Pre-Foreclosure Filing System

90‐Day Quarterly Reports - Quarterly Bulk Filing Directions

(Effective April 1, 2017)

Pursuant to the Superintendent’s Part 422.5 (3 NYCRR 422.5), every mortgagee that is not exempt from the obligation imposed by New York’s Real Property Actions & Proceedings Law section 1308 shall file with the superintendent a quarterly report on all loans secured by a mortgage on residential real property held by the mortgagee where the borrower has been delinquent for 90 or more days.

Quarterly reports shall be filed within 30 days of the end of the calendar quarter to which the report pertains and every mortgagee subject to the quarterly reporting requirements shall maintain for production and inspection all books and records documenting all actions to secure and maintain the subject property that have been taken, the date each action was taken, the nature of each action, the identity and employer of the person who performed each action, and all other information necessary to evidence compliance with the statute.

General Directions

Quarterly bulk filings must contain two files: (1) the Header and (2) the Detail.

Each individual filing will have one Header entry and many Detail entries, depending on number of inspections and number of maintenance.

The Header document will contain high level information for each filing submitted as part of the bulk filing. Each filing will be represented by one line entry in the Header document. However, in the Detail document, each filing may include a number of entries.

All of the Header records in a bulk filing must be combined into one text file. All the corresponding Detail records must be combined into another text file. These two files must be uploaded at the same time.

Please see downloadable Sample Header (.txt) and Sample Detail (.txt) files.

Header File Specification

  • File Name: Please use unique file names for each submission by concatenating the first 15 letters of your Company name, the form type and the date (ex.: SERVICERCOMPANYVADDMMYYYY.txt)

Data File Requirements

  • Data format: ASCII delimited text file
  • Field Separator: Tilde (~)
  • Record Separator: LF (Line Feed)
  • Header File Layout (Required fields must be filled if applicable):

COLUMN_ID

COLUMN_NAME

DATA_TYPE

LENGTH

REQUIRED

INSTRUCTIONS

1

FILE TYPE

ALPHANUMERIC

3

Yes

Value : HDR

2

UNIQUE ID

ALPHANUMERIC

20

Yes

You may use Loan number or assign a unique number. This number must be used in the corresponding detail records

3

EDIT FLAG

ALPHANUMERIC

1

*

Y – if editing a previous quarterly filing

N ‐ otherwise

4

TRACKING NUMBER

ALPHANUMERIC

13

*

Required if there exists a previous quarterly filing, VA continuous filing or Pre‐foreclosure filing.

5

FILER EMAIL

ALPHANUMERIC

200

Yes

Email of the filer

6

YEAR

NUMBER

4

Yes

Reporting Year

7

QUARTER

NUMBER

1

Yes

Reporting Quarter

8

PROPERTY ADDRESS

ALPHANUMERIC

75

Yes

Property Address Line 1

9

PROPERTY ADDRESS2

ALPHANUMERIC

75

No

Property Address Line 1

10

PROPERTY CITY

ALPHANUMERIC

75

Yes

Property City

11

PROPERTY STATE

ALPHANUMERIC

2

Yes

Property State must be NY

12

PROPERTY ZIP

ALPHANUMERIC

5

Yes

Property zip

13

PROPERTY ZIP4

ALPHANUMERIC

4

No

Property 4 digit zip extn.

14

CDE PROPERTY COUNTY

ALPHANUMERIC

6

Yes

Property County code from the table below

15

CDE LOAN STATUS

ALPHANUMERIC

2

Yes

Loan Status code (select One)

01: Pre‐foreclosure

02: Active foreclosure

03: Expedited foreclosure

04: Foreclosure Judgment

06: Loan Current

07: Loan Sold

08: Property Sold

16

DATE FC FILING

DATE

8

*

Date of foreclosure filing (MMDDYYYY)

17

DATE VACANT

DATE

8

*

Date property became vacant (MMDDYYYY)

18

DATE NOTICE

DATE

8

*

Date RPAPL 1308(3) Notice sent to borrower

* Conditionally Required

VA Detail File Specification

  • File Name: Please use unique file names for each submission by concatenating the first 15 letters of your Company name, the form type and the date (ex.: SERVICERCOMPANYVADDMMYYYY.txt)

Data File Requirements:

  • Data format: ASCII delimited text file
  • Field Separator: Tilde (~)
  • Record Separator: LF (Line Feed)
  • Detail File Layout (Required fields must be filled if applicable):
COLUMN_ID COLUMN_NAME DATA_TYPE LENGTH REQUIRED INSTRUCTIONS

1

FILE TYPE

ALPHANUMERIC

3

Yes

Must contain the value ‐ ‘DTL’

2

RECORD TYPE

ALPHANUMERIC

3

Yes

MTN – if the record is reporting maintenance details

INS – If the record is reporting inspection details

3

UNIQUE ID

ALPHANUMERIC

20

Yes

Loan or unique number used in the header file for the corresponding header record

4

DATE INS/MTN

DATE

8

*

Required if inspection or maintenance performed.

Date of Inspection if record type is INS. Date of maintenance if record type is MTN.

Format : MMDDYYYY

5

CODE MAINTENANCE

ALPHANUMERIC

2

*

Required if the record type is MTN Maintenance. Code maintenance:

  1. Lawn Maintenance
  2. Debris Removal
  3. Animal Extermination
  4. Structural Repairs
  5. Sidewalk Repair
  6. Window Boarding
  7. Lock Replacement
  8. Roof Repair
  9. Other (describe in column 6)

6

OTHER MAINTENANCE

ALPHANUMERIC

15

*

Required If column 5 has value 9. Please enter type of maintenance

* Conditionally Required

New York State County Code Table

Code County Name

36001

Albany

36003

Allegany

36005

Bronx

36007

Broome

36009

Cattaraugus

36011

Cayuga

36013

Chautauqua

36015

Chemung

36017

Chenango

36019

Clinton

36021

Columbia

36023

Cortland

36025

Delaware

36027

Dutchess

36029

Erie

36031

Essex

36033

Franklin

36035

Fulton

36037

Genesee

36039

Greene

36041

Hamilton

36043

Herkimer

36045

Jefferson

36047

Kings

36049

Lewis

36051

Livingston

36053

Madison

36055

Monroe

36057

Montgomery

36059

Nassau

36061

New York

36063

Niagara

36065

Oneida

36067

Onondaga

36069

Ontario

36071

Orange

36073

Orleans

36075

Oswego

36077

Otsego

36079

Putnam

36081

Queens

36083

Rensselaer

36085

Richmond

36087

Rockland

36089

St. Lawrence

36091

Saratoga

36093

Schenectady

36095

Schoharie

36097

Schuyler

36099

Seneca

36101

Steuben

36103

Suffolk

36105

Sullivan

36107

Tioga

36109

Tompkins

36111

Ulster

36113

Warren

36115

Washington

36117

Wayne

36119

Westchester

36121

Wyoming

36123

Yates