document certification application user guide the same day the seller must ship the related loan...

© 2016 Fannie Mae.

Document Certification

Application

User Guide

© 2016 Fannie Mae. Trademarks of Fannie Mae. 5.25.2016 2 of 20

Contents

Chapter 1. Overview ............................................................................................ 3

Getting Started ............................................................................................................................. 3

Navigating the System ................................................................................................................. 6

Completing the Fields .................................................................................................................. 7

Using the Search Tools ................................................................................................................ 7

Getting Additional Help .............................................................................................................. 8

Chapter 2. Certifying MBS Pools ......................................................................... 9

Certifying a Pool ........................................................................................................................... 9

Reporting a Failed Certification .................................................................................................11

Printing a Certification Report .................................................................................................. 12

Chapter 3. Reviewing Pool Details ..................................................................... 13

Tracking a Pool’s Warehouse/Bailee Status .............................................................................. 13

Viewing Pool Wiring Instructions ............................................................................................. 13

Reviewing Pool Corrections ....................................................................................................... 14

Retrieving the Schedule of Mortgages ....................................................................................... 16

Retrieving the Delivery Schedule ............................................................................................... 17

Exporting Pool Data ................................................................................................................... 18

Entering a Pool Manually .......................................................................................................... 19

Appendix. New Certification Detail Screen ....................................................... 20


Chapter 1. Overview

Document Certification is a Web‐based application that enables document custodians to certify MBS pools that have been submitted to Fannie Mae via the Loan Delivery application, and transmit the certification status to Fannie Mae and the lender.

When a lender submits a pool to Fannie Mae via Loan Delivery, the pool is automatically available to the designated document custodian via Document Certification. On the same day the seller must ship the related loan documents to the custodial institution for certification (and retention from that point forward).

The custodian reviews and examines the documents for each mortgage in the pool in accordance with Fannie Mae’s guidelines. If this review identifies any errors or inconsistencies, the custodian must immediately notify the lender, and may not certify the pool until all discrepancies have been resolved.

By certifying an MBS pool, the document custodian is stating that it has examined (and has in its possession) the required documents for each mortgage in the MBS pool. Only after the pool is certified will Fannie Mae issue the related securities.

Getting Started

To get started with Document Certification, you must register for Document Certification, access the system, and set up your contact information.

Registering for Document Certification

Each individual that requires access to Document Certification must have a Technology Manager User Registration Form submitted with the “Document Certification” box checked to receive a unique user ID and password. NOTE: Contact the designated Technology Manager administrator at your company to register you for Document Certification. Only designated administrators for Technology Manager have the ability to set up and manage application access for users. Once registered, users can set up their passwords and update their personal profiles via Technology Manager.

1. Go to FannieMae.com.

2. Select Single Family > Technology Solutions

3. Click the Technology Manager link from the menu.

4. Scroll down to the Registration Form; in the form, select the Document Certification box.

http://www.efanniemae.com/sf/technology/accountmanage/cldreg.jsp

https://www.fanniemae.com/cp_resources/styles/assets/fm-logo-blue.png

https://www.fanniemae.com/singlefamily/technology-manager


5. Complete each step on the form before sending it to Fannie Mae.

Important: Your organization must have a valid Financial Institution Number before you can register for Document Certification.

Accessing the System

To access the Document Certification system, follow these steps:

1. From the www.FannieMae.com home page, under Industry Quick Links, click

Document Custodians.

2. On the Document Custodians page, click the Access the Document Certification link to access the Document Certification page, and then click the Launch App button. The system displays the Document Certification Login screen.

Tip: Bookmark the Document Certification Login screen to access the application with a single click.

3. Enter your User ID and Password, and click Login.

Tip: For user ID or password issues, contact our Customer Interaction Center at 1‐ 800‐ 2FANNIE (232-6643), Option 1.

http://www.fanniemae.com/


Setting up Contact Information

The first time you log into Document Certification, the Custodian Information screen displays the contact information that you provided to Fannie Mae when you registered for the application.

To display the Custodian Information screen at any time, click the Profile tab and select Custodian Information.

To activate the application (upon first use only) or to change your contact information, follow these steps:

1. Verify that your organization’s Financial Institution Number is correct. If it is not correct, notify the Customer Interaction Center immediately.

2. Enter revised contact information in the data fields (if applicable). For example, you may want to provide information for a different certifier (a person within your organization who is responsible for certifying MBS loan pools).

3. Click Save. The system displays a message confirming that the information you entered was successfully saved in the system. Future pool deliveries routed to your organization for certification will be automatically entered into Document Certification.

4. To revert to the previously entered information, click Reset.


Logging Out

When you are finished using Document Certification, click the Logout button in the upper‐ right corner of any screen to exit the system.

Note: After one hour of inactivity, the system will log you out for security reasons. You must then log back in to continue using the application.

Navigating the System

The tabs across the top of each screen allow for easy navigation throughout the system. Tab or roll your cursor over an item, then select a task area from the drop‐down list.

You can also access each task area from the underlined links on the Home page.

An overview of the system’s main task areas follow:

Home – Click this tab to go to the Home page.

Profile – Click Custodian Information to update your contact information.

Document Certification –

o Click Certification Management to view (and certify) pools for which your institution was identified by the seller as the document custodian. See Chapter 2 of this user guide for details.

o Click New Certification to enter a pool into the system manually.

Documentation – Click this tab to display screen‐ specific Help.

Here are some tips to keep in mind when using the Document Certification application:

Do not use the Back button on your Web browser.

To return to a previous screen, click the underlined Return to Certification Management link or click Cancel.


Use the Next and Previous buttons when a list of pools spans multiple screens.

To sort the items in a list, click any underlined column heading. For example, on the Certification Management screen, you can sort pools by clicking one of the column headings: Seller Number, Pool Number, Certification Status, etc. Click the column heading a second time to sort in the opposite order.

Use the underlined hyperlinks to display related screens. For example, on the Certification Management screen, click an underlined Pool Number to display the associated Certification Detail screen.

Click the orange and blue command buttons (at the top and bottom of each screen) to perform such functions as Certify, Reset, and Cancel. (Orange buttons indicate functions that can be performed for one or more selected pools.)

Click Refresh to refresh the contents of a screen, for example, to update the Certification Management screen after certifying a pool.

Completing the Fields

To complete the fields on data entry screens in the Document Certification application, follow these tips:

Use the Tab key to move from field to field. To move backwards, hold down the Shift key while pressing the Tab key.

An asterisk (*) identifies required fields.

Use the calendar icon to quickly enter dates in mm/dd/yyyy format.

Using the Search Tools

Document Certification provides two search tools to enable you to easily locate specific pools or to display pools that meet selected criteria. The search tools are circled in the figure below.

Chapter 2. Certifying MBS Pools


Quick Search

To quickly find a specific pool or a list of pools for a particular seller, use the Search

tool in the upper‐right corner of any screen.

To find a specific pool, enter a pool number in the Pool field, and click Find. The

system displays the applicable Certification Detail screen.

To display a list of pools for a particular seller, enter the seller number in the Seller field, and click Find. The system displays the Certification Management screen with a list of the pools submitted by this seller.

Tip: If you enter a partial pool number (and suffix, for Fannie Majors) or a partial Seller Number, all the pools that match the digits you entered will be listed on the Certification Management screen.

Refined Search

From the Certification Management screen, you can limit the number of pools that the system displays by selecting one or more search criteria, including Seller Name, Seller Number, Certification Status, and various date ranges, in the Pool Search tool. Click Find. The system displays only the pools that meet your search criteria.

Tip: When entering a Seller Name, if you enter a few letters of the seller name, you can select a from the drop‐ down list of previously entered names.

Getting Additional Help

Click the Documentation tab to display screen‐ level Help. If you still have

unanswered questions, contact one of the following:

For technical assistance with the application, contact the Customer Interaction Center at 1‐ 800‐ 2FANNIE (232-6643), Option 1.

For business questions, contact the Asset Acquisitions and Custody Helpline at 1‐ 800‐ 2FANNIE (232-6643), Option 1 (select Option 4).

To reference Fannie Mae’s policies and procedures that are applicable to third‐ party custodians, access the following documents on FannieMae.com:

Requirements for Document Custodians: www.fanniemae.com/content/eligibility_information/document-custodians-requirements.pdf

http://www.allregs.com/efnma/

http://www.fanniemae.com/content/eligibility_information/document-custodians-requirements.pdf

http://www.fanniemae.com/content/eligibility_information/document-custodians-requirements.pdf




This chapter explains how to use the Document Certification application to certify a pool, fail a pool certification, and print a certification report.

Certifying a Pool

When you have reviewed the mortgage documents associated with a pool and have determined that they conform to Fannie Mae’s certification guidelines, you are ready to certify the pool.

To certify a pool using Document Certification, follow these steps.

1. Log into Document Certification, entering your Fannie Mae‐ assigned user ID and password.

2. From the Document Certification drop‐ down list, click Certification Management. The system displays the Certification Management screen. You see the pools for which your institution is the designated custodian. The display default for the Certification Management screen is all pools with an issue date in the current or future month and all pools with a certification status of Failed or Awaiting 3rd Party Certification.



The following Certification Status designations may apply to a pool:

Awaiting 3rd Party Certification – Pool is awaiting your certification.

Certified – Pool has been certified.

Failed – Custodian has identified one or more errors that preclude it from certifying the pool.

Recertified – Previously certified pool has been recertified following the lender’s submission of MBS corrections that affected pool totals.

3. Click the checkbox that corresponds to each pool you want to certify, and then click the Certify button. The system displays the following message:

4. Click OK to certify the selected pools. The system confirms that the pools have been successfully certified. Or click Cancel if you do not want to certify the selected pools.



You also can certify pools by clicking Certify on the Certification Detail screen (see the figure in next section). This enables you to enter additional information about the pool in the Comments field. For a pool you certify, your comments are saved in the system but are not transmitted to Fannie Mae. On a failed certification, your comments are viewable by the seller in Loan Delivery.

Important: You also can change the Certifier’s Name, Title, or Phone on the Certification Detail screen. However, this affects the contact information for this pool only. To make a global change to the Certifier’s or Custodian Contact Name or Phone, you must enter the information on the Custodian Information screen (accessible from the Profile tab).

Reporting a Failed Certification

If you identify issues that must be resolved before a pool can be certified, you may use Document Certification to notify the lender. (Note that Fannie Mae is only notified when a pool is successfully certified.) To report a failed pool certification using Document Certification, follow these steps:

1. From the Certification Management screen, click the pool number link to display the Certification Detail screen for that pool.

2. Enter a short explanation in the Comments field so the lender will know why the pool has failed certification.

3. Click the Fail Certification button. The system displays a message indicating that the Certification Status for the pool has been set to Failed.



Printing a Certification Report

The certification report provides you with MBS Pool information including certification status and certification date. In addition, a report is generated each time you certify one or more MBS Pools. To view or print a Certification Report:

1. From the Certification Detail or Certification Management screen, select one or more pools, and click the Certification Report button.

2. Click the Print button to print the report.


Chapter 3. Reviewing Pool Details

In this chapter, we discuss how to track a pool’s warehouse/bailee status, view pool wiring instructions, review MBS corrections submitted by the seller, retrieve reports, and export pool data to your own computer.

Tracking a Pool’s Warehouse/Bailee Status

The warehouse/bailee status designation for a pool enables you to track the status of a pool following your receipt of a bailee letter (or similar communication) from a warehouse lender.

If you receive a bailee letter in connection with mortgage notes that have been delivered to you, you must email a copy of the bailee letter and Schedule of Mortgages to our Certification Service Center at [email protected].

We then compare the delivery instructions in the bailee letter to those provided by the mortgage seller.

The following warehouse/bailee status designations may apply to a pool:

N/A – No bailee letter from a warehouse lender has been associated with mortgage notes in the pool. Therefore, the pool may be certified.

Pending – A bailee letter has been associated with mortgage notes in the pool. Therefore, this pool may not be certified until the delivery instructions have been reviewed and a Fannie Mae analyst has set the status to Verified.

Verified – A Fannie Mae analyst has verified the accuracy of the wiring instructions for the pool against the bailee letter (or resolved any mismatch). Therefore, the pool may now be certified. If wiring instructions require subsequent revision, call the Asset Acquisitions and Custody Helpline at 1‐800‐ 2FANNIE (232-6643), Option 4.

Viewing Pool Wiring Instructions

The wiring instructions for a pool indicate where the lender has designated that the mortgage‐ backed security be wired upon issuance of the security by Fannie Mae. To view the wiring instructions for a pool, follow these steps.

1. From the Certification Management screen, click the underlined Status Designation link for the pool in the Warehouse/Bailee Status column. The system displays the Assigned Pool Wiring Instructions screen. This screen is view–only.

mailto:[email protected]



Note: If multiple wiring instructions are displayed, the MBS associated

with this pool are to be wired to more than one institution or account.

2. Click Cancel to return to the Certification Management screen. You can also click the Return to Certification Management link.

Reviewing Pool Corrections

When a lender submits MBS corrections, you see an alert on the Certification Management screen. In addition, the MBS Corrections Status designation for the pool changes to Pending Review.

If you accept MBS corrections that are submitted by the lender after a pool has been certified, you must recertify the pool.

The following MBS Corrections Status designations apply:

N/A – No corrections have been submitted for the pool.

Pending Review – The seller has submitted corrections that need to be reviewed by the custodian to determine their impact on pool certification.

Reviewed, Submitted Values Used – In accordance with Fannie Mae guidelines, the custodian has reviewed the corrections and determined that the pool can be certified based on the submitted values from the seller.

Reviewed, Correction Values Used – In accordance with Fannie Mae guidelines, the custodian has reviewed the corrections and determined that the pool can be certified based on the corrected values from the seller.



To review MBS corrections, follow these steps.

1. From the Certification Management screen, click the Status Designation link for the pool in the MBS Corrections Status column. The system displays the View Pool Corrections screen with the Latest Submitted Values and Correction Values for the pool.

If the pool has more than one correction that requires a review, the system displays the Pool Corrections List screen. Click a listing to display the applicable View Pool Corrections screen, which contains the time and date the lender submitted the correction.

2. Determine whether to accept the correction values.

To retain the previously submitted pool data: If you do not want to accept the correction values, click the Reviewed – Use Submitted Values button. The system returns to the Certification Management screen without changing the pool totals.

To accept the correction values: Click the Reviewed – Use Correction Values button. The system displays the following message to confirm that you

want to replace the pool values.



3. Click OK to confirm that you want to replace the current pool totals. Or click Cancel if you do not want to accept the revised pool totals. The system displays the Certification Detail screen for the pool.

4. On the Certification Detail screen, enter additional changes to the pool balances in the editable fields (if applicable). You may also enter comments in the Comments field.

5. Click Certify to send updated certification information to Fannie Mae and the seller. The system displays a message to confirm that the revised pool information was successfully certified. Or click Reset to revert to the previously submitted pool information.

If you click Cancel, the system displays following confirmation message. Click OK

to confirm that you want to undo your changes (or click Cancel to continue).

If you click the Return to Certification Management link, the system displays the following confirmation message. Click OK to confirm that you want to undo your changes (or click Cancel to continue).

Retrieving the Schedule of Mortgages

To display the MBS Schedule of Mortgages (Form 2005) associated with a pool, follow these steps:

1. From the Certification Management screen, click the checkbox next to each applicable pool number, then click the Sched of Mtgs Report button. The system displays MBS Schedule of Mortgages in a separate window.



You can also access reports from the Certification Detail screen.

2. To print the report, click the Print button.

Note: For best results, use the Page Setup function to make the following selections:

Paper Size: Legal Orientation: Landscape

3. Click Close to close the window.

Retrieving the Delivery Schedule

To display the Delivery Schedule associated with a pool, follow these steps:

1. From the Certification Management screen, click the checkbox next to each applicable pool number, then click the Delivery Schedule Report button. The system displays the Delivery Schedule in a separate window.

You can also access reports from the Certification Detail screen.



2. Click File, and then click Print on your Web browser to print the report.

3. Click File, and then click Close on your Web browser to close the window.

Exporting Pool Data

To export pool data in MISMO XML format*, follow these steps:

1. From the Certification Management screen, click the checkbox next to each pool you want to export, and then click the Export button. Or click the Export button on the Certification Detail screen.

*Note: As of June 25, 2016, Document Certification does not allow export of the data in the 2000‐ character file format (.txt)

If you click multiple checkboxes, all the pool data will be exported to the same file.

2. On the File Download window, click Save to confirm that you want to continue with the download.

3. On the Save As window, select the directory in which you want to save the file, enter a new file name, and click Save.

4. When you see the Download Complete window, click Close.

Refer to the Implementation Guide for Document Custodians: ULDD Phase 2 – XML File Export for guidance on exporting loan delivery data.

https://www.fanniemae.com/sf/lqi/umdp/xls/documentcustodian.xls

https://www.efanniemae.com/sf/lqi/umdp/xls/documentcustodian.xls

https://www.efanniemae.com/sf/lqi/umdp/xls/documentcustodian.xls



Entering a Pool Manually

Before you enter a pool into the system manually, contact the Asset Acquisitions and Custody Helpline. If you are instructed to enter a pool into the system manually, follow these steps:

1. From the Certification Management screen, click the Add Certification button. Or click New Certification from the Document Certification tab. The system displays the New Certification Detail screen.

2. Enter the requested information in the data entry fields provided. (Asterisks indicate required fields. See the Appendix for a description of the fields on this screen.

3. Click Certify to notify Fannie Mae and the lender that the pool has been certified. Or click Fail Certification to report a failed certification.

4. Click Save to save the pool data in the system without certifying it.


Appendix. New Certification Detail Screen

The table in this appendix contains descriptions of the fields for the New Certification Detail screen.

Field Name Description

Financial Institution No. The 11-digit identification number of the financial institution that will

certify the mortgage documents for the loans in this pool.

Number of Loans The total number of loans included in the pool.

Pool Issue Date The issue date of the securities for an MBS pool delivery.

Pool Number and Suffix The Fannie Mae-assigned pool number, including a suffix if the pool

is a piece of a Fannie Major.

Seller Number The nine-digit identification number assigned to the seller by

Fannie Mae.

Servicer Number The nine-digit identification number assigned to the servicer by

Fannie Mae.

Total Current UPB The total current unpaid principal balance of all the loans in the

pool, based on the last paid installment as of the date the

mortgages were submitted to Fannie Mae.

Total Issue UPB The total unpaid principal balance of all the loans in the pool as of

the pool issue date.

Total P & I The total monthly principal and interest for all the loans in the pool.

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