Share and Loan Record Layout Specifications

Share and loan data is an important part of the NCUA’s examination and supervision program. Importing this critical data through DEXA provides efficiency in the examination process by allowing examiners to spend more time assisting credit union staff rather than manually evaluating and inputting data.

Data quality is important when analyzing the safety and soundness of the credit union and facilitates an efficient examination process. If share and loan download files do not comply with the layout specifications below, the credit union may be asked to work with their data processing vendor to provide corrected data files. Quality data makes it easier for the examiner to measure potential risks associated with the loan or share portfolio and related internal controls which can then be shared with credit union management and board of directors.

Please refer to the following webpage for information about security of the NCUA’s systems. Collection of Examination and Supervision Information From Federally Insured Credit Unions | National Credit Union Administration (ncua.gov)

Data Configuration Requirements

All fields must be <TAB> delimited with “Carriage Return/Line Feed” at the end of every record.
Field sizes cannot exceed the maximum length for the field.
Numerical fields are sign-leading with explicit decimal points. The maximum field length includes the total digits plus the decimal point. For example, 123456.12 = 9 with 2 decimal places.
Leading zeros are acceptable, but not necessary.
All date fields must be in MM/DD/CCYY format.
Do not mix share and loan records within the same download file. Each data file must contain only share or loan records.
Data files may be split into multiple share and multiple loan files.

Recent Updates

In response to industry developments, the NCUA has updated the following layout specifications to provide more flexibility in the data files.

Loan Term – increased to 4 alphanumeric characters

Share Data Record Layout Specifications

Field Number	Field Name	Field Type	Maximum Field Length	Field Description
Field Number 1	Field Name Record Code	Field Type Alphanumeric	Maximum Field Length 1	Field Description "S" for all types of member share deposits
Field Number 2	Field Name Account Number	Field Type Alphanumeric	Maximum Field Length 20	Field Description Account numbers must be unique. Include the prefix or suffix code to identify multiple share deposits within one account number
Field Number 3	Field Name Member's Name (Last, First, MI)	Field Type Alphanumeric	Maximum Field Length 41	Field Description Format must be "Last Name, First Name, Middle Initial"
Field Number 4	Field Name Mailing Address	Field Type Alphanumeric	Maximum Field Length 30	Field Description Member's address of record. Format examples include "Number and Name of Street, " or "P.O. Box 1234." Different abbreviations for post office box are acceptable.
Field Number 5	Field Name City	Field Type Alphanumeric	Maximum Field Length 15	Field Description City associated with the Mailing Address
Field Number 6	Field Name State	Field Type Alphanumeric	Maximum Field Length 2	Field Description State associated with the Mailing Address
Field Number 7	Field Name Zip Code	Field Type Alphanumeric	Maximum Field Length 9	Field Description Zip code and four digit identifier associated with the Mailing Address. Do not include a hyphen if the four-digit extension is included.
Field Number 8	Field Name "Other" Street Address	Field Type Alphanumeric	Maximum Field Length 30	Field Description Street address other than the mailing address. Format examples include: "Number and Name of Street" or "P.O. Box 1234." Different abbreviations for post office box are acceptable.
Field Number 9	Field Name Share Balance	Field Type Numeric	Maximum Field Length 14 with 2 decimal places	Field Description Current share balances signed with two decimal places.
Field Number 10	Field Name Share Type Code	Field Type Alphanumeric	Maximum Field Length 5	Field Description System cost to identify certificates, regular, draft, IRA, money market and other share deposit accounts. Please provide the credit union's share type codes.
Field Number 11	Field Name Social Security Number	Field Type Alphanumeric	Maximum Field Length 12	Field Description Primary depositor's Social Security Number or TIN Number. Examiners use this number to identify individual members. Any unique, alphanumeric identifier within the 12-digit character limit can be used in lieu of the social security number. Multiple members with the same "dummy" TIN numbers or members with no TIN numbers, are treated as the same member in NCUA's analytics.
Field Number 12	Field Name Certificate Date Granted	Field Type Date	Maximum Field Length N/A	Field Description Date member opened the share certificate account. Format date as MM/DD/CCYY (Month/Day/Century Year)
Field Number 13	Field Name Certificate Maturity Date	Field Type Date	Maximum Field Length N/A	Field Description Date the share certificate will mature. Format date as MM/DD/CCYY (Month/Day/Century Year)
Field Number 14	Field Name Dividend Rate	Field Type Numeric	Maximum Field Length 7 with 2 decimal places	Field Description Current dividend rate for each share account expressed as a percent to three decimal places.
Field Number 15	Field Name Date of Last Activity	Field Type Date	Maximum Field Length N/A	Field Description Date of last deposit or withdrawal. Format data as MM/DD/CCYY (Month/Day/Century Year).
Field Number 16	Field Name Share Amount Frozen	Field Type Numeric	Maximum Field Length 14 with 2 decimal places	Field Description Dollar amount of the account the member cannot access, with 2 decimal places.
Field Number 17	Field Name Last Activity Code	Field Type Alphanumeric	Maximum Field Length 5	Field Description Identifies the type of account activity that occurred last by code. Please provide the credit union's last activity codes.
Field Number 18	Field Name Accrued Dividend Interest	Field Type Numeric	Maximum Field Length 14 with 2 decimal places	Field Description Dollar amount of accrued dividends, signed with two decimal places.
Field Number 19	Field Name Last File Maintenance Date	Field Type Date	Maximum Field Length N/A	Field Description Last date of any non-financial modification to the account, e.g., change in dividend rate or member address.
Field Number 20	Field Name Last File Maintenance User ID or Initials	Field Type Alphanumeric	Maximum Field Length 3	Field Description Approving official or employee's transaction code or initials. Please provide the credit union's codes.

Loan Data Record Layout Specifications

Field Number	Field Name	Field Type	Maximum Field Length	Field Description
Field Number 1	Field Name Record Code	Field Type Alphanumeric	Maximum Field Length 1	Field Description "L" for all member loans.
Field Number 2	Field Name Account Number	Field Type Alphanumeric	Maximum Field Length 20	Field Description "Account numbers must be unique. Therefore, include the prefix or suffix code (for example the loan number) to identify multiple loans within one account number."
Field Number 3	Field Name Member's Name (Last, First, MI)	Field Type Alphanumeric	Maximum Field Length 41	Field Description Format must be "Last Name, First Name, Middle Initial".
Field Number 4	Field Name Mailing Address	Field Type Alphanumeric	Maximum Field Length 30	Field Description Member's address of record. Format examples include "Number and Name of Street, " or "P.O. Box 1234." Different abbreviations for post office box are acceptable.
Field Number 5	Field Name City	Field Type Alphanumeric	Maximum Field Length 15	Field Description City associated with the Mailing Address
Field Number 6	Field Name State	Field Type Alphanumeric	Maximum Field Length 2	Field Description State associated with the Mailing Address
Field Number 7	Field Name Zip Code	Field Type Alphanumeric	Maximum Field Length 9	Field Description Zip code and four digit identifier associated with the Mailing Address. Do not include a hyphen if the four-digit extension is included.
Field Number 8	Field Name "Other" Street Address	Field Type Alphanumeric	Maximum Field Length 30	Field Description Street address other than the mailing address. Format examples include: "Number and Name of Street" or "P.O. Box 1234." Different abbreviations for post office box are acceptable.
Field Number 9	Field Name Loan Type Code	Field Type Alphanumeric	Maximum Field Length 5	Field Description System code for loan type. Please provide the credit union's loan type codes.
Field Number 10	Field Name Payment Amount	Field Type Numeric	Maximum Field Length 14 with 2 decimal places	Field Description Amount of the scheduled payment, with two decimal places.
Field Number 11	Field Name Purpose Code	Field Type Alphanumeric	Maximum Field Length 5	Field Description System code for loan purpose. Please provide the credit union's purpose codes.
Field Number 12	Field Name Loan Term	Field Type Alphanumeric	Maximum Field Length 4	Field Description Number of contractual payments required to amortize the loan from the date or origination.
Field Number 13	Field Name Payment Frequency Code	Field Type Alphanumeric	Maximum Field Length 2	Field Description Frequency of contractual payments. Please provide the credit union's payment frequency codes.
Field Number 14	Field Name Date of Loan	Field Type Date	Maximum Field Length N/A	Field Description Date the loan was originally granted (closed-end loan), or most recent advance (open-end loan). Format date as MM/DD/CCYY (Month/Day/Century Year).
Field Number 15	Field Name Original Loan Amount	Field Type Numeric	Maximum Field Length 14 with 2 decimal places	Field Description Original amount advanced for closed-end loans. Total outstanding balance after the last advance for open-end loans. With two decimal places.
Field Number 16	Field Name Interest Rate (APR)	Field Type Numeric	Maximum Field Length 7 with 2 decimal places	Field Description Current contractual annual percentage rate (APR) expressed as a percent (e.g., 12% = 12.000). Three decimal places.
Field Number 17	Field Name Interest Rate (APR) Code	Field Type Alphanumeric	Maximum Field Length 3	Field Description Provide the credit union's interest rate codes.
Field Number 18	Field Name Current Loan Balance	Field Type Numeric	Maximum Field Length 14 with 2 decimal places	Field Description Outstanding principal balance with two decimal places.
Field Number 19	Field Name Date of Last Activity	Field Type Date	Maximum Field Length N/A	Field Description Date of last payment. If the date of the last payment is not available, please provide the date of last activity along with the "last activity code." Format date as MM/DD/CCYY (Month/Day/Century Year).
Field Number 20	Field Name Last Activity Code	Field Type Alphanumeric	Maximum Field Length 5	Field Description Identifies the type of account activity that occurred last by code. Please provide the credit union's last activity codes.
Field Number 21	Field Name Next Payment Due Date	Field Type Date	Maximum Field Length N/A	Field Description Date the next contractual payment is due. Format as MM/DD/CCYY (Month/Day/Century Year).
Field Number 22	Field Name Accrued Interest	Field Type Numeric	Maximum Field Length 10 with 2 decimal places	Field Description Total amount of interest due since the last payment, with two decimal places.
Field Number 23	Field Name Credit Limit	Field Type Numeric	Maximum Field Length 14 with 2 decimal places	Field Description Contractual dollar amount approved for this loan.
Field Number 24	Field Name Social Security Number	Field Type Alphanumeric	Maximum Field Length 12	Field Description Primary depositor's Social Security Number or TIN Number. Examiners use this number to identify individual members. Any unique, alphanumeric identifier within the 12-digit character limit can be used in lieu of the social security number. Multiple members with the same "dummy" TIN numbers or members with no TIN numbers, are treated as the same member in NCUA's analytics.
Field Number 25	Field Name Days Delinquency	Field Type Numeric	Maximum Field Length 4	Field Description Number of days the loan is past due.
Field Number 26	Field Name Delinquency Counter 30 - 59 Days	Field Type Numeric	Maximum Field Length 3	Field Description Number of times a payment has been 30 to 59 days past due.
Field Number 27	Field Name Delinquency Counter 60 - 89 Days	Field Type Numeric	Maximum Field Length 3	Field Description Number of times a payment has been 60 to 89 days past due.
Field Number 28	Field Name Delinquency Counter 90 - 119 Days	Field Type Numeric	Maximum Field Length 3	Field Description Number of time a payment has been 90 to 119 days past due.
Field Number 29	Field Name Delinquency Counter 120 Days +	Field Type Numeric	Maximum Field Length 3	Field Description Number of times a payment has been over 120 days past due.
Field Number 30	Field Name Inside Codes	Field Type Alphanumeric	Maximum Field Length 2	Field Description System codes used to identify directors, officials, employees and their family members. Please provide the credit union's insider codes.
Field Number 31	Field Name Loan Officer/CC Initials	Field Type Alphanumeric	Maximum Field Length 3	Field Description Approving official. Please provide the credit union's loan officer/credit committee codes.
Field Number 32	Field Name Credit Score	Field Type Numeric	Maximum Field Length 3	Field Description Credit scope (e.g., FICO or Beacon) obtained from a credit bureau used to underwrite the loan. If multiple bureau scores were used, provide the dominant score.
Field Number 33	Field Name Charge Off Amount	Field Type Numeric	Maximum Field Length 15	Field Description If the loan download contains charged off loans, amount of principal charged off the loan. With two decimal places.
Field Number 34	Field Name Loan Risk Grade	Field Type Alphanumeric	Maximum Field Length 10	Field Description The credit union's internal loan risk grade (e.g., A, B, C, or D paper). Please provide the credit union's loan risk grades.
Field Number 35	Field Name Number of Remaining Loan Payments	Field Type Numeric	Maximum Field Length 3	Field Description The remaining contractual number of payments required by the note.
Field Number 36	Field Name Loan Collateral Code	Field Type Alphanumeric	Maximum Field Length 5	Field Description System code for collateral type. Please provide the credit union's loan collateral codes.
Field Number 37	Field Name Last File Maintenance Date	Field Type Date	Maximum Field Length N/A	Field Description Last date of any non-financial modification to the account (e.g., interest rate change, loan due date, member address).
Field Number 38	Field Name Last File Maintenance User ID or Initials	Field Type Alphanumeric	Maximum Field Length 3	Field Description Approving official or employee's transaction code or initials. Please provide the credit union's codes.
Field Number 39	Field Name Branch Identity	Field Type Alphanumeric	Maximum Field Length 10	Field Description Identified the originating service facility.

Data Configuration Requirements

Recent Updates

Share Data Record Layout Specifications

Loan Data Record Layout Specifications

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