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

Loan Data Record Layout Specifications

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