Section 78.401 - Required Books and Records by a Wrap Lender Registrant(a) Purpose. This section clarifies and establishes requirements related to the wrap lender's requirement to maintain information and records necessary to facilitate the Commissioner's inspection of a wrap lender required to register as a residential mortgage loan servicer under Finance Code Chapter 158, as provided by Finance Code § 159.252(d)(1). The requirements of this section are in addition to and supplement the requirements a wrap lender registrant or other person is required to maintain as a licensee or registrant under Finance Code Chapters 156, 157, 158, or 342, as applicable.(b) Maintenance of Records, Generally. Each wrap lender registrant must maintain records with respect to each wrap mortgage loan under Finance Code Chapter 159 and make those records available for examination under Finance Code § 159.252. The records required by this section may be maintained using a paper, manual, electronic, or digitally-imaged recordkeeping system, or a combination thereof, unless otherwise specified by other applicable law. The records must be accurate, complete, current, legible, and readily accessible and sortable. If the requirements of other applicable law governing recordkeeping by the wrap loan registrant differ from the requirements of this section, such other applicable law prevails only to extent this section conflicts with the requirements of this section.(c) Required Records. A wrap lender registrant must maintain the following items: (1) Wrap Mortgage Servicing Log. A wrap mortgage servicing log for each wrap mortgage loan serviced by a wrap lender registrant, maintained on a current basis (which means that all entries must be made within seven days from the date on which the matters they relate to occurred), setting forth, at a minimum:(A) the loan or account number, or other unique identifier assigned by the wrap lender registrant to the wrap mortgage loan;(B) the name and contact information of each wrap borrower; and(C) the date the wrap mortgage loan was entered into by the wrap lender and wrap borrower.(2) Wrap Borrower Index. The current alphabetical index or a report of outstanding wrap mortgage loans of the wrap lender registrant, regardless of whether or not it services the wrap mortgage loan, reflecting the name of each wrap borrower and the loan or account number, or other unique identifier assigned by the wrap lender to the wrap mortgage loan. A wrap lender registrant may maintain the wrap borrower index as a part of other records maintained by the wrap lender registrant; provided, the wrap lender registrant is able to sort, generate, and print, as a separate record, the wrap borrower index in strict alphabetical order.(3) Wrap Mortgage Transaction File. A wrap lender registrant must maintain a wrap mortgage transaction file for each wrap mortgage loan or be able to produce the same information within a reasonable time upon request. The wrap mortgage transaction file must contain documents demonstrating the wrap lender registrant's compliance with applicable law, including Finance Code Chapter 159, and any applicable state and federal statutes, rules, or regulations. The wrap mortgage loan transaction file must include the following records or documents:(A) for all wrap mortgage loan transactions:(i) the promissory note, loan agreement, or repayment agreement, signed by the wrap borrower(s);(ii) the recorded deed of trust, contract, security deed, security instrument, or other lien transfer document signed by the wrap borrower(s);(iii) the title insurance policy or abstract of title;(iv) the initial and final mortgage application (including any attachments, supplements, or addenda thereto), signed and dated by the mortgage applicant and the residential mortgage loan originator, and any other written or recorded information used to evaluate the mortgage application, as required by Regulation B, RSA 1002.4(c);(v) the real estate contract documenting the sale of the residential real estate securing the wrap mortgage loan;(vi) the disclosure statement requirement by Finance Code § 159.101 and § 78.101 of this title (relating to Required Disclosure), including any foreign-language disclosure required by Finance Code § 159.102;(vii) the initial and any revised integrated loan estimate disclosure required by Regulation Z - Truth-in-Lending, RSA 1026.37;(viii) the initial, revised, and final closing disclosure as required by Regulation Z - Truth-in-Lending, RSA 1026.38;(ix) any rate lock agreements, or similar document;(x) the records relating to the ability-to-repay the wrap mortgage loan required by Regulation Z, RSA 1026.25 and § RSA 1026.43;(xi) copies of any appraisal reports or written valuation reports used to determine the value of the residential real estate;(xii) the privacy notice required by Regulation P, RSA 1016.5; and(xiii) the wrap borrower's authorization and consent to receive electronic documents as required by the E-sign Act and Regulation Z - Truth-in-Lending, RSA 1026.17(a)(1);(B) with respect to servicing the wrap mortgage loan, the following additional records are required to be maintained:(i) any payoff requests received from the wrap borrower, agent of the wrap borrower, another lender, or a title company;(ii) any payoff statements issued to the wrap borrower, agent of the wrap borrower, another lender, or a title company;(iii) if the wrap mortgage loan is paid off or otherwise satisfied, a copy of the release of lien;(iv) receipts or invoices along with proof of payment for any attorneys' fees assessed, charged, or collected in the collection of a delinquent wrap mortgage loan;(v) if collateral protection insurance is acquired or purchased, a copy of the insurance policy or certificate of insurance and the notice required by Finance Code § RSA 307.052;(vi) any periodic statements or billing invoices sent to the wrap borrower;(vii) copies of any collection letters or notices sent by the wrap lender registrant or its agent to the wrap borrower;(viii) any modification, reinstatement, or settlement agreement that is proposed or entered into between the wrap borrower and the wrap lender registrant;(ix) any records related to a consumer inquiry, complaint, or error resolution;(x) any records or documents relating to a request for protection under the Servicemembers Civil Relief Act, RSA 3901 et seq.; and(xi) any other servicing notice, disclosure, or record required by federal or state law;(C) for wrap mortgage loan transactions involving a foreclosure or attempted foreclosure, the following records: (i) for transactions involving judicial foreclosure:(I) any records pertaining to a judicial foreclosure including records from the wrap lender registrant's attorneys, the court, or the wrap borrower or the wrap borrower's agent;(II) any notice to cure the default sent to the wrap borrower and each superior lienholder as required by Texas Property Code § RSA 51.002(d), including verification of delivery of the notice;(III) any notice of intent to accelerate sent to the wrap borrower and each superior lienholder, including verification of delivery of the notice;(IV) any notice of acceleration sent to the wrap borrower and each superior lienholder; and(V) any records related to receipt of the foreclosure proceeds;(ii) for transactions involving non-judicial foreclosure:(I) the notice to cure the default sent to the wrap borrower and each superior lienholder as required by Texas Property Code § RSA 51.002(d), including verification of delivery of the notice;(II) the notice of intent to accelerate sent to the wrap borrower and each superior lienholder, including verification of delivery of the notice;(III) the notice of acceleration sent to the wrap borrower and each superior lienholder;(IV) the notice of sale required by Texas Property Code § RSA 51.002(b) including verification of delivery of the notice;(V) any records related to the foreclosure sale by the trustee including the person purchasing the property, and the dollar amount of the proceeds received from the foreclosure sale;(VI) any records related to a short sale, deed-in-lieu of foreclosure, or similar disposition;(VII) proof of payment of reasonable fees or charges paid by the trustee in connection with the deed of trust or similar instrument including fees for enforcing the lien against or posting for sale, selling, or releasing the residential real estate secured by the deed of trust; and(VIII) the foreclosure deed upon sale of the property;(D) for wrap mortgage loan transactions where the wrap borrower provided an actionable notice of rescission and the wrap lender registrant did not avoid the rescission, a copy of the notice of rescission and documentation reflecting that the wrap lender registrant refunded to the wrap borrower all amounts required by Finance Code § 159.104(c);(E) for wrap mortgage loan transactions where the wrap lender avoided the rescission, documentation reflecting that the wrap lender: (i) paid the outstanding balance due on the debt owed on the residential real estate to the superior lienholders;(ii) paid any due and unpaid taxes or other governmental assessments owed on the residential real estate;(iii) paid to the wrap borrower as damages for noncompliance the sum of $1,000 and any reasonable attorneys' fees incurred by the wrap borrower; and(iv) evidence of compliance with clause (i) or (ii) above provided to the wrap borrower;(F) for wrap mortgage loan transactions where the wrap borrower has deducted from the amount owed to the wrap lender under the terms of the wrap mortgage loan as authorized by Finance Code § 159.202, any records related to this action including the written notice from the wrap borrower required by § 78.201 of this title (relating to Right to Deduct; Notice of Deduction), and any actions taken to address the deductions;(4) General Business Records. General business records include: (A) all servicing and sub-servicing agreements entered into by the wrap lender registrant as a residential mortgage loan servicer;(B) policies and procedures related to the origination and servicing of wrap mortgage loans by the wrap lender registrant, including, but not limited to, Quality Control Policy / Compliance Manual, Identify Theft Prevention Program / Red Flags Rule required by 16 C.F.R. § 681 et seq., Anti-Money Laundering Program required by Title X of the Financial Institutions Regulatory and Interest Rate Control Act of 1978, Personnel Administration / Employee Policies, Ability-to-Repay Underwriting Policies, and an information security program required by RSA 314.1 et seq.;(C) records reflecting the disbursement of money to pay the superior lienholders and payment of taxes and insurance for which the wrap lender registrant has received from the wrap borrower;(D) all checkbooks, check registers, bank statements, deposit slips, withdrawal slips, and cancelled checks (or copies thereof) relating to disbursements made in connection with wrap mortgage loans by the wrap lender registrant;(E) complete records (including invoices and supporting documentation) for all expenses and fees paid in connection with the wrap mortgage loan, including the date and amount of all such payments;(F) copies of all written complaints or inquiries (or summaries of any verbal complaints or inquiries) along with any and all correspondence, notes, responses, and documentation relating thereto and the disposition thereof;(G) copies of all contractual agreements or understandings with third parties in any way relating to a wrap mortgage loan transaction;(H) copies of all reports of audits, examinations, reviews, investigations, or other similar matters performed by any third party, including any regulatory or supervisory authorities; and(I) copies of all advertisements in the medium (e.g., recorded audio, video, and print) in which they were published or distributed;(5) Record of the wrap borrower's account (payment and collection history). A separate record must be maintained for the servicing account of each wrap borrower and the record must contain at least the following information on each wrap mortgage loan serviced by the wrap lender registrant:(A) loan identification number;(B) loan repayment schedule and terms, itemized to reflect:(i) the date of the loan;(ii) the number of installments;(iii) the due date of installments;(iv) the amount of each installment; and(C) name, address, and phone number of the wrap borrower(s);(D) legal description of the residential real estate;(F) total interest charges, including the scheduled base finance charge, points (i.e., prepaid finance charge), and per diem interest;(G) amount of official fees for recording or releasing a security interest that are collected at the time the loan is made;(H) individual payment entries, itemized to show:(i) the date payment was received (dual postings are acceptable if the date of posting is other than the date of receipt);(ii) actual amounts received for application to principal and interest; and(iii) actual amounts paid for default, deferment, or other authorized charges;(I) individual entries for disbursements of funds from a wrap borrower under the terms of wrap mortgage loan to superior lienholders, taxing authorities, insurance companies, or other payees, itemized to show:(i) the actual date of disbursement; and(ii) the actual amounts disbursed;(J) any refunds of unearned charges that are required in the event a loan is prepaid in full, including records of final entries, and entries to substantiate that refunds due were paid to the wrap borrower(s), with refund amounts itemized to show interest charges refunded, including the refund of any unearned points; and(K) collection contact history, including a record of each contact made by a wrap lender registrant with the wrap borrower or any other person and each contact made by the wrap borrower with the wrap lender registrant, in connection with amounts due, with each record including the date, method of contact, contacted party, person initiating the contact, and a summary of the contact.(d) A wrap lender registrant must maintain such other books and records as may be required to evidence compliance with applicable state and federal laws, rules, and regulations, including, but not limited to: the Real Estate Settlement Procedures Act, the Equal Credit Opportunity Act, and the Truth in Lending Act.(e) A wrap lender registrant must maintain such other books and records as the Commissioner or the Commissioner's designee may from time to time specify in writing.(f) Production of Records. All books and records required by this section must be maintained in good order and must be produced for the Commissioner or the Commissioner's designee upon request.(g) Records Retention Period. All books and records required by this section must be maintained for three years or such longer period(s) as may be required by applicable state or federal laws, rules, and regulations.(h) Records Retention After Dissolution. Within ten days of termination of operations, a wrap lender registrant must provide the Department with written notice of where the required records will be maintained for the prescribed periods. If such records are transferred to another wrap lender registrant, the transferee must provide the Department with written notice within ten days after receiving such records.7 Tex. Admin. Code § 78.401
Adopted by Texas Register, Volume 46, Number 53, December 31, 2021, TexReg 9240, eff. 1/8/2022