HESC DocTrac Process
To be certain the documents you fax or e-mail to HESC go to the right people or into the right file, HESC offers DocTrac.
By assigning tracking numbers to the documents HESC receives, the DocTrac process provides a way to confirm a document's receipt, streamline document handling, and for college administrators to track the progress of document processing.
Use DocTrac For Many Types of Documents
School officials may use the DocTrac process to follow documents that maintain, update and correct information in a student’s grant or TAP file.
Examples of items that may be tracked are TAP residency documentation, financial independence documentation, proof of dependency, federal and state income tax forms, and other time sensitive information.
Note: TAP applications may not be processed using the DocTrac system. Visit TAPWeb.org for instructions on processing TAP applications. Refer students to TAPWeb.org for electronic TAP application submission or instruct them to submit paper applications to the P.O. Box listed at the top of the Express TAP application for the processing year intended.
The DocTrac Process
Whether school officials are using fax or email, the DocTrac document submission and response process is straightforward.
- Download and complete the DocTrac cover sheet. The cover sheet provides space for the school name, a contact person’s e-mail address and phone number, the student's name and Social Security number, and the reason for submitting the documents to HESC. For HESC to process DocTrac requests quickly and efficiently, college administrators must provide all of the information requested on the cover sheet.
- Send the completed cover sheet, with the supporting documentation, to HESC via the dedicated DocTrac e-mail address or fax number
- HESC will issue a confirmation number for use by college administrators to track the documents and obtain the current processing status. Confirmation numbers are usually issued within 3 business days.
Document Follow Up
Follow up on DocTrac submissions by calling HESC’s Customer Communications Center toll free at 1-866-431-4372 (for financial aid officer use only). Ask for a DocTrac representative.
If a HESC representative is unavailable, the dedicated DocTrac voice mail box will enable the right representative to quickly return your call.
Questions About the DocTrac Service
For more specific information on the DocTrac service, contact the Customer Communications Center at 1-866-431-4372 and ask for a DocTrac representative.
