Financial Aid Forms: FAFSA and CSS Profile

Completing financial aid forms accurately and strategically can mean tens of thousands of dollars in aid over four years of college. The two primary forms—FAFSA and CSS Profile—serve different purposes and use different methodologies to assess your family's ability to pay. Understanding how each form works helps you prepare your finances, avoid costly mistakes, and maximize your child's aid eligibility.

FAFSA: The Foundation of Financial Aid

The Free Application for Federal Student Aid (FAFSA) is required for all federal financial aid, including Pell Grants, federal student loans, and work-study programs. Most state aid programs and many colleges also use FAFSA data to award their own grants and scholarships.

Key FAFSA Details:

• Opens: October 1 for the following academic year
• Deadline: June 30 of the academic year (but apply early—some aid is first-come, first-served)
• Tax data used: Prior-prior year (for 2025-26 academic year, use 2023 tax data)
• Cost: Free
• Required by: All colleges for federal aid; most colleges for institutional aid

Information Required:

The FAFSA asks for financial information from the student and their parents (for dependent students):

• Social Security numbers
• Federal tax returns (can be imported directly via IRS Data Retrieval Tool)
• W-2 forms and records of money earned
• Bank statements and investment account records
• Records of untaxed income (child support, tax-exempt interest)
• Business and farm assets (if applicable)

What FAFSA Does Not Count:

Understanding excluded assets helps with financial planning:

• Primary home equity
• Retirement accounts (401(k), IRA, pension values)
• Life insurance cash value
• Personal possessions (cars, furniture, clothing)
• Small businesses with fewer than 100 employees owned by the family

CSS Profile: Required by Selective Schools

The CSS Profile is administered by the College Board and used by approximately 400 mostly private colleges to award their own institutional aid. The CSS Profile collects more detailed financial information and typically results in a higher expected family contribution than FAFSA.

Key CSS Profile Details:

• Opens: October 1
• Deadline: Varies by school (check each college's deadline)
• Tax data used: Prior-prior year, plus estimated current year
• Cost: $25 for first school, $16 for each additional school (fee waivers available)
• Required by: Approximately 400 private colleges (check each school's requirements)

Additional Information Collected:

The CSS Profile asks about items FAFSA ignores:

• Home equity
• Equity in other real estate
• Retirement contributions for the current year
• Medical and dental expenses
• Private school tuition for siblings
• Non-custodial parent's finances (for divorced/separated families)

Because CSS Profile considers home equity, homeowners in high-value markets often face higher expected contributions at CSS Profile schools than at FAFSA-only schools.

Understanding EFC/SAI Calculations

The FAFSA calculates your Student Aid Index (SAI)—formerly called Expected Family Contribution (EFC). This number represents how much the formula expects your family to pay toward one year of college. Financial need equals the college's Cost of Attendance minus your SAI.

Income Assessment:

Both parents' and student's income are evaluated, but at different rates:

Parents receive an "income protection allowance" based on family size—typically $30,000-$40,000 for a family of four. Income above this allowance is assessed at rates ranging from 22% to 47% depending on income level.

Asset Assessment:

Parents receive an asset protection allowance based on the older parent's age—approximately $10,000-$20,000 for parents in their late 40s to early 50s. Assets above this allowance are assessed at 5.64%.

Student assets (UGMA/UTMA accounts, savings in student's name) are assessed at 20%—nearly four times the parent rate.

Key Differences: FAFSA vs CSS Profile

Important Note on Home Equity:

Many CSS Profile schools cap home equity at 1.5 to 3 times the family's income. If your home equity is $600,000 but your income is $150,000, a school with a 2x cap would only count $300,000 in home equity.

Worked Example: Estimating Expected Family Contribution

Scenario: The Thompson family wants to estimate their EFC for their daughter starting college in Fall 2025.

Family Financial Profile:

• Combined parent AGI: $150,000
• Parent assets (non-retirement): $50,000 in savings and investments
• Home equity: $200,000
• 529 plan balance: $45,000 (owned by parents)
• Student savings (UTMA): $5,000
• Family size: 4 (parents + 2 children, 1 in college)
• Older parent's age: 48

FAFSA Calculation:

Income Assessment:

• Parent AGI: $150,000
• Income protection allowance (family of 4): ~$33,000
• Assessable income: $117,000
• Income contribution (estimated 30% average rate): $35,100

Asset Assessment:

• Parent assets: $50,000 + $45,000 (529) = $95,000
• Asset protection allowance (age 48): ~$12,000
• Assessable assets: $83,000
• Asset contribution (5.64%): $4,681

Student Asset Assessment:

• Student UTMA: $5,000
• Student asset contribution (20%): $1,000

Estimated FAFSA EFC: Approximately $40,781

CSS Profile Consideration:

If the Thompsons' daughter applies to a CSS Profile school that counts home equity with a 2x income cap:

• Additional assessable asset: $200,000 (capped at $300,000, so full amount counts)
• Additional contribution: $200,000 × 5% = $10,000

Estimated CSS Profile EFC: Approximately $50,000+

At a college costing $80,000 per year, the FAFSA-based need would be $39,219, while CSS Profile-based need would be approximately $30,000. This $9,000 annual difference could mean $36,000 less institutional aid over four years.

Strategies for Maximizing Aid Eligibility

Timing of Income:

Since FAFSA uses prior-prior year tax data, families have some ability to plan:

• For a student starting college Fall 2025, the FAFSA uses 2023 taxes
• If possible, avoid large capital gains, Roth conversions, or bonuses in the base years
• Be aware that both junior year of high school and sophomore year of college fall in base years

Asset Positioning:

Legally reducing countable assets before filing:

• Pay down mortgage (home equity not counted on FAFSA)
• Maximize retirement contributions (retirement accounts not counted)
• Make necessary large purchases (cars, appliances) before filing
• Pay down consumer debt

Asset Location:

Keep savings for college in parents' names or 529 plans, not student's name:

• 529 plans owned by parents: 5.64% assessment
• Savings in student's name: 20% assessment

Grandparent 529 Plans:

Under previous rules, distributions from grandparent-owned 529s counted as untaxed student income. Starting with the 2024-25 FAFSA, this is no longer the case—grandparent 529 distributions are not reported on the FAFSA.

Filing Timeline and Tips

October-November (Senior Year):

• FAFSA and CSS Profile open October 1
• File as early as possible—some aid is awarded on a rolling basis
• Use the IRS Data Retrieval Tool to import tax information directly

December-January:

• Submit applications to all schools your student is considering
• Complete any required verification documents
• Check financial aid portals for missing items

February-April:

• Financial aid award letters begin arriving
• Compare awards carefully (see checklist below)
• Appeal awards if circumstances have changed or if competing offers justify it

May 1:

• National deposit deadline for most colleges
• Accept financial aid package at your chosen school

Financial Aid Forms Checklist

Use this checklist to ensure you're prepared for the financial aid process:

Before Filing:

• Create FSA ID accounts for student and one parent at studentaid.gov
• Gather 2023 tax returns, W-2s, and tax transcripts
• Compile current bank and investment account statements
• List all schools requiring FAFSA and/or CSS Profile
• Note each school's financial aid deadline
• Research whether target schools count home equity (CSS Profile schools)

Filing the FAFSA:

• Use IRS Data Retrieval Tool to import tax data when possible
• Report assets as of the day you file (choose a day when balances are lower if possible)
• List at least 10 schools (you can add more later by logging back in)
• Sign electronically using FSA ID
• Save confirmation page and Student Aid Report (SAR)

Filing the CSS Profile:

• Create College Board account if you don't have one
• Check each school's specific CSS Profile requirements
• Gather additional documentation (home value, business records if applicable)
• Contact non-custodial parent about their portion if parents are divorced
• Pay fees or apply for fee waiver

After Filing:

• Monitor email and financial aid portals for verification requests
• Respond to all requests within two weeks
• Update FAFSA if family circumstances change significantly
• Compare financial aid award letters across all accepted schools
• Calculate net cost (total cost minus all grants and scholarships)
• Contact financial aid offices if you have questions or want to appeal