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**2009 HMDA File Specifications**

**Reporting Changes For 2009 HMDA Files**

Introduction

+-----------------------------------------------------------------------+
| SUBMISSION VIA WEB                                                    |
|                                                                       |
| Submission via Web is the new secure option for transmitting your     |
| HMDA data to your regulatory agency. Submission via Web transmits     |
| your data to your regulatory agency in ONE step, rather than          |
| encrypting your submission file, attaching the encrypted file to an   |
| e-mail and submitting the e-mail via Internet. Submission via Web     |
| requires an Internet connection. See page 5 for more information.     |
|                                                                       |
| NEW HMDA RATE SPREAD CALCULATOR                                       |
|                                                                       |
| Amendments to Regulation C and Regulation Z establish a new category  |
| of "higher-priced mortgage loans" that includes virtually all         |
| closed-end subprime loans secured by a consumer's principal dwelling. |
| Regulation Z's (Regulation C under proposal) definition of            |
| "higher-priced mortgage loans" will capture virtually all loans in    |
| the subprime market, but generally exclude loans in the prime market. |
| To provide an index, the Federal Reserve Board will publish the       |
| "average prime offer rate", based on a survey currently published by  |
| Freddie Mac. A loan is higher priced if it is a first-lien mortgage   |
| and has an annual percentage rate that is 1.5 percentage points or    |
| more above this index, or 3.5 percentage points if it is a            |
| subordinate-lien mortgage.                                            |
|                                                                       |
| The new HMDA rate spread calculator requires the institution to       |
| identify whether the loan is fixed or adjustable and references the   |
| new fixed and adjustable 'Average Prime Offer Rates' tables. All      |
| other data elements to calculate the rate spread remain the same.     |
|                                                                       |
| Lenders are required to compare the APR on a loan at consummation     |
| with the corresponding yield from the applicable 'Average Prime Offer |
| Rate' table using the effective date posted in the table. [The new    |
| FFIEC rate spread calculator and 'Average Prime Offer Rate' tables    |
| will be published on the FFIEC web site no later than January 5,      |
| 2009.]{.underline}                                                    |
|                                                                       |
| ENCRYPTED FILE NAME FORMAT AND LOCATION                               |
|                                                                       |
| The encrypted file name format generated through the Export option in |
| the HMDA Data Entry Software was updated in 2008. The file name       |
| format is hRID_Agency_Year.enc.                                       |
|                                                                       |
| The encrypted file path generated through the 'To Regulatory Agency   |
| via Internet E-mail' and 'To Regulatory Agency via Postal Service'    |
| options in the HMDA Data Entry Software was updated in 2008. The file |
| location is: C:\\HMDA Data Entry                                      |
| Software\\HMDASubmission\\hRID_Agency_Year.enc.                       |
+-----------------------------------------------------------------------+

**File Specifications for 2009 HMDA Data**

**Introduction**

> The following information describes the format used when sending
> automated HMDA data to the Board of Governors of the Federal Reserve
> System. These formats should only be used to send data to the Board if
> you are an FDIC, NCUA, OCC, OTS, HUD or FRS reporter.

**General Information for PC Diskette and CD-ROM**

All records are 380 characters in length and contain the following:

-   The Transmittal Sheet has 22 elements comprising 380 characters.

```{=html}
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-   The Loan/Application Register has 41 elements comprising 123
    characters and

> filler comprising 257 characters of blanks.

**PC Diskette and CD-ROM Format Characteristics**

HMDA data submitted via diskette or CD-ROM must adhere to the following
specifications:

> 1\. The diskette or CD-ROM must be formatted for IBM compatible
> personal computers. The following diskette and CD-ROM formats will be
> accepted:

-   3-1/2 high density, 1.44M formatted capacity

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-   CD-R or equivalent recordable compact disc

> 2\. The HMDA data should be contained in a file named:
> hRID_Agency_Year.enc or hRID_Agency_Year.dat

-   The HMDA Data Entry Software creates the hRID_Agency_Year.enc file
    in the Export to Regulatory Agency via Internet E-mail and Postal
    Service options.

-   The file must be the only file on the diskette or CD-ROM.

> 3\. The HMDA data file must be in ASCII format, containing carriage
> return/line feed (0D0A in HEX) characters at the end of each record.
> There should not be an end‑of‑file mark on the file.
>
> 4\. The record format is fixed; the fields contained in the record
> must not be delimited. In addition, the record must not be enclosed in
> quotes.
>
> 5\. Numeric fields on HMDA records must be right-justified and
> zero-filled. If you are using a product that drops the leading zeros
> on numeric fields, the data will not pass validity edits.
>
> 6\. The PC diskette(s) or CD-ROM should be labeled with information
> containing the Respondent name, Identification number, agency code,
> processing year, contact name, phone number, e-mail address, number of
> LAR records, and any other pertinent information.

7\. All diskettes or CD-ROMs submitted must be formatted and virus‑free.

> 8\. The diskette and CD-ROM will contain two types of records:

1 = Transmittal Sheet

2 = LAR Register Data

9.  No zip file(s) will be accepted.

10. There should not be any null values (00 in HEX or ASCII char (0))
    contained in the file.

**Submission via Web, Internet E-mail and File Encryption Instructions**

The following information describes the procedures for a successful HMDA
submission via Web or Internet E-mail. Also included are the procedures
for encrypting your HMDA submission if the file is generated outside of
the FFIEC HMDA Data Entry Software.

# **[Submission via Web]{.underline}**

The Submission via Web is the new secure option for transmitting your
HMDA data to your regulatory agency. Submission via Web transmits your
data to your regulatory agency in ONE step, rather than encrypting your
submission file, attaching the encrypted file to an e-mail and
submitting the e-mail via Internet. Submission via Web requires

an Internet connection.

-   **Download** a [free]{.underline} copy of the HMDA Data Entry
    Software at <http://www.ffiec.gov/hmda/softinfo.htm>

-   After successful **installation** of the software, open the
    software. Initial access into the software will require a
    validity-free Transmittal Sheet to be completed in its entirety, or
    the successful import of an existing .DAT file.

-   Following the completion of the submission, perform a **Batch Edit**
    prior to submitting the data. If errors are detected, print an Error
    Report to identify the loan/application records in error and correct
    the erroneous data. HMDA data containing errors cannot be submitted
    to your regulatory agency using Submission via Web.

-   Click **Export** under the Data Utilities menu HMDA Front Page and
    **review** the Submission Checklist and choose Continue with Export

-   Select **Submission via Web** on the Export options window and click
    **OK** to continue the Submission via Web

-   Review the **Submission via Web** notification and choose Continue'

-   Click the **Begin** button to start the submission process. If you
    choose to begin the export, a question will appear to verify if you
    are ready to transmit your submission to your regulatory agency.
    Choose **Yes** if you are ready to transmit your HMDA data, click
    Continue to continue the export process

-   The **HMDA Data Entry Software** will report the progress of the
    transmission. At the successful completion of the data transmission,
    the user will receive a \'Transmission Successful\' message. This
    message will contain pertinent submission information and should be
    printed for future reference. Click **Print** to print the
    notification.

# 

# **[Internet E-mail]{.underline}**

-   Download a [free]{.underline} copy of the HMDA Data Entry Software
    at <http://www.ffiec.gov/hmda/softinfo.htm>

-   After successful installation of the software, open the software.
    Initial access into the software will require a validity-free
    Transmittal Sheet to be completed in its entirety, or the successful
    import of an existing .DAT file.

# 

# **[Internet E-mail (Cont\'d)]{.underline}**

-   Following the completion of the submission, perform a Batch Edit
    prior to Exporting the data. If errors are detected, print an Error
    Report to identify the loan/application records in error and correct
    the erroneous data. HMDA data containing errors cannot be exported
    to a regulatory agency via Internet e-mail.

-   Once the submission is error free, choose the Export option from the
    Front Page. A message will appear titled "Submission Checklist".
    Choose "Continue with Export".

-   Choose "To Regulatory Agency Via Internet E-mail" and click "OK".

-   Located in the center of the screen is the file path indicating the
    file location to be attached to the e-mail submission. **The file
    path is: C:\\HMDA Data Entry
    Software\\HMDASubmission\\hRID_Agency_year.enc.** Confirm the
    current year submission and choose "Begin".

-   A warning message will appear containing pertinent submission
    contact information. If this information is correct, choose
    "Continue". If the information is incorrect, choose "Cancel",
    correct the information on the transmittal sheet screen and begin
    the Export process noted above.

-   The Export feature will create the exported file in the destination
    path noted above. A message box, titled "HMDA-Prepare for Internet
    Submission" will appear. **PRINT this message.** The message
    contains further instructions as well as the e-mail address for your
    submission. "Close" the box. You have successfully created the
    hRID_Agency_Year.enc file for Internet submission.

-   **The e-mail address for submission is <HMDASUB@frb.gov>.**

> In the subject line of the e-mail type the following information:

-   Respondent ID

```{=html}
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-   Agency Code

-   Year of data submission

-   Initial Submission or Complete Resubmission

> In the body of the e-mail type the following information:

-   Respondent ID

-   Agency Code

-   Institution Name

-   Contact Name and Phone

-   \# of LAR being submitted

> **ATTACH the following file to the e-mail: C:\\HMDA Data Entry
> Software\\HMDASubmission\\hRID_Agency_Year.enc and send the file.**

-   You will receive an automatic response to confirm receipt of your
    file within 48 hours. Save/Print this e-mail for future reference.
    If you do not receive a response within 48 hours, contact
    **<hmdahelp@frb.gov>** or the HMDA Assistance Line at
    **202-452-2016.** All inquiries regarding HMDA submission status
    should include the following information:

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-   Respondent ID

-   Agency Code

-   Institution Name

-   Contact Name and Phone and/or E-mail

## [File Encryption]{.underline}

-   Institutions utilizing third-party vendor software for HMDA
    reporting should still take advantage of the Internet E-mail option.

```{=html}
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```
-   After successful download of the FFIEC HMDA Data Entry Software from
    the FFIEC HMDA web site at <http://www.ffiec.gov/hmda/softinfo.htm>,
    you must install the FFIEC HMDA Data Entry Software which contains
    the stand-alone encryption utility.

-   From the Start menu, choose 'Run'. Browse to the saved location of
    the software download and run the 'HMDA DES 2009 Setup.exe' command.

```{=html}
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```
-   After successful installation of the Software, Click on "Start",
    "Programs", "HMDA Data Entry Software", "Encryption Utility". A
    warning message will appear to inform you that this software does
    not connect to the Internet. Click "OK" to continue.

```{=html}
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```
-   Next you will need to locate your HMDA data file for encryption. If
    you are using software other than the FFIEC HMDA Data Entry
    Software, your data file may be named something other than
    hRID_Agency_Year.dat. Please refer to your vendor documentation to
    determine the name and file location of your HMDA data file.

-   Click the "Begin Process" button to start the encryption process.
    Once the process is complete, a new file named hRID_Agency_Yearx.enc
    will be created. **The file path is the same as the source file.** A
    message box, titled "HMDA-Prepare for Internet Submission" will
    appear. **PRINT this message.** The message contains further
    instructions as well as the e-mail address for your submission.
    "Close" the box. You have successfully created the
    hRID_Agency_Yearx.enc file for Internet submission.

```{=html}
<!-- -->
```
-   **The e-mail address for submission is <HMDASUB@frb.gov>.**

> In the subject line of the e-mail type the following information:

-   Respondent ID

```{=html}
<!-- -->
```
-   Agency Code

-   Year of data submission

-   Initial Submission or Complete Resubmission

> In the body of the e-mail type the following information:

-   Respondent ID

-   Agency Code

-   Institution Name

-   Contact Name and Phone

-   \# of LAR being submitted

> **ATTACH the following file to the e-mail: C:\\HMDA Data Entry
> Software\\HMDASubmission\\hRID_Agency_Yearx.enc and send the file.**

-   You will receive an automatic response to confirm receipt of your
    file within 48 hours. Save/Print this e-mail for future reference.
    If you do not receive a response within 48 hours, contact
    [**hmdahelp@frb.gov**](mailto:hmdahelp@frb.gov) or the HMDA
    Assistance Line at **202-452-2016.** All inquiries regarding HMDA
    should include the following information:

```{=html}
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```
-   Respondent ID

-   Agency Code

-   Institution Name

-   Contact Name and Phone and/or E-mail

**Transmittal Sheet**

The Start, End, and Length columns are in BYTES. The Data Type is
alphanumeric \"AN\" or numeric \"N\". Numeric \"N\" fields are unpacked,
unsigned, and right-justified.

Element Label Start End Length Data Type Comments, Values, Keys, etc.

01\. Record ID 1 1 1 N Value is 1

02\. Respondent-ID 2 11 10 AN Assigned by your federal regulatory

agency. Should be right-justified and zero filled.

03\. Agency Code 12 12 1 N Values are 1=OCC, 2=FRS, 3=FDIC,

4=OTS, 5=NCUA, or 7=HUD

04\. Timestamp 13 24 12 N Format is century, year, month, day, hour,

minute (e.g., Jan. 17, 2009, at 1:30 pm would be 200901171330)

05\. Transaction Code 25 25 1 N Value is 2 = Add

06\. Activity Year 26 29 4 N Four digit year (e.g., 2009)

07\. Tax ID 30 39 10 AN Format is 99-9999999

08\. Total Line Entries 40 46 7 N The number of line entries contained
in the

accompanying Loan Application Register

09\. Respondent Name 47 76 30 AN Left-justified and upper case

10\. Respondent Address 77 116 40 AN Left-justified

11\. Respondent City 117 141 25 AN Left-justified

12\. Respondent State 142 143 2 AN Postal Code abbreviation

13\. Respondent Zip 144 153 10 AN Format is 99999 left-justified or Code
99999‑9999

14\. Parent Name 154 183 30 AN If applicable

15\. Parent Address 184 223 40 AN If applicable

16\. Parent City 224 248 25 AN If applicable

17\. Parent State 249 250 2 AN If applicable

18\. Parent Zip Code 251 260 10 AN If applicable; format is 99999
left-justified or 99999-9999

19\. Contact Person\'s 261 290 30 AN For report questions and mailing of
the final

Name Aggregate and Disclosure reports

20\. Contact Person\'s 291 302 12 AN Format is 999-999-9999

Phone Number

**Transmittal Sheet (Cont\'d)**

Element Label Start End Length Data Type Comments, Values, Keys, etc.

21\. Contact Person\'s 303 314 12 AN Format is 999-999-9999

Facsimile Number

22\. Contact Person\'s 315 380 66 AN Enter only one e-mail address.
E-mail

E-mail Address address must contain only one @ symbol. Left-justified.

\*CRLF (0D0A) Carriage Return/Line Feed for PC diskette or CD-ROM
reporting only

## Loan/Application Register

The Start, End, and Length columns are in BYTES. The Data Type is
alphanumeric \"AN\" or numeric \"N.\"

Numeric N fields are unpacked, unsigned, and right-justified.

Element Label Start End Length Data Type Comments, Values, Keys, etc.

01\. Record ID 1 1 1 N Value is 2

02\. Respondent‑ID 2 11 10 AN Assigned by your federal regulatory
agency. Should be right-justified and zero-filled.

03\. Agency Code 12 12 1 N Values are 1=OCC, 2=FRS, 3=FDIC, 4=OTS,
5=NCUA, or 7=HUD

04\. Timestamp 13 24 12 N Format is century, year, month, day, hour,
minute (e.g., Jan. 17, 2009, at 1:30 pm would be 200901171330)

05\. Transaction Code 25 25 1 N Value is 2 = Add

06\. Loan/Application 26 50 25 AN Unique identifier across the home
office and

Number branch sites

07\. Date Application 51 58 8 AN Format is ccyymmdd or NA left-justified

Received

08\. Loan Type 59 59 1 N Values are 1, 2, 3, or 4

09\. Property Type 60 60 1 N Values are 1, 2, or 3

10\. Loan Purpose 61 61 1 N Values are 1, 2, or 3

11\. Owner Occupancy 62 62 1 N Values are 1, 2, or 3

12\. Loan Amount 63 67 5 N Report in thousands, round to the nearest
thousand with leading zeros and without commas

13\. Preapprovals 68 68 1 N Values are 1, 2, or 3.

14\. Type of Action 69 69 1 N Values are 1, 2, 3, 4, 5, 6, 7, or 8

Taken

15\. Date of Action 70 77 8 N Format is ccyymmdd

16\. Metropolitan Statistical 78 82 5 AN Metropolitan Statistical Area
or

Area/Metropolitan Metropolitan Division (if appropriate) code

Division or NA left-justified

17\. State Code 83 84 2 AN FIPS code with leading zeros

or NA left-justified

18\. County Code 85 87 3 AN FIPS code with leading zeros

or NA left-justified

19\. Census Tract 88 94 7 AN Include decimal point and any leading or
trailing zeros or NA left-justified

**Loan/Application Register (Cont\'d)**

Element Label Start End Length Data Type Comments, Values, Keys, etc.

20\. Ethnicity

Applicant 95 95 1 N Values are 1, 2, 3, or 4

21\. Ethnicity

Co-applicant 96 96 1 N Values are 1, 2, 3, 4, or 5

22\. Applicant Race: 1 97 97 1 N Values are 1, 2, 3, 4, 5, 6, or 7

23\. Applicant Race: 2 98 98 1 AN Values are 1, 2, 3, 4, 5, or blank

24\. Applicant Race: 3 99 99 1 AN Values are 1, 2, 3, 4, 5, or blank

25\. Applicant Race: 4 100 100 1 AN Values are 1, 2, 3, 4, 5, or blank

26\. Applicant Race: 5 101 101 1 AN Values are 1, 2, 3, 4, 5, or blank

27\. Co-applicant Race: 1 102 102 1 N Values are 1, 2, 3, 4, 5, 6, 7, or
8

28\. Co-applicant Race: 2 103 103 1 AN Values are 1, 2, 3, 4, 5, or
blank

29\. Co-applicant Race: 3 104 104 1 AN Values are 1, 2, 3, 4, 5, or
blank

30\. Co-applicant Race: 4 105 105 1 AN Values are 1, 2, 3, 4, 5, or
blank

31\. Co-applicant Race: 5 106 106 1 AN Values are 1, 2, 3, 4, 5, or
blank

32\. Applicant Sex 107 107 1 N Values are 1, 2, 3, or 4

33\. Co-applicant Sex 108 108 1 N Values are 1, 2, 3, 4, or 5

34\. Applicant Income 109 112 4 AN Report in thousands, round to the
nearest thousand with leading zeros and without commas or NA
left-justified

35\. Type of Purchaser 113 113 1 N Values are 0, 1, 2, 3, 4, 5, 6, 7, 8,
or 9

36\. Denial Reason: 1 114 114 1 AN Values are 1, 2, 3, 4, 5, 6, 7, 8, 9,
or blank

37\. Denial Reason: 2 115 115 1 AN Values are 1, 2, 3, 4, 5, 6, 7, 8, 9,
or blank

38\. Denial Reason: 3 116 116 1 AN Values are 1, 2, 3, 4, 5, 6, 7, 8, 9,
or blank

39\. Rate Spread 117 121 5 AN Enter the rate spread to two decimal
places. Include the decimal point and any leading or trailing zeros or
NA left-justified

40\. HOEPA Status 122 122 1 N Values are 1 or 2

**Loan/Application Register (Cont\'d)**

Element Label Start End Length Data Type Comments, Values, Keys, etc.

41\. Lien Status 123 123 1 N Values are 1, 2, 3, or 4

42\. Filler 124 380\* 257 AN Blank

\*CRLF (0D0A) Carriage Return/Line Feed for PC diskette or CD-ROM
reporting only