GEMCOR, Inc.
1005 Internationale Pkwy
Suite 204, Woodridge, Illinois 60517
1-888-GEMCOR-8
What is the TEAM software?
TEAM (Title IV Electronic Awards Management) is a web-based software system that allows schools the ease of requesting award requests to GEMCOR, eliminating the need to submit physical copies of ISIRs and other supporting documentation. It reduces the turnaround time on your awards, uses today's state of the art technology, and saves you from the expense and burden of copying and mailing cumbersome packages of student files. TEAM is customized based on ED regulations and institutional profiles with built-in edits and formulas that ensure accurate award determinations and disbursement scheduling.
GEMCOR, Inc. TEAM Web Application - System Overiew Video
How much does the TEAM Software cost?Our TEAM Web-Based Application is Free to All GEMCOR, Inc. clients!
How do I reset my TEAM Password?Go to the TEAM login screen and click the "forgot your password" link. Enter your username, DOB, and mother's maiden name. Click the reset password button. Then, check your email for a reset link.
How do I add a new user to TEAM?Fill out the TEAM User Account Setup Form with the appropriate permissions for your new user. The form must be signed by your School Owner or Corporate Official. Then, upload the completed form to your ShareFile folder and GEMCOR will process accordingly.
How do I add/edit Program or Budget information in TEAM?Click the link below for the TEAM Program & Budget forms. Once completed, upload to ShareFile.
TEAM Web Application Program & Budget Forms
GEMCOR, Inc. TEAM WEB Application - Budgets and School Settings Video
How are awards processed in TEAM?The TEAM System has been designed to minimize unnecessary burden and data duplication. Upon enrollment, simply select a student record from a list of available ISIRs. Select the program of study and start date, and with a few clicks and less than a minute, the student's entire FSA award package will be prepared for the full academic year. Award letters are available and all that's left is to click "Approve" to get the funds processed and delivered for the payment period. For subsequent academic years of longer programs, open the existing student record in TEAM and choose "Create New Academic Year Package".
GEMCOR, Inc. TEAM Web Application - Packaging Awards Video
Is there a TEAM demo available?Interested parties can request a demo user account by contacting us at team@gemcorinc.com. We also have a series of instructional and navigational videos that are available at your discretion.
What is the TRAX software?The TRAX software is a PC-based comprehensive student information and compliance management platform designed to streamline operations for educational institutions. It offers a robust suite of tools to support academic tracking, regulatory reporting, and administrative efficiency.
How do I update my TRAX License?TRAX licenses are set to expire at the end of June of each year. To update your TRAX license for an additional year, download the latest TRAX version from ShareFile at the begining of June. The most current version will include the updated license. (See instructions below)
How do I Find Out What Version of TRAX I Currently Have?On your TRAX login screen, look at the upper left corner of the screen. Here you will find the version of TRAX that the system is currently using. Next to the version number, you will see either the letter C or T. If you have the letter C, this means that your TRAX software is running off of your C drive on your computer, and you can only use TRAX on one user’s machine. If you have the letter T, this means that your TRAX software is running off of your school’s T drive, which is a network drive. If you have the T version, users can access the TRAX software from multiple machines/locations.
How do I upgrade my version of TRAX?Login to ShareFile, go to the TRAX install folder, download the correct
TRAX.MDE file (ex. C or T version), and overwrite the file in your C:\TRAX folder.
How do I process 1098-T's in TRAX?After January 1st of each calendar year there will be a new version of TRAX available for download from ShareFile which will contain the 1098-t processing program for the next 1098-t reporting period.
Click here for step-by-step instructions on how to process and print your 1098-T forms right from TRAX.
Who can I contact at GEMCOR with questions about TRAX?You can contact Laurie Westberg or Terrah Griffin with questions regarding TRAX by emailing laurie@gemcorinc.com or terrah@gemcorinc.com
What is ShareFile?ShareFile service, a product of Citrix, is the secure document submission portal used by GEMCOR to ensure data security and FSA compliance. Personally identifiable information (PII) should never be shared in an unprotected manner and access to such information by unauthorized parties must be ensured. There are no user fees to clients for ShareFile access, so all personnel involved with FSA administration and submission of data to GEMCOR should have their own unique ShareFile user account.
How do I reset my ShareFile password?On the ShareFile login page, enter your email address, and then click "Forgot Password" and follow the instructions. Check your email for a reset link.
How do I upload a file to ShareFile?Login to ShareFile. Navigate to your school folder by clicking on "Folders" then "Shared Folders" then your school name. Click the blue plus icon located in the upper right of the screen, select "Upload", and choose your file(s). Click the "Upload" button to finish.
How do I download a file from ShareFile?Login to ShareFile. Navigate to your school folder by clicking on "Folders" then "Shared Folders" then your school name. Click the checkbox to the left of the file(s) that you wish to download, and then click the download button.
How do I add a new user to ShareFile?Fill out the TEAM User Account Setup Form with the appropriate permissions for your new user. The form must be signed by your School Owner or Corporate Official. Then, upload the completed form to your ShareFile folder and GEMCOR will process accordingly.
Who can I contact at GEMCOR with questions about ShareFile?You can contact Laurie Westberg or Terrah Griffin with questions regarding ShareFile by emailing laurie@gemcorinc.com or terrah@gemcorinc.com
What is the difference between a Sub and Unsub Student Loan?A subsidized loan is a federal student loan available to undergraduates who demonstrated financial need, where the government pays the interest while the student is enrolled at least half-time, during the 6-month grace period, and during periods of authorized deferment.
An unsubsidized loan, available to both undergraduate and graduate students regardless of financial need, starts accruing interest immediately, and the borrower is responsible for all interest, including while in school, during the grace period, and during deferment
Where do students go to complete their Master Promissory Note and Entrance Counseling?Students can complete the eMPN, Entrance Counseling & Exit Counseling on the Federal Student Aid website.
What are the Aggregate Limits for Undergraduate students?
The Aggregate limit for Dependent Undergraduate students is a total of $31,000, with a maximum Sub amount of $23,000.
The Aggregate limit for Independent Undergraduate students (and Dependents whose parents can not receive a Plus loan) is a total of $57,500, with a maximum Sub amount of $23,000.
There are currently no aggregate limites on Parent PLUS Loans, however it is expected that an aggregate PLUS limit of $50,000 per dependent will become effective in 2027.
Where can a Parent complete a credit check?A parent can complete a credit check, Master Promissory Note for a Parent Plus, credit counseling (if required) at the Federal Student Aid site.
Is Entrance Counseling integrated into the TEAM Software?Yes, please click here for the GEMCOR, Inc. TEAM Web Application - Entrance Counseling Video
Who can I contact at GEMCOR with questions about Loans?You can contact Megan Refness or Michele Campbell with questions regarding Loans by emailing megan@gemcorinc.com or michele@gemcorinc.com
What is a Pell Grant?A Pell Grant is a form of federal financial aid that does not need to be repaid. It’s awarded to undergraduate students who demonstrate exceptional financial need.
What is FSEOG?The FSEOG, or Federal Supplemental Educational Opportunity Grant, is a need-based grant awarded to undergraduate students with exceptional financial need. It’s designed to supplement other forms of financial aid, like Pell Grants. Unlike loans, FSEOG funds do not need to be repaid. The amount awarded depends on financial need, the availability of funds at the school, and the student's other aid.
How does a student apply for a Pell Grant?Students must complete the Free Application for Federal Student Aid (FAFSA) at studentaid.gov. Their eligibility for the Pell Grant is determined based on the information that they provide.
Who is eligible for a Pell Grant?To qualify for a Pell Grant, the student must be an undergraduate student without a prior bachelor's degree, demonstrate financial need, be a U.S. citizen or eligible non-citizen, and maintain satisfactory academic progress in college. The student must be enrolled in a Pell-eligible program of study. Programs less than 600 clock hours, 16 semester credits, or 24 quarter credits are not eligible for Federal Pell Grants.
How much Pell can a student receive?The maximum Pell Grant award changes yearly. For the 2025–2026 award year, the maximum is $7,395. The amount a student receives depends on their financial need, enrollment status, length of program, and cost of attendance.
Can a student lose their Pell Grant?Yes, a student can lose eligibility if they: don't maintain satisfactory academic progress, exceed the lifetime limit (equivalent of 6 years of full-time study), or withdraw from school or drop below half-time enrollment.
Who can I contact at GEMCOR with questions about Pell Grants or FSEOG?You can contact Steve Berry or Niki Mazur with questions regarding Pell or FSEOG by emailing steve@gemcorinc.com or niki@gemcorinc.com
What is Enrollment Roster Reporting?Enrollment Roster Reporting (formerly known as the SSCR or the Student Status Confirmation Report) is a federally required report that schools submit to the National Student Loan Data System (NSLDS). It confirms the enrollment status of students who receive Title IV federal financial aid.
Why is Enrollment Roster Reporting important?Accurate Enrollment Roster Reporting ensures that student loan records are up to date, which affects loan deferments, grace periods, and repayment schedules. Inaccurate or missing data can lead to loan servicing issues or audit findings.
How often do schools need to submit Enrollment Roster data? Schools must respond to Enrollment Roster files within 15 days of receipt. If errors are found, they must be corrected within 10 days to remain compliant with federal regulations.
What happens if Enrollment Roster errors are not corrected? Uncorrected errors can result in: student loan records being rejected by NSLDS, incomplete loan servicing data, potential audit findings for the institution, or issues with students' in-school deferment status.
How can schools correct Enrollment Roster errors? Corrections can be made through: the Error Correction platform on the Clearinghouse secure site, the Student Look-Up tool, or by submitting updated enrollment files.
Which students should be included in Enrollment Roster Reporting?Include all students who are enrolled in the current term, in cooperative or consortium programs, studying abroad under school-sponsored programs, and in continuing education or thesis/dissertation work. Exclude students in medical internships/fellowships or those not enrolled under your institution's OPEID.
What is an Enrollment Roster error code and where can I find help?Enrollment Roster error codes indicate why a student’s record was rejected by NSLDS. You can find definitions and solutions in the NSLDS Enrollment Reporting Error Code List and through Clearinghouse webinars and tutorials.
Who can I contact at GEMCOR with questions about Enrollment Roster Reporting?You can contact Sue Berry with questions regarding Enrollment Roster Reporting by emailing sue@gemcorinc.com
What is an FSA Credit Balance?An FSA credit balance occurs when Federal Financial Aid (such as Pell Grants, Direct Loans, etc.) exceeds the total institutional charges for that payment period. The extra funds are refunded to the student to help cover other education-related expenses.
What is an R2T4?An R2T4 stands for Return to Title IV. It’s a federally mandated process that schools must follow when a student who receives Title IV financial aid (like Pell Grants or Direct Loans) withdraws from school before completing the payment period or period of enrollment.
How do I fill out an R2T4 form?Click here to access our R2T4 Power Point Presentation
Post-Withdrawal Disbursement Authorization Form
Spreadsheet Calculators:
How do I enter a refund in TEAM?After logging into TEAM, on the left-side menu of the screen, click on "Refunds". Search for your student by typing in their ssn and clicking "Search". This will take you to the student’s list of disbursements to choose which one to refund. Choose the Disbursement you need to refund (make sure you are choosing the most current or correct number). Then, on the right-side of the screen click on the RED zeros. This will take you to the next screen to enter the amount of refund and date that the refund funds were deposited in your federal funds account. Next, In the top gray box, enter the amount of the refund. Then, in the bottom gray box, enter the date of the refund (this is usually the date the funds have been deposited in the federal funds account for processing). Then click "Save". The screen will then take you back to all the student’s disbursements. You will know that the process worked by looking at the right-side of the screen - if the amount of refunds shows up next to the disbursements, it has been saved and will be sent over to GEMCOR to be processed accordingly.
Who can I contact at GEMCOR with questions about Refunds?You can contact Carri Van Buskirk with questions regarding Refunds or R2T4's by emailing carri@gemcorinc.com
What is Form 1098-T?Form 1098-T is a tuition statement provided by eligible educational institutions to students and the IRS. It reports amounts paid for qualified tuition and related expenses.
Who receives Form 1098-T?Students enrolled in eligible educational institutions for any academic period during the tax year, unless exceptions apply (e.g. nonresident aliens, fully funded students). Eligible educational institutions must file for each enrolled student with reportable transactions.
What expenses qualify for education credits?Tuition, required fees, and course materials (books, supplies, equipment) needed for attendance.
Room & board, insurance, and transportation do not qualify.
What is the difference between box 1 and box 5?Box 1 reports the total payments received by the institution for qualified tuition and related expenses during the calendar year. This includes payments made by the student, family, loans, and scholarships / grants.
Box 5 shows the total amount of scholarships or grants administered and processed by the institution during the year. This includes Pell Grants, employer-provided assistance, and other tax-free educational assistance.
Basically, Box 1 minus Box 5 is the amount that qualifies for tax credit consideration since garnts and scholarships cannot be used for tax benefits.
Box 9 - Graduate Student IndicatorThis box is checked if the student was enrolled in a program leading to a graduate-level degree or certificate or other recognized educational credential during the tax year.
A common mistake with box 9 is checking this box when the student has "graduated" from a program at your institution. Do not confuse "graduate student" with a student that has "graduated".
How do I report adjustments for a prior year?Adjustments for a prior year are changes made by an educational institution to amounts previously reported on a prior year’s Form 1098-T. These can include corrections to tuition payments or scholarships/grants.
Box 4: Adjustments to qualified tuition and related expenses reported in a prior year.
Box 6: Adjustments to scholarships or grants reported in a prior year
What are 1098-T Due Dates?January 31st is the deadline to furnish 1098-T forms to students.
March 31st is the deadline to file 1098-T data electronically with the IRS.
How do I process 1098-T's in TRAX?After January 1st of each calendar year there will be a new version of TRAX available for download from ShareFile which will contain the 1098-t processing program for the next 1098-t reporting period.
Click here for step-by-step instructions on how to process and print your 1098-T forms right from TRAX.
How long do I need to retain 1098-T documentation?According to IRS guidance, educational institutions must retain documentation related to Form 1098-T for at least four years from the due date of the form or the date it was filed, whichever is later. If GEMCOR services your school's 1098'T's, copies of all prior years' 1098-T forms will be available in your school's ShareFile folder for retrieval at your convenience.
Can GEMCOR help institutions with 1098-T preparation?Yes, GEMCOR can help process, distribute and file 1098t's electronically with the IRS. For more information on the 1098-T service packages that GEMCOR provides, please email Terrah Griffin at terrah@gemcorinc.com
What is Verification?Verification is a process used by the U.S. Department of Education to ensure the accuracy of the information a student provided on their FAFSA application. Their application may be selected either at random or because it contains discrepancies that need to be reviewed.
What needs to be verified?The information needing to be verified depends on the verification tracking group assigned to the student's ISIR (Institutional Student Information Record). The verification tracking groups are:
V1: Verifies income information.
V4: Verifies the student's identity.
V5: Requires both income and identity verification.
How can I determine if an ISIR is selected for verification, and which tracking group it belongs to?If the ISIR is selected for verification, a verification asterisk (*) will appear at the end of the student's SAI (Student Aid Index). The tracking group is shown either to the left of the SAI on the full ISIR or below the SAI on the Quickview ISIR.
How do I start the verification process?The verification process begins by identifying the verification tracking group assigned to the student’s ISIR. Based on the group, you’ll need to select the appropriate verification worksheet (see below). Be sure to choose the correct version, as there are separate worksheets for dependent and independent students under both V1 and V5 tracking groups. Each worksheet outlines the required documentation. Once you’ve gathered all necessary documents, upload them to Sharefile along with the Quickview ISIR. After submission, our team will review the materials and send a Result Notification indicating whether the file is approved or if additional steps are needed to resolve any issues.
2025-2026 Verification Worksheets
2024-2025 Verification Worksheets
How long will the verification process take?Once the file is submitted, it is typically reviewed within 0–2 business days, and in many cases, you’ll receive a Result Notification the same day. However, if ISIR corrections are required to resolve inconsistencies, the turnaround time may extend. Corrections can take 1–3 business days to process, which adds to the initial review time. In such cases, you may expect the Result Notification within a few days, up to a full business week.
Are Verifications and C-Codes integrated into the TEAM software?Yes, please click here for the GEMCOR, Inc. TEAM Web Application - Verification and CCode Video
Who can I contact at GEMCOR with questions about Verification?You can contact Jacki Griffin with questions regarding Verification by emailing jacki@gemcorinc.com
What is the TRAX software?The TRAX software is a PC-based comprehensive student information and compliance management platform designed to streamline operations for educational institutions. It offers a robust suite of tools to support academic tracking, regulatory reporting, and administrative efficiency.
How do I update my TRAX License?TRAX licenses are set to expire at the end of June of each year. To update your TRAX license for an additional year, download the latest TRAX version from ShareFile at the begining of June. The most current version will include the updated license. (See instructions below)
How do I Find Out What Version of TRAX I Currently Have?On your TRAX login screen, look at the upper left corner of the screen. Here you will find the version of TRAX that the system is currently using. Next to the version number, you will see either the letter C or T. If you have the letter C, this means that your TRAX software is running off of your C drive on your computer, and you can only use TRAX on one user’s machine. If you have the letter T, this means that your TRAX software is running off of your school’s T drive, which is a network drive. If you have the T version, users can access the TRAX software from multiple machines/locations.
How do I upgrade my version of TRAX?Login to ShareFile, go to the TRAX install folder, download the correct
TRAX.MDE file (ex. C or T version), and overwrite the file in your C:\TRAX folder.
How do I process 1098-T's in TRAX?After January 1st of each calendar year there will be a new version of TRAX available for download from ShareFile which will contain the 1098-t processing program for the next 1098-t reporting period.
Click here for step-by-step instructions on how to process and print your 1098-T forms right from TRAX.
Who can I contact at GEMCOR with questions about TRAX?You can contact Laurie Westberg or Terrah Griffin with questions regarding TRAX by emailing laurie@gemcorinc.com or terrah@gemcorinc.com
What is ShareFile?ShareFile service, a product of Citrix, is the secure document submission portal used by GEMCOR to ensure data security and FSA compliance. Personally identifiable information (PII) should never be shared in an unprotected manner and access to such information by unauthorized parties must be ensured. There are no user fees to clients for ShareFile access, so all personnel involved with FSA administration and submission of data to GEMCOR should have their own unique ShareFile user account.
How do I reset my ShareFile password?Enter your email address, and then click "Forgot Password" on the ShareFile login page and follow the instructions. Check your email for a reset link.
How do I upload a file to ShareFile?Login to ShareFile. Navigate to your school folder, click the blue plus icon, select "Upload", and choose your file(s). Click "Upload" to finish.
How do I download a file from ShareFile?Login to ShareFile. Navigate to your school folder, click the checkbox to the left of the file that you wish to download, and then click the download button.
How do I add a new user to ShareFile?Fill out the TEAM User Account Setup Form with the appropriate permissions for your new user. The form must be signed by your School Owner or Corporate Official. Then, upload the completed form to your ShareFile folder and GEMCOR will process accordingly.
Who can I contact at GEMCOR with questions about ShareFile?You can contact Laurie Westberg or Terrah Griffin with questions regarding ShareFile by emailing laurie@gemcorinc.com or terrah@gemcorinc.com
What are the advantages of using a third-party servicer (TPS)?Experience and cost are the primary benefits. A TPS expands your financial aid office to include the personnel and experience that even most large universities can't match. TPS's give you an immediate go-to for any issue that comes up anytime, and, the cost savings of outsourcing obligations can often give you the benefit of a full-time team of professionals for less than the cost of a single, part-time employee.
We have a small school and can't afford using a TPS. What are my options?You can't afford to NOT have a TPS. If participating in FSA programs, your only options are hiring qualified staff in-house or outsourcing the obligations to a servicer. FSA administration is not something you should entrust to an inexperienced, part-time, administrative staffer.
We're not happy with our current TPS, but isn't it difficult to switch companies?Not at all. GEMCOR can setup your profile and file the required documents with ED to complete a change in servicers within a week or so depending upon responsiveness of the institution. The easiest time to change is at the beginning of a new award year or fiscal year, but changes can be made at anytime subject to any contractual commitments already in place.
Can I use GEMCOR as my TPS if I use a different company for student records management software?Absolutely. In fact, most clients fall into that category. Student information systems (SIS) can effectively manage enrollments, academic progress, attendance, tuition ledgers, etc., but few effectively manage federal student aid programs. And, FSA program compliance demands a personal touch that a computer system simply cannot offer. The "servicer" part of third-party servicer is where GEMCOR pulls away from its competitors.
Will GEMCOR handle all of our school's financial aid obligations?No. GEMCOR is a TPS specializing in the administration of federal student aid programs authorized under Title IV of the Higher Education Act. These programs include Federal Pell Grants, Federal Direct Student Loans, FSEOG, and FWS funds. We do not assist client institutions with non-Title IV funding, state programs, or other non-federal financial aid sources.
Will GEMCOR deal directly with our students receiving FSA funds?GEMCOR cannot communicate directly with students due to ED's incentive compensation regulations. On-campus administrative staff will handle student contact. GEMCOR's services and consulting support are designed to assist campus personnel, not individual FSA recipients.
How long is the contractual commitment with GEMCOR?Unlike all of our competitors, GEMCOR does not lock client institutions into year-long, unbreakable contracts. Our business model is client retention by satisfaction, not obligation. Accordingly, our service agreements can be cancelled at any time with just 30-days notice. This is a policy we've been proud of that has served us well for over 30 years!
