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The
following scenarios include typical situations that result in unreconciled cases
that will appear on the Reconciliation file, available to all lenders on the 17th
of each month. Accessing and comparing the Portfolio file against your records
will help resolve many of these errors. The scenarios are shown with the data
provided in a sample report layout. Your exception reporting process may differ
from the sample shown here. However, the problems and action required for resolution
will be the same. Reconciliation
File/Sample Report Field Descriptions:
| Amount
Due: | Amount
billed for the current month. | | Current
Charges: | Monthly
premium, late, and interest assessed for that month. |
| Paid/Applied: | All
payments, refunds, adjustments, and debit vouchers that occurred between the two
billing cycles (15th and 15th). | | Past
Billed: | Amount
billed the previous month. | | Unapplied
Before Current Bill: | Overpayment
amount on the case prior to billing. | Reason
1: Payment Remitted for an Incorrect Case Number
Situation:
We made a $38.00 payment for case 111-1111111 on June 9, but $20.00 of that payment
should have been remitted for case 222-2222222. This caused an overpayment for
case 111-1111111 and an underpayment for case 222-2222222. We are the servicer
for both cases. The
Reconciliation file for June 16, 2002 shows the following:
| | | Premium | Late | Interest | Total |
| M01 | 111-1111111 | Past
Billed
(due 6/1/02) | 18.00 | 0.00 | 0.00 | 18.00 |
| | | Current
Charges | 18.00 | 0.00 | 0.00 | 18.00 |
| | | Paid/Applied | 36.00 | 0.00 | 0.00 | 36.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Unapplied
Before Current Bill | | | | 20.00 |
| | | | Premium | Late | Interest | Total |
| M02 | 222-2222222 | Past
Billed
(due 6/1/02) | 20.00 | 0.00 | 0.00 | 20.00 |
| | | Current
Charges | 20.00 | 0.80 | 0.00 | 20.80 |
| | | Paid/Applied | 0.00 | 0.00 | 0.00 | 0.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 40.00 | 0.80 | 0.00 | 40.80 |
| | | Unapplied
Before Current Bill | | | | 0.00 |
Mortgagee
Action: Determine
the correct case number by reviewing the Mortgage Insurance Certificate and/or
contacting the HUD HOC. Remit
the shortage amount for case 222-2222222. We
are responsible for the late fee assessed on case 222-2222222. Leave
the $2.00 overage (unapplied amount after billing) on case 111-1111111 as credit
to be applied to the bill due August 1; a refund
or reallocation may be requested.
Update
our records to allow for the correct remittance in following months. Notes:
If
we remit $20.00 for case 222-2222222 before July 1, interest will not accrue.
If
we remit $40.80 for case 222-2222222 before July 15, the case will not appear
in the Reconciliation file for July 16 since there is no outstanding balance.
However, interest will accrue on $20.00 and be billed on July's bill.
Reason
2: Duplication of an FHA Case Number - Two Loans with Same FHA Case Number Situation:
Our records show two loans for the same FHA case number, 333-3333333. As a
result, we remitted two payments, $20.00 and $25.00, for this case number
on June 9. Upon further investigation, we discovered that one of the loans is
actually case number 444-4444444. The
Reconciliation file for June 16, 2002 shows the following:
| | | Premium | Late | Interest | Total |
| M01 | 333-3333333 | Past
Billed
(due 6/1/02) | 20.00 | 0.00 | 0.00 | 20.00 |
| | | Current
Charges | 20.00 | 0.00 | 0.00 | 20.00 |
| | | Paid/Applied | 40.00 | 0.00 | 0.00 | 40.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Unapplied
Before Current Bill | | | | 25.00 |
| | | | Premium | Late | Interest | Total |
| M02 | 444-4444444 | Past
Billed
(due 6/1/02) | 25.00 | 0.00 | 0.00 | 25.00 |
| | | Current
Charges | 25.00 | 1.00 | 0.00 | 26.00 |
| | | Paid/Applied | 0.00 | 0.00 | 0.00 | 0.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 50.00 | 1.00 | 0.00 | 51.00 |
| | | Unapplied
Before Current Bill | | | | 0.00 |
Mortgagee
Action: Determine
the correct case number by reviewing the Mortgage Insurance Certificate and/or
contacting the HUD HOC. Remit
the amount due for case 444-4444444. We
are responsible for the late fee assessed on case 444-4444444. Leave
the $5.00 overage (unapplied amount after billing) on case 333-3333333 to be applied
to the next bill; a refund or reallocation
may be requested. Update
our records to allow for the correct remittance in following months. Notes:
If
we remit $25.00 for case 444-4444444 before July 1, interest will not accrue.
If
we remit $51.00 for case 444-4444444 before July 15, the case will not appear
in the Reconciliation file for July 16 since there is no outstanding balance.
However, interest will accrue on $25.00 and be billed on July's bill.
Reason
3: Duplication of an FHA Case Number - Case Number Also Being Used by Another
Mortgagee Situation:
The FHA case number we are using for one of our loans is also used by mortgagee
ID 91111 for one of their loans. We are both using case number 555-5555555. Both
of us remitted a premium payment (we remitted $20.00, and the other mortgagee
remitted $27.00) before June 10. The
Reconciliation file for June 16, 2002 shows the following:
| | | | Premium | Late | Interest | Total |
| M01 | 555-5555555 | Past
Billed
(due 6/1/02) | 20.00 | 0.00 | 0.00 | 20.00 |
| | | Current
Charges | 20.00 | 0.00 | 0.00 | 20.00 |
| | | Paid/Applied | 40.00 | 0.00 | 0.00 | 40.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Unapplied
Before Current Bill | | | | 27.00 |
Mortgagee
Action: Verify
we are recorded as the current servicer of the case by checking our portfolio.
If the case number appears in our portfolio, we are the current servicer.
Continue
paying current charges owed on the case (whether billed or not). The
other mortgagee should request a refund
or reallocation of their payment.
Notes:
Both
mortgagees that remitted a payment receive Lender Notifications. If
we remit $20.00 before July 10, a late fee will not be assessed. If
we make another payment and mortgagee ID 91111 is not issued a refund by July
15, this case will appear with an M01 discrepancy type in the Reconciliation file
for July 16. The excess money will eventually be refunded
or reallocated; continue paying
current charges owed on the case. NOTE:
If mortgagee 91111 continues to pay on their case, such a payment would transfer
the case to 91111's portfolio. We should periodically check our portfolio to see
if we need to report a servicer transfer.
Reason
4: Duplication of an FHA Case Number - Case Was Bought/Sold Situation:
We bought case 666-6666666 from mortgagee ID 91111 in mid-April. However,
we have both been remitting payments of $20.00 for this case before the 10th of
the month. The
Reconciliation file for June 16, 2002 shows the following:
| | | | Premium | Late | Interest | Total |
| M01 | 666-6666666 | Past
Billed
(due 6/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Current
Charges | 20.00 | 0.00 | 0.00 | 20.00 |
| | | Paid/Applied | 20.00 | 0.00 | 0.00 | 20.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Unapplied
Before Current Bill | | | | 40.00 |
Mortgagee
Action: Check
our portfolio to determine the current servicer on record for the loan. If the
case number appears in our portfolio, we are the current servicer on record. If
it does not appear in our portfolio, we are not the current servicer; use EDI
or the FHA Connection to record the servicer transfer or request the seller do
so. Continue
paying current charges owed on the case (whether billed or not). The
other mortgagee should request a refund
or reallocation of their payment.
Notes:
Both
mortgagees that remitted a payment receive Lender Notifications. If
we remit $20.00 before July 10, a late fee will not be assessed. If
we make another payment and mortgagee ID 91111 is not issued a refund
or reallocation by July 15,
this case will appear with an M01 discrepancy type in the Reconciliation file
for July 16. The excess money will eventually be refunded; continue paying current
charges owed on the case. Reason
4: Duplication of an FHA Case Number - Case was Bought/Sold (Continued)
Situation:
We sold case 777-7777777 to mortgagee ID 91919 in mid-April. However, we have
both been remitting payments of $20.00 for this case before the 10th of the month.
The
Reconciliation file for June 16, 2002 shows the following:
| | | | Premium | Late | Interest | Total |
| M01 | 777-7777777 | Past
Billed
(due 6/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Current
Charges | 20.00 | 0.00 | 0.00 | 20.00 |
| | | Paid/Applied | 20.00 | 0.00 | 0.00 | 20.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Unapplied
Before Current Bill | | | | 40.00 |
Mortgagee
Action: Check
our portfolio to determine the current servicer on record for the loan. If the
case number appears in our portfolio, we are the current servicer on record. If
it does not appear in our portfolio, we are not the current servicer; use EDI
or the FHA Connection to record the servicer transfer or request the buyer to
do so. Update
our records, if necessary. Request
a refund or reallocation
of the payments made on the case. Notes:
Both
mortgagees that remitted a payment receive Lender Notifications. It
is important for mortgagee ID 91919 to continue paying the current charges owed.
Reason
5: Wrong Payment Amount Remitted Situation:
Due to clerical or typographical error, we remitted $200.00 instead of $20.00
for case 888-8888888 on June 9. The
Reconciliation file for June 16, 2002 shows the following:
| | | | Premium | Late | Interest | Total |
| M01 | 888-8888888 | Past
Billed
(due 6/1/02) | 20.00 | 0.00 | 0.00 | 20.00 |
| | | Current
Charges | 20.00 | 0.00 | 0.00 | 20.00 |
| | | Paid/Applied | 40.00 | 0.00 | 0.00 | 40.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Unapplied
Before Current Bill | | | | 180.00 |
Mortgagee
Action: Verify
that we are calculating the premium correctly.
Update
our records to allow for the correct remittance in the following months.
Apply
$20.00 to next month's bill and leave remaining unapplied on case to apply to
future bills, or request a refund or
reallocation of $160.00 (unapplied
amount after billing). Notes:
If
we make an overpayment, we should leave it on the case and apply it to the next
bill. If the overpayment is substantial, we can ask for a refund
or reallocation of the unapplied
amount after billing. If
we request a refund or reallocation of $160.00, we must continue remitting the
normal premium amount. Otherwise, when the refund or reallocation is processed,
we will incur late (and interest) charges. If
we reallocate or receive a refund of $160.00 before July 15, this case will no
longer have an overage and will not appear in the Reconciliation file for July
16. Otherwise, the case will appear with an M01 discrepancy type in the Reconciliation
file for July 16. The
Reconciliation file for July 16, 2002 shows
the results of billing on July 15, 2002; $20.00 from Unapplied Before Current
Bill is applied to Current Charges.
| | | | Premium | Late | Interest | Total |
| M01 | 888-8888888 | Past
Billed
(due 7/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Current
Charges | 20.00 | 0.00 | 0.00 | 20.00 |
| | | Paid/Applied | 20.00 | 0.00 | 0.00 | 20.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (8/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Unapplied
Before Current Bill | | | | 160.00 |
Reason
6: Discrepancy in the Calculation of Premium
Situation:
We compared our records against the Portfolio and Reconciliation files and discovered
that we have an incorrect loan to value ratio which caused an error in our premium
calculation for case 999-9999999. Our premium calculation is $25.00, and HUD's
premium calculation is $20.00. We have been remitting payments based on our calculation
for several months now before the 10th of the month. The
Reconciliation file for June 16, 2002 shows the following:
| | | | Premium | Late | Interest | Total |
| M01 | 999-9999999 | Past
Billed
(due 6/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Current
Charges | 20.00 | 0.00 | 0.00 | 20.00 |
| | | Paid/Applied | 20.00 | 0.00 | 0.00 | 20.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Unapplied
Before Current Bill | | | | 25.00 |
Mortgagee
Action: Update
our records with the correct information. Leave
the $5.00 overage (unapplied amount after billing) on the case to be applied to
the next bill along with a $15.00 payment, and thereafter make monthly payments
of $20.00. Situation:
We compared our records against the Portfolio and Reconciliation files and discovered
that HUD has an incorrect original mortgage amount which caused an error in their
premium calculation on case 909-9999999. Our premium
calculation is $24.00, and HUD's premium calculation is $19.00. We have been remitting
payments based on our calculation for several months now before the 10th of the
month. The
Reconciliation file for June 16, 2002 shows the following:
| | | | Premium | Late | Interest | Total |
| M01 | 909-9999999 | Past
Billed
(due 6/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Current
Charges | 19.00 | 0.00 | 0.00 | 19.00 |
| | | Paid/Applied | 19.00 | 0.00 | 0.00 | 19.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Unapplied
Before Current Bill | | | | 25.00 |
Mortgagee
Action: Review
the loan documentation (HUD-1 Settlement Statement, Mortgage Note, etc.).
Send
copies of HUD-1 Settlement Statement and the Mortgage Note to the Homeownership
Center (HOC) in our area and request that HUD's records be corrected.
Leave
the $6.00 overage (unapplied amount after billing) to be applied to the MIP adjustment
when HUD corrects their records. Continue making monthly payments of $24.00.
Reason
7: Payment on a Terminated Case Situation:
We reviewed our loan documentation for case number 100-0000000, the Advice of
Mortgage Record Change, and our current Portfolio file. HUD has a termination
date of April 25, 2002 for this loan, but we failed to enter that information
in our computer system. As a result, we remitted our usual monthly payment on
June 9. This caused case number 100-0000000 to appear in the Reconciliation file
for June 16, 2002 with an M01 discrepancy type.
| | | | Premium | Late | Interest | Total |
| M01 | 100-0000000 | Past
Billed
(due 6/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Current
Charges | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Paid/Applied | 0.00 | 0.00 | 0.00 | 0.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Unapplied
Before Current Bill | | | | 20.00 |
Mortgagee
Action: Update
our records with the correct information. Request
a refund or reallocation
of $20.00. Situation:
We reviewed our loan documentation for case number 200-0000000, the Advice of
Mortgage Record Change, and our current Portfolio file. HUD has an incorrect termination
of April 25, 2002. The case was not terminated until May 5, making us responsible
for the May premium that was due June 1, which we remitted on June 9. This caused
case number 200-0000000 to appear in the Reconciliation file for June 16, 2002
with an M01 discrepancy type. | | | | Premium | Late | Interest | Total |
| M01 | 200-0000000 | Past
Billed
(due 6/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Paid/Applied | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Current
Charges | 0.00 | 0.00 | 0.00 | 0.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Unapplied
Before Current Bill | | | | 25.00 |
Mortgagee
Action: Contact
our HUD Data Quality Lender Representative. Leave
the $25.00 overage (unapplied amount) to be applied to the May premium when HUD
corrects their records. Situation:
We reviewed our loan documentation for case number 300-0000000 and our current
Portfolio file (we do not have an Advice of Mortgage Record Change). We found
out that HUD erroneously terminated the case on April 25. However, we remitted
our usual monthly payment on June 9. This caused case number 300-0000000 to appear
in the Reconciliation file for June 16, 2002 with an M01 discrepancy type.
| | | | Premium | Late | Interest | Total |
| M01 | 200-0000000 | Past
Billed
(due 6/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Current
Charges | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Paid/Applied | 0.00 | 0.00 | 0.00 | 0.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Unapplied
Before Current Bill | | | | 18.00 |
Mortgagee
Action: Contact
HUD Data Quality Lender Representative. Continue
making monthly payments.
Reason
8: Historical Payment Remitted to SFPCS Periodic Situation:
We made a $40.00 payment for case 300-0000000 on June 9, but $20.00 of that payment
was to reconcile the case prior to the implementation of SFPCS Periodic. This
caused an overpayment for case 300-0000000 in SFPCS Periodic and an underpayment
in the charges assessed prior to September 1999. This caused case number 300-0000000
to appear in the Reconciliation file for June 16, 2002 with an M01 discrepancy
type. | | | | Premium | Late | Interest | Total |
| M01 | 300-0000000 | Past
Billed
(due 6/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Current
Charges | 20.00 | 0.00 | 0.00 | 20.00 |
| | | Paid/Applied | 20.00 | 0.00 | 0.00 | 20.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Unapplied
Before Current Bill | | | | 40.00 |
Mortgagee
Action: Remit
the shortage amount for the historical charges for case 300-0000000; contact our
Periodic Lender Representative for instructions.
Leave
the $20.00 overage (unapplied amount after billing) on case 300-0000000 as credit
to be applied to the bill due August 1; a refund may be requested. Note:
Monies
cannot be transferred between the Historical System and SFPCS Periodic.
Reason
9: Payment Submitted for an Invalid Case Number Situation:
Case number 212-4545454 is showing up in our Reconciliation file with an M01 discrepancy
type from a $20.00 payment we remitted on June 9. In addition, corresponding case
number 212-4000000 appears with an M02 discrepancy type (underpayment). We realize
that we remitted the payment with invalid case number 212-4545454 by mistake.
The
Reconciliation file for June 16, 2002 shows the following:
| | | | Premium | Late | Interest | Total |
| M01 | 212-4545454 | Past
Billed
(due 6/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Current
Charges | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Paid/Applied | 0.00 | 0.00 | 0.00 | 0.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Unapplied
Before Current Bill | | | | 20.00 |
| | | | Premium | Late | Interest | Total |
| M02 | 212-4000000 | Past
Billed
(due 6/1/02) | 20.00 | 0.00 | 0.00 | 20.00 |
| | | Current
Charges | 20.00 | 0.80 | 0.00 | 20.80 |
| | | Paid/Applied | 0.00 | 0.00 | 0.00 | 0.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 40.00 | 0.80 | 0.00 | 40.80 |
| | | Unapplied
Before Current Bill | | | | 0.00 |
Mortgagee
Action: Determine
the correct case number by reviewing the Mortgage Insurance Certificate and/or
notifying the HUD HOC. Remit
the missed payment on case 212-4000000 immediately. We
are responsible for the late fee assessed on case 212-4000000. Request
a refund or reallocation
of the payment made for invalid case number 212-4545454. Notes:
If
we remit $20.00 for case 212-4000000 before July 1, interest will not be assessed
on that amount. If we remit $40.80 for case 212-4000000 before July 15, the case
will not appear in the Reconciliation file for July 16 since there is no outstanding
balance. However, interest will accrue on $20.00 and be billed on July's bill.
Reason
10: Payment Submitted for an Invalid Case Number Using an Invalid Remittance Mortgagee
ID Situation:
We received a call from our HUD Lender Representative informing us that our
payment was remitted under an invalid mortgagee ID. We also received a Lender
Notification indicating that our cases were not paid under our mortgagee ID. The
invalid remittance mortgagee ID was corrected to our mortgagee ID. Now invalid
case number 212-5555555 is showing up in our Reconciliation file with an M01 discrepancy
type since we remitted a $20.00 payment on June 9. In addition, corresponding
case number 212-4444444 appears with an M02 discrepancy type (underpayment).
The
Reconciliation file for June 16, 2002 shows the following:
| | | | Premium | Late | Interest | Total |
| M01 | 212-5555555 | Past
Billed
(due 6/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Current
Charges | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Paid/Applied | 0.00 | 0.00 | 0.00 | 0.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 0.00 | 0.00 | 0.00 | 0.00 |
| | | Unapplied
Before Current Bill | | | | 20.00 |
| | | | Premium | Late | Interest | Total |
| M02 | 212-4444444 | Past
Billed
(due 6/1/02) | 20.00 | 0.00 | 0.00 | 20.00 |
| | | Current
Charges | 20.00 | 0.80 | 0.00 | 20.80 |
| | | Paid/Applied | 0.00 | 0.00 | 0.00 | 0.00 |
| | | | ______ | ______ | ______ | ______ |
| | | Amount
Due (7/1/02) | 40.00 | 0.80 | 0.00 | 40.80 |
| | | Unapplied
Before Current Bill | | | | 0.00 |
Determine
the correct case number by reviewing the Mortgage Insurance Certificate and/or
notifying the HUD HOC. Remit
the missed payment on case 212-4444444 immediately. We
are responsible for the late fee assessed on case 212-4444444. Update
our records to ensure correct remittance mortgagee ID and case number in the following
months. Request
a refund or realloction
of the payment made for invalid case number 212-5555555. Notes:
If
we reallocate or receive a refund of $20.00 before July 15, case 212-5555555 will
no longer appear on the Reconciliation file. If
we remit $20.00 for case 212-4444444 before July 1, interest will not be assessed
on that amount. If we remit $40.80 for case 212-4444444 before July 15, the case
will not appear in the Reconciliation file for July 16 since there is no outstanding
balance. However, interest will accrue on $20.00 and be billed on July's bill.
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