Disclosure Tracking Settings

To Configure Disclosure Tracking: 

1. On the menu bar, click Encompass, and then click Settings.

2. On the left panel, click Loan Setup, and then click Disclosure Tracking Settings.

3. Click the New icon.

4. On the Disclosure Tracking Forms window, select the forms to track as follows:

   • Click the Form Groups tab, and then select a Public or Personal forms group

   • Or, click the Standard Forms tab, and then select a category of forms (such as General Forms)

   • Or, click the Custom Forms tab and select the Public or Personal folder containing the custom forms.

5. Select forms from the left-hand list and click Add to move them to the Selected Forms list

6. On the Selected Forms list:

   • Select a form and click the Up or Down arrows to change the list order.

   • Select a form and click Remove to remove it from the list.

7. Click OK to close the window.

8. Select a form and click the Delete icon to delete it from the list.

9. In the center section, configure how disclosure history entries are added to the Disclosure Tracking tool. The settings applied here apply only to the forms listed in the upper section of the Disclosure Tracking Settings.

   • Select Create a record when disclosures are printed to automatically add a disclosure history entry every time a form is printed.

   • Select Prompt users before a record is created to trigger a Disclosure Tracking prompt every time a form is printed. Users will click Yes when prompted to add the disclosure history entry.

   • Select Create a record when disclosures are previewed to automatically add a disclosure history entry every time a form is previewed.

   • Select Prompt users before a record is created to trigger a Disclosure Tracking prompt every time a form is previewed. Users will click Yes when prompted to add the disclosure history entry.

   • Select Create a record when disclosures are sent using the eFolder to automatically add a disclosure history entry every time a form in the forms list is sent, printed, or previewed using the eFolder.

   • Select Users can manually create disclosure records to enable users to manually add disclosure history entries on the Disclosure Tracking tool.

10. In the Copy of disclosures section, select a checkbox if you want Encompass to save a local copy of a disclosure document when it is printed or sent electronically from within the eFolder. If a copy has been saved, loan team members can click the View Document button on the Disclosure Tracking tool to view and print a copy of the document(s).

    • Select Save copy of disclosures when disclosing from Print Menu to save a local copy of disclosure documents that are printed.

    • Select Save copy of disclosures when disclosing from eFolder to save a local copy of disclosure documents that are sent electronically. (These are disclosures sent to borrowers for their information only, as part of an initial disclosure (i.e., eDisclosure) package, or in separate document requests).

    • If you do not select a checkbox, no copies are saved and the View Document button will be hidden, thus preventing the loan team member from viewing or printing the document(s).

11. In the Compliance Timeline Calculation for RESPA-TILA section:

    • Initial Disclosure Due Date: Select the checkbox to include the Application Date (field ID 3142; the day when the 2010 GFE is received with all of the required fields populated or the day when the Loan Estimate is received with all of the required fields populated) when calculating the 2010 GFE's Initial Disclosure Due Date (field ID 3143) or the LE Due date (field ID 3143) on the Disclosure Tracking tool.

    • Redisclosure Due Date: Select the checkbox to include the Changes Received Date (field ID 3165 or CD1.X62; the day when the changed circumstance is indicated on the 2010 GFE (field ID 3168)) or the Closing Disclosure Page 1 (field ID CD1.X61) when calculating the Revised GFE Due Date (field ID 3167) or the Revised CD Due Date (field ID CD1.X63) (i.e., the Changes Received Date is considered Day 1).

    • Enter the number of days before the Loan Estimate expires. For example, if you enter 10, the Loan Estimate will expire on the 10th day. A minimum of 10 days is required by law.

    • Enter the time of day when the closing costs disclosed on the Loan Estimate expire.

    • Select the time zone to use for the closing costs expiration time.

    • Select or clear the Sunday or Federal Holiday checkboxes to include or exclude Sundays or federal holidays when calculating the earliest closing date. When the both the Sunday and federal holiday checkboxes are selected, they effectively override the calendar settings for the count of days End Date. The start date would still begin on a RegZ Calendar business date.

12. Use the Compliance Timeline Calculation for GFE/TIL section to determine whether or not to include the day a disclosure was sent to the borrower when calculating the Compliance Timeline dates on the Disclosure Tracking tool.

    • Earliest Closing Date: Select the checkbox to include the Initial TIL Sent Date (field ID 3152; the day the first version of the REGZ-TIL is sent to the borrower) or the Revised TIL Borrower Received Date (field ID 3155; the day the revised version of the REGZ-TIL is received by the borrower) when calculating the Earliest Closing Date (field ID 3147).

    • GFE Expiration Date: Select the checkbox to include the Initial GFE Sent Date (field ID 3148; the day the first version of the GFE is sent to the borrower) when calculating the GFE Expiration Date (field ID 3140) on the 2010 GFE.

    • Enter the number of business days for which the GFE will be effective after it is disclosed in the GFE Expires in text box.

    • This number is added to the GFE Date (field ID 3170) to determine Important Dates #2 (field ID NEWHUD.X2).

    • Once disclosed, Important Dates #2 (field ID NEWHUD.X2) will copy over to the GFE Expiration Date (field ID 3140).

    • A business day is any day the lender is open to conduct business according to the Our Company Calendar in the Compliance Calendar settings.

    As an example, in this scenario the GFE Expiration Date checkbox is not selected, GFE Expires in is set to 10 business days, and Saturday has been designated as a business day on the Our Company Calendar. If the GFE is sent on 4/01/2014, the GFE will not expire until the end of 4/12/2014. Since the GFE Expiration Date check date is not selected, the day when the initial GFE is sent is not included when calculating the GFE Expiration Date.

13. In the Changed Circumstances section, select the Require fee level Changed Circumstances prior to disclosure checkbox to require fee level disclosures to indicate a changed circumstance reason for each revised fee prior to sending a revised disclosure. When this checkbox is selected, the new Fee Level Disclosures checkbox (field ID 4461 on the LE Page 1 and CD Page 1 input forms) will be selected and then cannot be changed by users.

    • If this checkbox is not selected, authorized users will be permitted to select or clear the Fee Level Disclosures checkbox on the LE Page 1 and CD Page 1 as needed. (Once the loan’s initial disclosure has been sent, users cannot change the Fee Level Disclosures checkbox. Once disclosed at a fee level, users must continue to redisclose at a fee level for the remainder of the loan’s lifecycle (and vice versa if they initially disclosed at a disclosure level).

    This setting applies to all new loans originated in Encompass 18.3 (and later) that have not been disclosed yet. For loans that already have a disclosure, they will continue to be disclosed at the set disclosure level.

14. Click the Save icon to save these settings.