to our award winning online mortgage application system

Transcription

1 for Intermediaries bankofireland4intermediaries.co.uk System user guide Welcome to our award winning online mortgage application system AWARDS 2016 Best Use of Technology Lenders This helpful user guide covers everything you need to know from registration, to generating Applications and uploading documents for underwriter assessment. Built for better business FOR INTERMEDIARY USE ONLY - NOT FOR PUBLIC DISTRIBUTION

2 Contents Getting Started Page Registration 1-3 Logging in 4-5 Using The System My Active Cases screen 6 Creating Illustrations, AIPs or Applications 7-9 Submitting Illustrations, AIPs or Applications Viewing a case summary Printing an AIP Certificate 15 Auto Packaging Requirements Receiving a case message 22 Sending a case message 23 Fees 24 Search functionality 25 My profile page 26 Useful Information Includes general details relating to case submissions and contact details 28-30

3 Getting Started 1. On the registration screen, enter your address and click the Register button. 1 Please note an address can only be used once for registration. STEP You ll then be taken through to our registration page to start the process. You ll be asked to enter some information, including your FCA number, your name, a contact number, a correspondence address, an address, a case sensitive password and your role. Please note Passwords need to be at least 8 alpha numeric characters. They must include at least 1 capital letter and 1 number. They cannot have any consecutive identical characters and it cannot be a word that is contained within your profile e.g. name of company When you have entered your personal details, click the Continue button. Please note if after entering your details and clicking Continue, you realise you ve input the wrong information, please contact our sales support team from 9am to 5pm, Monday to Friday on *. 1 of 30

4 STEP 3 Once you ve clicked the Continue button, you ll then see a screen confirming that an has been sent to the address you entered, with instructions on how to complete the registration process. Please note if you don t receive the within 10 minutes please check your Junk mail. STEP 4 When you receive the , just click on the Complete Registration link. STEP 5 You ll then be taken to a screen and asked to enter your password. When you have done this, click the Continue button. 2 of 30

5 STEP 6 Upon clicking Continue, you ll then be taken to your profile page to complete the registration. Please check the details you entered previously are correct. To help protect your account, you ll also be asked to select four security questions and provide the relevant answers. You ll need to remember these if you ever forget your password and need us to reset it or if you call in for a case update. STEP 7 When you have entered all the required details, just click the Save button at the bottom of the screen. You have now completed the registration process and will be able to use the system. 3 of 30

6 Logging In To log in to our online mortgage application system once you have registered, simply visit STEP 1 You ll find the Login button in the top right of the screen. STEP 2 Once on the login screen, click the Login button on the left of the screen. You will then be taken through to the login screen of our online mortgage application system. 4 of 30

7 STEP Enter your address, followed by your password. These are unique to you and should be kept private. Please note the address field is not case sensitive, but the password field is. 2. When you are happy with the details you have entered, click the Login button. 3. If you forget your password click on the forgotten your password? link and you ll be sent an to reset your password. If you get locked out please call our sales support team on * available from 9am to 5pm Monday to Friday. 5 of 30

8 Using the system My Active Cases Screen When you log in to our online mortgage application system you ll be taken to the My Active Cases screen. Here, you ll be able to see all of the Illustrations, AIPs and Applications that you have started or submitted. The screen will display 25 cases per page, with the most recent activity listed at the top. If your screen is left idle for 60 minutes or more, you ll automatically be logged out of the system. You can progress either an Illustration or AIP to a full Application at any point and it will be populated with the data already entered. You can t progress a declined AIP to an Application From anywhere on the site (excluding the Help centre page), you can click on our logo to go back to your active cases list. 2. To access your personal profile and registration details, just click on your name from anywhere on the site Click on the notification icon to view your current case messages. If you ve notifications for multiple cases, just click on the case number to see the message for that particular case. 4. To start a new Illustration, or create an Approval In Principle (AIP), or a full Application (App), simply click the appropriate buttons. 5. Click this link to be taken to our intermediary site to see the latest service update. 6. The Status column displays the current status of all cases displayed. 7. In your list of active cases (or search results), you can expand any individual case to give you more detail, and to access the case overview. To do this, just click on the drop down arrow. 8. If there is an alert icon showing, click on it to directly access any messages for that case. 9. You ll also find some useful links to the criteria and literature pages, plus the affordability calculator on our intermediary site. 6 of 30

9 Creating Illustrations, AIPs or Applications When you have clicked on the appropriate button on the My Active Cases screen, a new window will pop up where you should enter the applicant s information. For all options you ll be required to: Confirm the number of applicants Enter the main applicant s name and surname Select the mortgage type and confirm whether it is a purchase or re-mortgage Chose the property location Confirm the service provided. Please note when navigating through the system, you ll come across? symbols. Clicking on these will reveal advisory notes as outlined in the example to the left. Clicking Continue will then take you to the mortgage application screen where you ll need to enter more detailed information about the applicant. This includes details about: The mortgage (and any fees included) The applicant s personal details, including age, income and address Any outgoings and financial commitments The property (not needed for Illustrations). Please note when entering details onto the system do not use commas, full stops or symbols in numeric fields and round figures up to the nearest pound. An orange error message will appear where mandatory information is missing. The navigation tabs will also display an orange! symbol, and the progress bar will be orange too. You won t be able to submit an Illustration, AIP or Application until all mandatory fields are complete. 7 of 30

10 At any point in the application process, you can save your progress by clicking the Save & continue button at the bottom of each section. If at a later date you then wish to return to complete an Illustration, AIP or Application you started earlier, you can do this from the My active cases screen. 1. Firstly find the relevant case from the list and click the drop down arrow Then click on the Edit Application button to return to the mortgage application screen. When going through the application process, you can call up contextual information relevant to the section you re completing. Clicking on the? icon next to a box will show a short description of what s required. If you click inside the box a more detailed explanation will appear in a blue panel on the right of the screen. 8 of 30

11 When prompted to enter details about the applicant s additional income, please leave these fields blank if not applicable (entering zero will produce an error message). You can save time when entering the details for a case by using the Use a previously entered address button when details for additional applicants are the same as for applicant one (e.g. address details). There is also a print option that allows you to print a copy to your local printer. Please note that this cannot be submitted as the application form, it is purely for your records. 9 of 30

12 Submitting an Illustration, AIP or Application When you have finished entering all of your applicants details, click on the green button on the right hand side of the page. For Illustrations this will state Generate Illustration. For AIPs this will state Submit. For Applications this will state Proceed to declaration. When you generate an Illustration, AIP or Application a document bundle can be found within the Records tab on the case summary page. You will then be able to view or print these as required. Please note you need Adobe Acrobat to view PDF documents. This can be downloaded from Adobe s website. When an application has been submitted the status on the My active cases page will be updated to show one of the following. App With Underwriter the application has been passed to an underwriter for initial assessment (referred cases only). App Accepted Pending Payment the application has been accepted but you must pay the valuation fee online within three working days, otherwise the case will be closed. App Submitted the application has been accepted and submitted to our processing system. App Received the application has been accepted and will be allocated to an underwriter for full assessment. Determining Supporting Documents the underwriter is processing the packaging requirements. Awaiting Documents we are waiting for you to submit documents. Awaiting Assessment the application has been passed to an underwriter for full assessment. Assessment Completed the underwriter has assessed the application and will be in touch for further requirements. Requested we have requested the Third Party Documents. Received we have received the Third Party Documents. Valuation Instructed Valuation Booked Valuation Received Application Offered Funds Released Application Completed Application Not Proceeding Application Declined 10 of 30

13 Important Information For a regulated application you must fulfil your responsibilities before submitting an AIP or Application. If you don t, you must have your clients consent to do a credit search which will leave a footprint on their credit file and may influence future credit applications. 11 of 30

14 Viewing A Case Summary If you want an overview of a particular case, you can do this at any time from the My active cases screen. Just click on the drop down arrow to expand the case view, and then click on the View case summary button. Within these pages, you ll be able to: See details about the applicant s application View or print any documents which have been generated as part of the submission Read, reply and send case messages Pay any necessary fees as part of the application process. When in the case summary view, you ll see a number of tabs that will give you access to the features outlined above. The case overview will display the details of the applicant s application. 12 of 30

15 The records tab will contain documents relating to the application. The message tab allows you to view and respond to any questions or queries from the underwriter. 13 of 30

16 When an Application has been accepted pending payment, a fee tab will appear. This will allow you to pay the valuation fee online. 14 of 30

17 Printing an AIP Certificate Once you ve had an AIP accepted, you ll be able to print a certificate. From within the case overview screen, simply click on the Generate AIP Certificate link. After clicking on the above link, a PDF will download. You ll then be able to print this for your applicant(s). 15 of 30

18 Auto Packaging Requirements Auto Packaging makes submitting documents easier, showing you exactly what documents you need to provide to us. When a full application has been submitted the case will be credit scored and packaging requirements assessed at the same time. For Auto-accept cases - the packaging items will be available as soon as any required fees are paid and the list will be available in case overview. However, if a case is referred but then accepted the packaging requirements will be assessed by an underwriter and the case status may show as Determining Supporting Documents or App With Underwriter. The status will change to Awaiting Documents when the packaging requirements are available. A case message will be sent to you and a notification will appear in case overview. To view the packaging requirements and any third party documents we will request, click on the Actions tab. To upload a packaging item: 1. Click on the upload icon for that specific item. 2. Select the type of document you are uploading from the Document Type drop down list and then click on the Upload file(s) button. 3. This will open the Upload a document window. 4. Click on the Browse button to select the file that you want to upload. 5. When you have selected the correct file, you will need to certify it by clicking on the certification tick-box. 16 of 30

19 Sole Application: Joint Application: 6. Once the document has been electronically certified, the Upload button becomes available. Click on this to upload the file. 7. If you need to upload more files (for example a second or third payslip) to that packaging item, click on the Upload more files link, then the Upload files button. 8. If a specific document may be accepted for more than one applicant, this will be indicated in the Upload a document window and you will be able to tick the name of the other applicant or applicants that the document relates to. Doing this will automatically set that packaging item as received for each relevant applicant. 9. Once you have uploaded all the relevant documents, each packaging item will have a status of Received and show the date and type of document uploaded. 10. If the applicant(s) cannot supply any packaging items, send a Case Message explaining which items cannot be supplied along with a reason why. The packaging list will then be reviewed, the relevant item marked as Unable to Supply with the reason recorded. A replacement packaging item may be added to the list. Top tip To avoid delay make sure the correct document is uploaded to the corresponding document request. We will decline the item and ask you to re-submit the item if this is incorrect. 17 of 30

20 To help you upload documents quickly and accurately for assessment, please remember to follow the simple steps below. Step 1 Ensure your file is a PDF or JPEG. Step 2 Check the file size is less than 10MB. Top tip To help your application run smoothly, wait until you ve received your bespoke shopping list before uploading documents, and only send what we have requested. Step 3 Correctly label each document being uploaded. Important Wrongly labelled documents will be rejected delaying your application. Step 4 Certify that each document is authentic. Step 5 Click Upload and your document will be submitted for assessment. 18 of 30

21 Third Party Documents To speed up the process, we will request third party documents as soon as we know they are needed for assessment. The progress of these documents (such as the valuation) can be followed through the status updates of the relevant item. When a valuation is instructed, the status will show as Instructed, this will change to Booked when an appointment is made. The date of the appointment will also be shown. When we receive the valuation report, the status will be updated to Received. For other items such as an employment reference, the status will show as Requested when the request has been sent, then will be updated to Received when we have received it. Once all the packaging items have been marked as received, the case status will change to Awaiting Assessment. Underwriter Assessment When the case is fully packaged and allocated to an underwriter, there may be further information required about a file you ve uploaded. If so, an information request will be placed onto the packaging list with the type of request in bold and you will receive a case message. To see the full request and to respond, click on the pen and paper icon. This will expand the item to show the full request and a response field. Once you have the required information from the applicant, put this into the response field and click on the Save response button. The status will now show as Received. 19 of 30

22 Original Documents At times we may require original documents, if so; you can print a case tailored cover sheet to include when posting these to us. Select Print cover sheet on the right hand panel in Case Overview to download this, print and include when posting documents to us. You will find our Freepost address on this sheet. Cover sheet Documents for application Generated 12:12:39 18/07/2016 by Mortgage Broker, Saffron Building Society Main Applicant:David Andrews Case Ref: Property:Flat 9, Tiffany Court, BS1 6FD Other applicants: - Andrea Davids - Davina Andrews Instructions: Please indicate which documents you are providing with a cross. Only one item required per section. If for some reason you cannot supply a particular document, please call us on Make sure all documents supplied are certified copies. Send to: Freepost UK MORTGAGES SERVICE & OPERATIONS (please note this address must be handwritten on the envelope). Bank of Ireland UK is a trading name of Bank of Ireland (UK) plc which is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority. Registered in England & Wales. Registered Number: Registered Office: Bow Bells House, 1 Bread Street, London, EC4M 9BE. Bank of Ireland Mortgages Documentation cover sheet Please send us a case message or call us on Lines are open 9am - 5pm Mon to Fri. Calls may be recorded for training and monitoring purposes. Calls cost no more than calls to geographic numbers (01 or 02). Calls from landlines and mobiles are included in free call packages. Main Applicant:David Andrews Page 1 of 7 Case Ref: Final Assessment The case status will show as App with Underwriter. During this status, you will be unable to make any changes to the case. If the case is offered you will receive a case message and the case status will change to Application Offered. 20 of 30

23 If the case is declined after Underwriter Assessment, the status will show as App Declined and you will be able to click on full decision for more details. 21 of 30

24 Receiving A Case Message Getting Started Useful Information Using The System Receiving A Case Message When you receive a case message, you will receive an alerting you that you have a message on a case that has been marked for attention. When you receive a case message, you will receive an alerting you that you have a message on Receiving Case a case that has ba een marked Message for attention. If you are not in Rome already, click on the link in the to login. When you receive a case message, you ll receive an alerting you that you have a message on a case that has been If you are in Rome already, click oon n the in tto he be to login. marked fornot attention. Just click thelink link taken through to the system to view the message. Message a lerts i n R ome w ill s how o n t he n otifications icon at the top of the screen and the message Message alerts in the system will show on the notifications icon at the top of the icon in the Aalert section of wthe ase ionformation line. icon at the top of the screen and the message Message Rome ill scicon how n tthe he nalert otifications screen andlerts thein message in section of the case information line. icon in the Alert section of the case information line. Click on the notifications icon to show cases with messages that currently require action. Click on the notifications icon to show a list of cases with messages that currently require action. Click on the notifications icon to show a list of cases with messages that currently require action. To view the actual case message, either click on the case number in the notifications list, or click on To view the message, click on the case number in the notifications list, or click on either of the message icons in the case information section. 1. You ll then be taken to the Messages section of the Case Overview screen to read the message. either of the maessage icons in the case information section. To view the ctual case message, either click on the case number i n the notifications list, or click on either of the message icons in the case information section You will then be taken to the Messages section of the Case Overview sc 2. If a reply is required, simply message. type it into the Send a new message box. Once you re it, m click the Send 2. If a 2 reply is required, type into the happy Send with a new essage box, and sent case message button. case message button. 1. You will then be taken to the Messages section of the Case Overview screen to read the message. To remove the notification, click on the tick in the Needs attention box. 2. If a reply is required, type into the Send a new message box, and sent by clicking the Send 1 case message button. To remove the notification, click to Message 1. You will then be taken to the Messages section of This the Cwill ase change Overview screen to read the To emove he the notification, click on the tick in the Needs athis ttention box. will and change to read essage Read and remove the notification. on rthe tick tin Needs attention box. Read remove the M notification. message. 2. If a reply is required, type into the Send a new message box, and sent by clicking the Send case message button. This will change to read Message Read and remove the notification. 22 of 30

25 Sending A Case Message 1. If you re in the My active cases view, select the relevant case and click the drop down arrow to expand the case Then click on the message icon. 3. This will take you directly to the Messages tab in the Case overview for that case. Here you can type your message in the Send a new message box and click the Send case message button when you are happy with it. 3 If you re already in Case overview, simply click on to the Messages tab and follow the same procedure. Please note the case message has to be specific to the case you are currently in. 23 of 30

26 Fees Product Fees if fees are applicable to a product they will show in the relevant fields. Intermediary Fee this is the fee that you are charging the applicant for arranging this mortgage. You ll need to select whether the fee is refundable or payable at application or completion. Procuration Fee we will pay the procuration fee to the Network. Please check with the Network for details on the fee you ll receive. Valuation Fee select the type of valuation the applicant wants. The fee payable will automatically populate for Standard Mortgage Valuation Report and HomeBuyer Report. Where the valuation fee is payable, you ll be asked to pay online by debit or credit card within three working days of acceptance, otherwise the case will be closed. When your application has been accepted pending payment, you ll be prompted to pay the valuation fee. As well as a fee tab appearing in the case summary page, you ll also see a appearing in the alert column of the relevant case. To pay the fee, simply navigate to the fee tab within the case summary page to complete the online payment process. 1. Tick the box to confirm you have read the declaration. 2. Then click the Pay fees button. 1 Once you have completed the payment process, the fees tab will update to confirm your payment. The application status will also be changed to App Received of 30

27 How To Use The System s Search Functions The new system aims to make it as easy as possible to find the information you are looking for To undertake a basic search, select the search type from the drop down menu, then key in the search term and click the icon. 2. If you wish to undertake a more detailed search, simply click on Show advanced search button at the top of the page. Once in the advanced search page, you can search by a number of filters, including: date range, case status, case particulars and role When you have chosen your filters, simply click the icon to undertake the search. 2. If you want to save your search filters, tick the Save this search as box and enter an appropriate name. 2 Your saved searches will show on the right hand side of the My Active Cases page in the Saved Searches box If at any time you want to run an advanced search (using the filters you have previously set up and saved), simply click on the Apply this search link. If you want to delete this search, just click on the Delete search link and it will be removed. 25 of 30

28 My Profile Your profile page contains your personal details which you entered when you first registered on the site. When on this page, you can: Amend your personal details Change your password Change your address Update case permissions Add or remove mortgage clubs. 26 of 30

29 Within your profile, you can also link Business Writers and Case Administrators. You can find this at the bottom of the page. This means a Case Administrator can manage cases on behalf of a Business Writer. To do this, a Business Writer must first set up the case permissions for their Case Administrator(s). Before you can link a Business Writer and Case Administrator, you ll need to call us on (Mon-Fri, 9am-5pm). This is so we can carry out some security authentication. Once you ve done this, you ll then be able to follow the simple steps below To add a Case Administrator, click on the Add case administrator button. 2. Then select the relevant name from the Case Administrator drop down menu Then select the level of Access rights from the drop down menu. 4. Put a tick in the Send case notifications box to allow an Administrator to send and receive case messages. 3 4 Full allows the Case Administrator to fully manage a case after it has been created, this includes keying in data. Post submission allows the Case Administrator to manage a case only after an application has been submitted with all fees paid and received by the bank. (App Received status and onwards). Please note only a Business Writer can create a case in the first place. 27 of 30

30 Useful Information All Loan Types Most cases will receive an automatic decision within one minute. Where an immediate decision is not possible the case will be referred to an underwriter who will complete an assessment within two working days. You ll be able to view the underwriter s response. Applicant Income Details Where there are more than two applicants, please enter the two highest earners as applicants one and two. When completing an AIP or Application we will ask for the following details: Employed Applicants Annual Basic Salary, Non-Guaranteed Overtime/Bonus/Commission and other Regular Income. Self Employed Applicants We will normally use an average of the last three years net profit (or share of profit) or the most recent year if lower Buy to Let Cases When applying for more than one Buy to Let case for a borrower, you can Copy as new case. This can be found in the case overview tab within the case summary section. This facility will create a new case ID using the previous details. Simply change any different information e.g. property type, product, loan amount and then submit. In an AIP or full Application you ll be asked to enter details of any existing mortgages. If the applicant is remortgaging their existing residential property mortgage onto a Buy to Let basis please enter 0 as the existing mortgage amount. You ll need to provide the following information at the end of the form: Loan amount (including any capital being raised) Estimated rental to be received. Please note any automatic acceptance assumes that the rental received will meet our minimum Estimated Rental Value (ERV). This will be recalculated when the valuation is received. Please see our lending criteria on our website for full details. 28 of 30

31 Case Amendments At any time before you submit a case for a decision you can make amendments. Once a case has been submitted, the save/ submit options will remain available to you until it has been allocated to an underwriter. Applicant Verification In line with Anti-Money Laundering Regulations and to help protect against fraud, we are required by law to verify the names and addresses of all applicants. When we receive the applicant s application we will attempt to electronically verify their identity through a credit reference agency. If we are unable to obtain this information we will ask you for identification documents. If this is necessary, we will give you a list of acceptable documents to send with our other requirements. Decisions Explained Accept if your case is accepted you ll be asked to pay the valuation fee online within three working days, otherwise the case will be closed. Please note that anything written in the AIP or Applications additional information section will not be taken into account with an auto accept. However, this additional text will be reviewed by an underwriter and subsequently the decision may change. We reserve the right to request further information and review our decision if major differences exist when the application is submitted. Decline if a case is an auto decline you have the right under the Data Protection Act to request that an underwriter reviews a credit scored decision. Please note that if the case has been declined because of the credit score and the applicant would like to appeal, information on how to do this can be found in Our Decision Explained booklet which is available from us on request. Refer this means that the case needs referral to an underwriter to decide whether we are able to proceed with it. An underwriter will normally review your case within two working days. Click on the Messages tab within the case summary section to view the underwriter decision for the case. Interest Only Cases If any part of a residential mortgage is interest only we will require evidence of the chosen repayment strategy. Please see our lending criteria on our website for full details. Loan Type Select the loan type required i.e. fixed rates, trackers etc. Only products of the selected loan type will be shown in the drop down list. Outgoings Please key in all committed outgoings and indicate if they are to be repaid on completion. If you have already submitted an AIP the total of the committed outgoings declared in the full application should match the total committed outgoings declared in the AIP. Porting Cases If you have a Bank of Ireland customer who would like to port their existing mortgage product to a new property, please call our sales enquiry line on *. 29 of 30

32 Returned Rules U100 D Rules X Rules U Rules I Rules Notice of Correction Decline Exception to criteria referred to an underwriter Application requires assessment by an underwriter Information rules to assist with underwriter requirements Although all relevant rules will be displayed, if any decline rules are returned the case will not be referred as it has been automatically declined. The only exceptions to this are if the applicants have registered a Notice of Correction (Rule U100) or the Unmatched Address rule is returned (U209). An underwriter will assess these cases. The Information Rules will assist in underwriter requirements and will advise if the applicants are on the Electoral Roll, if so for how long, and will cover both current and previous addresses. I rules will also advise if the applicant s existing mortgage is shown on the credit bureau and whether it has been held for more than 12 months. These rules will indicate whether you need to obtain proof of residency and/or proof of mortgage payments. Solicitor s Details If the product the applicant is applying for includes standard legal fees, this section will be automatically populated for you. Any Problems If you are having problems with the system please contact our sales support team from 9am to 5pm, Monday to Friday on *. If we are unable to resolve your query immediately, we will take your details, investigate the problem and get back to you. FOR INTERMEDIARY USE ONLY - NOT FOR PUBLIC DISTRIBUTION *Please note calls may be recorded for training and monitoring purposes. Lines are open 9am 5pm Mon to Fri. Call may be recorded for training and monitoring purposes. Calls cost no more than calls to geographic numbers (01 or 02). Calls from landlines and mobiles are included in free call packages. Bank of Ireland UK is a trading name of Bank of Ireland (UK) plc which is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority. Registered in England & Wales. Registered Number: Registered Office: Bow Bells House, 1 Bread Street, London, EC4M 9BE. D BIM MA of 30