Bookstore Charge Policy

Students may use excess financial aid in the College Bookstore to purchase only required books and supplies for registered courses deemed eligible for financial aid for the term. The College Bookstore is authorized to allow students to charge the following materials to their financial aid under the following conditions:

  1. Bookstore charging period is 10 days prior to the start of a term through the end of the main drop period.Additional charge periods may be added, at the Financial Aid Coordinator’s discretion, to accommodate students in only late starting classes or other unusual circumstances.
  2. The student may pick up these items or order them online at
  3. The student must sign an authorization to allow charging of books. The official authorization will reside within the Student Information System (SIS) although a paper version may be necessary in some cases.
  4. Only the student is allowed to pick up purchases that are charged to financial aid and will need a photo ID.
  5. The semester limit for all bookstore charges is $1,200, even if a student has more excess funds, unless the Financial Aid Coordinator raises the limit or approves an exception.
  6. Items not approved for purchase with financial aid include but are not limited to apparel, food, cell phones, gift items, and gift/prepaid cards. These items must be purchased out of pocket, if needed.
  7. Supplies may include:
    • One computer or tablet every three (3) years*, or
    • One printer every three (3) years*, and
    • Other electronics, uniforms and supplies up to $200.00 per semester may be purchased without authorization if a class syllabus specifically requires them. Amounts exceeding $200.00 require written pre-authorization from the Financial Aid Coordinator.

*Must be pre-authorized in writing from the Financial Aid Office staff if the following terms are met: All required books must be purchased first and student must have sufficient aid remaining aid to purchase electronics or pay the difference out of pocket prior to pre-authorization.  Staff must deny pre-authorization request if student is not meeting Satisfactory Academic Progress at any VCCS college.

Bookstore Refunds Policy

The College Bookstore will issue refunds with an original receipt under the following conditions:

A. Textbooks

  • Textbooks must be in original purchase condition.
  • A full refund will be given in the original form of payment if textbooks are returned during the first week of classes with original receipt.
  • With proof of a schedule change and original receipt, a full refund will be given in the original form of payment through the main drop deadline.
  • No refunds on unwrapped loose-leaf books or shrink-wrapped titles which do not have the wrapping intact.
  • No refunds on Digital Content once accessed.

B. General Reading Books, Nook® Devices, Software, Audio, Video & Small Electronics

  • Merchandise must be in original purchase condition.
  • A full refund will be given in the original form of payment if merchandise is returned within 14 days of purchase with original receipt in original packaging.
  • Note: Computers and electronics may not be returned if opened.  No refunds or exchanges without original receipt.
  • Opened software, audio books, DVDs, CDs, music, and small electronics may not be returned. They can be exchanged for the same item if defective.

C. All Other Merchandise

  • Merchandise must be in original purchase condition.
  • A full refund will be given in your original form of payment with original receipt.
  • No refunds on gift cards, prepaid cards, phone cards, newspapers, or magazines.

All other refunds are given at the sole discretion of the bookstore manager.  No cash refunds will be given on material purchased using Financial Aid during the regular refund period(s).  Refunds will be credited back to the student’s financial aid on his/her student account.