Encompass: Disclosure Tracking Tool

The Disclosure Tracking tool provides disclosure timelines and tracking dates, disclosure history, and the latest disclosure details for loans using the 2015 RESPA-TILA forms. Use this tool to log Loan Estimate, Closing Disclosure, and other disclosures and follow the timelines and tracking dates to help stay compliant with RESPA-TILA regulations.

Finding the Disclosure Tracking Screen

The Disclosure Tracking screen is found under the “Tools” section in Encompass/Alina.

Once you click on Disclosure Tracking, you will see the Disclosure Tracking Tool.

The Disclosure Tracking screen is divided into the following sections:

  1. Compliance Timeline

  2. LE Tracking

  3. CD Tracking

  4. Other Tracking

  5. Disclosure History

Compliance Timeline

The Compliance Timeline calculates important time periods and dates according to RESPA regulations. All fields, with the exception of the Estimated Closing Date, are read-only and calculated automatically.

  1. Application Date: The date the loan application is received by the loan originator. The Send Initial Disclosure alert is generated on this date based on the completion of required fields on the loan file. Click the blue Lock icon to manually enter a date.

  2. LE Due: The date the Loan Estimate must be disclosed to the borrower. Disclosure must take place within three business days of the Application date. The next business day after the Application Date is considered day one. Disclosure is required by the end of day three.

  3. eConsent: The date when the borrower or borrowers consent to receive loan documents electronically. If there are multiple borrowers, the date when the last borrower provides consent. To view the eSign consent details, click the Lookup icon (magnifying glass).

  4. Intent to Proceed: The date when you determine that the borrower intends to proceed with the loan application. This field is populated from the Received Date in the Intent to Proceed section on the Loan Estimate Page 1.

  5. Earliest Fee Collection: The Earliest Fee Collection date is the latter of the following two dates: the date you determine that the borrower intends to proceed, or the LE Received date described in the LE Tracking section.

  6. Earliest Closing: The earliest date when the loan can be closed.

  7. Estimated Closing: This date is populated from the Estimated Closing Date in the loan file, but the date can be edited.

LE Tracking

The LE Tracking section lists the Loan Estimates, Settlement Service Providers Lists, and Safe Harbor disclosures sent to the borrower.

  1. LE Sent: The date the first version of the Loan Estimate is sent to the borrower.

  2. LE Received: The date the first version of the Loan Estimate is received by the borrower. This date varies based on the delivery method and the borrower presumed receipt date or actual receipt date, whichever is earlier.

  3. Revised LE Sent: The date the revised Loan Estimate is sent to the borrower.

  4. Revised LE Received: The date the revised Loan Estimate is received by the borrower. This date varies based on the delivery method and upon the earlier occurrence of either a presumed receipt date or actual receipt date by the borrower.

  5. SSPL Sent: Sent date of the earliest Settlement Service Providers List (SSPL) associated with a tracking record not excluded from the timeline. If disclosed with the Loan Estimate, the Sent Date of the earliest Loan Estimate not excluded from timeline. If disclosed with the Closing Disclosure, the Sent Date of the earliest Closing Disclosure not excluded from timeline.

  6. Safe Harbor Sent - Sent date of the earliest Safe Harbor disclosure associated with a tracking record not excluded from the timeline. If disclosed with the Loan Estimate, the Sent Date of the earliest Loan Estimate not excluded from timeline. If disclosed with the Closing Disclosure, the Sent Date of the earliest Closing Disclosure not excluded from timeline.

CD Tracking

The CD Tracking section lists the Closing Disclosures and post consummation disclosures that have been sent to the borrower.

  1. CD Sent: The date the first version of the Closing Disclosure is sent to the borrower.

  2. CD Received: The date the first version of the Closing Disclosure is received by the borrower. This date varies based on the delivery method. Note: When the Loan Estimate and Closing Disclosure are printed together, a pop-up message mentions that a Disclosure Tracking entry must be created if these disclosures are going to the borrower. If you click the Yes option, a Closing Disclosure tracking entry is created, because a Loan Estimate cannot be disclosed after a Closing Disclosure has been disclosed.

  3. Revised CD Sent: The date the revised Closing Disclosure is sent to the borrower.

  4. Revised CD Received: The date the revised Closing Disclosure is received by the borrower. This date varies based on the delivery method.

  5. Post Consummation Disclosure Sent: The date the post-consummation Closing Disclosure is sent to the borrower. This is the most recent Closing Disclosure sent after the Disbursement Date.

  6. Post Consummation Disclosure Received: The date the post-consummation Closing Disclosure is received by the borrower.

Other Tracking

Type or select dates when these additional disclosures are delivered to the borrower.

Disclosure History

The Disclosure History section contains a tracking entry for each disclosure sent to a borrower. There are three ways to add Disclosure History entries for documents that are tracked in the tool:

  1. Automatically: When the eFolder is used to print, request, or send the document.

  2. Manually: When you click the New icon in the Disclosure History section, select the appropriate options, and then click OK.

  3. Using a Disclosure Tracking Prompt: When you preview or print a document that is included in the Disclosure Tracking settings, a Disclosure Tracking prompt displays asking if you want to record a disclosure history record in the Disclosure Tracking tool. Click Yes to add the entry.

Each entry displays in a separate row with columns for the following information:

  • Sent Date

  • Method used to send the disclosure

  • User who sent the disclosure

  • Number of printed forms in the disclosure package

  • Individual columns indicating whether the LE, CD, Safe Harbor, and Provider List were included in the package

  • Borrower Pair the package was sent to

  • Whether the disclosure included in the timeline

  • Disclosure Type (initial or revised)

Double-click a Disclosure History entry to open the Disclosure Details window. The window includes four tabs with detailed information about the disclosure:

  1. Details Tab

  2. Reasons Tab

  3. eDisclosure Tracking Tab

  4. eDisclosure History Tab

Details Tab

  1. Disclosure Details: Information related to when and how the disclosure was sent and received.

  2. Loan Snapshot: Key loan fields disclosed to the borrower. Click a snapshot button to view the disclosure information.

  3. Documents Sent: Lists the disclosure documents sent to the borrower. For eDisclosures, click the View Document button to view a read-only copy of the documents.

Reasons Tab

  1. Reason: For a revised disclosure, the Reasons tab displays one or more reasons for the redisclosure based on entries in the Loan Estimate Page 1 or Closing Disclosure Page 1.

  2. Changed Circumstance: If the redisclosure has a changed circumstance, a description of the Changed Circumstance displays as well as any comments entered on the Loan Estimate Page 1 or Closing Disclosure Page 1.

eDisclosure Tracking Tab

This tab displays only for electronic disclosures.

  1. Status: Read-only fields auto-populated with the date when the borrower and co-borrower access, accept, reject, or electronically sign the eDisclosure package.

  2. Fulfillment: Read-only fields auto-populated with dates and other details about the latest eDisclosure Fulfillment Service package that was created and sent to the borrower.

eDisclosure History Tab

  1. Packages: Read-only fields auto-populated with the name of the recipient of each eDisclosure package sent, the email, eConsent and Task Status, and timestamps for the moments the documents were viewed and eSigned or completed.

  2. Documents: Lists a tracking entry for each document included in the eDisclosure package sent, including the document name, document type, and status.

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