North Carolina Compliance Report

Generating and Uploading North Carolina Compliance Reports 

For loans in North Carolina, use the Pipeline menu to create the files needed to submit a North Carolina Compliance Report to the North Carolina Office of Commissioner of Banks (NCCOB). After the files are created, you will need to edit the content of the Main Loan file to change the formatting of specific fields to meet North Carolina guidelines. After the Main Loan file is revised, you can submit the report to the NCCOB.

Only a user with the Super Administrator persona (or the administrator logging into Encompass using the admin user ID) can create these reports.

ClosedWhat loans need to be reported? 

  • Any loan that your company originated that you "Decisioned" in the quarter. "Decisioned" means the loan was denied (adverse action), withdrawn, or closed during the quarter. The origination date is NOT what is used to determine the quarter.

  • The loan must be a valid application which means at minimum these six pieces of information were collected by the originator:

    • the borrower’s name;

    • the borrower’s gross monthly income;

    • the borrower’s Social Security Number (e.g., to enable the loan originator to obtain a credit report);

    • the property address;

    • an estimate of the value of the property; and

    • the mortgage loan amount sought.

Use the State Specific Information form for North Carolina to enter and review disclosure information required for properties in North Carolina. Applicable data from this form is exported to the report generated by Encompass for the North Carolina Compliance Reports. To view details about the data that must be uploaded for each loan, including the Encompass fields where this data is entered, refer to the Generating and Uploading North Carolina Compliance Reports guide.

ClosedCreate North Carolina compliance report files

  1. Click the Pipeline tab in Encompass.

  2. On the menu bar, click Pipeline.

  3. Point to Compliance Services, and then point to Generate North Carolina Compliance Report.

     If one or more input fields required to generate the report are not currently included in the Encompass Reporting Database, a message prompting you to notify your Encompass administrator about the missing fields is displayed. To help ensure the most complete and accurate report data, be sure to ask your administrator to add the required fields to the Reporting Database.

  4. Select a time period for the report, select the dates when the date field that will be used to indicate when an application was received by the originating and funding entities and select one or more loan folders that contains the loans for which you want to run the report.

  5. Click Generate.

  6. Click Yes when the confirmation screen informs you that the HUD-1 Fee Data File (the first of two reports) will be generated.

  7. Browse to the folder where you want to save the file and click Save.

  8. Click Yes when the confirmation screen informs you that the Main Loan file (the second of two reports) will be generated.

  9. Browse to the folder where you want to save the file and click Save.

After you save the files, you must edit and reformat the Main Loan file, and then save it as a .csv file before submitting it to the North Carolina Office of Commissioner of Banks.

ClosedFormat the Main Loan file before submission

After you save the files, you must edit and reformat the Main Loan file, and then save it as a .csv file before submitting it to the North Carolina Office of Commissioner of Banks.

  1. Open the Main Loan file, and then delete the Data tab.

  1. Modify the values of the fields listed below based on North Carolina requirements. These fields are imported from Encompass, but the formatting must be modified to match NCCOB requirements:

    • AdverseActionReason

    • CreditScore

    • IsRefinancedBySameLender

    • LienPriority

    • LoanDocumentTypeDescription

    • LoanPurpose

    • LoanSource

    • LoanStatus

    • MortgageProgram

    • MortgageType

    • Occupancy

    • PropertyType

    • RefinanceReason

  2. The fields listed below are populated when the Main Loan file is created using a calculation based on another field. Validate the accuracy of the calculation for your needs.

    • IsCallProvision

    • IsEscrowedFunds

    • IsFourYearPaymentChange

    • IsLot25AcresOrMore

    • IsNegativeAmortization

    • IsPMICancelledAtMidPoint

    • PaymentFrequency

    • WithdrawnDate

  3. When finished, save the file as a .csv file.

To view information about the fields in the Main Loan file for the North Carolina Compliance Report, including the fields in Encompass used to populate the report and the field content that you must edit or review before submitting the file to the NCCOB, refer to the Generating and Uploading North Carolina Compliance Reports guide.

After reformatting the Main Loan file, submit the report to the NCCOB.

ClosedSubmit the Report to the NCCOB

  1. Open the NCCOB website at: https://www.nccob.org/online/nmls/companylogin.aspx

  2. Click the appropriate link to view the applicable login page (i.e., Mortgage Company Login).

  3. Enter your NCCOB License Number, Fed TaxID, and the last 4 digits of the Qualifying Individuals Social Security Number or your company Access Code if you have one.

  4. Once you are logged in, there is a link to the NCCOB Loan Data Upload User Guide on the welcome screen.

  5. Follow the instructions to upload the XML file to the website.

     If you do not already have login credentials for your company, contact NCCOB at 919-733-3016 to request your company login information. For questions regarding technical requests, send email to NCCOB at NCCOBDevelopers@nccob.gov.

ClosedWhen is the upload due?

Each quarterly update is due to the NCCOB 45 days after the end of the quarter as follows:

  • 1st quarter is due May 15.

  • 2nd quarter is due Aug 14.

  • 3rd quarter is due Nov 14.

  • 4th quarter is due Feb 14.