees, books, etc., but only the tuition is paid directly to the university. Any funds that remain after tuition is paid are credited back to you in the form of a "financial aid credit balance refund", based on your credit balance selection. You are responsible for paying for fees when they are due (at course registration, for graduation, etc.), however, you can use your financial aid credit balance refund money to help cover the money you spent on fees.

I’m a graduate student; will financial aid cover my books?

As a graduate student you are responsible for purchasing books, ebooks, or other required reading materials. Your financial aid package is intended to cover the cost of tuition, fees, books, etc., but only the tuition is paid directly to the university. Any funds that remain after tuition is paid are credited back to you in the form of a "financial aid credit balance refund", based on your credit balance selection. You have the option to use this credit balance to help cover the costs of your books.

Why am I not receiving emails from the financial aid office?

If you are not receiving any emails from the financial aid department, please make sure to check your “spam” folder. You can also adjust your settings in your email to accept emails from senders “@apus.edu”.  To ensure the university receives your email, please be sure to use your campus mailbox in the ecampus.

What is the contact information and hours for the financial aid office?

If you have questions regarding your financial aid status:

  • Log in to the My Aid Portal (MAP) to check your financial aid status
  • Contact our student support center by calling 877-755-2787 or by emailing finaid@apus.edu

Financial aid customer service fax number: 304-724-3710

Financial aid application fax number: 877-372-3292

Student support hours:
Monday-Friday 8a.m.- 5p.m. and Saturdays 9am - 4p.m. EST

Financial aid service hours:
Monday-Friday 8a.m. - 5p.m. EST

Federal Student Aid (FSA)

How is federal student aid (FSA) calculated?

Several factors determine how much financial aid you are eligible to receive:

That's the short answer, but you can read more about this process to get the long one.

How do I qualify for federal student aid?

You must meet specific requirements to qualify for federal student aid (grants and loans). These requirements are clearly explained by the U.S. Department of Education (Ed.gov) website.

You can also learn more by watching the "Eligibility" video in our Financial Aid TV series.

How do I apply for federal student aid?

Completing the Free Application for Federal Student Aid (FAFSASM) is the first step toward getting federal aid for college. The FAFSA is free and quick, and it gives you access to the largest source of financial aid to pay for college. (Note: to complete the form, you will need our school code: 038193-00 and location: West Virginia).

You can learn more by watching "Understanding the FASFA" and the FASFA tutorial videos in our Financial Aid TV series.

What is the university's school code and location for the FASFA?

The university’s school code is 038193 and the location is West Virginia.

This code is required to ensure the university receives your FAFSA information.

Why is the financial aid office asking for my tax information?

Some students are randomly chosen for verification where we compare the information on your FAFSA with your tax return information. You'll be notified if you've been chosen for this process, as this law requires that we complete verification prior to your federal aid award distribution. Once we contact you, you'll have 28 days to respond and submit the required documentation. We hope this isn't the case, but if you're suspected of fraud, we'll report it to the Regional Office of the Inspector General or law enforcement to investigate the matter.

When I drop a course will I lose my FSA?

In general, if you fully withdraw (drop all your courses), then your aid is subject to Return of Title IV aid regulations. Other withdraw situations depend on whether your drop below full-time or half-time student status. Because the answer to this question depends on many variables, we recommend you review our financial aid policies page for complete details on how course withdraw effects your financial aid.

What happens to my FSA if I am put on academic probation?

If you are placed on academic probation you are still eligible to receive financial aid. Please be aware that if you are not making satisfactory academic progress (SAP), however, your eligibility will be affected. We recommend you review our financial aid policies page for complete details on SAP and academic probation.

How often do I have to apply for FSA?

Once you qualify for FSA, you'll need to complete your FAFSA annually, continue to meet basic eligibility requirements, and maintain satisfactory academic progress (SAP)

You can learn more by watching the FASFA tutorial videos in our Financial Aid TV series.

Do I have to reapply for FSA if I am deployed for military obligations?

As soon as you are made aware of a pending deployment, please contact the financial aid application team for answers to all your questions including possible payment deferment.

We can be reached Monday-Friday, 8:00 a.m. to 5:00 p.m. EST at 877-755-2787.

What pay type do I select if I am paying with FSA?

When you register for courses, you are asked to enter a "pay type". If you are using federal student aid (FSA) loans or grants, please select "federal student aid" as your payment type. Many of our students make the mistake of choosing "loan" as their payment type, but that should only be selected if you are receiving a private loan.

When do I register for classes if I am using FSA?

All of your registrations for your semester should be in place before your semester begins. This will ensure that you are packaged correctly and your enrollment status is reported correctly. Your enrollment status can affect the amount of your Pell Grant.

How is the enrollment status reported?

FSA requires that you be enrolled at least half-time in each 16-week semester as follows:

Full-time: 12+ undergraduate or 6+ graduate credits
3/4 time: 9 undergraduate
Half-time: 6 undergraduate or 3 graduate credits
Less than half-time: 3 undergraduate credits

Please note: A graduate student who is enrolled in the Post-Bachelorette Teachers Certificate Program (BACC) would be reported for enrollment purposes as an undergraduate student. That is, if the student is eligible for Pell under the BACC program and is only scheduled for two (2) courses (six (6) credit hours) for Pell, the student would be considered a half-time student.

Where do I find the My Aid Portal?

You can locate the My Aid Portal (MAP) under the financial aid menu in your ecampus.

What is a Pell Grant?

A Federal Pell Grant, unlike a loan, does not have to be repaid. Pell Grants are awarded usually only to undergraduate students who have not earned a bachelor's or a professional degree. Please visit the FSA website for more information on Pell Grants. Or watch the "Grant Programs" video in our Financial Aid TV series.

What is considered full-time, part-time, and 3/4 time?

Undergraduate students:

  • Full-time: 12+ credits per 16 week semester
  • ¾ time: 9 credits per 16 week semester
  • Part-time: 6 credits per 16 week semester
  • Less than half time: 3 credits per semester

Graduate students:

  • Full-time: 6 credits per 16 week semester
  • Part-time: 3 credits per 16 week semester
How do I repay my student loans?

The U.S. Department of Education website has all the information you need to manage repayment of your federal student loans.

You can also watch the "Loan Programs and Loan Repayment" videos in our Financial Aid TV series.

FSA Refunds & Credit Balances

What is a FSA credit balance refund?

Federal aid funds are paid directly to the university to cover your tuition. Any remaining funds will be credited to you, based on your credit balance selection. We use Higher One, a higher education financial services company to provide a faster, more convenient way to get those credit balance refunds to you.

How is my credit balance refund issued to me?
  • Refunds are disbursed through a Higher One account or through your bank account
  • Your access card will arrive via postal mail in a green Higher One envelope, so please check that your address on file with the university is a valid mailing address
  • When your card arrives, visit www.apuschoicecard.com and click on “Get Started” to activate the card and choose your refund preference
  • Follow the on-screen prompts to elect to have your refund directly deposited into an existing bank account or to open an account with Higher One
  • Even if you don't normally receive a credit balance refund it's a good idea to activate your card because you may get a credit balance refund in the future
  • You’ll need to have your driver's license or other ID and/or current checking or savings account information on hand
  • You will also need to print and sign a direct deposit authorization form to fax or send via mail to Higher One
When am I going to receive my financial aid credit balance refund?

Credit balance refunds are normally processed about 45 calendar days after the semester begins. APUS receives your loan disbursement about 30 days into the semester and any remaining funds (above and beyond your tuition and fees) will be processed and sent to you typically within 14 days. Please note that this process may take longer if this is your first semester and/or you haven’t completed necessary paperwork. To check on the status of your credit balance refund, please email finaidrefunds@apus.edu.

Who do I speak with regarding my financial aid credit balance refund?

Higher One will notify you via email or text message when your credit balance refund has been deposited. If you have not received notification from Higher One, then please contact Student Support at 877-755-2787 with questions about the status or amount of your credit balance refund.

Why is Higher One sending me emails asking me to verify my identity?

In order to open a Higher One Account, government regulations require Higher One to collect specific identifying information from its customers. Typically, all you need to do to verify your information is to send in a copy of a government-issued photo ID.

Should I be concerned about providing my personal information to Higher One when selecting my preference?

The Higher One site is safe and secure and the information requested is solely for identification purposes. Higher One will never share or sell your information to a third party.

How do I verify my credit balance refund has been processed?

You may check on the status of your refund by logging into your Higher One account using your email address and password. Then click the "Refunds" tab and select "Refund Status & History." A new page displays the status of your credit balance refund and provides a history of your credit balance refund preference. A short explanation of each status is provided next to the status. Higher One will also send an email to the address you entered during activation when your credit balance refund has been processed.

You can also stay informed about the status of your credit balance refund by opting to receive status alerts by text to your mobile phone. To sign up, please log into Higher One, select "Mobile Alerts of Refund Status" from the menu listed under the "Refunds" tab, and follow the instructions to complete your registration. Remember to update and confirm any mobile phone number changes you make in the future.

I received my refund access card but misplaced it or threw it out before activating it. Now I think I have a credit balance refund coming to me, what do I need to do?

If you lose your Higher One access card, you will need to order a replacement card. Before doing so, please check the accuracy of your mailing address in the ecampus under “Change Contact Information.” To request a replacement card, contact Student Support at 877-755-2787.

Will I have to setup my preferences each time I am anticipating a credit balance refund?

No. This is done just once. You choose whether you want your credit balance refund to go a Higher One account or whether you want to have your credit balance refunds deposited to an existing account. You would only have to do this again if you want to change your initial choice at a later date.

Once I make my credit balance refund method selection, do I need to keep the refund access card?

Yes, you should keep your Higher Once access card in a safe place. Should you desire, at a later time, to change your credit balance refund selection method and/or if you need a password reset, you will need your 16 digit card number and security number from the back of the card. If you misplace your card, you will have to pay a $20.00 replacement fee to Higher One.

Will there be any cost to me for having a Higher One Account?

There is no monthly charge for the Higher One Account and no minimum balance is required. As with any bank account, overdraft charges and returned check charges will be assessed when required, and there are fees for PIN-based transactions. Please review the account disclosure information provided by Higher One for complete information.

What if I do not select a Higher One account or direct deposit to my bank account?

Higher One will mail a paper check by day 10-14.

What if the check is returned undeliverable by Higher One?

Higher One will attempt to redeliver the check. If the check is still uncashed or undeliverable by day 150, a stop payment will occur and the funds will be returned to APUS to be returned to the U.S. Department of Education.

Is there a fee for Higher One to cut a paper check?

There is no fee.

What if the bank account the credit balance refund is being sent to is closed?

Higher One will handle all credit balance refunds if the bank account has been closed.

I forgot my password and I am having trouble logging into my account. How can I reset it?

Passwords can be reset online at www.apuschoicecard.com or by contacting Higher One Customer Service between 8 a.m. and 8 p.m. EST (Monday to Friday) at 877-327-9515.

Why did the university choose Higher One?

The university is working with Higher One to handle its credit balance refund disbursements due to the costs and time associated with generating checks and handling them when students fail to cash them. The new service will provide students with two options for how they receive funds. Students may choose to open a free checking account and activate the debit card or authorize a direct deposit to another banking institution.

My account shows I have a "credit balance." What is that?

If you withdraw from a course after the tuition has been paid, then a credit balance refund is issued to your account. These balances can be refunded to you within 14 days after the credit is issued, but the time frame for disbursements can differ depending on individual student circumstances. To view possible credit balance refunds, login to the student portal and select “My Student Account” then “Ledger”. If you have questions concerning your account, please email finaidrefunds@apus.edu.

Will my credit balance refund be sent from Higher One or APUS?

In most cases, your credit balance refund will be sent from Higher One. However, please be aware that various administrative activities may cause your credit balance refund to be sent from APUS. Those activities include, but are not limited to:

  • If you have chosen to have your credit balance refund to remain on your account until the end of the academic year
  • If your funds were being held for an R2T4 calculation
  • If you have requested a reissue of a previous credit balance refund check

Any questions may be directed to our Student Support team at studentservices@apus.edu or 877-755-2787.

What is the "student ledger" and how do I access it?

The student ledger is a reflection of any balance you may owe or any credits on your account. It will list the courses you are registered for, the cost of those courses, and the amount and type of funding you have or will receive.

You can access your student ledger through the My Student Account link under the Records Menu in your ecampus.

Why does my student ledger show a zero balance?

Your student ledger may show a zero balance because pending funds may not have been applied to the balance. When viewing your student ledger, go to the account detail for the term in question. There it will detail the courses, their cost, and if there is an outstanding balance. If you click on view details once inside the account detail for that term, you will see what funds were applied specifically to each course.

The account detail also shows disbursed aid, payments received,credit balances, and anticipated funding.

If you are waiting to receive financial aid, the financial aid will show as pending until the aid is received; once received, it will then show up under disbursed federal financial aid.

For individual questions regarding financial aid and how it is applied to your ledger, please contact our funding team at finaidrefunds@apus.edu

For what purpose may I use my financial aid credit balance refund?

Financial aid is paid directly to the university to cover the cost of tuition. Any funds that remain after tuition is paid are credited back to you and may be used for any additional educational expenses incurred in pursuit of your college degree or certificate, including: university fees; housing expenses; school supplies; computer equipment purchase or rental; software; or, even dependent child care expenses.


What is deferment?

A deferment is a period of time during which your loan holder (the institution loaning you the money) suspends your regular loan payments. You’ll need to work with your loan servicer to apply for deferment. Be sure to keep making payments on your loan until the deferment is in place.

If your loan is provided as part of the Federal Student Aid program, we recommend you visit the FSA website  for more details including a list of situations that may make you eligible for a deferment.

For more information on deferment, watch the "Loan Terms" video in our Financial Aid TV series.

Who do I contact for deferment?

You should contact your lending institution to determine the type of deferment that you may be eligible for. If your loan is provided as part of the Federal Student Aid program, we recommend you visit the FSA website for contact information.

In-school deferment forms should be sent to the registrar to complete at registrar@apus.edu or fax to 304-724-3790.

Satisfactory Academic Progress (SAP)

What is Satisfactory Academic Progress (SAP)?

Satisfactory academic progress (SAP) is the term used to denote a student’s successful completion of coursework toward a certificate or degree. You must maintain satisfactory academic progress (SAP) to receive Federal Student Aid (FSA). Students who fall behind in their coursework or fail to achieve minimum standards for grade point average and completion of classes may lose their eligibility for all types of financial aid.

View our financial aid policies page for more information on SAP.

Who do I contact about my SAP appeal?

If you have questions regarding your SAP appeal you will need to contact our financial services department at finaid@apus.edu or 877-468-6268 x3610.


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