Mortgage Broker Electronic Filing (MBEF) System User Guide · PDF filex DI obt ains applicat ion informat ion from sub-mort gage brokers or direct ors. ... Extra warning messages and

Mortgage Broker

Electronic Filing

(MBEF) System

User Guide

Registrar of Mortgage Brokers

MBEF User Guide, v 5.06 for MBEF, v 5.0

MBEF User Guide, v 5.06 (for MBEF, v 5.0)

Page 1 of 89

Table of Contents

MBEF – General Information ........................................................................................... 5

Introduction .................................................................................................................. 5

System Overview ......................................................................................................... 6

Accessing the System ..................................................................................................... 7

Before you begin.......................................................................................................... 7

PDF Reader .............................................................................................................. 7

Supported Browsers .................................................................................................. 7

JavaScript ................................................................................................................. 8

Timing Out for Added Security .................................................................................. 8

Finding the MBEF System ........................................................................................... 9

First Time Login ......................................................................................................... 10

Password Management ............................................................................................. 10

MBEF Control Centre ................................................................................................ 11

System Highlights ...................................................................................................... 12

Navigation & Information Elements ......................................................................... 12

Reports .................................................................................................................... 12

Electronic Payment Processing ............................................................................... 13

The Submission Process ........................................................................................... 14

Data Entry/Submission – Mortgage Broker, Sub-Mortgage Broker, Director ........... 14

Data Certification ..................................................................................................... 14

Transaction Batches ................................................................................................ 16

Extra Features on the Control Centre ........................................................................ 18

Branch Offices ......................................................................................................... 18

Switching Mortgage Broker Registrations ............................................................... 19

Managing Mortgage Broker Registrations ..................................................................... 20

Mortgage Broker Updates (not part of a renewal) ...................................................... 21


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Mortgage Broker Renewals ....................................................................................... 23

Adding a New Branch Office ...................................................................................... 29

Updating Branch Office Information ........................................................................... 31

Sole Proprietorships .................................................................................................. 33

Managing Sub-Mortgage Broker Registrations ............................................................. 34

Registration Renewals ............................................................................................... 35

Updating Registration Information ............................................................................. 39

Terminations .............................................................................................................. 41

Transfer In ................................................................................................................. 44

Step 1 – The Transfer ............................................................................................. 44

Step 2 – Update or Renew the Transferred Sub-Mortgage Broker.......................... 46

Adding New or Re-Instating Sub-Mortgage Broker Registrations .............................. 50

Managing Directors ....................................................................................................... 54

Updating Directors ..................................................................................................... 54

Terminating Directors ................................................................................................ 56

Adding a New Director ............................................................................................... 58

Unsubmitted Transactions ............................................................................................. 60

Submitting Transactions to FICOM ............................................................................ 60

Payment Information ............................................................................................... 60

Supporting Documents ............................................................................................ 66

Removing Transactions from the Unsubmitted Transaction(s) Batch ........................ 67

Removing Linked Head Office / Branch Office Transactions from the Unsubmitted

Transaction Batch ................................................................................................... 68

Reports .......................................................................................................................... 73

Control Centre ........................................................................................................... 73

Head/Branch Office ................................................................................................... 74

Additional Technical Information ................................................................................... 76


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Security ...................................................................................................................... 76

Site Navigation .......................................................................................................... 76

Forward and Back Buttons ...................................................................................... 76

Navigation Elements ............................................................................................... 76

Favorites and Bookmarks ........................................................................................ 76

Data Updates ............................................................................................................. 76

Support – FAQs (Frequently Asked Questions) ............................................................ 77

You are Unable to Log into MBEF ............................................................................. 77

Supported Browsers ................................................................................................ 77

You are a New DI with No Login Credentials .......................................................... 81

This is Your First Login / You Can’t Log into the System ........................................ 81

Your MBEF Account is Locked ................................................................................ 82

You have Forgotten Your Password ........................................................................ 82

Choosing the Correct Menu for Sub-Mortgage Broker Applications .......................... 83

Transfer In ............................................................................................................... 83

Add .......................................................................................................................... 84

Managing Registrant Information for Branch Offices ................................................. 85

Registration Data Displayed in MBEF Looks Wrong ................................................. 85

Sub-Mortgage Brokers are missing from the Control Centre ................................... 85

Branch Transactions Seem to be Missing ............................................................... 86

Submitted Transaction is still showing a Status of Pending .................................... 86

Incorrect Data .......................................................................................................... 86

Need to Recall Data Submitted ................................................................................. 86

Payment Questions ................................................................................................... 87

Fee Calculation ....................................................................................................... 87

How to Pay .............................................................................................................. 87

BC Express Pay system is not working ................................................................... 87

Important Computer Settings ..................................................................................... 88

Clearing Browser Cache ......................................................................................... 88


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Screen Resolution ................................................................................................... 89

Comments or Recommendations .............................................................................. 89


Page 5 of 89

MBEF – General Information

Introduction

The Mortgage Broker Electronic Filing (MBEF) system is a web based registration

system that allows Designated Individuals (DI’s), who have obtained login credentials

from the Registrar of Mortgage Brokers, to complete online applications for the following

situations:

Mortgage broker updates (amendments) and renewals.

New branch office applications

Sub-mortgage broker updates (amendments) and renewals

Sub-mortgage broker terminations

Sub-mortgage broker transfers

New sub-mortgage broker applications

Director updates (amendments)

Director terminations

New director applications

Note: Although new branch office registration applications can be submitted using

MBEF, new mortgage broker applications cannot be processed using this tool. Please

consult the FICOM website for the required application forms.

There is a separate Frequently Asked Questions document also available on the MBEF

website. Please click the MBEF Frequently Asked Questions link on the MBEF login

page.


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System Overview

DI’s must obtain login credentials from the Registrar to use MBEF. DI’s must then

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.

The following diagram illustrates the typical workflow for a DI using this system:

Step 1 – Obtain Application Data DI accesses MBEF to identify eligible transactions – renewals, updates, additions, transfers or terminations. DI obtains application information from sub-mortgage brokers or directors. DI enters new applications or updates / renews existing registration data. DI determines required supporting documents and fees.

Step 2 – Certify Application Data DI prints out application information in a transaction summary for sub-mortgage brokers or directors to review and certify. DI keeps the sub-mortgage broker or director certifications for office personnel records. DI ensures the sub-mortgage brokers or directors supply any required supporting documents (Form 16, copy of identification, certified criminal record check, etc.).

Step 3 – Submit Application Data DI accesses MBEF and enters any remaining updates to application data. DI attaches required supporting document(s) to the application. DI submits the finalized application batch to FICOM for processing. DI ensures all outstanding payments are sent to FICOM. DI takes steps to protect all sensitive personal information collected during the application process. For example, they consider deleting Driver’s License information after the registration process is complete.


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Accessing the System

This section provides basic information on accessing the system and maintaining your

login credentials.

Before you begin

PDF Reader

You will need to have PDF reader software installed. The Adobe Reader software is a

free and trusted product that you can download.

Supported Browsers

Currently FICOM supports Mozilla Firefox and Internet Explorer. If you do not use one

of the supported browsers, you will not be able to log into MBEF because the User

Name and the Password controls will be locked. As of January 12, 2018, the MBEF

System will require that everyone use the latest released version of Mozilla Firefox

or Internet Explorer. Updating your browser is one of the simplest ways to improve

your on-line security. This minimum browser version requirement will be updated every

3 months. MBEF will not support beta versions of these browsers. Please note: at this

time MBEF does not support Microsoft Edge or Google Chrome.

To view the Internet Explorer version you are using click the Help (menu) | About

Internet Explorer. To view the Firefox version you are using click the Help (menu) |

About Firefox.

If you are using Microsoft Edge as your browser, there is an easy way to switch to

Internet Explorer. The screen capture below shows the appearance of the MBEF login

page when using a Windows 10 computer with the Edge browser. The User Name and

Password controls are locked.

http://get.adobe.com/reader/


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In order to fix this situation, please click the three ellipses at the end of the navigation

bar (inside the red circle). Then click the “Open with Internet Explorer” link.

JavaScript

Ensure your browser has JavaScript enabled. JavaScript is used by the MBEF system

to verify you have entered the required information.

Timing Out for Added Security

Please note that your MBEF session will time out after 20 minutes of inactivity and any

unsaved data will be lost. Please save your data regularly.

Note: The FAQ section at the end of this document explains how to verify the

JavaScript settings for each supported browser.


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Finding the MBEF System

The MBEF login page is accessible through a special landing page included in the

FICOM website (http://www.fic.gov.bc.ca/). Please click on the Mortgage Brokers |

Industry link and then click the Mortgage Broker “E-Filing system” link in the

Registrations section.

The “Mortgage Brokers” landing page provides a link to the MBEF system (click the

link on the line “Access to the Mortgage Broker Electronic Filing System”) as well as

links to this user guide and contact information.

Secure access to the MBEF system is achieved through a user name and password

login system. Only DI’s are provided with a User Name and Password by the Registrar

of Mortgage Brokers.

Note: Before logging into the system for the first time, please ensure you are using a

supported browser and, if required, you have adjusted the browser JavaScript settings.

Consult our FAQ sections at the end of this guide for details.

http://www.fic.gov.bc.ca/


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First Time Login

As a DI, you will be issued a user name and temporary password via email. The first

time you log into MBEF, you will be redirected to a new page where you will be required

to create a new password (see below). Your password must be 8-12 characters (A-Z, a-

z, 0-9), with at least 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, 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

MBEF to the Select Mortgage Broker page or directly to the Control Centre page for

the company whose registrations you manage.

Password Management

It is extremely important to keep your user name and password protected from

misuse. Personal and confidential information about registered individuals is available

through this system.

Login credentials are only issued to DI’s with current registrations. Password

management tasks (lost or forgotten passwords) are tied to the DI email address.

If you forget your new password, you can use the “Forgot Password” link on MBEF’s

home page. This will initiate a password reset process and a new temporary password

will be emailed to you. In order to complete the reset process, you must be able to

provide your user name and the answer to the security question you specified.


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MBEF Control Centre

The Control Centre displays your registrations, transaction records, and provides the

due date for your next Annual Financial Filing.

The Actions menu on the left provides buttons for each type of transaction, as well as

access to reports. Registration lists to the right of the Actions menu have Status

indicators to help you keep track of your work.

The Registered Mortgage Broker section shows information about the selected

mortgage broker or branch office. Financial Filing dates do not apply to Branch Offices.

Within the Registered Sub-Mortgage Broker(s) list, expired sub-mortgage brokers are

displayed in orange text to identify them as requiring immediate attention. Extra warning

messages and notes help you understand the workflow. A list of registered sub-

mortgage brokers may be sorted by name or expiry date.

Unsubmitted Transactions you have created, but have not yet been submitted to

the Registrar are displayed in a section below the Directors. You must click the pink

Submit Batch menu button to send your batched transactions to the Registrar.

After you have submitted transactions to the Registrar, you will see a section called

Submitted Transactions which provides the transaction date, payment type, payment

status and transaction fee.


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System Highlights

Navigation & Information Elements

The following built-in navigation and information elements are included for ease of use:

Any records already submitted to a transaction batch will be locked, preventing

any further edits.

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 open a

PDF transaction summary. The current exception is the records in the

Transaction Batch Details table with a $0 fee on the Submit Transaction Batch

page. These records are not clickable.

The Control Centre and Log Out buttons will be visible on most pages in the top

right of your screen for easy access.

Save, Submit, Print and Cancel buttons are available on individual forms.

Pop-up dialog boxes will appear when you are about to perform a significant

action to help you avoid missing important steps in your workflow.

A Messages tab is available on the Mortgage Broker, Sub-Mortgage Broker and

Director data-entry forms to provide useful information regarding your current

record.

A Documents tab is viewable on the Mortgage Broker, Sub-Mortgage Broker

and Director data-entry forms after a transaction has been submitted to the

Registrar where Supporting Documents were required.

Reports

MBEF provides information reports for specific transactions as well as general

information.

Application summary reports can be printed at any stage of the process. Printing a

copy of an application prior to it being added to a transaction batch will show a DRAFT

watermark to let you know that the data was not finalized at the time of printing. Once

you add an application to a transaction batch (which locks the record from further

updates) the watermark will no longer display.

All MBEF reports use the PDF format. You must have a PDF viewer like Adobe Reader

installed to view the files. Additional information on reports is provided in a later section.

http://get.adobe.com/reader/


Page 13 of 89

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 using an electronic payment method or using a manual payment option.

When you choose ‘Electronic Payment’ as the payment method, you will be directed to

the provincial government’s secure e-payment site (BC Express Pay). You may pay the

application fee with Visa, Visa Debit, MasterCard, Debit MasterCard or AMEX.

If you choose ‘Cheque’ as the payment method, you must send the cheque to the

Registrar before your application will be processed. Cheques must be made payable to

the Minister of Finance. In order to ensure quick processing of your payment, please

specify the cheque number within MBEF payment page.

If you choose ‘Other’ as the payment method, you will see a link to open the Credit

Card Payment form. You must send this form to the Registrar before your application

will be processed. If you pay with cash, you may also use the ‘Other’ option.


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The Submission Process

Data Entry/Submission – Mortgage Broker, Sub-Mortgage Broker, Director

After you complete data entry for an application (e.g. sub-mortgage broker renewal)

click the Save button; your changes will be saved but the data will not be validated

except for the name fields. If 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 to successfully submit the data.

You may print a copy of the data entered at any time. The PDF will show a ‘DRAFT’

watermark to indicate the application has not yet been submitted to the Registrar.

Once all errors/omissions have been corrected, clicking Submit 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 unsubmitted after 14 days (status of ‘Editing’) will

be lost and the data will be overwritten by the most current data from FICOM.

Data Certification

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. At that stage the

data will no longer be editable.

Once you have submitted the transaction to a batch you will need to print a PDF

summary of the transaction data. Since the data is locked, the report will not contain the

‘DRAFT’ watermark. Obtain the applicant’s signature on the PDF certifying the accuracy

of the data you are submitting on their behalf. This signed document must be retained at

the business location of the mortgage broker and be available for inspection when

requested.


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Here is a model of the submission process:

Renew Sub #1(enter and confirm data)

Transfer In Sub #2(enter and confirm data)

Terminate Sub #3(enter and confirm data)

Update Sub #4(change and confirm

data)

Transaction

Batch(contains completed

transactions)

Batch Submission

& online Electronic

Payment

Certification-Form 16a

-Transaction Summary

Certification by Applicant

- If required, add Supporting

Documentation

Certification-Form 16a

-Transaction Summary



Documentation

Certification-Transaction Summary



Documentation

Supporting Documents

The Certification page includes a list of the supporting documents you need to submit to

the Registrar before the transactions can be processed. The list of supporting

documents is dependent on the data submitted. As of January 2018, you will need to

add all required Supporting Documents at one time when submitting the

application or MBEF will not allow you to proceed with the submission. If you are

not required to provide supporting documentation for the applicant, this page will tell you

that supporting documents are not required. If supporting documents are required,

please see the file “Supporting Documents – Quick Start Guide” for more details

about each of the steps of adding Supporting Documents when submitting an

application (please see the link on the MBEF Home Page).


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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.

Transaction Batches

Multiple Transactions Performed by a Mortgage Broker in One Batch

A mortgage broker can complete multiple transactions as part of a single “batch” of

transactions, like pooling items in a shopping cart. For example, assume a mortgage

broker performs the following transactions:

1. Transferring in a sub-mortgage broker – fee is $200.

2. Renewing a sub-mortgage broker – fee is $500.

3. Terminating a sub-mortgage broker – no fee.

4. Update contact information for a sub-mortgage broker – no fee.

The mortgage broker could complete each application into a single batch and pay with

one single electronic payment or one cheque (Option A).

Transaction #1 – $200.00


Transaction #3 - $0.00


= $700.00 Submit Batch

One Electronic

Payment

of $700

One Cheque or

Other Payment

of $700

-Transaction Data Sent to

Registrar

-Payment Processed


Registrar

-Payment still needs to be

sent to Registrar, either by

cheque or faxed credit card

form

OR

Option # A: Paying for multiple transactions as one batch

One batch containing multiple

fee-based transactions


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If the mortgage broker wishes to pay for transactions separately (e.g. using individual

sub-broker’s electronic payment card), then they should NOT submit transactions 1 to 4

as one batch. Instead, the mortgage broker can add transaction 1 to a 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).





= $200.00

= $500.00

Submit Batch

One Electronic

Payment of

$200

One Cheque or

Other Payment

of $200


Registrar

-Payment Processed


Registrar



cheque or faxed credit

card form

OR


Registrar

-Payment Processed


Registrar



cheque or faxed credit card

form

Option # B: Paying for multiple transactions as individual batches

One batch containing one fee-

based transaction

One batch containing one fee-based

transaction plus 2 no-charge transactions

Submit Batch

One Electronic

Payment of

$500

One Cheque or

Other Payment

of $500

OR

You will have up to 14 calendar days to complete and submit any transactions you

begin. Any changes to transaction data left unsubmitted after 14 days (status of

‘Editing’) will be lost and the data will be overwritten by the most current data from

FICOM.

Any renewal transactions left in unsubmitted batches after a registration’s expiry date

will incur late fees until payment has been completed.


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Extra Features on the Control Centre

Branch Offices

If a mortgage broker has branch offices, MBEF 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.

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.

When working with branch office records, please note the following two instructions:

1. Any transactions for a branch office (new branch, address change or sub-broker

applications) are automatically added to a batch which must be submitted to FICOM

from the head office Control Centre. Click the “Head Office” link 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 updates

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. If you do not

update the branch office before submitting the head office, MBEF will assume there

are no changes with the branch office information. This is the reason branch office

submissions need to be done first.


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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.


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Managing Mortgage Broker Registrations

DI’s can use MBEF to submit mortgage broker registration renewals, or make changes

to registration information (e.g. amendments to business address, trade names, or

email addresses and phone numbers) or add new branch offices.

There are three or four action buttons in the Control Centre to manage the mortgage

brokers: Update, Renew and Add Branch Office. If you are managing a mortgage

broker which has branches there is also a “Branches” button. As mentioned previously,

the “Switch” button is displayed if you manage more than one mortgage broker which is

not involved in a head office / branch office relationship (see the table below).

If you click on the mortgage broker listing in the Control Centre (in the section titled

“Registered Mortgage Broker”) and the record is eligible for renewal, MBEF will

automatically use 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.


begin. Any changes to mortgage broker data left unsubmitted after 14 days (status of

‘Editing’) will be lost and the data will be overwritten by the most current data from

FICOM. These automatic updates help prevent the information in MBEF from becoming

stale or out-of-date.

If you wish to add a branch office and the mortgage broker already has branch offices,

then you must be viewing the Control Centre of the head office or the “Add Branch

Office” button is not viewable (see the table below). If the mortgage broker does not

have any branches, click “Add Branch Office” from the Control Centre.

This is the Mortgage Broker menu when viewed from the Head Office

This is the Mortgage Broker menu when viewed from the Branch Office

This is the Mortgage Broker menu when viewed from Company which does not have any branches.

Note: This is the Mortgage Broker menu when viewed from a DI who is managing multiple Mortgage

Broker registrations. If you are managing one mortgage broker, then the Switch button is not visible.


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Mortgage Broker Updates (not part of a renewal)

Steps to Follow:

1. Confirm you are viewing 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 | 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 Submit.

4. Review and correct any errors or omissions found during data validation and click

Submit again.

5. 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 fees that may be applicable.

6. Add all the Supporting Documents using the Browse buttons.

Please note there is a 6 MB file size limitation applicable to every file attached

to your application in the Supporting Documentation section. Please see the file

“MBEF Supporting Documents – Quick Start Guide” for more details.

7. Then click the Upload All button to upload all the Supporting Documents.

8. You may click Print Application to print the summary to generate a transaction

for your records. However, if you print the report from this page, the report will

still show DRAFT watermark to indicate the application has not yet been

submitted to the Registrar.

9. Click on the Add to Batch button to finalize the transaction and add it to the

batch. No further changes to this transaction are possible after it has been added

to a batch so a warning message is displayed. You may click Cancel and return

to your submission later, or click OK to proceed.


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10. 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. You may

click on any record with this status to generate a PDF summary of the transaction

details. Since the information is not changeable, this report will not contain the

word DRAFT in the report background.

11. Once your transaction has been added to a Batch, two

new buttons in the Actions menu will appear within a

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 your

Transactions to FICOM’ 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 & payment. Removing this transaction will return

the information back to an “Editing” status where you will be allowed to make

changes to it.


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Mortgage Broker Renewals

Mortgage broker renewals require that all the director(s) and branch office information (if

applicable) be reviewed and updated as part of the submission process. Access to this

information is available to you from Actions Menu on 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 record action and type of company.

For the example below, it shows a head office mortgage broker undertaking a renewal.

A head office will show a “Branch Offices” tab. When a registration is in renewal mode,

the “Declarations” tab is visible and must be completed.


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Note: If you are renewing a head office record, which has associated branch offices,

you must submit any corrections or updates (e.g. new street address or phone number)

for each branch office individually before submitting the head office mortgage broker

renewal to the batch.

Note: If you submit a branch office changes during the renewal period, these

changes cannot be submitted separately from the head office. They must be submitted

in a group with the head office renewal. If you attempt to submit a branch office update

separate from a head office renewal you will see this text in the Submit Batch page.

In order to solve this issue, click on the Head Office Mortgage Broker entry, complete

the information on all tabs. Then click the Validate button at the bottom of the Mortgage

Broker form. Review the information on the Certify Broker page, click Add to Batch

button and click OK in the pop-up window.


Page 25 of 89

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,

you can 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. 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

detailed explanations.

d. If this Mortgage Broker has branch offices, you will see a Branch Offices tab.

Submit any corrections or updates (e.g. new street address or phone

number) for each branch office individually before submitting the head office

mortgage broker renewal to the batch

e. Review the list of Directors. Any changes to directors must be reported to

the Registrar. You may terminate existing directors or add new ones by using

the options on the Director Menu. Director contact information changes can

be done by using the built in links provided in the Director tab or from the

menu.


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f. The Messages tab provides transaction notes to help you submit the

application correctly.

Note: If you have made changes to the record but you 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. A dialog box will appear explaining any errors or

omissions and the related fields in the form will be highlighted in pink.

5. Correct any errors or omissions and click Validate again. This button will redirect

you to the Certification page.


attention to the list of supporting documents you may be required to submit

and the Fee assessed for the transaction.

Please note that the assessed fees displayed on this page are calculated based

on a submission date of the same day. If 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.



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still show DRAFT watermark.

10. Clicking on the Add to Batch button on the Certification page will produce a

warning message. Once you have added your transaction to the Batch, the

record will be locked (no further changes), so ensure you have reviewed and

certified all director and branch office information prior to completing your

submission. You can click Cancel and return to your submission later, or click

OK to proceed which will send the transaction to the holding area.


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your selected mortgage broker: Pending Renewal – Open Batch Entry. You

may click on any record with this status to generate a PDF summary of the

transaction details. Since the information is not changeable, this report will not

contain the word DRAFT in the report background.

Once your transaction has been added to a Batch, two


new heading called Unsubmitted Transaction.


broker registration (branch or director updates, etc.), you must click the Submit

Batch menu item to submit the batch for payment and final submission to the

Registrar. You can also add sub-mortgage broker transactions to the same batch

before submitting it. See the section ‘Submitting your Transactions to FICOM’ in

this guide.





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.


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Adding a New Branch Office

A new branch office application can be created at any time. However, if you also intend

to update or renew the Head Office as part of the same batch, please ensure you add

the new branch first. If you update or renew the head office, its registration will be

locked and you will not be able to add a branch office until the head office application

has been approved. Once the branch has received conditional approval at the

Registrar’s Office, you will be able to add or transfer a sub-mortgage broker to it on the

following business day.

Steps to Follow:



mortgage broker. If you manage multiple mortgage brokers, you can click the

Switch button in the Actions | Mortgage Broker menu to select a different

mortgage broker registration.

2. Click on the Add a Branch Office button in the Actions menu.

3. Enter the required data on the Applicant & Addresses tabs, and review the

information on the Messages tab. You may tick the “Use Head Office Service

Address” box to link the branch’s service address with the Head office’s service

address. Click Validate.


Validate again.

5. Review the information provided on the Certification page, including the required

fee.








8. You will be returned to the new branch’s Control Centre where you will see a new

status: Pending Addition – Open Batch Entry. You may click on any record

with this status to generate a PDF summary of the transaction details. Since the

information is not changeable, this report will not contain the word DRAFT in the

report background.


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Note that once you add a branch application to a transaction batch, a new

message appears reminding you to use the head office Control Centre to view

and submit your batched transactions.

9. Click the “Head Office” link to return to the Head Office Control Centre. Then you

can view all the transactions in your current Batch. Two












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.


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Updating Branch Office Information

Each branch office has its own contact information screens 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.

Updates to branch information can be made at any time. However, if you also intend to

update the head office Company Name or Trade Name as part of the same batch,

please ensure you update branches first. If you update the head office record Company

Name or Trade Name, the head office and all the branch offices will be locked and you

will not be able to make further updates to the branch offices until the head office

application has been processed.

Steps to Follow:



mortgage broker. If you manage multiple mortgage brokers, you can click the

Switch button in the Actions | Mortgage Broker menu to select a different

mortgage broker registration.

2. Click on the Branches action button in the Actions menu.

3. Review the list of Branches and select the one requiring updates. This will open

the branch’s Control Centre, from which you can select the branch record itself or

any associated sub-broker records.

4. Review contact data, make any required changes, and click Validate.


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.










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11. 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.

You may click on any record with this status to generate a PDF summary of the



12. Click on the Branches button to select a new branch to update, or click the Head

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.

13. Click the “Head Office” link to return to the Head Office Control Centre. Then you

can view all the transactions in your current Batch. Two












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.


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Sole Proprietorships

Sole Proprietors are handled in the same way as other mortgage broker registrations

except that additional personal information is also required in the application forms.

The renewal form will contain extra tabs for Personal History and Education information.

If this form is viewed during the renewal period, you will see a Declarations tab. This tab

includes questions pertaining to an individual rather than a corporation.


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Managing Sub-Mortgage Broker Registrations

DIs can use MBEF to submit sub-mortgage broker registration renewals or make

changes to registration information, like amendments to addresses, phone numbers and

education, terminate or transfer-in registrations, or submit new registration applications.

After the DI has entered data into MBEF 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.

There are two primary action buttons in the Control Centre to manage the way currently

registered sub-broker data is handled: Update and Renew. If you simply click on the

sub-mortgage broker listing in the Control Centre and the record is eligible for renewal,

MBEF will automatically use renewal mode.

You are allowed to renew within 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.

The number of data entry tabs displayed will change based on whether you are

performing a renewal, update or adding a new registrant.


begin. Any changes to sub-mortgage broker data left unsubmitted after 14 days (status

of ‘Editing’) will be lost and the data will be overwritten by the most current data from

FICOM. These automatic updates help prevent the data in MBEF from becoming stale

or out-of-date. This update does not apply to new or transferred sub-mortgage brokers

whose status would be “Editing New” and “Transfer Incomplete” respectively.


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Registration Renewals

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 of their registration

expiry date, the sub-mortgage broker 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.

If you will be submitting a new registration application for an individual previously

registered in B.C., it is important to specify the registration number used by that

individual on the Prior Registration tab.

Sub-mortgage brokers whose registration has expired will display in orange text in the

Control Centre list to draw your attention (see below). If you were to select this record,

you must renew their registration.

Steps to Follow:






2. Click the Renew button within the Actions | Sub-Mortgage Broker menu and

select the sub-mortgage broker registration you wish to renew, or simply click the

sub-mortgage broker record displayed in the Control Centre from the list. If

eligible, the renewal screen will automatically load the sub-mortgage broker you

selected.


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3. Review all the data in each tab. Enter 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 need

to be part of your registration, like a nickname used for business or advertising.

4. Carefully review each question on the Declarations tab with the applicant and

answer it truthfully on the applicant’s behalf. For some Yes answers, a comments

box will appear for you to enter a detailed explanation. Other Yes answers will

require supporting documentation.

5. Read the notes on the Messages tab (see below). It contains important

information specific to each sub-mortgage broker. In the case of a sub-mortgage

broker whose registration has expired, you will receive additional information

about important submission deadlines.


validation process will look for errors or omissions. A dialog box will appear

explaining errors or omissions and the related fields in the form will be

highlighted in pink.

7. Correct any errors or omissions and click Validate again.


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attention to the list of supporting documents you may be required to submit.

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

on a submission date of the same day. If 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.









12. Click on the Add to Batch button to finalize the transaction. No further changes

to this transaction are possible after it has been submitted to a 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.


your selected sub-mortgage broker: Pending Renewal – Open Batch Entry.





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changes to it.

If the mortgage broker has branch offices, all pending 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 FICOM’ in this guide).

15. Submit any outstanding fees to the Registrar.


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Updating Registration Information

Steps to Follow:

1. Click the Update button within the Actions | Sub-Mortgage 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.

2. 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

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.


Validate again.


to the list of supporting documents you may be required to submit (for example:

proof of legal name change).






7. Print the transaction summary to generate a 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 it to the

holding area. No further changes to this transaction are possible after it has been

submitted to a batch. Clicking the Add to Batch button on the Certification page

will produce a warning message.


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You can click Cancel on this message and return to your submission later, or

click OK to proceed.


your selected sub-mortgage broker: Pending Update – Open Batch Entry. You

may click on any record with this status to generate a PDF summary of the

transaction details. Since the report information is not changeable, it will not














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





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Terminations

The Terminate action button allows you to complete the termination of a registered sub-

mortgage broker.






2. Click the Terminate button within the Actions | Sub-Mortgage Broker menu. You

will be directed to a list of registered sub-mortgage brokers.

3. 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 to return to the Control Centre.

Note you cannot use the Terminate action on a new or transferred sub-mortgage

broker. See full explanation at the end of this section.

4. Fill in the Termination Date and the Termination Reason using the pick list

provided.

5. Please enter Comments to support the termination, especially in the case of

termination with cause.

6. When all data is entered, click the Complete Termination button.


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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”. You may click on any record with this status

to generate a PDF summary of the transaction details. Since the information is

not changeable, this report will not contain the word DRAFT in the report

background.













changes to it.





9. The transaction with a status of Pending Termination is automatically added to

your current batch and will appear as a zero dollar cost item in your list of

Unsubmitted Transactions.


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Please note that you cannot use Terminate on a new or transferred sub-mortgage

broker. Terminate only applies to Sub-Mortgage Brokers who have a registration

with the 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.


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Transfer In

The Transfer In action button allows you to transfer the registration of a sub-mortgage

broker from one mortgage broker to another.

Please note transfers are not available for sub-mortgage brokers who are more than 30

days past their expiry dates, or 30 days past their Termination Dates. For those

individuals, click the Add button within the Actions | Sub-Mortgage Broker menu and

then you must specify the individual’s previous registration # in the Prior Licensing tab

of the Sub-Mortgage Broker data entry form.

Transfers are a two-step process:

1. Perform the registration transfer.

2. Enter the registration data and submit it to a batch.

After the transfer process is complete, the sub-mortgage broker you choose to transfer

will be listed in the Control Centre of the current mortgage broker.

Step 1 – The Transfer

1. Confirm you have loaded the Control Centre for the mortgage broker registration

to which you want to transfer the sub-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 will be transferring the individual to

a specific branch, make sure you are viewing the Control Centre for that branch

office.

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.

3. Enter the person’s registration number and click Find. The window below shows

the DI would like to transfer the sub-mortgage broker with registration #146339

into the mortgage broker “MB Test Company – No Branches”.


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4. The system will validate the registration number and display the name associated

with the registration. The Transfer button will be activated. If the wrong number

has been entered, type in a new number and click Find again.

5. Click on the Transfer button to complete the transfer portion of the process.

Note 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.


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Step 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.

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-mortgage brokers,

you are required to manually add all applicant data (except their name).

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

your wish to delete this sub-mortgage broker’s information. If you click Yes, all of

this data will be deleted.


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3. Add the required data in all tabs. Most fields must be completed. 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 cell 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

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.


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c. The Declarations tab requires truthful answers. Some Yes answers provide




full explanation.

d. The Messages tab provides any special system instructions or notes

applicable to each transaction type, ex. updates, renewals, transfers.


validation process will run. A dialog box will appear explaining errors or


5. If applicable, correct all errors and omissions (problem fields shaded in pink) and

click Validate again. The validation process will run again and must be

successful before you will be allowed to submit your application.
















your selected sub-mortgage broker: Transfer Update – Open Batch Entry or

Transfer Renewal – Open Batch Entry. You may click on any record with this

status to generate a PDF summary of the transaction details. Since the

information is not changeable, this report will not contain the word DRAFT in the

report background.


Page 49 of 89












the information back to a “Transfer Incomplete” status where you will be allowed

to make changes to it.

Note: 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).


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Adding New or Re-Instating Sub-Mortgage Broker Registrations

Use the Add button within the Actions | Sub-Mortgage Broker menu to create a

registration application for individuals who have never previously been registered in

B.C., as well as for previously registered individuals who have let their registration lapse

for more than 30 days.

1. Confirm you have loaded the Control Centre for the mortgage broker registration

to which you want to register the sub-broker. 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. If you

are registering the individual to a specific branch, make sure you are viewing the

Control Centre for that branch office.

2. Click the Add button within the Actions | Sub-Mortgage Broker menu.

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.



reach them outside the office, either a residential or cell number. The Service

Address must be located in British Columbia.

b. If this a re-instatement 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.

c. The Employment History tab has an Add Employment button so you can

specify the employment history. You must also include periods

unemployment, schooling and self-employment for the full 5 year period

immediately preceding the date of this application.


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d. The Education tab provides an Add Education button allowing you to add

new row for every course taken by the applicant. As of January 2018, MBEF

shows courses from the following institutions: MBABC, MBIBC, Mortgage

Professionals Canada, Reciprocity and University of British Columbia.

Note that if at any time during this addition you determine that you will not be

proceeding with the submission, 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.

e. The Prior Licensing tab first asks if the applicant was previously registered

as a sub-mortgage broker in British Columbia. Please make sure you obtain

their previous B.C. registration number as the system will prompt you for a

registration number if you click Yes. When you type in the number, a

corresponding name will appear, along with the person’s last registration

expiry date. If the name appearing is correct, you may proceed with your

submission. If the name is incorrect or no person is found and the registration

# is correct, please contact FICOM before proceeding.

The lower section of the tab refers to any legislation in BC or elsewhere,

although the inclusion of Mortgage Brokers Act is intended only for

jurisdictions outside BC.


Page 52 of 89

f. The Declarations tab requires truthful answers. Some Yes answers provide




full explanation.

g. The Messages tab provides 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.




5. If applicable, correct all omissions (problem fields shaded in pink) and click

Validate again. The validation process will run again and must be successful

before you will be allowed to submit your application.









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9. You may click Print Application to print the summary of the transaction for your

records. However, if you print the report from this page, the report will still show

DRAFT watermark.

10. Click on the Add to Batch button to finalize the transaction and send it to the

Unsubmitted Transaction holding area. No further changes to this transaction are

possible after it has been submitted to a batch.


your selected sub-mortgage broker: Pending Addition – Open Batch Entry.















the information back to an “Editing New” status where you will be allowed to

make changes to it.







Page 54 of 89

Managing Directors

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. Updates to directors do not incur fees.

Updating Directors

If any aspect of a director’s information changes, ex. phone number or email address,

use update to inform FICOM about these changes.

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


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.

3. Select the director from the list.

4. Update the data and then click Validate.

5. The Messages tab with provide any special system instructions or notes

applicable to your transaction.

6. If necessary, review and correct any errors or omissions found during data

validation and click Validate again.



8. Click Print Application to keep a record for your files.

9. Click on the Add to Batch button to finalize the transaction and send to the



10. 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. You may click on

any record with this status to generate a PDF summary of the transaction details.

Since the information is not changeable, this report will not contain the word

DRAFT in the report background.


Page 55 of 89













changes to it.


Page 56 of 89

Terminating Directors

Use the Terminate action button to remove a person listed who is no longer a director

for the mortgage broker.

Steps to Follow:






2. Click the Terminate button within the Actions | Director menu.

3. 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.

4. Read the prompt asking you to confirm your intentions. Click OK to continue with

the termination.

5. After the termination is complete, select other director tasks using the Add,

Update or Terminate buttons provided or click the Control Centre button.













Page 57 of 89


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.

For directors with a status of Editing New, you must use the red Delete button in the

Director data entry form.


Page 58 of 89

Adding a New Director

In the case of a new director, the Registrar requires a complete application for the

individual and will perform a suitability check.

Steps to Follow:






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 tabs of the form. 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.



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 change, 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




full explanation.

e. The Messages tab with provide an special system instructions or notes

applicable to your transaction.


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5. Correct all 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.






9. Click Print Application to keep a record for your files.

10. Click on the Add to Batch button to finalize the transaction and send to the




your selected director: Pending Addition – Open Batch Entry. You may click

on any record with this status to generate a PDF summary of the transaction

details. Since the information is not changeable, this report will not contain the

word DRAFT in the report background.












the information back to an “Editing New” status where you will be allowed to

make changes to it.


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Unsubmitted Transactions

Once you have added a transaction (e.g. updates, renewals, etc.) to a batch (a virtual

shopping cart), you will see a new Control Centre section and menu option called

Unsubmitted Transaction which lists the transactions in your current batch. You must

submit the batch to have the Registrar’s office process the transaction(s). There is

a message in this section as a reminder the transaction still needs to be submitted.

In the Actions | Unsubmitted Transaction menu, there are two buttons. You will see a

pink Submit Batch button and message text to remind you there are unsubmitted

transactions. If you need to remove an item from the batch, there is also a Remove

Transaction button.

Submitting Transactions to FICOM

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.

Click the Submit Batch button within the Actions | Unsubmitted Transactions menu to

begin the final submission step.

Payment Information

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 # above). 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. From the Unsubmitted Transaction section, you may print a PDF report

called Fee Details to show how a fee total has been calculated. Note this is the only

time the Fee Details report is available. Open the PDF by clicking on any row in the

Unsubmitted Transaction section where the fee is more than $0. Using the example

above, the Fee Details report is available for Line #19229.


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Payment Options

Once you are viewing the Submit Batch page, if the total amount owing is more than

$0, you will see you have three ways to pay for the transaction batch entries.

Transactions incurring fees can be paid by cheque or by using the Ministry of Finance’s

secure e-payment system. The Registrar is not responsible for any problems with

payment.

Please remember that renewal fees calculated at this step may include late fees if the

renewal transaction was left unsubmitted past the registration’s expiry date.

Electronic Payments

If you click Electronic Payment, you will see the following text appear to the right of

this option.

Visa, Visa Debit, MasterCard, Debit MasterCard and AMEX electronic payment cards

are accepted. Any failed transactions (insufficient funds, invalid or expired card, etc.) will

result in a message of “Declined”.

There is an important restriction to note regarding electronic 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 MBEF application has a warning message which is displayed as soon as the total

amount due is more than $0.

If you want to pay for specific transactions using different electronic payment cards, you

must process each payable portion as a separate transaction batch and submit each

batch’s payment individually to the Registrar.


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Cheque Payments

When ‘Cheque’ is selected as the payment option, a text box will appear allowing you to

enter a cheque number for your reference. This text box may also be left blank.

Other

Use ‘Other’ when you will fax in the Credit Card payment form or you will pay by cash.

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’. However, in order for FICOM to

process the information updates, you will still need to submit the transaction batch.


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Steps to Follow When Submitting a Batch:


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 to use: Electronic Payment,

Cheque or Other.

4. Click the Print Transaction Batch button to generate a PDF copy of the

unsubmitted batch for your records.


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5. Click the Submit Transaction Batch button.

6. If fees are being paid using an electronic payment, you will be prompted with a

redirect dialog box because you are about to be transferred to the provincial e-

payment system. Click OK. If you click Cancel, then you will have to pay by

cheque or you may fax or phone in your electronic payment information or you

may pay by cash.

Please note that when you see a security warning message (as shown below),

you must click Yes to open the beanstream web address and pay using an

electronic payment card. If you click No, then you will be required to submit

payment by cheque or you may fax or phone in your electronic payment

information or you may pay by cash.


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7. Enter your card type, card number and expiration date on the Internet

Payments Program screen. Then click the Pay Now button (see below).

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).

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 MBEF and wish to close your session.


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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 another transaction in this section.

At any time, you may click on a row in this section and display a PDF of the

payment.

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. If

you hover your mouse pointer over a row with a fee, you will see this message:

If you hover your mouse pointer over a row where there is no fee, you will see this

message:

Therefore it is only the transactions with a fee where the Fee Details report is

available.

Supporting Documents

Transactions received by the Registrar will not be processed without all required

supporting documents, including payment. The list of supporting documents is

dependent on the data submitted. As of January 2018, you will need to add all required

Supporting Documents at one time when submitting the application or MBEF will not

allow you to proceed with the submission. If you are not required to provide supporting

documentation for the applicant, this page will tell you that supporting documents are

not required. If supporting documents are required, please see the file “Supporting

Documents – Quick Start Guide” for more details about each of the steps of adding

Supporting Documents when submitting an application (please see the link on the

MBEF Home Page).


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Removing Transactions from the Unsubmitted Transaction(s) Batch

You may remove any item from the Unsubmitted Transaction(s) 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.

After clicking this button, you will be redirected to the Unsubmited Transaction

Removal page. If you did not wish to remove any of the transactions, clicking the

Cancel button below the list will return you to the Control Centre without making any

changes.

Click on any row to remove the item from this list. Then 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.


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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).

Removing Linked Head Office / Branch Office Transactions from the Unsubmitted

Transaction Batch

Currently there are two situations where MBEF will remove more than one transaction

at the same time. Both situations involve head office / 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 Pending Renewal records for the head office and each of

the branch offices.

If you click the Remove Transaction button within the Actions | Unsubmitted

Transaction menu, you will be directed to the Unsubmitted Transaction Removal page.

Then select any one of the head office or branch office rows to show this message.


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Clicking OK will remove all rows for the head office and branch offices from the

Unsubmitted Transactions section (as shown below) and display any remaining rows

from other transactions.

If you click Cancel, no rows will be removed and you will be returned to the Control

Centre for the head office.

Any records removed from a batch will display a status of “Editing” if you had made

changes to the branch. If you submitted the head office name change without making

any branch office changes, the branch status will show “Current”.


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The second example is the case of a head office company name or trade name

update. After this update is submitted, you will also see there are Pending Update

entries in the unsubmitted transaction batch for the head office and each of the branch

offices.

If you click the Remove Transaction button within the Actions | Unsubmitted

Transaction menu, you will be directed to the Unsubmitted Transaction Removal

page. Then select any one of the head office or branch office rows, you will see the

following message.

Clicking OK will remove all rows for the head office and branch offices from the

Unsubmitted Transactions section and display any remaining rows from other

transactions.

If you click Cancel, no rows will be removed and you will be returned to the Control

Centre for the head office.

Any records removed from a batch will display a status of “Editing” if you had made

changes to the branch. If you submitted the head office name change without making

any branch office changes, the branch status will show “Current”.


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The cases mentioned above are also the reason there is a restriction when you submit

the batch for payment in the case of a head office/branch office renewal. During the

renewal period for a head office/branch office, the head office must be included in the

transaction batch.

In order to update any branch information, branch updates must be specified before the

head office renewal is submitted. However if you attempt to submit a transaction batch

without the head office renewal you will see the following message.

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 submit the head

office renewal to the Unsubmitted Transaction batch. Then you will see all the other

branches will be added to the Transaction batch.


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Now click the Submit Batch button to return to the Unsubmitted Transaction page.

Complete payment (as shown below) by choosing the “Payment method” and clicking

the Submit Transaction Batch button.


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Reports

MBEF provides print options for individual transactions at any time during the

application process. In addition to transaction summaries, MBEF also offers two specific

reports.

Control Centre

You can print a snapshot of the current registrations & directors for a particular

mortgage broker by using the Control Centre report. Simply load the appropriate

mortgage broker registration in the Control Centre and click the Control Centre button

in the Actions Menu.


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Head/Branch Office

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. Simply load

the appropriate mortgage broker head office in the Control Centre and click the

Head/Branch Office button in the Actions menu.

The image below shows the head office contact information.


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The image below shows the contact information for one of branch offices.


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Additional Technical Information

Security

The logo seen on the home page of the MBEF system shows this

site is VeriSign certified for your protection. If you click somewhere

on the “Norton Secured” icon, 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 Certification.

Site Navigation

Forward and Back Buttons

The MBEF system is different from websites where you view news articles or download

files. MBEF 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 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:

Navigation Elements

MBEF provides navigation elements which allow you to perform all tasks. The

navigational elements include the Actions menu and the table rows to the right of the

Actions menu. In order to successfully use MBEF, you must exclusively navigate by

clicking on a row in the Actions menu or a table row. Your selection provides MBEF with

the data it requires to display the appropriate page.

Favorites and Bookmarks

Using a browser Favorite (Internet Explorer) or Bookmark (Firefox) is only useful for the

login page. As explained in the above section called Navigation Elements, all other

pages require data obtained when you click on the Actions menu or a table row.

Data Updates

MBEF data is refreshed nightly. Any updates to registration data at FICOM will not be

visible in MBEF the same day, but they will be visible the following day.


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Support – FAQs (Frequently Asked Questions)

The following list of topics for the MBEF system summarizes the most common

questions. If you do not find the answer for your question, please consult the MBEF

User Guide.

You are Unable to Log into MBEF

Supported Browsers

Currently FICOM supports Mozilla Firefox and Internet Explorer. If you do not use one

of the supported browsers, you will not be able to log into MBEF because the User

Name and the Password controls will be locked. As of January 12, 2018, the MBEF

System will require that everyone use the latest released version of Mozilla Firefox

or Internet Explorer. Updating your browser is one of the simplest ways to improve

your on-line security. This minimum browser version requirement will be updated every

3 months. MBEF will not support beta versions of these browsers. Please note: at this

time MBEF does not support Microsoft Edge or Google Chrome.

To view the Internet Explorer version you are using click the Help (menu) | About

Internet Explorer. To view the Firefox version you are using click the Help (menu) |

About Firefox.

If you are using Microsoft Edge as your browser, there is an easy way to switch to

Internet Explorer. The screen capture below shows the appearance of the MBEF login

page when using a Windows 10 computer with the Edge browser. The User Name and

Password controls are locked.


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In order to fix this situation, please click the three ellipses at the end of the navigation

bar (inside the red circle). Then click the “Open with Internet Explorer” link.


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As shown here, your computer should open an Internet Explorer session and you

should have no issues logging into MBEF.


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Enabling JavaScript

If JavaScript is not enabled, you will not see any data on the page. Instead you will see

a message explaining why MBEF 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 Options. 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 the F5 key.

To enable JavaScript within Firefox, as of version 57.0, these are the steps to ensure

JavaScript is enabled. Click in the URL box and type “about:config”.

You will see a message stating “This might void your warranty”. As shown above,

click the “I accept the risk!” button.


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Type the following text in the Search box “javascript.enabled”. Firefox should

display this property and the value should be specified as “true” (see below). If the value

is “false”, right-click the property and click the Toggle option to change it to “true”. Then

close this Firefox tab by clicking the X above the word Firefox (as shown below) and

reload the MBEF home page.

You are a New DI with No Login Credentials

When a new Designated Individual (DI) is set up in the Registrar’s database, a message

will be sent automatically to the DI’s email address specifying a user name and

temporary password. These are the credentials you must use to log into MBEF. For

security purposes, MBEF will require you to change this password when you log into it

for the first time. Please make sure you have received this email. If no email can be

located, please contact the Registrar’s office.

This is Your First Login / You Can’t Log into the System

If you are trying to log into MBEF for the first time or you are experiencing problems,

please try the following steps before calling for assistance:

Make sure your browser is supported (you are using the latest released version of

Mozilla Firefox or Internet Explorer) and that your browser settings has JavaScript

enabled (see the section above titled Enabling JavaScript). If you make changes to

your browser settings, you must close and re-open your browser.

Make sure you type your password exactly the same way each time. If you copy and

paste the password from a system email, it may include extra spaces which will

prevent successful logins. Passwords are also case-sensitive so ensure you do not

have the Caps Lock key on when typing the password.

If you still experience difficulties, please contact the Registrar’s office for further

assistance.


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Your MBEF Account is Locked

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 that your account is locked. If this happens, please do the following:

Wait 30 minutes and try your password again. The system will automatically

unlock your account after 30 minutes.

If you need immediate access, you may contact the Registrar’s office to request

that your account be unlocked.

Verify your password again and consider using the “Forgot Password” option, as you

may be using a password that is not current.

You have Forgotten Your Password

If you forget the password you create, you can use the “Forgot Password” option on

the login page (below the Password box). You will need to enter your User Name and

then your password reset question and answer such as “What city were your born in”.

After answering this question, click the Submit button. Then a new password will be

emailed to the address of the Designated Individual for the Mortgage Broker.

You may also contact the Registrar’s office to request a password reset. In this case, a

new temporary password will be emailed to the address of the Designated Individual for

the Mortgage Broker.


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Choosing the Correct Menu for Sub-Mortgage Broker Applications

Here are the possible “Actions” you may perform when

submitting a Sub-Mortgage Broker application. The first 3

Actions rarely cause confusion.

You would choose “Update” when you need to inform the

Registrar about a change to the person’s name or other

contact details.

You choose “Renew” when the person’s registration is due for renewal, which occurs

when the current days is within 60 days of the registration Expiry Date. You choose

“Terminate” when the person is terminated or leaves the company.

The biggest confusion arises when you are deciding between “Transfer In” or “Add”.

Transfer In

Use Transfer In when one of the following statements is correct:

“Transfer in” someone who is working for another company, or even between

branches of an affiliated company

“Transfer in” someone who has been terminated for less than 30 days.

If a transfer applicant’s registration is within 60 days of their Expiry Date, the system will

renew it as part of the transfer.

When performing a Transfer-In, there are times when it will not work and you will see

the following message.

This is caused by another Mortgage Broker submitting an application for this Sub-

Mortgage Broker at the same time. If you need more information about the reason for

this message, please contact the Registrar at [email protected].

mailto:[email protected]


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Add

Use the Add button when doing any of the following:

You are adding a new, previously unregistered sub-mortgage broker. On the

“Prior Licensing / Registration” tab, please specify “No” to the question which asks

whether this person has been licensed under the Mortgage Broker Act in B.C.

You are adding someone who is more than 30 days past their expiry date. On the

“Prior Licensing / Registration” tab, please specify “Yes” to the question which

asks whether this person has been licensed under the Mortgage Broker Act in

B.C. Then add their Registration # in the “Prior B.C. Registration #” box.

You are adding someone who has been terminated elsewhere for more than 30 days

but still has time left on their registration period. This application is known as a re-

instatement. On the “Prior Licensing / Registration” tab, please specify “Yes” to the

question which asks whether this person has been licensed under the Mortgage Broker

Act in B.C. Then add their Registration # in the “Prior B.C. Registration #” box. Since

this person’s registration is not expired, you will be able to submit this type of application

at a reduced cost.


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Managing Registrant Information for Branch Offices

It is important to remember that each branch office will have its own Control Centre in

MBEF. The sub-mortgage brokers registered to the branch you select will be listed.

If you wish to add or transfer a sub-mortgage broker to a specific branch, you must load

that branch office’s Control Centre first. Please ensure the correct Control Centre is

loaded before performing any sub-mortgage broker transactions.

As of May 2016, you are able to add a new branch office within MBEF. Within the

Mortgage Broker menu, there should be an option titled “Add Branch Office”. Click this

button and complete the information on the Mortgage Broker form. Once you have

finished the data entry, click the Validate button and Submit the application. Please

consult the MBEF User Guide with section titled “Adding a New Branch Office” for

complete information on this process.

Registration Data Displayed in MBEF Looks Wrong

Sub-Mortgage Brokers are missing from the Control Centre

Please remember each head office and branch office registration will have its own

Control Centre to load and will list all the sub-mortgage brokers registered specifically to

it. If you are looking for a particular registration and don’t see the person you expect to

see, please verify you have the right branch or head office location loaded in the Control

Centre.

Any sub-mortgage broker who is more than 30 days past their expiry date will not be

displayed in the list of registered sub-mortgage brokers. These individuals can be re-

registered in MBEF as ‘new’ sub-mortgage brokers, but you must specify their BC

registration number on the Prior Licensing tab during this re-registration process.


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Branch Transactions Seem to be Missing

Please remember that any transactions you perform at the branch office level need to

be submitted from the head office’s Control Centre. Any Unsubmitted Transactions

created for branches will not be listed on the branch office’s

Control Centre. Please refer back to the head office Control

Centre to submit all transaction batches you create. In the

Mortgage Broker menu, click the Head Office button to view

the Head Office Control Centre.

Submitted Transaction is still showing a Status of Pending

Allow 10 business days for application processing. The office of the registrar does not

accept telephone calls for applications in progress. You will be notified if your

application has any deficiencies to resolve.

If the application is still showing a status of Pending after more than 10 business days,

and you have NOT been contacted for missing fees or any issues regarding the

supporting documents, please email the Registrar’s office.

Incorrect Data

If you should discover any inaccurate registration data displayed in MBEF (wrong expiry

dates, missing registrations, duplicate registrations), you must contact the Registrar’s

office to review the issue.

Need 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 record.

If it has not already been imported into the Registry, your application may be reset and

will then display in MBEF 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 Transaction” menu

option to reset the transaction to Editing status; then use the

Delete option where applicable.


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Payment Questions

Fee Calculation

Fees are calculated according to the fee structure outlined in the Regulations for the

Mortgage Broker Act. The only time fees are bundled is in the case of name or address

changes, or transfers that are done at the time of renewals. All fees must be paid before

registration applications can be processed.

Please remember that fees are calculated by the system the day a transaction is added

to a batch. The expectation is that the transaction batch will be submitted the same day.

If a transaction ends up being submitted to the Registrar 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.

How to Pay

MBEF includes three payment options:

1) The ‘Electronic Payment’ option uses BC Express Pay, the province’s electronic

payment system. You may pay the application fee with Visa, Visa Debit,

MasterCard, Debit MasterCard or AMEX.

2) The ‘Cheque’ option allows you to pay by cheque (space is provided for a

cheque number but this information is not required).

3) The ‘Other’ option allows you to pay by:

Credit Card Payment Form available on our website

Cash payment dropped off in person

Please remember to only pay once. If you use the BC Express Pay option successfully,

ensure the applicant does not also send in payment.

BC Express Pay system is not working

If you are unable to process electronic payments using BC Express Pay because of

service disruptions, please submit your transactions using the “Cheque” or “Other”

payment option to avoid any delays. Once your transaction has been submitted to

FICOM, you may send us a cheque, use the Credit Card payment form available on our

website, or call in your electronic payment information for payment.


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Important Computer Settings

Clearing Browser Cache

The cache temporarily stores images, scripts, and other parts of websites you visit in

order to speed up your browsing experience. However the cache uses up space on your

hard drive and it can eventually slow your computer down. The browser cache may also

prevent you from seeing the newest information on a web site. Updates to MBEF are

made periodically. Please check the login page for information about recent updates.

When updates have been made, it is important you clear the browser cache before

logging into the system.

For Internet Explorer users we recommend clearing the browser 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 I 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, depending on your situation, you might want to deselect other options in this

window before clicking Delete.

For Firefox users we recommend clearing the browser Cache:

Within Firefox version 57.0, click Tools | Options and then click the Privacy &

Security link. Scroll down to the Cached Web Content section. Click on the button

“Clear Now” to clear all your browser cache. Then Firefox should show the text

“Your web content cache is currently using 0 bytes of disk space”.


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Screen Resolution

The MBEF 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. To view or change your screen resolution

in Windows 10, right click the desktop and then click the Display Settings option.

MBEF has been designed to maximize the readability at this resolution.

Comments or Recommendations

Your comments and recommendations for improvements to MBEF are valuable to us.

We encourage you to submit your suggestions in writing to

[email protected].

mailto:[email protected]