Share and loan data is an important part of the NCUA’s examination and supervision program. Importing this critical data through DEXA provides efficiency in the examination process by allowing examiners to spend more time assisting credit union staff rather than manually evaluating and inputting data.
Data quality is important when analyzing the safety and soundness of the credit union and facilitates an efficient examination process. If share and loan download files do not comply with the layout specifications below, the credit union may be asked to work with their data processing vendor to provide corrected data files. Quality data makes it easier for the examiner to measure potential risks associated with the loan or share portfolio and related internal controls which can then be shared with credit union management and board of directors.
Please refer to the following webpage for information about security of the NCUA’s systems. Collection of Examination and Supervision Information From Federally Insured Credit Unions | National Credit Union Administration (ncua.gov)
Data Configuration Requirements
- All fields must be <TAB> delimited with “Carriage Return/Line Feed” at the end of every record.
- Field sizes cannot exceed the maximum length for the field.
- Numerical fields are sign-leading with explicit decimal points. The maximum field length includes the total digits plus the decimal point. For example, 123456.12 = 9 with 2 decimal places.
- Leading zeros are acceptable, but not necessary.
- All date fields must be in MM/DD/CCYY format.
- Do not mix share and loan records within the same download file. Each data file must contain only share or loan records.
- Data files may be split into multiple share and multiple loan files.
Recent Updates
In response to industry developments, the NCUA has updated the following layout specifications to provide more flexibility in the data files.
- Loan Term – increased to 4 alphanumeric characters
Share Data Record Layout Specifications
| Field Number | Field Name | Field Type | Maximum Field Length | Field Description |
|---|---|---|---|---|
| 1 | Record Code | Alphanumeric | 1 | "S" for all types of member share deposits |
| 2 | Account Number | Alphanumeric | 20 | Account numbers must be unique. Include the prefix or suffix code to identify multiple share deposits within one account number |
| 3 | Member's Name (Last, First, MI) | Alphanumeric | 41 | Format must be "Last Name, First Name, Middle Initial" |
| 4 | Mailing Address | Alphanumeric | 30 | Member's address of record. Format examples include "Number and Name of Street, " or "P.O. Box 1234." Different abbreviations for post office box are acceptable. |
| 5 | City | Alphanumeric | 15 | City associated with the Mailing Address |
| 6 | State | Alphanumeric | 2 | State associated with the Mailing Address |
| 7 | Zip Code | Alphanumeric | 9 | Zip code and four digit identifier associated with the Mailing Address. Do not include a hyphen if the four-digit extension is included. |
| 8 | "Other" Street Address | Alphanumeric | 30 | Street address other than the mailing address. Format examples include: "Number and Name of Street" or "P.O. Box 1234." Different abbreviations for post office box are acceptable. |
| 9 | Share Balance | Numeric | 14 with 2 decimal places | Current share balances signed with two decimal places. |
| 10 | Share Type Code | Alphanumeric | 5 | System cost to identify certificates, regular, draft, IRA, money market and other share deposit accounts. Please provide the credit union's share type codes. |
| 11 | Social Security Number | Alphanumeric | 12 | Primary depositor's Social Security Number or TIN Number. Examiners use this number to identify individual members. Any unique, alphanumeric identifier within the 12-digit character limit can be used in lieu of the social security number. Multiple members with the same "dummy" TIN numbers or members with no TIN numbers, are treated as the same member in NCUA's analytics. |
| 12 | Certificate Date Granted | Date | N/A | Date member opened the share certificate account. Format date as MM/DD/CCYY (Month/Day/Century Year) |
| 13 | Certificate Maturity Date | Date | N/A | Date the share certificate will mature. Format date as MM/DD/CCYY (Month/Day/Century Year) |
| 14 | Dividend Rate | Numeric | 7 with 2 decimal places | Current dividend rate for each share account expressed as a percent to three decimal places. |
| 15 | Date of Last Activity | Date | N/A | Date of last deposit or withdrawal. Format data as MM/DD/CCYY (Month/Day/Century Year). |
| 16 | Share Amount Frozen | Numeric | 14 with 2 decimal places | Dollar amount of the account the member cannot access, with 2 decimal places. |
| 17 | Last Activity Code | Alphanumeric | 5 | Identifies the type of account activity that occurred last by code. Please provide the credit union's last activity codes. |
| 18 | Accrued Dividend Interest | Numeric | 14 with 2 decimal places | Dollar amount of accrued dividends, signed with two decimal places. |
| 19 | Last File Maintenance Date | Date | N/A | Last date of any non-financial modification to the account, e.g., change in dividend rate or member address. |
| 20 | Last File Maintenance User ID or Initials | Alphanumeric | 3 | Approving official or employee's transaction code or initials. Please provide the credit union's codes. |
Loan Data Record Layout Specifications
| Field Number | Field Name | Field Type | Maximum Field Length | Field Description |
|---|---|---|---|---|
| 1 | Record Code | Alphanumeric | 1 | "L" for all member loans. |
| 2 | Account Number | Alphanumeric | 20 | "Account numbers must be unique. Therefore, include the prefix or suffix code (for example the loan number) to identify multiple loans within one account number." |
| 3 | Member's Name (Last, First, MI) | Alphanumeric | 41 | Format must be "Last Name, First Name, Middle Initial". |
| 4 | Mailing Address | Alphanumeric | 30 | Member's address of record. Format examples include "Number and Name of Street, " or "P.O. Box 1234." Different abbreviations for post office box are acceptable. |
| 5 | City | Alphanumeric | 15 | City associated with the Mailing Address |
| 6 | State | Alphanumeric | 2 | State associated with the Mailing Address |
| 7 | Zip Code | Alphanumeric | 9 | Zip code and four digit identifier associated with the Mailing Address. Do not include a hyphen if the four-digit extension is included. |
| 8 | "Other" Street Address | Alphanumeric | 30 | Street address other than the mailing address. Format examples include: "Number and Name of Street" or "P.O. Box 1234." Different abbreviations for post office box are acceptable. |
| 9 | Loan Type Code | Alphanumeric | 5 | System code for loan type. Please provide the credit union's loan type codes. |
| 10 | Payment Amount | Numeric | 14 with 2 decimal places | Amount of the scheduled payment, with two decimal places. |
| 11 | Purpose Code | Alphanumeric | 5 | System code for loan purpose. Please provide the credit union's purpose codes. |
| 12 | Loan Term | Alphanumeric | 4 | Number of contractual payments required to amortize the loan from the date or origination. |
| 13 | Payment Frequency Code | Alphanumeric | 2 | Frequency of contractual payments. Please provide the credit union's payment frequency codes. |
| 14 | Date of Loan | Date | N/A | Date the loan was originally granted (closed-end loan), or most recent advance (open-end loan). Format date as MM/DD/CCYY (Month/Day/Century Year). |
| 15 | Original Loan Amount | Numeric | 14 with 2 decimal places | Original amount advanced for closed-end loans. Total outstanding balance after the last advance for open-end loans. With two decimal places. |
| 16 | Interest Rate (APR) | Numeric | 7 with 2 decimal places | Current contractual annual percentage rate (APR) expressed as a percent (e.g., 12% = 12.000). Three decimal places. |
| 17 | Interest Rate (APR) Code | Alphanumeric | 3 | Provide the credit union's interest rate codes. |
| 18 | Current Loan Balance | Numeric | 14 with 2 decimal places | Outstanding principal balance with two decimal places. |
| 19 | Date of Last Activity | Date | N/A | Date of last payment. If the date of the last payment is not available, please provide the date of last activity along with the "last activity code." Format date as MM/DD/CCYY (Month/Day/Century Year). |
| 20 | Last Activity Code | Alphanumeric | 5 | Identifies the type of account activity that occurred last by code. Please provide the credit union's last activity codes. |
| 21 | Next Payment Due Date | Date | N/A | Date the next contractual payment is due. Format as MM/DD/CCYY (Month/Day/Century Year). |
| 22 | Accrued Interest | Numeric | 10 with 2 decimal places | Total amount of interest due since the last payment, with two decimal places. |
| 23 | Credit Limit | Numeric | 14 with 2 decimal places | Contractual dollar amount approved for this loan. |
| 24 | Social Security Number | Alphanumeric | 12 | Primary depositor's Social Security Number or TIN Number. Examiners use this number to identify individual members. Any unique, alphanumeric identifier within the 12-digit character limit can be used in lieu of the social security number. Multiple members with the same "dummy" TIN numbers or members with no TIN numbers, are treated as the same member in NCUA's analytics. |
| 25 | Days Delinquency | Numeric | 4 | Number of days the loan is past due. |
| 26 | Delinquency Counter 30 - 59 Days | Numeric | 3 | Number of times a payment has been 30 to 59 days past due. |
| 27 | Delinquency Counter 60 - 89 Days | Numeric | 3 | Number of times a payment has been 60 to 89 days past due. |
| 28 | Delinquency Counter 90 - 119 Days | Numeric | 3 | Number of time a payment has been 90 to 119 days past due. |
| 29 | Delinquency Counter 120 Days + | Numeric | 3 | Number of times a payment has been over 120 days past due. |
| 30 | Inside Codes | Alphanumeric | 2 | System codes used to identify directors, officials, employees and their family members. Please provide the credit union's insider codes. |
| 31 | Loan Officer/CC Initials | Alphanumeric | 3 | Approving official. Please provide the credit union's loan officer/credit committee codes. |
| 32 | Credit Score | Numeric | 3 | Credit scope (e.g., FICO or Beacon) obtained from a credit bureau used to underwrite the loan. If multiple bureau scores were used, provide the dominant score. |
| 33 | Charge Off Amount | Numeric | 15 | If the loan download contains charged off loans, amount of principal charged off the loan. With two decimal places. |
| 34 | Loan Risk Grade | Alphanumeric | 10 | The credit union's internal loan risk grade (e.g., A, B, C, or D paper). Please provide the credit union's loan risk grades. |
| 35 | Number of Remaining Loan Payments | Numeric | 3 | The remaining contractual number of payments required by the note. |
| 36 | Loan Collateral Code | Alphanumeric | 5 | System code for collateral type. Please provide the credit union's loan collateral codes. |
| 37 | Last File Maintenance Date | Date | N/A | Last date of any non-financial modification to the account (e.g., interest rate change, loan due date, member address). |
| 38 | Last File Maintenance User ID or Initials | Alphanumeric | 3 | Approving official or employee's transaction code or initials. Please provide the credit union's codes. |
| 39 | Branch Identity | Alphanumeric | 10 | Identified the originating service facility. |