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Mortgage Broker Electronic Filing System (MB E

1. Colour coding Clickable links or buttons will change colour when you mouse over them Records displayed in a grid on a pale yellow background may be clicked to open them for edit Records displayed in a grid on a white background may be clicked to review the data in a non editable form From within the form you can generate a PDF summary of the transaction details Font colours will change depending on status and expiry date For example records that are part of an unsubmitted batch will appear in bright pink to remind you that they need to be submitted while records still being edited will appear in purple to show that they are still incomplete and have not been added to a transaction batch Visible Buttons and Links The Control Centre and Log Out buttons will be visible on most pages in the top right of your screen for easy access Save Validate Print and Cancel buttons are available on individual forms Record locks Any records already submitted to the Registrar will be locked preventing any further edits Any transaction added to a batch will need to be removed from the batch to be edited Messages Page 13 Financial ac Institutions MB E Filing System User Guide CotumBia Commission A Messages tab is available on most data entry forms to provide useful information regarding your current record Always read the messages tab Within the Control Centre and data entry forms additional message text is pro
2. cotumBiA Commission Terminate a Director Use the Terminate action button to remove a person listed who is no longer a director for the mortgage broker Steps to follow 1 Confirm you are viewing the Control Centre for the correct mortgage broker registration The Control Centre page heading is located below the banner and it displays the current mortgage broker If you manage multiple mortgage brokers click the Switch button in the Actions Mortgage Broker menu to select a different mortgage broker registration Click the Terminate button within the Actions Director menu Select the director you wish to terminate from the list Note you cannot use the Terminate action on a new director See full explanation at the end of this section Read the prompt asking you to confirm your intentions Click OK to continue with the termination Message from webpage Be Please confirm you want to terminate the director Test Director If you click OK you will no longer be able to edit the data The next time you view the Director list you will see an updated status for this director It will show Pending Termination Open Batch Entry in bright pink font You may click on any record with this status to review the data in the mortgage broker form From within the form you can generate a PDF summary of the transaction details which will contain the DRAFT watermark Page 58 Financial Bee Institutions MB E
3. Office button to submit your transactions Note that once you add a branch transaction to a batch a new message appears reminding you to use the head office Control Centre to view and submit your batched transactions Note You have Unsubmitted Transactions Within the Mortgage Broker menu click the Head Office link to view these records 10 Once you return to the Head Office Control Centre you can view all the transaction in your current Batch Two new buttons in the Actions menu will appear within a new heading a i ransaction called Unsubmitted Transaction When you have Shine nak completed all transactions related to your current Spat e EE ets mortgage broker registration sub mortgage broker renewals transfers director updates etc you must click the Submit Batch menu item to submit the batch for payment and final submission to the Registrar See the section Submitting Transactions to the Registrar in this guide The Remove Transaction button allows you to remove a transaction from a batch in case of error or a change in circumstances This feature can only be used prior to final submission amp payment Removing this transaction will return the information back to an Editing status where you will be allowed to make changes to it Reminder You can save your data at any time and return to it at a later date This is helpful when you need to obtain more information before you complete a transaction
4. Page 29 Financial ang Institutions k BRITISH e CcotumBiA Commission MB E Filing System User Guide Sole Proprietorships Sole Proprietors are handled in the same way as other mortgage broker registrations except that additional personal information is also required The renewal form will contain extra tabs for additional Address information Personal History questions and Education information The Declarations tab will include questions pertaining to an individual rather than a corporation Current Broker 146454 Test Sole Proprietor dba Sole Proprietorships Testing Control Centre Logout Mortgage Broker Renewal 146454 Test Sole Proprietor Expiry Date Jun 30 2013 Applicant Addresses Personal History Activities Education Requirements Declarations Messages Full Legal Name Test Sole Proprietor Trade Name Sole Proprietorships Testing Applicant is a Sole Proprietorship Business Phone 604 888 8888 ext Fax d Email test test ficombc ca Website _www testsoleprop ca Validate Save Print Cancel Copyright 2010 Financial Institutions Commission of British Columbia Page 30 Financial BR Institutions MB E Filing System User Guide CotumBia Commission Sub Mortgage Broker Transactions DI s can use MB E Filing to submit sub mortgage broker registration renewals or make changes to registration information e g amendments to addresse
5. Pending Update Open Batch Entry in bright pink font You may click on any record with this status to review the data in the mortgage broker form From within the form you can generate a PDF summary of the transaction details which will contain the DRAFT watermark Page 38 Financial eRe Institutions MB E Filing System User Guide CotumBia Commission 10 Once your transaction has been added to a Batch two new buttons in the Actions menu will appear within a new heading called 5 Unsubmitted Unsubmitted Transaction When you have completed Transaction all transactions related to your current mortgage broker Submit Bach registration sub mortgage broker renewals transfers Remove Transaction director updates etc you must click the Submit Batch menu item to submit the batch for payment and final submission to the Registrar see the section Submitting Transactions to the Registrar later in this guide The Remove Transaction button allows you to remove a transaction from a batch in case of error or a change in circumstances This feature can only be used prior to final submission amp payment Removing this transaction will return the information back to an Editing status where you will be allowed to make changes to it If the mortgage broker has branch offices all unsubmitted transactions related to a sub mortgage broker registered with a branch office must be viewed and submitted from the head office Con
6. Prior Licensing Registration Declarations Messages Full Legal Name Ms V First Janet Middle Last Doe Residence Address Line 1 Test City Test Line 2 Prov State Country British Columbia EI Canada Line 3 i VAK 3M2 Message from webpage ra Personal Phone 1333 333 3333 ext Unable to Save data Validation failed Service Address Line 1 Test There is either invalid information or insufficient information in the ise B C address following field s Line 2 A service address postal zip code missing entry Line 3 birthplace missing entry Note All fields with missing or invalid data are shaded in pink test test ca Validate 5 If applicable correct any error or omissions and click Validate again The validation will run again and must be successful before you will be allowed to submit your application 6 Review the information provided on the application summary paying close attention to the list of supporting documents you may be required to submit 7 Click Print Application to generate a PDF transaction copy for the applicant to sign and certify which you must keep in your files 8 Click on the Add to Batch button to finalize the transaction and send to the Unsubmitted Transaction holding area No further changes to this transaction are possible after it has been submitted to a batch 9 You will be returned to the Control Centre where you will see a new status for your select
7. ensure you are always viewing the latest data Since most web sites allow you to navigate with these buttons we have added the following text to the bottom of the Control Centre page Note In order to protect data integrity the browser s Forward and Back buttons have been disabled on all pages Please navigate the site using the web application s linked text and the buttons provided on the bottom of each form Favorites and Bookmarks Using a browser Favorite Internet Explorer or Bookmark Firefox is only useful for the login page All other pages require data obtained when you click on the Actions menu or a table row Browser Fonts For usability we also recommend you do NOT override the fonts specified Every effort has been made to make MB E Filing easy to use by optimizing the screen display Overriding the font settings by using a larger font will most likely lead to undesirable results like the appearance of vertical scrollbars or label text being displayed on more than one line Verifying Browser Font Settings Accessibility This screen capture shows the Accessibility Window within Internet Explorer version 9 To view this dialog box click the Tools Internet oi cee ne ore font sizes speci on ages Options menu On the General tab click the era z Accessibility button Make sure all the check cies camera Format documents using my style sheet boxes have been deselected Cx Gea Page 8
8. list Please verify you want to complete the transfer 4 Click on the Transfer button to complete the transfer portion of the process Issues you may encounter Transfers are NOT available for sub mortgage brokers who are more than 30 days past their expiry dates or 30 days past their Termination Date If you attempt to transfer someone whose registration record meets these criteria you will see the following message Page 44 Financial Bm Institutions MB E Filing System User Guide CotumBiA Commission Please enter the 6 digit Registration of the Sub Mortgage Broker you wish to transfer to the brokerage Test Mortgage Broker Company Inc Sub Mortgage Broker Error Transfer is not possible for this Sub Mortgage Broker Use the Sub Mortgage Broker Add button and follow the steps to create a Sub Mortgage Broker with a Prior Registration Please see the MB E Filing User Guide for more details Transfers are also NOT possible if the sub mortgage broker s registration is already locked in a transaction with another mortgage broker For example the individual s previous company may be in the process of submitting a Termination transaction for him her In this case you will see the message below You may call the Registrar s office to enquire on the transaction Please enter the 6 digit Registration of the Sub Mortgage Broker you wish to transfer to the brokerage Test Sole Proprietor Sub Mor
9. use Update to inform the Registrar about these changes Please note that the system is not designed for you to over write an existing director record with entirely new information You will receive an error message if you completely change both the first and last names for an existing director Steps to follow 1 Confirm you are viewing the Control Centre for the correct mortgage broker registration The Control Centre page heading is located below the banner and it displays the current mortgage broker If you manage multiple mortgage brokers click the Switch button in the Actions Mortgage Broker menu to select a different mortgage broker registration 2 Click the Update button within the Actions Director menu or select the Director from the list on the Control Centre 3 Edit the director data and then click Validate 4 The Messages tab with provide any special system instructions or notes applicable to your transaction 5 If necessary review and correct any errors or omissions found during data validation and click Validate again 6 Review the information provided on the Certification page paying close attention to the list of supporting documents you may be required to submit 7 Click Print Application to generate a PDF transaction copy for the applicant to sign and certify which you must keep in your files Page 56 Financial eRe nstitutions MB E Filing System User Guide CotumMBIA Commission 8 Clic
10. Editing New Current Pending Update Paid by Other Pending Addition Paid by Cheque Status Editing New Unsubmitted Transaction s ABC Company Inc Head Office ABC Company Inc Surrey ABC Company Inc test location Submitted Transaction s Transaction Transaction Date Payment Type 6164 5928 5927 5906 2263 2262 2261 1596 1530 May 31 2013 May 2 2013 May 2 2013 May 1 2013 Mar 21 2012 Mar 21 2012 Mar 21 2012 Feb 22 2012 Nov 2 2011 Report Date May 31 2013 3 27 PM Other Cheque Cheque Information Update Cheque Cheque Cheque Cheque Cheque Page 78 Status Editing Transfer Incomplete Fee Pending Renewal 900 Pending Renewal 0 Pending Renewal 200 Waming Unsubmitted Transaction s cannot be split across multiple credit card payments see MB E Filing User Guide Payment Status Paid by Other Paid by Cheque Paid by Cheque Complete info Update Paid by Cheque Paid by Cheque Paid by Cheque Paid by Cheque Paid by Cheque Fee 200 1 000 1 000 so 600 1 000 200 1 200 1 000 Page 1 of 1 Financial sc Lastitutions MB E Filing System User Guide cotumBiA Commission Head Branch Office Report If a mortgage broker registration has branch offices a handy report can be generated listing the contact information for the head office and each branch office Load the mortgage broker head office in the Control Centre and click the Head Branch Office butto
11. Name Status Fee Control Centre 8819 500209 Sub Mr Jamie Sub Mortgage Broker Head Office Pending Update 200 Head Branch Office 8820 Dir Ms Janet Doe Head Office Pending Addition 0 Help Note Within the Unsubmitted Transaction menu click the Submit Batch button to complete the submission process User Guide Warning Unsubmitted Transaction s cannot be split across multiple credit card payments see MB E Filing User Guide After clicking this button you will be redirected to the Unsubmitted Transaction Removal page scotia X030099 ABC Company Inc Control Centre Logout Unsubmitted Transaction Removal Unsubmitted Transaction s Line Reg Type Name Status Fee 8819 500209 Sub Mr Jamie Sub Mortgage Broker Head Office Pending Update 200 8820 Dir Ms Janet Doe Head Office Pending Addition 0 Click on a row to remove an Unsubmitted Transaction and return the data to an editable status Cancel As stated within the page click on any row to remove the item from the Unsubmitted Transaction list If a transaction is eligible for removal you will see a pop up message box with an OK and a Cancel button You must confirm your intentions by clicking OK Clicking Cancel will return you to the Control Centre without making any changes Page 71 Financial Bee Institutions MB E Filing System User Guide CotumBiA Commission Message from webpage xa Click OK to confirm you want to remove
12. Registrar will not be able to process your requests until these items have been received in our office It is the responsibility of the registrant to ensure the Registrar receives these items at least 15 days prior to registration expiry to remain in good standing Print Receipt Control Centre Logout Once you return to the Control Centre you will notice there is no longer a transaction batch waiting for submission If this was the first time you submitted a transaction there will be a new section called Submitted Transactions If you already had a submitted transaction there will be new transaction in this section At any time you may click on a row in this section and display a PDF of the transaction details Page 68 Financial ae Institutions MB E Filing System User Guide CcotumBia Commission BRITISH r e lt A cotumbBia Registrar of Mortgage Brokers CS The Best Place on Earth Receipt X030099 ABC Company Inc Paid To Transaction Details Ministry of Finance Date Jun 13 2013 2 36 PM Financial Institutions Commission FICOM Transaction 6192 Suite 2800 555 West Hastings Authorization TEST Vancouver BC V6B 4N6 Payment Type Visa Payee Prov of BC FICOM Card XXXX XXXX XXXX XXXX Note the above card number is hidden for privacy Credit Card Payment Details for Transaction ID 30106179 Bank Process Date Jun 13 2013 Transaction Type Purchase Iso Response Code 00 WS Response Code A
13. Sequence Number 0000000000000 WS Response Description Approved Terminal Y20490078011 Response Message Approved Transaction 6192 Detail s Line Reg Type Name Status Fee 8816 X030099 MB ABC Company Inc Head Office Pending Renewal 900 8817 X030111 M B ABC Company Inc Surrey Pending Renewal 200 8818 X300005 MB ABC Company Inc test location Pending Renewal 200 8815 146686 Sub Ms Sally Jean Test Subroker Head Office Transfer Update 200 Total Paid 1 500 As a reminder note that once the data has been submitted for processing all records in a transaction will be updated and the Unsubmitted Transaction section will no longer be visible Therefore if you require detailed documentation of the fees that contributed to the total you must print it out before you submit the payment Supporting Documents Applications received by the Registrar will not be processed without all required supporting documents including payment Each transaction you perform provides you with a Certification page outlining the supporting documents required It is your responsibility to provide these supporting documents once you have submitted your transactions to the Registrar These can be faxed delivered or emailed to mortgagebrokers ficombc ca For the current fax or address see http www fic gov bc ca and click on the Contact link Page 69 Financial Bee Institutions MB E Filing System User Guide CotumBia Commission Ne
14. application or you may be directed to use the Transfer option instead Page 52 Financial Bh nstitutions MB E Filing System User Guide Cotumsia Commission Click OK to close the message The name corresponding with the registration number will appear Where the person s last registration expiry date is still in the future their expiry date will also be displayed If the name appearing is correct you may proceed with your transaction or if directed use a different option Transfer If the name is incorrect or no person name is found but the registration is correct please contact the Registrar s office before proceeding New Sub Mortgage Broker Registration Ms Test My Sub Mortgage Broker Expiry Date Nov 8 2013 es Applicant Personal History Employment History Education Requirements Prior Licensing Registration Declarations Messages Has the Applicant ever been licensed registered or authorized under any of the following Acts or under similar legislation in any jurisdiction Note If this SubBroker was previously registered in British Columbia you must choose YES for Mortgage Brokers Act and specify the Registration number Otherwise there will be delays processing this application and you might have to resubmit it Please see the Mortgage Broker E Filing User Guide for more details Financial Institutions Act No Yes Real Estate Development Marketing Act No Real Estate Services Act Y
15. corporate name changes If you choose Update from the menu but the registration is eligible for renewal you will receive a message recommending you select the renewal option instead Mortgage Broker Update X030099 ABC Company Inc Head Office Expiry Date Jul 29 2013 Applicant Addresses Activities Branch Offices Messages Update has been chosen for this record but the registration is ready to be renewed and it will expire on Jul 29 2013 Registration after this date will result in late fees being applied This mortgage broker s data was last edited on Jun 5 2013 You have 14 days from that date i e Jun 19 2013 to submit your changes or any changes you made will be overwritten Steps to Follow 1 Confirm you are viewing the correct mortgage broker registration The Control Centre page heading displays the current mortgage broker or branch name If you manage multiple mortgage brokers click the Switch button in the Actions Mortgage Broker menu to select a different mortgage broker registration 2 Click the Update button within the Actions Mortgage Broker menu or simply click the mortgage broker record displayed in the Control Centre 3 Correct the data in the appropriate tab and click Validate If required review and correct any errors or omissions found during data validation and click Validate again 4 Carefully review the information provided on the Certification page paying close attention to th
16. one upper case letter one lower case letter and one number After you have completed entries for all fields click the Submit button If there is an error in any of your entries you will see a red error message below the Confirm New Password line If there are no errors you will see a message confirming your password was successfully changed An email message confirming the password change will also be sent to you After you click Continue on the confirmation screen you will be redirected back to MB E Filing Welcome to the FICOM Mortgage Brokers E Filing System We need to change your password from the temporary password that was emailed to you to a new one We also need you to specify a security question and answer so that it can be used for security and verification purposes Please enter the information requested below to complete your account setup Security question SELECT Security Answer Change Password Current Password New Password Confirm New Password Submit Cancel Password Management It is important for you to keep your user name and password safe since personal information about registered individuals is available through this system Login credentials will only be issued to Die with current registrations Password management tasks lost or forgotten passwords will only be available for the DI as the automated password update service is tied to their personal email address If you for
17. our office The list of supporting documents is dependent on the data submitted If you are not required to provide supporting documentation for the applicant this page will tell you that supporting documents are not required Fee Payment Similar to the supporting documents the fee owing is dependent on the transaction submitted In the case of renewal fees the final fee owing is also dependent on the date the batch is submitted to the Registrar If there is a fee the Certification page will display the fee amount and explanation based on a submission date of today If a registration expires today and you do not submit the batch containing its renewal for payment late fees will be assessed for your application by the Registrar s office If you do not owe a fee for the transaction this page will tell you that a fee payment is not required Page 17 Financial ac Institutions MB E Filing System User Guide CoLumMBIA Commission Examples of Transaction Batches Multiple Transactions Performed by a Mortgage Broker in One Batch A DI can complete multiple transactions as part of a single batch of transactions for a mortgage broker like pooling items in a shopping cart For example assume a mortgage broker performs the following transactions 1 Renewing a sub mortgage broker fee is 500 2 Transferring in a sub mortgage broker fee is 200 3 Terminating a sub mortgage broker no fee 4 Update con
18. s IN click to hide details Renew Terminate Reg Full Legal Name a Expiry Date Status Transfer in 146339 Doe Jane Apr 9 2015 Current Add NEW Sub_broker Testme Pending Addition Paid by Cheque Director 500209 Sub Mortgage Broker James May 21 2014 Pending Update Paid by Other Update 146346 Test Sub Broker John Mar 31 2014 Editing Terminate Warning regarding Sub Mortgage Broker s with a Status of Editing you have 14 days after the last date you edited the data to Add submit changes Please see its Messages tab or the MB E Filing User Guide for more details The number of data entry tabs displayed will change based on whether you are renewing updating or transferring a sub mortgage broker or adding a brand new registrant You will have up to 14 calendar days to complete and submit any transactions you begin After 14 days with a status of Editing the updates made to registrant data will be lost the modified data will be overwritten by the most current data from the Registrar These automatic updates help prevent the data in MBEF from becoming stale or out of date while still allowing the DI time to gather information required for submitting an Page 31 Financial ac Institutions MB E Filing System User Guide CotumBia Commission application This update does not apply to new or transferred sub mortgage brokers whose status would be Editing New and Transfer Incomplete respectively Renew a Sub Mort
19. sub mortgage broker renewals transfers director updates etc you must click the Submit Batch menu item to submit the batch for payment and final submission to the Registrar See the section Submitting your Transactions to the Registrar in this guide The Remove Transaction button allows you to remove a transaction from a batch in case of error or a change in circumstances This feature can only be used prior to final submission amp payment Removing this transaction will return the information back to an Editing New status where you will be allowed to make changes to it If the mortgage broker has branch offices all unsubmitted transactions related to a sub mortgage broker registered with a branch office must be viewed and submitted from the head office Control Centre see section Submitting your Transactions to the Registrar in this guide 10 Submit any fees and any required supporting documents to the Registrar Page 55 Financial Bee Institutions MB E Filing System User Guide CotumBia Commission Director Transactions MB E Filing allows you to manage the director s information Although directors are not registered under the Mortgage Brokers Act it is your responsibility as a DI to ensure the directors listed for the mortgage broker are accurate and their information is kept current Update a Director If any aspect of a director s information changes e g phone number email address etc
20. the Reload button Comments or Recommendations Your comments and recommendations for improvements to MB E Filing are valuable to us We encourage you to submit your suggestions in writing to mortqagebrokers ficombc ca Page 86
21. the most common issues Dis encounter The following table provides a summary of some of those issues and how to resolve them Issue Resolution Cant log into the Read the Before You Begin section in this guide which system explains issues related to supported browsers and passwords Read the Password Management section in this guide which Forgotten Password otters two methods to get a new password If you attempt to use a password unsuccessfully more than 5 times your account may be locked for security reasons In this case the log in page will display a message explaining your account is locked If this happens please do the following e Wait 30 minutes and try your password again The system will automatically unlock your account after 30 minutes e lf you need immediate access you may contact the Registrar s office to request that your account be unlocked e Verify your password again and consider using the Forgot Password option as you may be using a password that is not current Locked Account Page 84 Financial Institutions BRITISH pee Commission COLUMBIA MB E Filing System User Guide Screens look odd Read the Before You Begin section in this guide which explains issues related to browser cache and the need to clear your cache when system updates are made Missing Branch Transactions Please read the sections in this guide pertaining to bra
22. time to gather information required for submitting an application Page 20 Financial Bee Institutions MB E Filing System User Guide CotumBiA Commission Renew a Mortgage Broker Registration Before you being a Mortgage broker renewal ensure that all the director s and branch office information if applicable has been reviewed and updated first Access to this information is available to you from the Control Centre The application form consists of tabs containing the current registration data for the selected mortgage broker The tabs displayed on the Mortgage Broker form depend on the type of company The example below shows a head office mortgage broker undertaking a renewal and so the record includes a Branch Offices tab When a registration is in renewal mode the Declarations tab is visible and must be completed Mortgage Broker Renewal X030099 ABC Company Inc Head Office Expiry Date Jul 29 2013 Applicant Addresses Activities Declarations Branch Offices Messages Full Legal Name ABC Company Inc Trade Name Applicant is a Corporation Business Phone 604 222 2222 ext 333 Fax end 333 3333 Email jane doe abc ca Website www testmb ca Validate Print Cancel Copyright 2010 Financial Institutions Commission of British Columbia Note if you are renewing a head office record which has associated branch offices you must complete any cor
23. to a batch you will need to print a PDF summary of the transaction data on which to obtain the applicant s signature certifying the accuracy of the data you are submitting on their behalf Since the data has still not been submitted for payment the report will contain the DRAFT watermark This signed document must be retained at the business location of the mortgage broker and be available for inspection when requested Page 16 Financial ae Institutions MB E Filing System User Guide CcotumBiA Commission Here is a model of the submission process Certification D Renew Sub 1 Form 16 enter and confirm data Transaction Summary Certification by Applicant d f Certification D Transfer In Sub 2 Form 16 enter and confirm data Transaction Summary C p C Certification by Anin Unsubmitted Supporting Transaction Batch Submission Documents to Batch amp Payment Registrar GE contains completed cheques amp transactions documents Terminate Sub 3 enter and confirm data x J a N Update Sub 4 Certification change and confirm Transaction Summary data Certification by Applicant E S Supporting Documentation The Certification page includes a list of the supporting documents you need to submit to the Registrar before the applications will be processed These documents can be faxed to 604 660 3365 emailed to mortgagebrokers ficombc ca or delivered to
24. will see a message stating you must enable it in order to use MB E Filing Your browser must also be set to allow cookies Cookies are used to verify your identity and set the session time If the browser does not allow cookies you will not be able to log onto the system or if you turn off cookies after logging into MB E Filing the system will transfer you back to the home page The cookies expire after you close your browser Periodic E Filing software updates are sometimes impacted by browser cache settings If you experience an unexpected page display please clear your browser cache and try loading the page again e For Internet Explorer users we recommend clearing the Cache in one of the following ways If you never want Internet Explorer to store webpages in the cache click the Tools Internet Options menu On the General Tab in the Browsing History section click the Settings button Within Temporary Internet Files in the section Check for newer versions of stored pages click the button Every time visit the webpage If you want to store cached web pages but you need to clear the cache one time click the Tools Internet Options menu On the General Tab in the Browsing History section click the Delete button Within the Delete Browsing History pop up window make sure the Temporary Internet Files is selected Then click the Delete button Note you might want to deselect other options in this window before clicki
25. 1 Financial Bm Institutions MB E Filing System User Guide CotumBiA Commission This is a screen capture of the Fonts frons O window within Firefox version 21 0 To be E view this dialog box click Tools Options menu Select the Content tab Proportional Sri SE Fonts for and click on the Advanced button within Ser Weten e d the Fonts and Colors section Make sure a 4 you have the option Allow pages to wee ze Wen choose their own fonts selected as EE shown Character Encoding Default Character Encoding Western ISO 8859 1 Lx Lema ge To view the Colors dialog box follow the same steps as above except click the Colors button Make sure you have the option Allow pages to choose their own colors selected as shown Coos ee E Text and Background Link Colors Tet mm Unvisited Links H Background Visited Links mm V Use system colors V Underline links E Allow pages to choose their own colors instead of my selections above Page 82 Financial eRe nstitutions MB E Filing System User Guide cotumBiA Commission Below is an example where a sub mortgage broker record is displayed in Internet Explorer and the MB E Filing colors font styles and font sizes are ignored Current Broker 030099 Test Mortgage Broker Company Inc dba Test Mortg
26. 15 146686 Sub Ms Sally Jean Test Subroker Head Office Transfer Update 200 Total Fee Payable 1 500 Submit Transaction Batch Print Transaction Batch Cancel 4 Click the Print Transaction Batch button to generate a PDF copy of the batch information for your records 5 Click the Submit Transaction Batch button Message from webpage Ss You are about to be redirected to the provincial e payments system to enter your credit card transaction FICOM does not collect or store any of your credit card information When using this service do not use your browser navigation buttons or the Refresh button 6 If fees are being paid with a credit card you will be prompted with a redirect message window because you are about to be transferred to the provincial e payment system Click OK If you click Cancel you will have to use the Cheque or Other payment method Please note that when you see a security warning message as shown below you must click Yes to open the https mb efile fic gov oc ca web address and pay by credit card If you click No you will have to use the Cheque or Other payment method Page 66 Financial Bh institutions MB E Filing System User Guide COLUMBIA Commission sp The current webpage is trying to open a site in your Trusted sites list Do you want to allow this Current site https www beanstream com Trusted site https mb efile fic gov bc ca LJ
27. Applicant and a current and original Certified Criminal Record Check CCRC which is dated not more than six months prior to the date of application You must submit a copy of any court order authorizing a name change or a copy of your marriage certificate With sub mortgage broker registration 2000 renewals consent is required to perform a background check on the Applicant The following fee payment is required Fee Details Explanation Registration Monday July 29 2013 is the Registration Expiry date Fees due for the renewal of the registration of a Sub Renewal Mortgage Broker registration fee 500 Please remember that failure to submit either the supporting documentation or the fee payment indicated above will result in delays processing this application Note the fees specified above assume payment will be made today Completing payment on a future date may result in additional late fees Add to Batch Print Application 9 Click Print Application to generate a PDF transaction copy for the applicant to sign and certify which you must keep in your files Page 35 Financial eRe Institutions MB E Filing System User Guide CotumBiaA Commission 10 Click on the Add to Batch button to finalize the transaction Clicking the Add to Batch button on the Certification page will produce a warning message You can click Cancel on this message and return to your submission late
28. Broker menu and select the sub mortgage broker registration you wish to update or simply click the sub mortgage broker record displayed in the Control Centre from the list The update screen will automatically load the sub mortgage broker you selected Current Broker X030099 ABC Company Inc dba John Doe ABC Company Inc Control Centre Logout Sub Mortgage Broker Update Reg 146346 Mr John Test Sub Broker Expiry Date Mar 31 2014 Applicant Personal History Education Requirements Messages Full Legal Name Mr iv First John Middle Last Test Sub Broker Residence Address Line 1 1357 Anystreet Street City Vancouver Line 2 Prov State Country British Columbia EI Canada Line 3 Postal Zip Code VIV 1V1 Personal Phone 604 555 5555 ext Personal Fax 604 987 1234 Service Address Line 1 1357 Anystreet Street City Vancouver use B C addres Line 2 Prov State Country British Columbia EI Canada Line 3 Postal Zip Code VIV 1V1 John doe abc ca Website www test2 ca Validate Print Cancel Copyright 2010 Financial Institutions Commission of British Columbia Page 37 Financial Bh nstitutions MB E Filing System User Guide CotuMBIA Commission 3 Correct the data in the appropriate tab and click Validate If the applicant has undergone a name change since their last renewal e g marriage please update the new family name on the Applicant tab but be sure to specify their p
29. Filing System User Guide CcotumBiA Commission 6 Once your transaction has been added to a Batch two new buttons in the Actions menu will appear within a new heading called Unsubmitted Transaction When you have completed all transactions related to your current mortgage broker registration sub mortgage broker renewals transfers director updates etc you must click the Submit Batch menu item to submit the batch for payment and final submission to the Registrar See the section Submitting Transactions to the Registrar in this guide Unsubmitted Transaction Submit Batch Remove Transaction The Remove Transaction button allows you to remove a transaction from a batch in case of error or a change in circumstances This feature can only be used prior to final submission amp payment Removing this transaction will return the information back to an Editing status where you will be allowed to make changes to it Note you cannot use the Terminate action on a new director If you attempt this operation you will see the following pop up window Message from webpage i You cannot Terminate a new Director If you would like to remove Director Test from the Director list return to the Control Centre click the Director Update button select their record from the Director list and then click the Delete button within the Director form For directors with a status of Editing New you must use the red Delete bu
30. Mortgage Broker Electronic Filing System MB E Filing User Guide Registrar of Mortgage Brokers Financial Institutions Commission BRITISH COLUMBIA Financial ec Lnstitutions MB E Filing System User Guide CotuMBIA Commission Table of Contents Welcome to Mortgage Broker MB E Filing ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeee 4 ue OWN sissien e aE anpa ie Ea niao 4 System Use eet ie de metre sc ecndineacucndeeerntidineataeneacemmcedas 5 Expl ring the SY E 6 Before you E 6 Finding the MB E Filing System EE 8 First Time e UI is seinccecrsccsncacc icebae ceecr ninsa ce cine tre inc eat ca ene 9 Password Management geed ege EES 9 MB E Filing Control ert 10 Extra Features on the Control EE gece eege eege ele 11 System e ellen 13 Navigation amp Information Elements AEN 13 PRS OS ainim a E E lamas 14 Electronic Payment FO CS SSI E 15 General Process for Submitting Transactions Abee 16 Data Entry and V AiG ation iracicccssests actonetnibiestdantncetoentmoetiasioanbbeetincsimebenctbantwenknatbeetes 16 Certifying an Application EEN 16 Examples of Transaction Batches unn 18 Mortgage Broker Transactions ease tcchetcexhcmt enlace ecnedemchcmiarbespdcoubeneianntarpdeoumenpiamesaenbartd 20 Renew a Mortgage Broker Hegtstrapon AE 21 Update Mortgage Broker Registration Intormaton 26 Update a Branch Office Registration ENEE 28 Sole Proprietorships dees 30 Sub Mortgage Broker Transachons ee 31 Renew
31. New Sub mortgage broker applications and re registrations e Director Updates amendments e Director Terminations e New Director applications Note New mortgage broker and branch office registration applications cannot be processed through MB E Filing Please use the Mortgage Broker link on FICOM website http www fic gov bc ca for the required application forms A separate Frequently Asked Questions document is also available on the MB E Filing System login page https mb efile fic gov bc ca Main aspx Page 4 Financial Cem Institutions MB E Filing System User Guide CotumBiA Commission System Use Overview Dis must collect application data and certifications from sub mortgage brokers or directors before submitting the data electronically The Registrar s staff will then evaluate the submitted applications notifying the DI of any deficiencies Application data that has been processed at the Registrar s office will be reflected in the system the next business day The following diagram illustrates the typical workflow for a DI using this system Step 1 Obtain Application Data sl accesses MB E Filing to identify eligible transactions renewals updates additions transfers or terminations sl obtains application information from sub mortgage broker applicants or directors sl enters new applications or updates renews existing registration data sl determines required supporting documents and fees
32. Step 2 Certify Application Data DI prints out application information in a transaction summary for sub mortgage brokers to review and certify DI keeps the sub mortgage broker certification for office personnel records sl ensures the sub mortgage broker or director applicants supply any required supporting documents Form 16A copy of identification certified criminal record check etc Step 3 Submit Application Data sl accesses MB E Filing and enters any remaining updates to application data DI submits the finalized application batch to FICOM for processing sl ensures all supporting documents and outstanding payments are sent to FICOM Page 5 Financial che Institutions MB E Filing System User Guide CotumBIA Commission Exploring the System This section provides basic information on accessing the system and maintaining your login credentials Before you begin To use the MB E Filing system successfully you will need to have PDF reader software installed The Adobe Reader software is a trusted product and a free download The MB E Filing system is designed for use with the browser Internet Explorer 7 or higher or with Mozilla Firefox 10 or higher If you use any other browser you will not be able to login Ensure your browser has JavaScript enabled JavaScript is used by the MB E Filing system to verify you have entered the required information in various forms If JavaScript is not enabled you
33. a Sub Mortgage Broker Registration cceeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 32 Page 1 Financial Bh _ Lnstitutions MB E Filing System User Guide CoLuMBIA Commission Update a Sub Mortgage Broker Registration cccccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 37 Terminate a Sub Mortgage Broker Registration ccccceceeeeeeeeeeneeeeeeeeeeeeeeeeeeeees 40 Transfer In a Sub Mortgage Broker Registration ccccccccccccccceeceeeeeeeeeeeeeeeeeeeeees 43 Stag 1 The Iranste eut 43 Stage 2 Update or Renew the Transferred Sub Mortgage Droker 46 Add a New Sub Mortgage Droker nn 51 Director ee 56 Update a IESSE eetbeeieggetereeeg eriuegrtegeegeegieegrbeegcbegkegtebeeiuegeeeuegberiuegtesegegebeeden 56 Terminate a Director est deet deed 58 Add a New Die Cl eege eege 60 Te wullen ascis seascit sexecrnasetesscisetesrecoumeneadspeseiaoiensmacutegeaastmencnmeanesesasutmon 63 Submit Batch SE 63 Payment Information it teed nnen eaea ra aaa aa EEE A a 63 Process for Submitting a Transaction Batch 0 eceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee 65 Supporting Documents AEN 69 Need to Recall Data Submitted 2 0 0 0 cece ec ceeeeee eect eee eeeeeeeeaeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee 70 Remove TAN SA CHO EEN 71 Restrictions for Removing TANSACHONS EN 72 REDOM EE 75 Transaction Reports ssccceccinisesscscesansorenrenstndioad stent cohietbiaasdeandeosdabhbheniaocdnohethehdnbeeedinens 75 Ap
34. a and add the transaction to a batch Status Transfer Update Transfer Renewal After the transfer process is complete the sub mortgage broker you have transferred will be listed in the Control Centre of the current mortgage broker Stage 1 The Transfer Steps to follow 1 Confirm you have loaded the Control Centre for the mortgage broker branch office to which you want to transfer the sub mortgage broker If you manage multiple mortgage brokers use the Switch button in the Actions Mortgage Broker menu to select a different mortgage broker 2 Click the Transfer In button within the Actions Sub Mortgage Broker menu You will be prompted to enter the registration number of the sub mortgage broker you wish to transfer Page 43 Financial Bee Institutions MB E Filing System User Guide cotumBia Commission 3 Enter the person s registration number and click Find The system will validate the registration number and display the name associated with it The Transfer button will now be activated If the wrong number has been entered type in a new number and click Find again Please enter the 6 digit Registration of the Sub Mortgage Broker you wish to transfer to the brokerage ABC Company Inc Sub Mortgage Broker Ms Sally Jean Test Subroker 146686 Find Transfer Cancel Sub Mortgage Broker found Click Transfer to add Ms Sally Jean Test Subroker to the Registered Sub Mortgage Broker s
35. ages Control Logout Centre KR Sub Mortgage Broker Update Reg 146346 Mr Test Sub MB Expiry Date Nov 25 2012 7 H Applicant Personal History Education Requirements Messages Full Legal NamdMr Firdfest Miaai2 Las Sub MB Residence Addreime i 1357 Anystreet Street City Vancouver Line Prov State British Columbia 2 Country CA Line A SN Personal Phone 4 604 kee seet PREN BR ier h Eeer Service Addresshine City Line Prov State 2 Country Line ostal dn test2submb test ca w s Ted www test2 ca Copyright 2010 Financial Institutions Commission of British Columbia internet f Q100 Page 83 Financial eRe Institutions MB E Filing System User Guide CoLumBIA Commission Support Reporting Problems If you experience issues not covered in the user guide or in the frequently asked questions document please send a message to mortgagebrokers ficombc ca that includes a screen capture and a detailed explanation of the issue FAQ Frequently Asked Questions Every effort has been made to include in this document all the information you will need to work in MB E Filing In addition to this document we provide a Frequently Asked Questions document on the login page with explanations of
36. as an officer director or partner been subject to e e Oy bankruptcy proceedings A Gi Are there any pending legal proceedings against this Applicant or any business of which they were an officer director or partner O No O Yes Has any judgment been rendered against this Applicant pe officer director or partner in any civil court in British Cold Message from webpage ez OYes To your knowledge is this Applicant currently the subject o OYes agency in British Columbia or elsewhere Unable to Save data Validation failed There is either invalid information or insufficient information in the following field s previous charges or indictments please specify bankruptcy proceedings please specify pending legal proceedings please specify civil judgments please specify subject of an investigation please specify Note All fields with missing or invalid data are shaded in pink C Copyright 2010 A Page 34 Financial Bee Institutions MB E Filing System User Guide cotumBia Commission 8 Review the information provided on the Certification page paying close attention to the list of supporting documents you may be required to submit and any applicable fees There is a hyperlink to Form 16 provided on the Certification page for your convenience There is also information about how to submit the supporting documents Please note that the assessed fees displayed on this page are calculated based
37. ation s expiry date 1 Credit Card Visa MasterCard and American Express credit cards are accepted by BC Express Pay Any failed transactions insufficient funds invalid or expired card etc will result in a message of Declined The Registrar is not responsible for any problems with payment There is an important restriction to note regarding credit card payments When paying for a transaction batch all items in the batch are grouped together and you must pay the full amount It is not possible to split payments on transactions once they are included in a batch The MB E Filing application has a warning message which is displayed as soon as the total amount due is more than 0 Warning Unsubmitted Transaction s cannot be split across multiple credit card payments please see MB E Filing User Guide Page 64 Financial Bee Institutions MB E Filing System User Guide CotumBia Commission If you want to pay for specific transactions using different credit cards you must process each one as a separate transaction batch and submit each batch s payment individually to the Registrar 2 Cheque When Cheque is selected as the payment option a text box will appear allowing you to enter a cheque number for your reference this is optional 3 Other When Other is selected payment must be submitted to the Registrar either in the form of the credit card payment form available on our website or by deliveri
38. ctor s section displays information about the directors associated with the mortgage broker There are no registration numbers for directors Page 10 Financial chem Institutions MB E Filing System User Guide CotumBia Commission If there are Unsubmitted Transactions as in the example above this section is displayed below the Director section It shows transactions ready to submit to the Registrar and includes extra warning messages and notes help you understand the workflow Click the pink Submit Batch menu link to submit your transactions to the Registrar After transactions are submitted a new section called Submitted Transaction s will appear This list displays the transactions already submitted to the Registrar in descending date order Extra Features on the Control Centre Branch Offices If a mortgage broker has branch offices MB E Filing provides two ways to access their data From the Actions menu under the Mortgage Broker heading click the Branches menu option and select a location from the list Current Broker X030099 Test Mortgage Broker Company Inc dba Test Trade Name Control Centre Logout Actions Mortgage Broker Switch Update Renew The next Annual Financial Filing for Test Mortgage Broker Company Inc is due on Jul 15 2013 Registered Sub Mortgage Broker s Sub Mortgage Broker Update Reg Full Legal Name a Expiry Date Status Renew Registered Mortgage Broker Reg Mortgage Broker Expi
39. e please specify their previous family name on the Personal History tab using the Previous Legal Names field The Aliases field is used for other names that need to be part of your application like a nickname used for business or advertising c The Employment History tab provides an Add Row button that allows you to create a new space for data entry In the new row you can type in a line for an employer You can keep adding as many rows as you need to fully document the five years prior to the date of this application d The Declarations tab requires truthful answers Some Yes answers provide comment boxes for detailed explanations and require supporting documents Other Yes answers only require supporting documents The comment boxes have a minimum character rule in place as applicants are required to provide full explanation Page 60 Financial Bee Institutions MB E Filing System User Guide CcotumBiA Commission e The Messages tab with provide an special system instructions or notes applicable to your transaction 4 When all the data has been reviewed and entered click Validate A data validation process will run and if there are errors or omissions a message window will appear providing an explanation The related fields in the form will be highlighted in pink Current Broker X030099 ABC Company Inc Control Centre Lo Add New Director Ms Janet Doe Personal Details Personal History Employment History
40. e batch for payment and final submission to the Registrar See the section Submitting Transactions to the Registrar in this guide The Remove Transaction button allows you to remove a transaction from a batch in case of error or a change in circumstances This feature can only be used prior to final submission amp payment Removing this transaction will return the information back to an Editing status where you will be allowed to make changes to it If the mortgage broker has branch offices all unsubmitted transactions related to a sub mortgage broker registered to a branch office must be viewed and submitted from the head office Control Centre 9 After the termination has been submitted the previous status of Pending Termination Open Batch Entry will be updated to Pending Termination Submitted No Fee Once the termination has been processed by Registrar staff it will be removed from the list of sub mortgage brokers The termination will appear in your list of Submitted Transactions Registered Sub Mortgage Broker s 2 click to hide details Reg Full Legal Name a Expiry Date Status 146339 Doe Jane Apr 9 2015 Current NEW Sub_broker Testme Pending Addition Paid by Cheque 500209 Sub Mortgage Broker James Jun 6 2015 Pending Termination Submitted No Fee 146346 Test Sub Broker John Jun 6 2015 Current 146686 Test Subroker Sally Jean Apr 23 2014 Transfer Incomplete Page 41 Financial Bm Insti
41. e brokers you are required to manually add all applicant data except their name Transferring Sub Mortgage Broker Reg 146686 Ms Sally Jean Test Subroker Expiry Date Apr 23 2014 Applicant Personal History Declarations Messages Full Legal Name Ms y First Sally Jean Middle Last Test Subroker Residence Address Line 1 City Line 2 Prov State Country y n Line 3 Postal Zip Code Personal Phone Personal Fax Service Address Line 1 City Line 2 Prov State Country Line 3 Postal Zip Code Website Validate Print Cancel Delete Copyright 2010 Financial Institutions Commission of British Columbia 2 If you have made a mistake in your selected transfer or if the person you have begun transferring will not be joining the mortgage broker you may use the red Delete button featured at the bottom right of the Sub Mortgage Broker form If you click this button you will see a pop up message box asking you to confirm you wish to delete this sub mortgage broker s information If you click Yes all of this data will be deleted 3 Add the required data in all tabs Most fields may not be left blank You can click Save at any time in case you need to close your session and return to it later a On the Applicant tab enter the Applicant s full legal name do not use initials For Personal Phone Number please use a number where we can reach them outside the office either a residential or c
42. e done first Please note that at this time there is no e filing option to add a new branch office or to terminate an existing branch office To add a new branch office you must use the Mortgage Broker link on FICOM website http www fic gov bc ca for the required application forms Switching Mortgage Broker Registrations If you have more than one mortgage broker registration to administer and you wish to work with a different mortgage broker registration click the Switch button in the Actions Mortgage Broker menu You will be returned to the mortgage broker list to make a new selection Current Broker 030099 Test Mortgage Broker Company Inc dba Test Actions Mortgage Broker Reg Mortgage Broker Update X030099 Test Mortgage Broker Company Inc Renew The next Annual Financial Filing fo Branches Reaist Page 12 Financial chm Institutions MB E Filing System User Guide CotumBIA Commission System Highlights Navigation amp Information Elements The following built in navigation and information elements are included for ease of use Collapsible sections in the Control Centre The Control Centre sections can become quite long when there are many current sub mortgage brokers or many previously submitted transactions Click anywhere in the section heading row to expand or collapse a section for better visibility on the Control Centre Registered Sub Mortgage Broker s A click to hide details
43. e list of supporting documents you may be required to submit and any applicable fees for changes to business name trade name or business address 5 Click Print Application to generate a PDF transaction summary report for your records 6 Click on the Add to Batch button to finalize the application and add it to the transaction batch You may click Cancel and return to your application later or click OK to proceed Page 26 Financial ac Institutions MB E Filing System User Guide CotumMBIA Commission 7 You will be returned to the Control Centre where you will see a new status for your selected mortgage broker Pending Update Open Batch Entry in bright pink font You may click on any record with this status to review the data in the mortgage broker form From within the form you can generate a PDF summary of the transaction details which will contain the DRAFT watermark 8 Once your transaction has been added to a Batch two U a nsubmitted new buttons in the Actions menu will appear within a Transaction new heading called Unsubmitted Transaction When Submit Batch you have completed all transactions related to your Remove Transaction current mortgage broker registration sub mortgage broker renewals transfers director updates etc you must click the Submit Batch menu item to submit the batch for payment and final submission to the Registrar See the section Submitting Transactions to the Registrar later
44. ed director Pending Open Batch Entry in bright pink font You Page 61 Financial ac Institutions MB E Filing System User Guide CotumMBIA Commission may click on any record with this status to review the data in the mortgage broker form From within the form you can generate a PDF summary of the transaction details which will contain the DRAFT watermark 10 Once your transaction has been added to a Batch two ae Unsubmitted new buttons in the Actions menu will appear within a Sentence new heading called Unsubmitted Transaction When pee eee you have completed all transactions related to your Remove Transaction current mortgage broker registration sub mortgage broker renewals transfers director updates etc you must click the Submit Batch menu item to submit the batch for payment and final submission to the Registrar see the section Submitting Transactions to the Registrar later in this guide The Remove Transaction button allows you to remove a transaction from a batch in case of error or a change in circumstances This feature can only be used prior to final submission amp payment Removing this transaction will return the information back to an Editing New status where you will be allowed to make changes to it 11 Submit any required supporting documents and fees to the Registrar Page 62 Financial Bee Institutions MB E Filing System User Guide Copa Commission Unsubmitted T
45. ed to Recall Data Submitted If you become aware you have submitted an inaccurate application e g sub mortgage broker registered to the wrong branch it is your responsibility to contact the Registrar s office immediately and identify the transaction If it has not already been imported into the Registry your application may be reset and will then display in MB E Filing with a status of Editing You may then make any necessary changes before resubmitting the transaction If the case involves a new or transferred sub mortgage broker or a new director who will not be working for the mortgage broker use the red Delete button on the respective Sub Mortgage Broker or Director form Do not leave an obsolete or inaccurate transaction in an unsubmitted batch Use the Remove from Batch menu option to reset the transaction to Editing status then use the Delete option where applicable Page 70 Financial ac _Lastitutions MB E Filing System User Guide CotumBia Commission Remove Transaction You may remove almost any item from the Unsubmitted Transaction batch This applies to Mortgage Brokers Sub Mortgage Brokers and Directors If you need to remove an item click the Remove Transaction button within the Actions Unsubmitted Transaction menu Unsubmitted Transaction Doe Janet Pending Addition Open Batch Entry Submit Batch Unsubmitted Transaction s ES click to hide details Remove Transaction Reports Line Reg Type
46. ei Waming allowing this can expose your computer to security risks If 7 you dont trust the current webpage choose No 7 Enter your card type card number and expiration date on the Internet Payments Program screen Then click the Pay Now button see below BRITISH COLUMBIA The Best Place on Earth Internet Payments Program Credit Card Payment Account BCEPQ_ Recommended P is in test mode Invoice Order Number 30106179 Amount 1 500 00 CAD Credit Card Type VISA v Expiration Date 11 wl 2013 v COPYRIGHT DISCLAIMER PRIVACY ACCESSIBILITY 8 After you complete your payment you will be directed to the post submit page which will display the transaction results see sample text below Page 67 Financial Bee Institutions MB E Filing System User Guide CcotumBiA Commission Use the Print Receipt button on this page to display a PDF of your transaction submission Click Control Centre to return you to the Control Centre page Click Logout if you have finished using MB E Filing and wish to close your session Thank you for submitting your registration transaction updates to the Registrar of Mortgage Brokers Your credit card transaction was processed successfully This transaction s payment status has been changed to Payment Approved Please ensure you promptly submit all required documentation if applicable to the Registrar of Mortgage Brokers The
47. ell number Remember the Service Address must be located in British Columbia b If the applicant has undergone a name change since their last renewal e g marriage please update the new family name on the Applicant tab and Page 47 Financial Bee Institutions MB E Filing System User Guide CotumBiA Commission specify their previous family name on the Personal History tab using the Previous Legal Names field The Aliases field is used for other names that need to be part of your registration like a nickname used for business or advertising Transferring Sub Mortgage Broker Reg 146686 Ms Sally Jean Test Subroker Expiry Date Apr 23 2014 Applicant Personal History Declarations Messages Previous Legal Names Test Name Aliases Birthdate 2 15 1985 Birthplace City Prov State Country Random City Date format MM DD Y Citizenship Canadian citizen Permanent resident Entitled to work under immigration permit Please indicate if the Applicant has lived outside of Canada in the last 10 years and if so where c The Declarations tab requires truthful answers Some Yes answers provide comment boxes for detailed explanations and require supporting documents The comment boxes have a minimum character rule in place as applicants are required to provide full explanation d The Messages tab provides any special system instructions or notes applicable to each transaction type ex updates ren
48. elsewhere following field s bankruptcy proceedings please specify pending legal proceedings please specify civil judgments please specify subject of an investigation please specify Note All fields with missing or invalid data are shaded in pink Validate Delete 5 Review the information provided on the Certification page paying close attention to the list of supporting documents you may be required to submit 6 Click Print Application to generate a PDF transaction copy for the applicant to sign and certify which you must keep in your files 7 Click on the Add to Batch button to finalize the transaction and add it to the batch Clicking the Add to Batch button on the Certification page will produce a warning message You can click Cancel on this message and return to your submission later or click OK to proceed 8 You will be returned to the Control Centre where you will see a new status for your selected sub mortgage broker Transfer Update or Transfer Renewal in bright pink font You may click on any record with this status to review the data in the mortgage broker form From within the form you can generate a PDF summary of the transaction details which will contain the DRAFT watermark 9 Once your transaction has been added to a Batch two new buttons in the Actions menu will appear within a new heading called Unsubmitted Unsubmitted Transaction When you have ageta
49. er the Service Address must be located in British Columbia b If this is a re registration and the applicant has undergone a name change since their last renewal e g marriage please update the new family name on the Applicant tab but be sure to specify their previous family name on the Personal History tab using the Previous Legal Names field The Aliases field is used for other names that need to be part of your registration like a nickname used for business or advertising Page 51 Financial Bee Institutions MB E Filing System User Guide CcotumBiA Commission c Both the Employment History and the Education tab provide an Add button that allows you to create a new line for data entry For example when you click Add Employment on the Employment History tab a new row will be added where you can type in required information You can keep adding as many rows as you need to fully document their employment history for the last five years prior to the date of this application New Sub Mortgage Broker Registration Mr Demo Data Applicant Personal History Employment History Education Requirements Prior Licensing Registration Declarations Messages Give full disclosure on the Applicant s business activities including periods of unemployment schooling and self employment for the full 5 year period immediately preceding the date of this application You may not submit the data if there are date gaps E
50. er Transactions DI s can use MB E Filing to submit mortgage broker registration renewals or to make updates to registration information e g amendments to business address trade names or email addresses and phone numbers The Action buttons in the Control Centre menu provide two ways to manage a mortgage broker record Update or Renew A shortcut is built into system so that if you simply click on the mortgage broker listing in the Control Centre and the record is eligible for renewal MB E Filing will automatically open the record in renewal mode You are allowed to renew a registration up to 60 days prior to its expiry date If you access a registration more than 60 days prior to the expiry date you can only make updates to it St hae X030205 MB Test Company No Branches dba Test MB Company for testing Control Centre Logout Actions Registered Mortgage Broker Mortgage Broker Switch Reg Mortgage Broker Expiry Date Status X030205 MB Test Company Aug 5 2012 Current The next Annual Financial Filing for MB Test Company is due on Jul 30 2010 You will have up to 14 calendar days to complete and submit any transactions you begin After 14 days with a status of Editing the updates made to mortgage broker data will be lost the modified data will be overwritten by the most current data from the Registrar s office These automatic updates help prevent the data in MBEF from becoming stale or out of date while still allowing the DI
51. ertification KA Norton VeriSign ABOUT SSL CERTIFICATES Data Updates MB E Filing data is refreshed nightly Any updates done manually to registration data at the Registrar s office will not be visible in MB E Filing the same day but will be visible the following morning Timing Out Similar to other sites where personal information is accessed your browser session will time out after 30 minutes of inactivity If the session has timed out data in the current page will NOT be saved The next time you click on an element in the page the browser will be redirected to the login page Use the Save buttons within the mortgage broker sub mortgage broker and director forms regularly to safeguard your data and prevent session time outs Screen Resolution The MB E Filing website is best viewed with a minimum screen resolution is 1024 x 768 pixels To view or change your screen resolution in Windows 7 right click the desktop and then click the Screen Resolution option Experiment with the settings until you find one that works for you Page 80 Financial chem Institutions MB E Filing System User Guide CotumBia Commission Site Navigation Forward and Back Buttons The MB E Filing system is different from websites where you view news articles or download files MB E Filing is constantly reading from and writing to a database As a result the browser s forward and back buttons are disabled to protect data integrity and
52. es Securities Act Mortgage Brokers Act rior B C Registration 146339 Find Name Ms Test My Sub Mortgage Broker Expiry Date Nov 8 2013 Has the Applicant ever been refused a license or registration or has the Applicant ever been disciplined or had their license or registration suspended or cancelled under any of the Acts above or under any legislation in any jurisdiction e The Declarations tab requires truthful answers Some Yes answers provide comment boxes for detailed explanations and require supporting documents Other Yes answers only require supporting documents The comment boxes have a minimum character rule in place as applicants are required to provide full explanation f The Messages tab provides any special system instructions or notes applicable to your transaction whether it is a new registration or re instatement Reminder You can save your data at any time and return to it at a later date This is helpful when you need to obtain more information before you complete a transaction Page 53 Financial Bee Institutions MB E Filing System User Guide CotumBiA Commission 4 When all the data has been reviewed and entered click Validate A data validation process will run and if there are errors or omissions a message window will appear providing an explanation The related fields in the form will be highlighted in pink If applicable correct all omissions and click Validate again The validati
53. es specified above assume payment will be made today Completing payment on a future date may result in additional late fees Add to Batch Print Application Cancel 7 You may click Print Application to generate a transaction report prior to adding the application to a batch This is helpful for verifying information with an applicant 8 Clicking on the Add to Batch button will produce a warning message You can click Cancel and return to your submission later or click OK to proceed which will send the application to the Unsubmitted Transaction batch Page 24 Financial Bee Institutions MB E Filing System User Guide cotumBiA Commission Message from webpage Ea Are you sure you are ready to add this Mortgage Broker to the Unsubmitted Transaction batch Fyou click OK you will need to use the Remove Transaction menu to return the data to an editable status Note Since this data represents a head office if you click OK you will also affecting all branch offices by converting their Status to Pending sy 9 You will be returned to the Control Centre where you will see a new status for your selected mortgage broker Pending Renewal Open Batch Entry in bright pink font You may click on any record with this status to review the data in the mortgage broker form From within the form you can generate a PDF summary of the transaction details which will contain the DRAFT water
54. ewals transfers 4 When all the data has been reviewed and entered click Validate A data validation process will run and if there are errors or omissions a message window will appear providing an explanation The related fields in the form will be highlighted in pink If applicable correct all errors and omissions and click Validate again If successful you will be directed to the Certification page Page 48 Financial Bee Institutions MB E Filing System User Guide Cco tumBiA Commission Transferring Sub Mortgage Broker Reg 146686 Ms Sally Jean Test Subroker Expiry Date Apr 23 2014 Applicant Personal History Declarations Messages Since the date of the last application for the Applicant Ms Sally Jean Test Subroker a b c d e Has this Applicant been charged or indicted or have they been convicted without pardon under any law of any province state or country Has this Applicant personally or has any business of which this Applicant is or was an officer director or partner been subject to bankruptcy proceedings No O Are there any pending legal proceedings against Message from webpage Has any judgment been rendered against this Ap officer director or partner in any civil court in Unable to Save data Validation failed To your knowledge is this Applicant currently th There is either invalid information or insufficient information in the agency in British Columbia or
55. gage Broker Registration Sub mortgage brokers are eligible for renewal up to 60 days prior and 30 days past their expiry date If an individual has not been renewed within 30 days after their registration expiry date the person will no longer appear in the list of registered sub mortgage brokers If you wish to re register the individual in this scenario you will need to use the Add menu option instead of the Renew option The Messages tab of sub mortgage brokers whose registration has expired contains references to this information to help remind you of the timelines involved and the action required Sub mortgage brokers whose registration has expired will display in orange font in the Control Centre list to draw your attention see below If you select this type of record you must renew their registration Registered Sub Mortgage Broker s Reg Full Legal Name A Expiry Date Status 146339 Sub Mortgage Broker Test My Nov 8 2013 Current 500112 Sub Broker Tony Test Feb 16 2014 Current 146346 Sub MB Test 2 Feb 13 2012 Current 146686 Test Sub Sally Feb 16 2014 Current Steps to follow 1 Confirm you are viewing the correct mortgage broker or branch and can see the sub mortgage broker listed The Control Centre page heading displays the current mortgage broker branch location If you manage multiple mortgage brokers click the Switch button in the Actions Mortgage Broker menu to select a different mortgage broker regis
56. ge Broker menu to select a different mortgage broker registration 2 Click on the Branches menu option in the Control Regie SR Mortgage Broker 3 Review the list of Branches and select the one Switch requiring updates Update Renew 4 Review contact data make any required changes Head Office and click Validate If required review and correct any Branches errors or omissions found during data validation and click Validate again 5 Carefully review the information provided on the Certification page paying close attention to the list of supporting documents you may be required to submit and any applicable fees 6 Click Print Application to generate a PDF transaction summary report for your records 7 Click on the Add to Batch button to finalize the transaction and add it to the batch You may click Cancel and return to your submission later or click OK to proceed Page 28 Financial ac Institutions MB E Filing System User Guide CotumBia Commission 8 You will be returned to the branch s Control Centre where you will see a new status for your selected mortgage broker Pending Update Open Batch Entry in bright pink font You may click on any record with this status to review the data in the mortgage broker form From within the form you can generate a PDF summary of the transaction details which will display the DRAFT watermark 9 Click on the Branches button to select a new branch to update or click the Head
57. gegbeg completed all transactions related to your current Submit Batch mortgage broker registration sub mortgage broker Remove Transaction renewals transfers director updates etc you must click the Submit Batch menu item to submit the batch for payment and final submission to the Registrar See the section Submitting your Transactions to the Page 49 Financial Bee Institutions MB E Filing System User Guide CotumBiA Commission Registrar in this guide The Remove Transaction button allows you to remove a transaction from a batch in case of error or a change in circumstances This feature can only be used prior to final submission amp payment Removing this transaction will return the information back to a Transfer Incomplete status where you will be allowed to make changes to it Please note that if the registrant is eligible for renewal during a transfer you will only be charged the renewal fee 500 and not the additional transfer fee 200 Page 50 BRITISH Financial Institutions MB E Filing System User Guide CcotumBiA Commission Add a New Sub Mortgage Broker Use the Add button within the Actions Sub Mortgage Broker menu when doing any of the following adding a brand new previously unregistered sub mortgage broker adding an individual who is more than 30 days past their expiry date adding an individual who has been terminated elsewhere for more than 30 days but still has time left o
58. get your new password you can use the Forgot Password link on MB E Filing s home page This will initiate a password reset process and a new temporary password will be emailed to you Page 9 Financial Bee Institutions MB E Filing System User Guide CcotumBiA Commission MB E Filing Control Centre The Control Centre displays your registrations transaction records and provides the due date for your next annual filing The Actions menu on the left provides buttons for each type of transaction as well as access to reports and the user guide Collapsible sections to the right of the menu have colour coded font and status descriptors to help you keep track of your work ae X030099 ABC Company Inc dba John Doe ABC Company Inc Control Centre Logout Actions Registered Mortgage Broker Mortgage Broker Switch Reg Mortgage Broker Expiry Date Status Update X030099 ABC Company Inc Dec 31 2014 Current Renew The next Annual Financial Filing for ABC Company Inc is due on Aug 30 2013 Branches 5 K Registered Sub Mortgage Broker s click to hide details Sub Mortgage Broker Update Reg Full Legal Name a Expiry Date Status Renew 146339 Doe Jane Apr 9 2015 Current Terminate NEW Sub_broker Testme Pending Addition Paid by Cheque Transfer in 500209 Sub Mortgage Broker James May 21 2014 Pending Update Open Batch Entry Add 146346 Test Sub Broker John Mar 31 2014 Editing Director Warning regarding Sub Mortgage Broke
59. gistrar You may update or terminate existing director records or add new ones by using the options on the Director Menu Director links provided in the Director tab allow updates only and force an exit from the broker record d The Declarations tab requires truthful answers Some Yes answers provide comment boxes for detailed explanations and require supporting documents The comment boxes have a minimum character rule in place as applicants are required to provide detailed explanations Page 22 Financial sc Lastitutions MB E Filing System User Guide cotumBiA Commission e The Messages tab provides transaction notes to help you submit the application correctly Mortgage Broker Renewal X030099 ABC Company Inc Head Office Expiry Date Jul 29 2013 Applicant Addresses Activities Declarations Branch Offices Messages Since this record is a Head Office renewing this registration will automatically renew the registration of all Branch Offices Please ensure you have reviewed and updated information for all Branch offices prior to submitting this renewal application Renew has been chosen for this record and you may renew it today This registration will expire on Jul 29 2013 This mortgage broker s data was last edited on Jun 5 2013 You have 14 days from that date i e Jun 19 2013 to submit your changes or any changes you made will be overwritten Note lf you have made changes to the record but yo
60. in this guide The Remove Transaction button allows you to remove a transaction from a batch in case of error or a change in circumstances This feature can only be used prior to final submission amp payment Removing this transaction will return the information back to an Editing status where you will be allowed to make changes to it Page 27 Financial Bee Institutions MB E Filing System User Guide CcotumBiA Commission Update a Branch Office Registration Each branch has its own contact information screen to review and edit All other registration information is considered the same as what is already stored for its head office On this basis branch office renewals are done automatically when a head office registration is renewed Mortgage Broker Renewal X300005 ABC Company Inc test location Branch Office Applicant Addresses Messages Since this record is a Branch Office the only available tabs for data edit are Applicant and Addresses After the data has been submitted and you have clicked the Add to Batch button on the Certification page use the Head Office s Control Centre page to view the Unsubmitted Transaction Renew has been chosen for this record and you may renew it today This registration will expire on Jul 29 2013 Steps to Follow 1 Confirm you are viewing the correct head office registration If you manage multiple mortgage brokers click the Switch button in the Actions Mortga
61. k on the Add to Batch button to finalize the transaction and send to the Unsubmitted Transaction holding area 9 The next time you view the Director list you will see an updated status for this director It will show Pending Update Open Batch Entry in bright pink font You may click on any record with this status to review the data in the mortgage broker form From within the form you can generate a PDF summary of the transaction details which will contain the DRAFT watermark 10 Once your transaction has been added to a Batch two e SC Unsubmitted new buttons in the Actions menu will appear within a Pie new heading called Unsubmitted Transaction When Submit Batch you have completed all transactions related to your Remove Transaction current mortgage broker registration sub mortgage broker renewals transfers director updates etc you must click the Submit Batch menu item to submit the batch for payment and final submission to the Registrar See the section Submitting Transactions to the Registrar in this guide The Remove Transaction button allows you to remove a transaction from a batch in case of error or a change in circumstances This feature can only be used prior to final submission amp payment Removing this transaction will return the information back to an Editing status where you will be allowed to make changes to it Page 57 BRITISH Financial Institutions MB E Filing System User Guide
62. ker whose registration has expired you will receive additional information about important submission deadlines Sub Mortgage Broker Renewal Reg 146346 Mr Test Sub MB Expiry Date Feb 13 2012 Applicant Personal History Education Requirements Declarations Messages This registration expired on Feb 13 2012 Late fees will apply As of Mar 15 2012 renewing this sub mortgage broker will not be possible since they will be automatically removed from the Registered Sub Mortgage Broker s list 7 When all the data has been reviewed and entered click Validate A data validation process will run and if there are errors or omissions a message window will appear providing an explanation A message window will appear explaining errors or omissions and the related fields in the form will be highlighted in pink If required correct any errors or omissions and click Validate again Page 33 BRITISH E COLUMBIA Commission Financial Institutions MB E Filing System User Guide Applicant Personal History Education Requirements Declarations Messages Since the date of the last application for the Applicant Mr Rene Espersen Carloni a b c d e Has this Applicant been charged or indicted or have they been convicted without pardon under any law of any province state or O No OY country 2 Has this Applicant personally or has any business of which this Applicant is or w
63. le above you may not submit a head office and branch office renewal unless the batch contains the head office renewal record If the head office record was removed from the batch you will see the Submit Transaction Batch button and the Print Transaction Batch button are disabled see screen capture below Page 73 Financial Bee Institutions MB E Filing System User Guide cotumBiA Commission Using the second example above you may not submit a head office and branch office name change unless the batch contains the head office record If the head office was removed from the batch you will see the Submit Transaction Batch button and the Print Transaction Batch button are disabled Current roker 030099 ABC Company Inc Control Centre Logout Unsubmitted Transaction s Payment method Credit Card Cheque Other Transaction Batch Detail s Line Reg Type Name Status Fee 6969 X300005 MB ABC Company Inc test location Pending Renewal 200 Total Fee Payable 200 Cancel You must add the Head Office back to the Unsubmitted Transaction batch before you can submit it At this stage click the Cancel button You will be returned to the Control Centre for the head office Select the head office make any required changes and re submit the update to the unsubmitted transaction batch Then you may click the Submit Transaction Batch button and complete payment as shown below pe he x030099 ABC Company Inc Control Cen
64. mark Once your transaction has been added to a Batch two new buttons in the Actions menu will appear within a new heading called Unsubmited Transaction When you have completed all transactions related to your current mortgage broker registration sub mortgage broker renewals transfers director updates etc you must click the Submit Batch menu item to submit the batch for payment and final submission to the Registrar see the section Submitting Transactions to the Registrar in this guide Unsubmitted Transaction Submit Batch Remove Transaction The Remove Transaction button allows you to remove a transaction from a batch in case of error or a change in circumstances This feature can only be used prior to final submission amp payment Removing this transaction will return the information back to an Editing status where you will be allowed to make changes to it Reminder You can save your data at any time and return to it at a later date This is helpful when you need to obtain more information before you complete a application Page 25 Financial ac Institutions MB E Filing System User Guide CotumBIA Commission Update Mortgage Broker Registration Information You are required to keep contact information and any other information affecting your registration up to date The MB E Filing system provides an easy way to quickly update no fee items like phone numbers to complex fee based updates like
65. mission of British Columbia 5 Correct any errors or omissions and click Validate again When no errors remain this button will redirect you to the Certification page Page 23 Financial Bee Institutions MB E Filing System User Guide CcotumBiA Commission 6 Carefully review the information provided on the Certification page paying close attention to the list of supporting documents you may be required to submit and any applicable fees Please note that the assessed fees displayed on this page are calculated based on a payment date of the same day If payment and final submission of the application is delayed past an applicant s expiry date late fees will be assessed manually by the Registrar and must be paid before the application will be processed In the example below you can see the full details of complex fees in this case a corporate name change combined with a renewal provided on the page Current Broker X030099 ABC Company Inc Control Centre Logout Certification of Designated Individual Mortgage Broker Registration Renewal By clicking on the Add to Batch button certify that have made sufficient enquiries of ABC Company Inc Head Office the Applicant and conducted all appropriate due diligence in order to complete the Applicant s application dated Friday May 31 2013 and have printed a copy of the application information further certify the information is true correct and complete t
66. mployer Occupation From To Delete SELECT y SELECT ell SELECT V SELECT sl Add Employment Please note that in the case of re registrations do not enter data in the Education tab When a registration number is entered on the Prior Licensing tab the Education tab will become hidden and any data entered on it will not be saved New education data can be added any time as an Update once the applicant has been re registered Note If at any time during this addition you determine you will not be proceeding with the application you can use the red Delete button on the bottom right of the Sub Mortgage Broker form If you click this button you will see a pop up message box asking you to confirm you wish to delete this sub mortgage broker s information If you click Yes all of their data will be deleted d Complete the Prior Licensing tab using the radio buttons for BC Licenses or Registrations and using the Other box for legislation in other jurisdictions If you click Yes beside the Mortgage Broker Act option the system will require you to enter a registration number If the applicant was previously registered as a sub mortgage broker in British Columbia please make sure you obtain their prior B C registration number When you type in the number a pop up message will appear explaining the registration options available for the number you entered You may be directed to continue with the Add new
67. n back to an Editing status where you will be allowed to make changes to it If the mortgage broker has branch offices all unsubmitted transactions related to a sub mortgage broker registered with a branch office must be viewed and submitted from the head office Control Centre 13 Submit any required supporting documents and applicable fees to the Registrar Page 36 Financial Bee Institutions MB E Filing System User Guide cotumBiA Commission Update a Sub Mortgage Broker Registration You are required to keep contact information and any other information affecting a registration up to date The MB E Filing system provides an easy way to quickly update no fee items like phone numbers and education to fee based updates like legal name changes Please note that the system is not designed for you to over write an existing sub mortgage broker record with entirely new information You will receive an error message if you completely change both the first and last names for an existing sub mortgage broker Steps to follow 1 Confirm you are viewing the correct mortgage broker or branch and can see the sub mortgage broker listed The Control Centre page heading displays the current mortgage broker branch location If you manage multiple mortgage brokers use the Switch button in the Actions Mortgage Broker menu to select a different mortgage broker registration 2 Click the Update button within the Actions Sub Mortgage
68. n in the Actions menu Each branch office will appear in its own report page The Best Place on Earth B Ki gt Sans Registrar of Mortgage Brokers yes X030099 ABC Company Inc Head Office Branch Office Company Contact Information Mortgage Broker X030099 ABC Company Inc Head Office Full Legal Name ABC Company Inc Trade Name Applicant is a Corporation Business Phone 604 222 2222 ext 333 Fax 604 333 3333 Email Address jane doe abc ca Website www testmb ca Business Address Line 1 5678 Test Avenue City Test City Line 2 Prov State Country British Columbia Canada Line 3 Postal Zip Code VST 1M6 Service Address Line 1 1234 Test Street City Test City Line 2 Prov State Country British Columbia Canada Line 3 Postal Zip Code V6Y 2P4 Mailing Address Line 1 City Line 2 Prov State Country Line 3 Postal Zip Code Page 79 Financial ac Institutions MB E Filing System User Guide CoLumMBIA Commission Technical Information Security The logo seen on the home page of the MB E Filing system shows this site is VeriSign certified for your protection If you click on the Verify link you will be transferred to a VeriSign page indicating the FINANCIAL INSTITUTIONS COMMISSION is the web site owner and it has registered the site with VeriSign If you click on the About SSL Certificates you will be transferred to the Symantec website The SSL Certificates link explains the benefits of SSL C
69. n their registration period re registration The system provides a field to specify the individual s BC registration number under the Prior Licensing Tab to link back to an existing sub mortgage broker record Based on the prior registration number you enter in the form the system will provide information to help you choose the right menu option Steps to follow 1 Confirm you have loaded the Control Centre for the mortgage broker registration to which you want to register the sub mortgage broker The Control Centre page heading displays the current mortgage broker If you manage multiple mortgage brokers click the Switch button in the Actions Mortgage Broker menu to select a different mortgage broker registration If you are registering the individual to a specific branch make sure you are viewing the Control Centre for that branch office Click the Add button within the Actions Sub Mortgage Broker menu Add the required data in all tabs Most fields may not be left blank You can click Save at any time in case you need to close your session and return to it later Data entered will be saved in Title case Upper and Lower case letters so any text entered in ALL CAPS will be converted when you click Save a On the Applicant tab enter the Applicant s full legal name do not use initials For Personal Phone Number please use a number where we can reach them outside the office either a residential or cell number Rememb
70. nch offices Any transaction related to a branch office is submitted from the head office Control Centre Registration Data looks wrong Contact the Registrar s Office to discuss the issue or email a request that includes a screen capture of the questionable data Fee Calculations Fees are calculated according to the schedule on our website Fees calculated by the system assume a final submission date of the same day If final submissions are delayed past an applicant s expiry date late fees will be calculated manually by the Registrar and must be paid before the application will be processed Payment Options Please read the Electronic Payment Processing section or the Payment Information section both in this guide BC Express Pay is down We are not responsible for the BC Express Pay site If you are unable to process your transaction using the Credit Card option use Cheque or Other as your payment option In this case you are responsible for submitting payment to the Registrar before your applications can be processed How do enable JavaScript If JavaScript is not enabled you will not see any data on the page Instead you will see a message explaining why MB E Filing requires you to enable it Follow the on screen instructions to enable it and reload the current page To enable JavaScript within Internet Explorer click on the Tools menu and select Internet Opti
71. nformation Details of Complex Fees When complex fee calculations are performed the system allows you to see the fee details for an individual transaction see Line below For example a corporate name change involves a fee for every branch and sub mortgage broker not currently eligible for renewal For simplicity the system only displays the lump sum fee you are assessed Page 63 Financial ac Institutions MB E Filing System User Guide CotumBiaA Commission From the Unsubmitted Transaction section you may print a PDF report called Fee Details to show how a fee total has been calculated Open the PDF by clicking on any row in the Unsubmitted Transaction section where the fee is more than 0 Using the example below the Fee Details report is available for Line 6968 X030099 ABC Company Inc Transaction Batch Line 6968 Detail s Reg Type Name Expiry Date Fee Code Amount X030099 M B ABC Company Inc Head Office Jul 29 2013 R 500 146339 Sub Ms Jane Doe Head Office Apr 9 2015 N 200 Explanation of Fee Codes R Registration Fee L Late Fee N Name Change Fee A Address Change Fee Payment Options Once you are viewing the Submit Transaction Batch page if the total amount owing is more than 0 you will see you have three payment options Please remember that renewal fees calculated at this step may incur further late fees if the renewal transaction was left un submitted past the registr
72. ng Delete Page 6 Financial Bee Institutions MB E Filing System User Guide CcotumBiA Commission e For Firefox users we recommend clearing the Cache in one of the following ways If you never want Firefox to store webpages in the cache click the Tools Options menu Click Advanced then on the Network tab in the Cached Web Content section make sure the Override automatic cache management check box is selected Then set the value Limit cache to 0 MB of space If you want to store cached web pages but you need to clear the cache one time click the Tools Options menu Click Advanced then on the Network tab in the Cached Web Content section click the Clear Now button Please note that your MB E Filing session will time out after 30 minutes of inactivity and any unsaved data will be lost Please save your data regularly Note Consult the FAQ section at the end of this document to learn how to verify the JavaScript and Cookie settings for your browser Page 7 Financial ae Institutions MB E Filing System User Guide cotumBiA Commission Finding the MB E Filing System The MB E Filing login page is accessible through a special landing page included in the FICOM website http www fic gov bc ca under the Mortgage Brokers section The landing page provides a link to the system as well as links to this user guide and contact information Secure access to the MB E Filing system is achieved through a
73. ng cash in person No Fee Transactions In the case of transactions with no fee attached the invoice screen will display your transaction details with the Payment Method N A In order for the Registrar to process the information updates you will still need to submit the transaction batch Process for Submitting a Transaction Batch 1 Confirm you are viewing the Control Centre for the correct mortgage broker registration If the mortgage broker has branch offices make sure you are viewing the head office or click the Head Office button within the Actions Mortgage Broker menu 2 Click the Submit Batch button within the Actions Unsubmitted Transactions menu 3 If fees apply select the Payment Method you wish you use either Credit Card or Cheque or Other If you click on any of the radio buttons an explanation with appear for that payment option Page 65 Financial ae Institutions MB E Filing System User Guide cotumBiA Commission Current Broker X030099 ABC Company Inc Control Centre Logout Unsubmitted Transaction s Test Server Payment method Credit Card Use electronic payment site to pay immediately D Cheque Other Transaction Batch Detail s Line Reg Type Name Status Fee 8816 X030099 M B ABC Company Inc Head Office Pending Renewal 900 8817 X030111 M B ABC Company Inc Surrey Pending Renewal 200 8818 X300005 M B ABC Company Inc test location Pending Renewal 200 88
74. o the best of my knowledge information and belief Please submit the following documentation via email MortgageBrokers ficombc ca or fax 604 660 3365 Supporting Documentation el ae The trade name for the You must submit a copy of any Corporate Registry records authorizing the use of your name and a e brokerage has changed copy of any consent agreement by the franchisor if applicable The following fee payment is required Fee Details Head office registration renewal has occurred This renewal will automatically renew the registration of all branch offices If a branch office s registration details have changed this registration must be updated and submitted before renewing the head office registration Legal and or trade name change has occurred This change will automatically update the legal and or trade names of all branch offices Fees due for amendment of registration information for all sub mortgage brokers at the head office not currently eligible for renewal and for all sub mortgage brokers at all branch offices not currently eligible for renewal name change fee 600 Monday July 29 2013 is the Registration Expiry date Fees due for the renewal of the registration of a Head Office registration fee 500 Registration Renewal Fee Please remember that failure to submit either the supporting documentation or the fee payment indicated above will result in delays processing this application Note the fe
75. oker Reg 146346 Mr John Test Sub Broker Status Pending Renewal Vancouver British Columbia Canada Viv 1V1 604 987 1234 Vancouver British Columbia Canada Viv ivi www test2 ca Page 1 of 7 Financial ac Lastitutions MB E Filing System User Guide CotumBia Commission Fee Details The Fee Details report can be produced for any transaction currently in an unsubmitted batch The details of the individual transaction are explained using letter codes After the batch has been submitted for payment these individual fee details are no longer available X030099 ABC Company Inc Transaction Batch Line 6973 Detail s Reg Type Name Expiry Date Fee Code Amount 146346 Sub Mr John Test Sub Broker Jul 29 2013 R 500 Explanation of Fee Codes R Registration Fee L Late Fee N Name Change Fee A Address Change Fee Remittance Advice Once a transaction batch has been submitted for payment the remittance advice report is available to display the contents of the submitted batch The report includes a reference for how the batch was paid for and should be included with your payment when paying for transactions by cheque credit card fax form or by cash Page 76 Financial ae Institutions MB E Filing System User Guide CcotumBia Commission Remittance Advice X030099 ABC Company Inc Send To Transaction Details Ministry of Finance Date May 31 2013 3 47 PM Financial Institu
76. on a submission date of the same day If final payment and submission of the application is delayed past an applicant s expiry date late fees will be assessed manually by the Registrar and must be paid before the application will be processed Certification of Designated Individual Sub Mortgage Broker Registration Renewal By clicking on the Add to Batch button certify that have made sufficient enquiries of Mr John Test Sub Broker the Applicant and conducted all appropriate due diligence in order to complete the Applicant s application dated Friday May 31 2013 and have printed a copy of the application information further certify that have obtained the Applicant s certification on the application that the information is true correct and complete to the best of the Applicant s knowledge information and belief Note understand that if make any subsequent changes to the application data am obligated to print a new copy of the application information and obtain the Applicant s certification on the revised data have examined two pieces of identification of the Applicant and am satisfied from my review of the identification it is that of the Applicant Please submit the following documentation via email MortgageBrokers ficombc ca or fax 604 660 3365 EE You must submit MB Form 16 You must also submit one piece of color copied government issued identification which contains a photograph of the
77. on process will run again and if successful you will be directed to the certification page New Sub Mortgage Broker Registration Mr Demo Data Applicant Personal History Employment History Education Requirements Prior Licensing Registration Declarations Messages Please answer the following questions about the Applicant Mr Demo Data Has this Applicant been charged or indicted or have they been convicted without pardon under any law of any province state or country S Has this Applicant personally or has any business of which this Applicant is or was an officer director or partner been subject to A bankruptcy proceedings a b c Are there any pending legal proceedings against this Applicant or any business of which they were an officer director or partner d Has any judgment been rendered against this Applicant officer director or partner in any civil court in British C Message from webpage s To your knowledge is this Applicant currently the subied agency in British Columbia or elsewhere e Unable to Save data Validation failed There is either invalid information or insufficient information in the following field s previous charges or indictments please specify bankruptcy proceedings please specify pending legal proceedings please specify civil judgments please specify subject of an investigation please specify Note All fields with missing or invalid data a
78. ons Click the Security tab and select Internet as the zone click the Custom Level button In the section titled Scripting click Enable for the Active Scripting option Click OK to exit the Security Settings window Click OK to exit the Internet Options window Click the Refresh button or press F5 To enable JavaScript within Firefox click the Tools menu and select Options Click the Content tab Make sure the Enable JavaScript option is checked Click OK to exit the Options window Click the Reload button Page 85 Financial S Institutions BRITISH eee Copa Commission MB E Filing System User Guide How do I allow Cookies To allow cookies within Internet Explorer click on the Tools menu and select Internet Options Then click Privacy tab and click the Advanced button You must click Accept in the First party Cookies section and make sure the Always allow session cookies option is checked Note that if you need to change these settings and the window section is not enabled click Override automatic cookie handling After you have finished then click OK to exit the Advanced Privacy Settings window Click OK to exit the Internet Options window Click the Refresh button or press F5 To allow cookies within Firefox version click Tools menu and select Options Then click the Privacy tab make sure the Accept cookies from sites option is checked Click OK to exit the Options window Click
79. payment will show a DRAFT watermark to let you know that the data was not submitted to the Registrar at the time of printing Once you submit a transaction for payment which locks the record from further updates the watermark will no longer display All MB E Filing reports use the PDF format and include registration numbers and dates in the report file names to assist you with record keeping You must have a PDF viewer like Adobe Reader installed to view the files Page 14 Financial Bee Institutions MB E Filing System User Guide cotumBiA Commission Electronic Payment Processing The Registrar of Mortgage Brokers is pleased to offer the option of electronic payment processing When you submit a transaction batch for payment you can choose to pay immediately by credit card or use a manual payment option When you choose Credit Card as the payment method you will be directed to the government s secure e payment site BC Express Pay You may pay the application fee with Visa MasterCard or American Express credit cards If you choose Cheque or Other as your payment method you must send the cheque or credit card fax form along with any required supporting documents to the Registrar before your applications will be processed Cheques must be made payable to the Minister of Finance Page 15 Financial ac Institutions MB E Filing System User Guide CoLumMBIA Commission General Process for Submitting T
80. plete Termination button Saha X030099 ABC Company Inc dba John Doe ABC Company Inc Control Centre Logout Sub Mortgage Broker Registration Termination Complete the following to terminate the registration of James Doe Termination date 5 31 2013 v Termination reason Resigned iv Comments leaving the industry Complete termination Cancel Page 40 Financial eRe nstitutions MB E Filing System User Guide CotumBiA Commission 7 You will be directed back to the Control Centre where the terminated sub mortgage broker s information will appear in red with a status of Pending Termination Open Batch Entry in bright pink font You may click on any record with this status to review the data in the mortgage broker form From within the form you can generate a PDF summary of the transaction details which will contain the DRAFT watermark and will include the terminations details you entered 8 Once your termination transaction has been added to a fe i Unsubmitted Batch it will appear as a no fee item in your list of Tramaacioi Unsubmitted Transactions Two new buttons in the Submit Batch Actions menu will appear within a new heading called Remove Transaction Unsubmitted Transaction When you have completed all transactions related to the current mortgage broker sub mortgage broker renewals transfers director updates etc you must click the Submit Batch menu item to submit th
81. plication Gummartes eee ee eeeeeeeaeeeeeeeeeeeeteccecaaeeeeeeeeeeeeeeeneaaees 75 SR 76 PIGININTANICS e te EE 76 Men Beta 78 Control Centre Report ANEN 78 Head Branch Office Report A 79 Technical Information sac cssicstcs tcorensnesdnettn cuceiciiesctinaitneutuenenendea etn endinnynendraniieentnaneneaduatinantateds 80 Financial eRe Institutions MB E Filing System User Guide CotumBia Commission BUI tice abetted eric eine cite ctidce teehee 80 Da t amp UpdateS mae ee Eed E Ee 80 Timing MT E 80 Screen RSS OM eege 80 Site Navigatio EE 81 Forward and Back Ee EEN 81 Favorites and Bookmarks 81 Bro ws r e EE 81 Verifying Browser Font Settings EEN 81 lei ele e see eres eee er E ee ee eee ee eee ee ees 84 PIG DOMINGO Gei 84 FAQ Frequently Asked Ka Le EEN 84 Comments Gr Recommendations deg ger esd EE HEEN EEN eheesnes Miauebei EE dE 86 Page 3 Financial eRe Institutions MB E Filing System User Guide CotumBia Commission Welcome to Mortgage Broker MB E Filing Introduction The MB E Filing system is a web based registration system that allows Designated Individuals Dl s who have obtained login credentials from the Registrar of Mortgage Brokers to complete online applications for the following e Mortgage broker Updates amendments e Mortgage broker Renewals e Sub mortgage broker Updates amendments e Sub mortgage broker Renewals e Sub mortgage broker Terminations e Sub mortgage broker Transfers e
82. r or click OK to proceed Message from webpage xs Are you sure you are ready to add this Sub Mortgage Broker to the Unsubmitted Transaction batch If you click OK you will need to use the Remove Transaction menu to return the data to an editable status ze 11 You will be returned to the Control Centre where you will see a new status for your selected sub mortgage broker Pending Renewal Open Batch Entry in bright pink font You may click on any record with this status to review the data in the mortgage broker form From within the form you can generate a PDF summary of the transaction details which will contain the DRAFT watermark 12 Once your transaction has been added to a Batch two new buttons in the Actions menu will appear within a new heading called Unsubmitted Transaction When you have abn Batch completed all transactions related to your current mortgage EES broker registration sub mortgage broker renewals transfers director updates etc you must click the Submit Batch menu item to submit the batch for payment and final submission to the Registrar see the section Submitting Transactions to the Registrar later in this guide Unsubmitted Transaction The Remove Transaction button allows you to remove a transaction from a batch in case of error or a change in circumstances This feature can only be used prior to final submission amp payment Removing this transaction will return the informatio
83. r s with a Status of Editing you have 14 days after the last date you edited the data to Update submit changes Please see its Messages tab or the MB E Filing User Guide for more details Terminate Add Unsubmitted Transaction Full Legal Name Status Submit Batch Doe Janet Editing New Remove Transaction Director s D click to hide details Unsubmitted Transaction s B click to hide details Reports Control Centre Line Reg Type Name Status Fee Head Branch Office 6963 500209 Sub Mr James Sub Mortgage Broker Head Office Pending Update 200 Help Note Within the Unsubmitted Transaction menu click the Submit Batch button to complete the submission process User Guide Warming Unsubmitted Transaction s cannot be split across multiple credit card payments see MB E Filing User Guide Submitted Transaction s B click to hide details Transaction 5928 May 2 2013 Cheque Paid by Cheque 5927 May 2 2013 Cheque Paid by Cheque Transaction Date w Payment Type Payment Status The Registered Mortgage Broker section shows information about the currently selected mortgage broker or branch including the Registration number Legal name the Status of the record and the due date of the next annual financial filing The Registered Sub Mortgage Broker s section may be sorted by name or expiry date Sub mortgage brokers past their expiry dates are displayed in orange text to identify them as requiring immediate attention The Dire
84. ransactions Data Entry and Validation As you complete data entry for an application e g sub mortgage broker renewal you can click the Save button at any time You can exit the system and return to the application later When you click Validate the data is only saved if there are no validation errors or omissions If there are validation errors or omissions a pop up box will appear explaining the changes you need to make You may print a copy of the data entered at any time The PDF will show a DRAFT watermark to show that it has not yet been submitted to the Registrar Once all errors omissions have been corrected clicking Validate will save the data and you will be directed to the Certification page You have up to 14 calendar days to complete and submit any transactions you begin Any changes to transaction data left un submitted after 14 days status of Editing will be lost and the data will be overwritten by the most current data from the Registrar s office Certifying an Application The Certification page requires you to legally certify the accuracy of the data in an application just like signing a paper form After you review this information you may click Add to Batch to send the transaction to a virtual shopping cart called Unsubmitted Transactions At that stage the data will no longer be editable unless you use the menu option to remove the transaction from the batch Once you have added the application
85. ransactions Submit Batch Once you have added an application e g renewal update etc to a batch you will see a new Control Centre section and menu option called Unsubmitted Transaction which lists the transactions in your current batch You must click Submit Batch to complete the process and send your applications to the Registrar In the Actions Unsubmitted Transaction menu there are two buttons You will see a pink Submit Batch button and a Remove Transaction button for cases where you need to remove a transaction from the batch You must submit the transaction batch to the Registrar even if the transaction does not require a fee payment Items in the Unsubmitted Transaction section cannot be processed by the Registrar until you click Submit Batch Unsubmitted Director Test Current Transaction director tony test Pending Addition Paid by Cheque Submit Batch e Remove Transaction Unsubmitted Transaction s click to hide details Reports Line Reg Type Name Status Fee Control Centre 6585 NEW Sub Miss Testing Sub_broker Pending Addition 1 000 Note Within the Unsubmitted Transaction menu click the Submit Batch button to complete the submission process Warning Unsubmitted Transaction s cannot be split across multiple credit card payments please see MB E Filing User Guide Click the Submit Batch button within the Actions Unsubmitted Transactions menu to begin the final submission step Payment I
86. re shaded in pink Validate l Copyright 201 5 Review the information provided on the Certification page paying close attention to the list of supporting documents and the fees you may be required to submit 6 Click Print Application to generate a PDF transaction copy for the applicant to sign and certify which you must keep in your files 7 Click the Add to Batch button to finalize the transaction and send it to the Unsubmitted Transaction batch Clicking the Add to Batch button on the Certification page will produce a warning message You can click Cancel on this message and return to your submission later or click OK to proceed 8 You will be returned to the Control Centre where you will see a new status for your selected sub mortgage broker Pending Open Batch Entry in bright pink font You may click on any record with this status to review the data in the mortgage broker form From within the form you can generate a PDF summary of the transaction details which will contain the DRAFT watermark Page 54 Financial eRe Institutions MB E Filing System User Guide CotumBia Commission 9 Once your transaction has been added to a Batch two i e ane Unsubmitted new buttons in the Actions menu will appear within a Firestation new heading called Unsubmitted Transaction When Submit Batch you have completed all transactions related to your Remove Transaction current mortgage broker registration
87. rections or updates for branch offices individually before adding the head office mortgage broker renewal to the batch Page 21 Financial ac Institutions MB E Filing System User Guide CoLumMBIA Commission To complete your mortgage broker registration renewal review the data in each tab of the renewal form and make any required corrections adding new data where required Steps to Follow 1 Confirm you are viewing the correct registration The Control Centre page header displays the current mortgage broker If you manage multiple mortgage brokers click the Switch button in the Actions Mortgage Broker menu to select a different mortgage broker registration 2 Click the Renew button within the Actions Mortgage Broker menu or simply click the mortgage broker record displayed in the Control Centre If you hover your mouse over the record in the list the pop up message will display either Renew this Mortgage Broker or Update this Mortgage Broker depending on eligibility 3 Review all the data in each tab of the renewal form Enter any missing data or revise data which needs updating a Ensure the Applicant and Address information is accurate making changes as required Changes to Legal or Trade Name or Business Address will incur an amendment fee b Ensure the Activities listed are accurate for this mortgage broker c Review the list of Directors Any changes to directors must be reported to the Re
88. revious family name on the Personal History tab using the Previous Legal Names field The Aliases field is used for other names that need to be part of your registration like a nickname used for business or advertising 4 Also consider updating the Education tab with any recent courses the applicant has taken This can also be done during a Renewal 5 Review and correct any errors or omissions found during data validation and click Validate again 6 Review the information provided on the Certification page paying close attention to the list of supporting documents you may be required to submit for example proof of legal name change and any applicable fees 7 Click Print Application to generate a PDF transaction copy for the applicant to sign and certify which you must keep in your files 8 Click on the Add to Batch button to finalize the transaction and send to the holding area Clicking the Add to Batch button on the Certification page will produce a warning message You can click Cancel on this message and return to your submission later or click OK to proceed z Message from webpage Q Are you sure you are ready to add this Sub Mortgage Broker to the P Unsubmitted Transaction batch you click OK you will need to use the Remove Transaction menu to return the data to an editable status zent 9 You will be returned to the Control Centre where you will see a new status for your selected sub mortgage broker
89. rst then you may remove any branch office renewal records Page 72 Financial Bee Institutions MB E Filing System User Guide cotumBiA Commission Message from webpage SH You may NOT remove the Unsubmitted Transaction for a Branch Office before removing the Unsubmitted Transaction for the Head Office If you wish to proceed you must first remove the Unsubmitted Transaction for the Head Office then you may remove the Unsubmitted Transaction for any Branch Office The second example is the case of a head office name change update After this update is submitted you will also see there are records in the unsubmitted transaction batch for the head office and each of the branch offices As above you may not remove a branch office record from this list before you remove the head office If you need to remove a branch office record remove the head office record first and then you may remove any branch office record Any records removed from a batch will display a status of Editing allowing you to make any corrections required or in some cases delete the transaction entirely Once any corrections are made you must add any removed transactions back to the batch before submitting the batch for payment The cases mentioned above are also the reason there are two related restrictions when you submit the batch for payment Both restrictions involve a head office and branch office transactions Using the first examp
90. ry Date Status X030099 Test Mortgage Broker Company Inc Jun 21 2014 Current NEW Broker Sub Mortaage Editing new From within the head office record you may also click on the Branch Offices tab to select the branch record you wish to view edit A new Control Centre will open for the branch record you select Current Broker 930099 Test Mortgage Broker Company Inc dba Test Trade Name Control Centre Mortgage Broker Update X030099 Test Mortgage Broker Company Inc Head Office Expiry Date Jun 21 2014 Applicant Addresses Activities CED Messages Full Legal Name Test Mortgage Broker Company Inc Trade Name Test Trade Name Applicant is a Corporation Page 11 Financial eRe Institutions MB E Filing System User Guide CotumBiaA Commission When working with branch office records please note the following two instructions 1 Any transactions for a branch office address change or sub mortgage broker applications are automatically added to a batch which must be submitted to the Registrar from the head office Control Centre Do not forget to return to the head office Control Centre to submit any branch related transactions 2 Any updates required for branch offices must be done before head office renewals are submitted When a head office record is submitted for update or renewal all of the branch office records are locked and the data is not editable This is the reason branch office submissions need to b
91. s phone numbers and education terminate or transfer in registrations or submit new registration applications After the DI has entered data for a sub mortgage broker application but prior to submitting the data to the Registrar the DI must print out the application summary and obtain the applicant s certification on it The DI must keep the signed summary document in the applicant s personnel file Two commonly used action buttons in the Control Centre for sub mortgage broker records are Update and Renew A shortcut is built into system so that if you simply click on the sub mortgage broker listing in the Control Centre and the record is eligible for renewal MB E Filing will automatically open the record in renewal mode You are allowed to renew up to 60 days prior to a registration s expiry date If you access a registration more than 60 days prior to the expiry date you will only be permitted to update the information Actions Mortgage Broker Switch Update Renew Warning regarding this Mortgage Broker with a Status of Editing you have 14 days after the last date you edited the data to submit changes Please see its Messages tab or the MB E Filing User Guide for more details Registered Mortgage Broker Reg Mortgage Broker Expiry Date Status X030099 ABC Company Inc Jul 29 2013 Editing Branches ge Broker The next Annual Financial Filing for ABC Company Inc is due on Aug 30 2013 potas Registered Sub Mortgage Broker
92. t Processed Transaction 1 200 00 200 00 Submit Batch op Transaction Data Sent to One Cheque Registrar Payment still needs to be m R S Payment of sent to Registrar either by 200 cheque or faxed credit card form One batch ini fee based One Credit Transaction Data Sent to Se e 2 6 Siet weng Card Payment gt Registrar p g of 500 Payment Processed Transaction 2 500 00 Transaction 3 0 00 500 00 Submit Batch OR Transaction 4 0 00 Transaction Data Sent to One Cheque Registrar Payment still needs to be di E i S a Payment of sent to Registrar either by 500 cheque or faxed credit card form You will have up to 14 calendar days to complete and submit any transactions you begin Any changes to transaction data left un submitted after 14 days status of Editing will be lost and the data will be overwritten by the most current data from the Registrar s office These automatic updates help prevent the data in MBEF from becoming stale or out of date while still allowing the DI time to gather information required for submitting an application Note Any renewal transactions left in unsubmitted batches after a registration s expiry date will incur late fees until the batch is submitted Page 19 Financial Bee Institutions MB E Filing System User Guide CcotumBiA Commission Mortgage Brok
93. tact information for a sub mortgage broker no fee The mortgage broker could complete and add each application into a single batch and pay with one credit card payment or one cheque Option A Option A Paying for multiple transactions as one batch One batch containing multiple One Credit Transaction Data Sent to fee based transactions gt Card Payment gt Registrar Of 700 Payment Processed Transaction 1 200 00 Tran ion 2 S o EE KC 700 00 Submit Batch OR Transaction 4 0 00 Transaction Data Sent to One Cheque Eeer WEE Payment still needs to be gt Payment of sent to Registrar either by 700 cheque or faxed credit card form If the mortgage broker wishes to pay for transactions separately e g using a sub mortgage broker s credit card for their renewal then they should NOT submit multiple transactions as one batch Instead the mortgage broker can add transaction 1 toa batch and submit that batch for payment on its own then submit the remaining transactions in another batch with a different payment option Option B Page 18 Financial Bh nstitutions MB E Filing System User Guide CotumMBIA Commission Option B Paying for multiple transactions as individual batches One Credit m gt Card Payment Transaction Data Sent to One batch containing one fee of 200 Registrar based transaction Paymen
94. tgage Broker Mr James Sub Mortgage Broker 500209 Error Transfer is not possible for this Sub Mortgage Broker Their record has been submitted for processing with another Mortgage Broker Page 45 Financial Bee Institutions MB E Filing System User Guide CotumBiA Commission Stage 2 Update or Renew the Transferred Sub Mortgage Broker After the transfer is completed you will be directed back to the Control Centre where the newly transferred sub mortgage broker will appear in your list of registrants as Transfer Incomplete Registered Sub Mortgage Broker s g click to hide details Reg Full Legal Name a Expiry Date Status 146339 Doe Jane Apr 9 2015 Current NEW Sub_broker Testme Pending Addition Paid by Cheque 500209 Sub Mortgage Broker James Jun 6 2015 Pending Termination Submitted No Fee 146346 Test Sub Broker John Jun 6 2015 Current 146686 Test Subroker Sally Jean Apr 23 2014 Transfer Incomplete Page 46 Financial ac Institutions MB E Filing System User Guide CotumBiaA Commission Steps to follow 1 Select the record to open the sub mortgage broker data entry form Add the registration information for the transferred sub mortgage broker If the applicant is eligible the system will automatically create a renewal application as part of the transfer renewal period begins 60 days from their registration expiry date In order to safeguard personal information for registered sub mortgag
95. the Unsubmitted Transaction D forthe Director Ms Janet Doe Head Office Click Cancel to return to the Control Centre page without changing any items in the Unsubmitted Transaction s If you click OK the item will be removed from the list and the data will be returned to a status where you may edit the information The Unsubmitted Transaction Removal page will reload and you may remove another item from the list see below ake X030099 ABC Company Inc Control Centre Logout Unsubmitted Transaction Removal Unsubmitted Transaction s Line Reg Type Name Status 8819 500209 Sub Mr Jamie Sub Mortgage Broker Head Office Pending Update Click on a row to remove an Unsubmitted Transaction and return the data to an editable status Cancel Restrictions for Removing Transactions Currently there are two situations where MB E Filing will not allow you to remove the transaction Both situations involve head office and branch office transactions The first example is the case of a head office and branch office renewal In this situation after the head office renewal has been added to the unsubmitted transaction batch you will see there are records for the head office and each of the branch offices At this stage MB E Filing will NOT let you remove a branch office renewal see below If you forget an update to a branch office and you need to temporarily remove it from the list you must remove the head office renewal fi
96. tions Commission FICOM Transaction 6167 Suite 2800 555 West Hastings Vancouver BC V6B 4N6 Payment Type Cheque Make cheque payable to the Minister of Finance A copy of this remittance advice must be included with the payment Transaction 6167 Detail s Line Reg Type Name Status Fee 6970 X030099 M B ABC Company Inc Head Office Pending Renewal 900 6971 X030111 M B ABC Company Inc Surrey Pending Renewal 0 6969 X300005 M B ABC Company Inc test location Pending Renewal 200 Total Owing 1 100 Page 77 Financial Institutions CcotumBiA Commission BRITISH Menu Reports Control Centre Report MB E Filing System User Guide Print a snapshot of the current registrations amp directors for a particular mortgage broker by using the Control Centre report Load the correct mortgage broker registration in the Control Centre and click the Control Centre button in the Actions Menu X030099 ABC Company Inc Control Centre Registered Mortgage Broker Mortgage Broker ABC Company Inc Expiry Date Jul 29 2013 Pending Renewal Open Batch Entry Registered Sub Mortgage Broker s Full Legal Name Data Demo Doe Jane Sub Mortgage Broker James Sub_broker Testme Test Sub Broker John Test Subroker Sally Jean Full Legal Name Doe Janet Reg Type X030099 M B X030111 M B X300005 M B Expiry Date Apr 09 2015 May 21 2014 Jul 29 2013 Apr 23 2014 Director s Status
97. tration 2 Click the Renew button within the Actions Sub Mortgage Broker menu and select the sub mortgage broker registration you wish to renew or click the sub mortgage broker record displayed in the Control Centre list If eligible the sub mortgage broker you select will automatically load into the renewal screen 3 Review all the data in each tab Add any missing data and update any incorrect data If the applicant has undergone a name change since their last renewal e g marriage please update the new family name on the Applicant tab but be sure to specify their previous family name on the Personal History tab using the Previous Legal Names field The Aliases field is used for other names that Page 32 Financial chm Institutions MB E Filing System User Guide CotumBia Commission need to be part of your registration like a nickname used for business or advertising 4 Enter any new Education information for the applicant Previous education records already on file will display but may not be edited 5 Carefully review each question on the Declarations tab with the applicant and answer truthfully on the applicant s behalf For some Yes answers a comments box will appear for you to enter a detailed explanation and may require supporting documentation 6 Read the notes on the Messages tab see below which contain important information specific to each sub mortgage broker In the case of a sub mortgage bro
98. tre Logout Unsubmitted Transaction s Payment method Credit Card Cheque Other Transaction Batch Detail s Line Reg Type Name Status Fee 6970 xX030099 MB ABC Company Inc Head Office Pending Renewal 900 6971 X030111 MB ABC Company Inc Surrey Pending Renewal 0 6969 X300005 MB ABC Company Inc test location Pending Renewal 200 Total Fee Payable 1 100 Submit Transaction Batch Print Transaction Batch Cancel Page 74 Financial Institutions _BRITISH COLUMBIA Reports Commission MB E Filing System User Guide MB E Filing provides a variety of transaction record reporting options during the application process as well as two specific reports from the menu All reports are generated in PDF format Transaction Reports Application Summaries Application summary reports can be printed for all transactions type The DRAFT watermark will appear on reports that have not yet been submitted for payment Broker Applicant Full Legal Name Personal Phone Service Address Email Residence Address Current 930099 ABC Company Inc Head Office Mr John Test Sub Broker Line 1 1357 Anystreet Street Line 2 604 555 5555 Line 1 1357 Anystreet Street Line 2 Line 3 John doe abc ca Report Date May 31 2013 3 51 PM City Prov State Country Postal Zip Code Personal Fax City Prov State Country Postal Zip Code Website Sub Mortgage Br
99. trol Centre 11 Submit any required supporting documents or fees to the Registrar Page 39 BRITISH Financial Institutions MB E Filing System User Guide cotumBiA Commission Terminate a Sub Mortgage Broker Registration The Terminate action button allows you to complete the termination of a registered sub mortgage broker who is no longer working for the mortgage broker Steps to follow 1 Confirm you are viewing the correct mortgage broker or branch and can see the sub mortgage broker listed The Control Centre page heading displays the current mortgage broker branch location If you manage multiple mortgage brokers click the Switch button in the Actions Mortgage Broker menu to select a different mortgage broker registration Click the Terminate button within the Actions Sub Mortgage Broker menu You will be directed to a list of registered sub mortgage brokers Select the sub mortgage broker you wish to terminate The Termination screen will open requiring further data input If you chose the wrong sub mortgage broker click the Cancel button below Note you cannot use the Terminate action on a New or Transferred sub mortgage broker See full explanation at the end of this section Fill in the Termination Date and the Termination Reason using the pick list provided Enter any Comments to support the termination especially in the case of termination with cause When all data is entered click the Com
100. tton in the Director data entry form Page 59 Financial eRe nstitutions MB E Filing System User Guide CotumMBIA Commission Add a New Director In the case of a new director the Registrar requires a complete application for the individual in order to perform a suitability check Steps to follow 1 Confirm you are viewing the Control Centre for the correct mortgage broker registration The Control Centre page heading is located below the banner and it displays the current mortgage broker If you manage multiple mortgage brokers click the Switch button in the Actions Mortgage Broker menu to select a different mortgage broker registration 2 Click the Add button within the Actions Director menu to create an application for a new director 3 Add all required data in the form tabs Most fields are required and may not be left blank You can click Save at any time in case you need to close your session and return to it later Data entered will be saved in standard sentence case Upper and Lower case letters so any text entered in ALL CAPS will be converted when you click Save a On the Applicant tab enter the Applicant s full legal name do not use initials For Personal Phone Number please use a number where we can reach them outside the office either a residential or cell number As shown in the form the Service Address must be located in British Columbia b If the applicant has undergone a name chang
101. tutions MB E Filing System User Guide COLUMBIA Commission Please note you cannot Terminate a new or transferred sub mortgage broker If you attempt this operation you will see the following pop up window For new or transferred sub mortgage brokers you must use the red Delete button in the Sub Mortgage Broker form Message from i You cannot Terminate a new Sub Mortgage Broker If you would like to remove Sub Mortgage Broker from the Registered Sub Mortgage Broker list return to the Control Centre select their record from the Registered Sub Mortgage Broker list and then click the Delete button within the Sub Mortgage Broker form Le Page 42 Financial che Institutions MB E Filing System User Guide CotumMBIA Commission Transfer In a Sub Mortgage Broker Registration Use the transfer option when doing either of the following e transfer in someone who is working for another company or even between branches of an affiliated company e transfer in someone who has been terminated or expired for less than 30 days If a transfer applicant is within 60 days prior to their expiry date the system will include a renewal as part of the transfer For those individuals who are more than 30 days past their Expiry dates or Termination Dates use the Add button instead of Transfer Transfers are a two stage process 1 Perform the registration transfer Status Transfer Incomplete 2 Enter the registration dat
102. u are not ready to submit it you may click Save and return to it at a later time 4 When all the data has been reviewed and entered click Validate A data validation process will run and a message window will appear explaining any errors or omissions The related fields in the form will be highlighted in pink Mortgage Broker Renewal X030099 ABC Company Inc Head Office Expiry Date Jul 29 2013 Applicant Addresses Activities Declarations Branch Offices Messages Since the date of the last application for the Applicant ABC Company Inc a Has the Applicant been subject to bankruptcy proceedings Has any judgment been rendered against the A R b whatsoever Message from webpage c Are there any pending legal proceedings agains Unable to Save data Validation failed There is either invalid information or insufficient information in the following field s d To your knowledge is the Applicant currently o enforcement or regulatory agency in British Col e Are there any changes in directors of the Applic f bankruptcy proceedings please specify civil court judgments please specify pending legal proceedings please specify subject of an investigation please specify corporate structure changes please specify Note All fields with missing or invalid data are shaded in pink Validate Print Cancel Copyright 2010 Financial Institutions Com
103. user name and password login system Only DI s are provided with a User Name and Password by the Registrar of Mortgage Brokers Links to a user guide and a frequently asked question document are included on the login page as well as information about any new features Financial aas Institutions Registrar of Mortgage Brokers K cs Cp Commission Welcome to the FICOM Mortgage Broker MB Electronic Filing System User Name i Forgot Password Please Log In Log In ABOUT SSL CERTIFICATES Reference documentation for the Mortgage Broker MB Electronic Filing system MB E Filing User Guide last updated June 2013 MB E Filing Frequently Asked Questions last updated June 2013 MB E Filing System Updated June 2013 Clear Browser Cache You must clear your browser s cache before logging into this system If you do not clear the cache none of the data entry forms will appear correctly Please see the MB E Filing Frequently Asked Questions for more details Page 8 Financial ac Institutions MB E Filing System User Guide CoLumMBIA Commission First Time Login As a DI you will be issued a user name and temporary password via email The first time you log into MB E Filing you will be redirected to a new page where you will be required to select a security question and answer and create a new password see below Your password must be 8 12 characters A Z a z 0 9 with at least
104. vided in coloured font to help you manage the submission process Hover text is available for most buttons and links explaining their use When you mouse near an object a small text box will appear with explanation text Hover text may remain or disappear after a few seconds depending on your browser Pop up message windowes will appear when you are about to perform a significant action to help you avoid mistakes or omissions Sorting Lists of records can usually be sorted on one or more column heading Look for blue column headings to indicate that a column can be used for sorting The up or down pointing arrow indicates that a column is currently sorting in ascending or descending order In the example below the sort is on Expiry Date in ascending order earliest at the top INC HEAL ANNUI FINNA TINNY IO ADU VOllipalty ic 1 gt UUT UIN AUY OU ZUL Registered Sub Mortgage Broker s 2 click to hide details Reg Full Legal Name Expiry Date a Status NEW Sub_broker Testme Pending Addition Paid by Cheque 146346 Test Sub Broker John Mar 31 2014 Editing 500209 Sub Mortgage Broker James May 21 2014 Pending Update Open Batch Entry 146339 Doe Jane Apr 9 2015 Current Reports MB E Filing provides information reports pertaining to specific transactions as well as to general information Application summary reports can be printed at any stage of the process Printing a copy of an application prior to it being submitted for

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