Pre-Foreclosure Filing System

90‐Day Quarterly Reports - Quarterly Bulk Filing Directions

(Effective July 1, 2021)

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) 11: Loan Delinquent (Pre-Foreclosure) 12: Loan Delinquent (Active Foreclosure) 13: Mortgage Discharged (Lien Released) 14: Mortgage Discharged (Foreclosure) 15: Mortgage Discharged (Charged Off) 16: Loan Current 17: Loan/Servicing Rights Sold to Another Mortgagee/Servicer 18: Mortgage Discharge (Paid Off)
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
19	INSPECTED FLAG	ALPHANUMERIC	1	Yes	Has this property been inspected during the reporting period? Y - Yes N - No
20	REASON NOT INSPECTED	ALPHANUMERIC	1000	*	Reason why no inspections of this property have been conducted during the reporting period? *required if line 19 is N, otherwise leave blank
21	VACANT FLAG	ALPHANUMERIC	1	Yes	Was this property considered to be vacant and abandoned under NY RPAPL 1309 at any point during the reporting period? Y - Yes N - No
22	MAINTAINED FLAG	ALPHANUMERIC	1	*	Was any maintenance performed on this property during the reporting period? Y - Yes N – No *required if line 21=Y, otherwise leave blank
23	REASON NOT MAINTAINED	ALPHANUMERIC	1000	*	Reason why no maintenance has been performed on this property during the reporting period? *required if line 21=Y and line 22 = N, otherwise leave blank

* 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: Lawn Maintenance Debris Removal Animal Extermination Structural Repairs Sidewalk Repair Window Boarding Lock Replacement Roof Repair Other (describe in column 6)
6	OTHER MAINTENANCE	ALPHANUMERIC	15	*	Required If column 5 has value 9. Please enter type of maintenance