Mortgage Broker Electronic Filing System (MB E

Mortgage Broker Electronic Filing System (MB E
Mortgage Broker
Electronic Filing
System (MB E-Filing)
User Guide
Registrar of Mortgage Brokers
MB E-Filing System – User Guide
Table of Contents
Welcome to Mortgage Broker (MB) E-Filing .................................................................... 4
Introduction .................................................................................................................. 4
System Use Overview ................................................................................................. 5
Exploring the System ...................................................................................................... 6
Before you begin.......................................................................................................... 6
Finding the MB E-Filing System .................................................................................. 8
First Time Login ........................................................................................................... 9
Password Management ............................................................................................... 9
MB E-Filing Control Centre ........................................................................................ 10
Extra Features on the Control Centre...................................................................... 11
System Highlights ...................................................................................................... 13
Navigation & Information Elements ......................................................................... 13
Reports.................................................................................................................... 14
Electronic Payment Processing ............................................................................... 15
General Process for Submitting Transactions ............................................................... 16
Data Entry and Validation........................................................................................ 16
Certifying an Application.......................................................................................... 16
Examples of Transaction Batches ........................................................................... 18
Mortgage Broker Transactions ...................................................................................... 20
Renew a Mortgage Broker Registration ..................................................................... 21
Update Mortgage Broker Registration Information..................................................... 26
Update a Branch Office Registration ......................................................................... 28
Sole Proprietorships .................................................................................................. 30
Sub-Mortgage Broker Transactions .............................................................................. 31
Renew a Sub-Mortgage Broker Registration ............................................................. 32
Page 1
MB E-Filing System – User Guide
Update a Sub-Mortgage Broker Registration ............................................................. 37
Terminate a Sub-Mortgage Broker Registration ........................................................ 40
Transfer In a Sub-Mortgage Broker Registration ....................................................... 43
Stage 1 – The Transfer ........................................................................................... 43
Stage 2 – Update or Renew the Transferred Sub-Mortgage Broker........................ 46
Add a New Sub-Mortgage Broker .............................................................................. 51
Director Transactions .................................................................................................... 56
Update a Director....................................................................................................... 56
Terminate a Director .................................................................................................. 58
Add a New Director.................................................................................................... 60
Unsubmitted Transactions............................................................................................. 63
Submit Batch ............................................................................................................. 63
Payment Information ............................................................................................... 63
Process for Submitting a Transaction Batch: .......................................................... 65
Supporting Documents ............................................................................................ 69
Need to Recall Data Submitted ............................................................................... 70
Remove Transaction.................................................................................................. 71
Restrictions for Removing Transactions .................................................................. 72
Reports.......................................................................................................................... 75
Transaction Reports .................................................................................................. 75
Application Summaries............................................................................................ 75
Fee Details .............................................................................................................. 76
Remittance Advice .................................................................................................. 76
Menu Reports ............................................................................................................ 78
Control Centre Report ............................................................................................. 78
Head/Branch Office Report ..................................................................................... 79
Technical Information .................................................................................................... 80
Page 2
MB E-Filing System – User Guide
Security...................................................................................................................... 80
Data Updates ............................................................................................................. 80
Timing Out ................................................................................................................. 80
Screen Resolution ..................................................................................................... 80
Site Navigation .......................................................................................................... 81
Forward and Back Buttons ...................................................................................... 81
Favorites and Bookmarks ........................................................................................ 81
Browser Fonts ........................................................................................................... 81
Verifying Browser Font Settings .............................................................................. 81
Support.......................................................................................................................... 84
Reporting Problems ................................................................................................... 84
FAQ (Frequently Asked Questions) ........................................................................... 84
Comments or Recommendations .............................................................................. 86
Page 3
MB E-Filing System – User Guide
Welcome to Mortgage Broker (MB) E-Filing
Introduction
The MB E-Filing 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:
•
Mortgage broker Updates (amendments).
•
Mortgage broker Renewals
•
Sub-mortgage broker Updates (amendments)
•
Sub-mortgage broker Renewals
•
Sub-mortgage broker Terminations
•
Sub-mortgage broker Transfers
•
New Sub-mortgage broker applications (and re-registrations)
•
Director Updates (amendments)
•
Director Terminations
•
New Director applications
Note: New mortgage broker and branch office registration applications cannot be
processed through MB E-Filing. Please use the Mortgage Broker link on FICOM website
( http://www.fic.gov.bc.ca/ ) for the required application forms.
A separate Frequently Asked Questions document is also available on the MB E-Filing
System login page (https://mb-efile.fic.gov.bc.ca/Main.aspx ).
Page 4
MB E-Filing System – User Guide
System Use Overview
DI’s must collect application data and certifications from sub-mortgage brokers or
directors before submitting the data electronically. The Registrar’s staff will then
evaluate the submitted applications, notifying the DI of any deficiencies. Application
data that has been processed at the Registrar’s office will be reflected in the system the
next business day.
The following diagram illustrates the typical workflow for a DI using this system:
Page 5
MB E-Filing System – User Guide
Exploring the System
This section provides basic information on accessing the system and maintaining your
login credentials.
Before you begin
To use the MB E-Filing system successfully, you will need to have PDF reader software
installed. The Adobe Reader software is a trusted product and a free download.
The MB E-Filing system is designed for use with the browser Internet Explorer 7 or
higher, or with Mozilla Firefox 10 or higher. If you use any other browser, you will not
be able to login.
Ensure your browser has JavaScript enabled. JavaScript is used by the MB E-Filing
system to verify you have entered the required information in various forms. If
JavaScript is not enabled, you will see a message stating you must enable it in order to
use MB E-Filing.
Your browser must also be set to allow cookies. Cookies are used to verify your
identity and set the session time. If the browser does not allow cookies, you will not be
able to log onto the system or, if you turn off cookies after logging into MB E-Filing, the
system will transfer you back to the home page. The cookies expire after you close your
browser.
Periodic E-Filing software updates are sometimes impacted by browser cache settings.
If you experience an unexpected page display, please clear your browser cache and
try loading the page again.
•
For Internet Explorer users, we recommend clearing the Cache in one of the
following ways
If you never want Internet Explorer to store webpages in the cache, click the Tools |
Internet Options menu. On the General Tab, in the Browsing History section, click
the Settings button. Within Temporary Internet Files, in the section “Check for
newer versions of stored pages”, click the button "Every time 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 you might want to deselect other options in this window before clicking Delete.
Page 6
MB E-Filing System – User Guide
•
For Firefox users, we recommend clearing the Cache in one of the following ways:
If you never want Firefox to store webpages in the cache, click the Tools | Options
menu. Click Advanced, then on the Network tab, in the Cached Web Content
section, make sure the "Override automatic cache management” check box is
selected. Then set the value “Limit cache to 0 MB of space".
If you want to store cached web pages, but you need to clear the cache one time,
click the Tools | Options menu. Click Advanced, then on the Network tab, in the
Cached Web Content section, click the Clear Now button.
Please note that your MB E-Filing session will time out after 30 minutes of inactivity and
any unsaved data will be lost. Please save your data regularly.
Note: Consult the FAQ section at the end of this document to learn how to verify the
JavaScript and Cookie settings for your browser.
Page 7
MB E-Filing System – User Guide
Finding the MB E-Filing System
The MB E-Filing login page is accessible through a special landing page included in the
FICOM website ( http://www.fic.gov.bc.ca/ ) under the Mortgage Brokers section. The
landing page provides a link to the system as well as links to this user guide and contact
information.
Secure access to the MB E-Filing system is achieved through a user name and
password login system. Only DI’s are provided with a User Name and Password by the
Registrar of Mortgage Brokers.
Links to a user guide and a frequently asked question document are included on the
login page, as well as information about any new features.
Page 8
MB E-Filing System – User Guide
First Time Login
As a DI, you will be issued a user name and temporary password via email. The first
time you log into MB E-Filing, you will be redirected to a new page where you will be
required to select a security question and answer, and create a new password (see
below). Your password must be 8-12 characters (A-Z, a-z, 0-9), with at least one upper
case letter, one lower case letter and one number.
After you have completed entries for all fields, click the Submit button. If there is an
error in any of your entries, you will see a red error message below the Confirm New
Password line. If there are no errors, you will see a message confirming your password
was successfully changed. An email message confirming the password change will also
be sent to you. After you click Continue on the confirmation screen, you will be
redirected back to MB E-Filing.
Password Management
It is important for you to keep your user name and password safe, since personal
information about registered individuals is available through this system.
Login credentials will only be issued to DI’s with current registrations. Password
management tasks (lost or forgotten passwords) will only be available for the DI as the
automated password update service is tied to their personal email address.
If you forget your new password, you can use the Forgot Password link on MB EFiling’s home page. This will initiate a password reset process and a new temporary
password will be emailed to you.
Page 9
MB E-Filing System – User Guide
MB E-Filing Control Centre
The Control Centre displays your registrations, transaction records, and provides the
due date for your next annual filing. The Actions menu on the left provides buttons for
each type of transaction, as well as access to reports and the user guide. Collapsible
sections to the right of the menu have colour-coded font and status descriptors to help
you keep track of your work.
The Registered Mortgage Broker section shows information about the currently
selected mortgage broker (or branch) including the Registration number, Legal name,
the Status of the record, and the due date of the next annual financial filing.
The Registered Sub-Mortgage Broker(s) section may be sorted by name or expiry
date. Sub-mortgage brokers past their expiry dates are displayed in orange text to
identify them as requiring immediate attention.
The Director(s) section displays information about the directors associated with the
mortgage broker. There are no registration numbers for directors.
Page 10
MB E-Filing System – User Guide
If there are Unsubmitted Transactions, as in the example above, this section is
displayed below the Director section. It shows transactions ready to submit to the
Registrar and includes extra warning messages and notes help you understand the
workflow. Click the pink Submit Batch menu link to submit your transactions to the
Registrar.
After transactions are submitted, a new section called Submitted Transaction(s) will
appear. This list displays the transactions already submitted to the Registrar in
descending date order.
Extra Features on the Control Centre
Branch Offices
If a mortgage broker has branch offices, MB E-Filing provides two ways to access their
data. From the Actions menu, under the Mortgage Broker heading, click the Branches
menu option and select a location from the list.
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.
Page 11
MB E-Filing System – User Guide
When working with branch office records, please note the following two instructions:
1. Any transactions for a branch office (address change or sub-mortgage broker
applications) are automatically added to a batch which must be submitted to the
Registrar from the head office Control Centre. Do not forget to return to the head
office Control Centre to submit any branch related transactions.
2. Any updates required for branch offices must be done before head office renewals
are submitted. When a head office record is submitted for update or renewal, all of
the branch office records are locked and the data is not editable. This is the reason
branch office submissions need to be done first.
Please note that at this time, there is no e-filing option to add a new branch office or to
terminate an existing branch office. To add a new branch office, you must use the
Mortgage Broker link on FICOM website ( http://www.fic.gov.bc.ca/ ) for the required
application forms.
Switching Mortgage Broker Registrations
If you have more than one mortgage broker registration to administer and you wish to
work with a different mortgage broker registration, click the Switch button in the Actions
| Mortgage Broker menu. You will be returned to the mortgage broker list to make a new
selection.
Page 12
MB E-Filing System – User Guide
System Highlights
Navigation & Information Elements
The following built-in navigation and information elements are included for ease of use:
Collapsible sections in the Control Centre
The Control Centre sections can become quite long when there are many current
sub-mortgage brokers or many previously submitted transactions. Click
anywhere in the section heading row to expand or collapse a section for better
visibility on the Control Centre.
.
Colour coding
Clickable links or buttons will change colour when you mouse over them.
Records displayed in a grid on a pale yellow background may be clicked to open
them for edit.
Records displayed in a grid on a white background may be clicked to review the
data in a non-editable form. From within the form you can generate a PDF
summary of the transaction details.
Font colours will change depending on status and expiry date. For example,
records that are part of an unsubmitted batch will appear in bright pink to remind
you that they need to be submitted, while records still being edited will appear in
purple to show that they are still incomplete and have not been added to a
transaction batch.
Visible Buttons and Links
The Control Centre and Log Out buttons will be visible on most pages in the top
right of your screen for easy access.
Save, Validate, Print and Cancel buttons are available on individual forms.
Record locks
Any records already submitted to the Registrar will be locked, preventing any
further edits. Any transaction added to a batch will need to be removed from the
batch to be edited.
Messages
Page 13
MB E-Filing System – User Guide
A Messages tab is available on most data-entry forms to provide useful
information regarding your current record. Always read the messages tab.
Within the Control Centre and data entry forms, additional message text is
provided in coloured font to help you manage the submission process.
Hover text is available for most buttons and links explaining their use. When you
mouse near an object, a small text box will appear with explanation text. Hover
text may remain or disappear after a few seconds depending on your browser.
Pop-up message windowes will appear when you are about to perform a
significant action to help you avoid mistakes or omissions.
Sorting
Lists of records can usually be sorted on one or more column heading. Look for
blue column headings to indicate that a column can be used for sorting. The up
or down pointing arrow indicates that a column is currently sorting in ascending
or descending order. In the example below, the sort is on Expiry Date in
ascending order (earliest at the top).
Reports
MB E-Filing provides information reports pertaining to specific transactions as well as to
general information. Application summary reports can be printed at any stage of the
process. Printing a copy of an application prior to it being submitted for payment will
show a DRAFT watermark to let you know that the data was not submitted to the
Registrar at the time of printing. Once you submit a transaction for payment (which
locks the record from further updates) the watermark will no longer display.
All MB E-Filing reports use the PDF format and include registration numbers and dates
in the report file names to assist you with record keeping. You must have a PDF viewer
like Adobe Reader installed to view the files.
Page 14
MB E-Filing System – User Guide
Electronic Payment Processing
The Registrar of Mortgage Brokers is pleased to offer the option of electronic payment
processing. When you submit a transaction batch for payment, you can choose to pay
immediately by credit card or use a manual payment option.
When you choose ‘Credit Card’ as the payment method, you will be directed to the
government’s secure e-payment site (BC Express Pay). You may pay the application
fee with Visa, MasterCard or American Express credit cards.
If you choose ‘Cheque’ or ‘Other’ as your payment method, you must send the cheque
or credit card fax form (along with any required supporting documents) to the Registrar
before your applications will be processed. Cheques must be made payable to the
Minister of Finance.
Page 15
MB E-Filing System – User Guide
General Process for Submitting Transactions
Data Entry and Validation
As you complete data entry for an application (e.g. sub-mortgage broker renewal) you
can click the Save button at any time. You can exit the system and return to the
application later.
When you click Validate, the data is only saved if there are no validation errors or
omissions. If there are validation errors or omissions, a pop-up box will appear
explaining the changes you need to make.
You may print a copy of the data entered at any time. The PDF will show a ‘DRAFT’
watermark to show that it has not yet been submitted to the Registrar.
Once all errors/omissions have been corrected, clicking Validate will save the data and
you will be directed to the Certification page.
You have up to 14 calendar days to complete and submit any transactions you begin.
Any changes to transaction data left un-submitted after 14 days (status of ‘Editing’) will
be lost and the data will be overwritten by the most current data from the Registrar’s
office.
Certifying an Application
The Certification page requires you to legally certify the accuracy of the data in an
application, just like signing a paper form. After you review this information, you may
click Add to Batch to send the transaction to a virtual shopping cart called Unsubmitted
Transactions. At that stage the data will no longer be editable unless you use the menu
option to remove the transaction from the batch.
Once you have added the application to a batch you will need to print a PDF summary
of the transaction data on which to obtain the applicant’s signature, certifying the
accuracy of the data you are submitting on their behalf. Since the data has still not been
submitted for payment, the report will contain the ‘DRAFT watermark. This signed
document must be retained at the business location of the mortgage broker and be
available for inspection when requested.
Page 16
MB E-Filing System – User Guide
Here is a model of the submission process:
Certification
Renew Sub #1
(enter and confirm data)
-Form 16
-Transaction Summary
Certification by Applicant
Certification
Transfer In Sub #2
(enter and confirm data)
-Form 16
-Transaction Summary
Certification by Applicant
Unsubmitted
Transaction
Batch
(contains completed
transactions)
Batch Submission
& Payment
Supporting
Documents to
Registrar
(cheques &
documents)
Terminate Sub #3
(enter and confirm data)
Update Sub #4
(change and confirm
data)
Certification
-Transaction Summary
Certification by Applicant
Supporting Documentation
The Certification page includes a list of the supporting documents you need to submit to
the Registrar before the applications will be processed. These documents can be faxed
to (604) 660-3365, emailed to [email protected] or delivered to our office.
The list of supporting documents is dependent on the data submitted.
If you are not required to provide supporting documentation for the applicant, this page
will tell you that supporting documents are not required.
Fee Payment
Similar to the supporting documents, the fee owing is dependent on the transaction
submitted. In the case of renewal fees, the final fee owing is also dependent on the date
the batch is submitted to the Registrar. If there is a fee, the Certification page will
display the fee amount and explanation based on a submission date of “today”. If a
registration expires today and you do not submit the batch containing its renewal for
payment, late fees will be assessed for your application by the Registrar’s office.
If you do not owe a fee for the transaction, this page will tell you that a fee payment is
not required.
Page 17
MB E-Filing System – User Guide
Examples of Transaction Batches
Multiple Transactions Performed by a Mortgage Broker in One Batch
A DI can complete multiple transactions as part of a single “batch” of transactions for a
mortgage broker, like pooling items in a shopping cart. For example, assume a
mortgage broker performs the following transactions:
1.
2.
3.
4.
Renewing a sub-mortgage broker – fee is $500.
Transferring in a sub-mortgage broker – fee is $200.
Terminating a sub-mortgage broker – no fee.
Update contact information for a sub-mortgage broker – no fee.
The mortgage broker could complete and add each application into a single batch and
pay with one credit card payment or one cheque (Option A).
Option # A: Paying for multiple transactions as one batch
One Credit
Card Payment
Of $700
One batch containing multiple
fee-based transactions
Transaction #1 – $200.00
Transaction #2 – $500.00
Transaction #3 - $0.00
Transaction #4 - $0.00
= $700.00
Submit Batch
-Transaction Data Sent to
Registrar
-Payment Processed
OR
One Cheque
Payment of
$700
-Transaction Data Sent to
Registrar
-Payment still needs to be
sent to Registrar, either by
cheque or faxed credit card
form
If the mortgage broker wishes to pay for transactions separately (e.g. using a submortgage broker’s credit card for their renewal), then they should NOT submit multiple
transactions as one batch. Instead, the mortgage broker can add transaction 1 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).
Page 18
MB E-Filing System – User Guide
Option # B: Paying for multiple transactions as individual batches
One Credit
Card Payment
of $200
One batch containing one feebased transaction
Transaction #1 – $200.00
= $200.00
Submit Batch
One batch containing one fee-based
transaction plus 2 no-charge transactions
Transaction #2 – $500.00
Transaction #3 - $0.00
Transaction #4 - $0.00
= $500.00
-Transaction Data Sent to
Registrar
-Payment Processed
OR
One Cheque
Payment of
$200
-Transaction Data Sent to
Registrar
-Payment still needs to be
sent to Registrar, either by
cheque or faxed credit
card form
One Credit
Card Payment
of $500
-Transaction Data Sent to
Registrar
-Payment Processed
Submit Batch
OR
One Cheque
Payment of
$500
-Transaction Data Sent to
Registrar
-Payment still needs to be
sent to Registrar, either by
cheque or faxed credit card
form
You will have up to 14 calendar days to complete and submit any transactions you
begin. Any changes to transaction data left un-submitted after 14 days (status of
‘Editing’) will be lost and the data will be overwritten by the most current data from the
Registrar’s office. These automatic updates help prevent the data in MBEF from
becoming stale or out-of-date, while still allowing the DI time to gather information
required for submitting an application.
Note: Any renewal transactions left in unsubmitted batches after a registration’s expiry
date will incur late fees until the batch is submitted.
Page 19
MB E-Filing System – User Guide
Mortgage Broker Transactions
DI’s can use MB E-Filing to submit mortgage broker registration renewals, or to make
updates to registration information (e.g. amendments to business address, trade
names, or email addresses and phone numbers).
The Action buttons in the Control Centre menu provide two ways to manage a mortgage
broker record: Update or Renew. A shortcut is built into system so that if you simply
click on the mortgage broker listing in the Control Centre, and the record is eligible for
renewal, MB E-Filing will automatically open the record in renewal mode. You are
allowed to renew a registration up to 60 days prior to its expiry date. If you access a
registration more than 60 days prior to the expiry date you can only make updates to it.
You will have up to 14 calendar days to complete and submit any transactions you
begin. After 14 days with a status of Editing, the updates made to mortgage broker data
will be lost; the modified data will be overwritten by the most current data from the
Registrar’s office. These automatic updates help prevent the data in MBEF from
becoming stale or out-of-date, while still allowing the DI time to gather information
required for submitting an application.
Page 20
MB E-Filing System – User Guide
Renew a Mortgage Broker Registration
Before you being a Mortgage broker renewal, ensure that all the director(s) and branch
office information (if applicable) has been reviewed and updated first. Access to this
information is available to you from the Control Centre.
The application form consists of tabs containing the current registration data for the
selected mortgage broker. The tabs displayed on the Mortgage Broker form depend on
the type of company. The example below shows a head office mortgage broker
undertaking a renewal and so the record includes a “Branch Offices” tab. When a
registration is in renewal mode, the “Declarations” tab is visible and must be completed.
Note: if you are renewing a head office record, which has associated branch offices,
you must complete any corrections or updates for branch offices individually before
adding the head office mortgage broker renewal to the batch.
Page 21
MB E-Filing System – User Guide
To complete your mortgage broker registration renewal, review the data in each tab of
the renewal form and make any required corrections, adding new data where required.
Steps to Follow:
1. Confirm you are viewing the correct registration. The Control Centre page header
displays the current mortgage broker. If you manage multiple mortgage brokers,
click the Switch button in the Actions | Mortgage Broker menu to select a
different mortgage broker registration.
2. Click the Renew button within the Actions | Mortgage Broker menu, or simply
click the mortgage broker record displayed in the Control Centre.
If you hover your mouse over the record in the list, the pop-up message will
display either “Renew this Mortgage Broker” or “Update this Mortgage Broker”
depending on eligibility.
3. Review all the data in each tab of the renewal form. Enter any missing data or
revise data which needs updating.
a. Ensure the Applicant and Address information is accurate, making changes
as required. Changes to Legal or Trade Name, or Business Address will incur
an amendment fee.
b. Ensure the Activities listed are accurate for this mortgage broker.
c. Review the list of Directors. Any changes to directors must be reported to
the Registrar. You may update or terminate existing director records or add
new ones by using the options on the Director Menu. Director links provided
in the Director tab allow updates only and force an exit from the broker
record.
d. The Declarations tab requires truthful answers. Some Yes answers provide
comment boxes for detailed explanations and require supporting documents.
The comment boxes have a minimum character rule in place as applicants
are required to provide detailed explanations.
Page 22
MB E-Filing System – User Guide
e. 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 and a message window will appear explaining any
errors or omissions. The related fields in the form will be highlighted in pink.
5. Correct any errors or omissions and click Validate again. When no errors
remain, this button will redirect you to the Certification page.
Page 23
MB E-Filing System – User Guide
6. Carefully review the information provided on the Certification page, paying
close attention to the list of supporting documents you may be required to submit
and any applicable fees.
Please note that the assessed fees displayed on this page are calculated based
on a payment date of the same day. If payment and final submission of the
application is delayed past an applicant’s expiry date, late fees will be assessed
manually by the Registrar and must be paid before the application will be
processed.
In the example below, you can see the full details of complex fees (in this case a
corporate name change combined with a renewal) provided on the page.
7. You may click Print Application to generate a transaction report prior to adding
the application to a batch. This is helpful for verifying information with an
applicant.
8. Clicking on the Add to Batch button will produce a warning message. You can
click Cancel and return to your submission later, or click OK to proceed, which
will send the application to the Unsubmitted Transaction batch.
Page 24
MB E-Filing System – User Guide
9. You will be returned to the Control Centre where you will see a new status for
your selected mortgage broker: Pending Renewal – Open Batch Entry, in
bright pink font. You may click on any record with this status to review the data in
the mortgage broker form. From within the form you can generate a PDF
summary of the transaction details, which will contain the DRAFT watermark.
Once your transaction has been added to a Batch, two
new buttons in the Actions menu will appear within a
new heading called Unsubmited Transaction. When
you have completed all transactions related to your
current mortgage broker registration (sub-mortgage
broker renewals, transfers, director updates, etc.), you must click the Submit
Batch menu item to submit the batch for payment and final submission to the
Registrar (see the section ‘Submitting Transactions to the Registrar’ in this
guide).
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.
Reminder: You can save your data at any time and return to it at a later date. This
is helpful when you need to obtain more information before you complete a
application.
Page 25
MB E-Filing System – User Guide
Update Mortgage Broker Registration Information
You are required to keep contact information and any other information affecting your
registration up to date. The MB E-Filing system provides an easy way to quickly update
no-fee items like phone numbers, to complex fee-based updates like corporate name
changes.
If you choose Update from the menu, but the registration is eligible for renewal, you will
receive a message recommending you select the renewal option instead.
Steps to Follow:
1. Confirm you are viewing the correct mortgage broker registration. The Control
Centre page heading displays the current mortgage broker or branch name. If
you manage multiple mortgage brokers, click the Switch button in the Actions |
Mortgage Broker menu to select a different mortgage broker registration.
2. Click the Update button within the Actions | Mortgage Broker menu, or simply
click the mortgage broker record displayed in the Control Centre.
3. Correct the data in the appropriate tab and click Validate. If required, review and
correct any errors or omissions found during data validation and click Validate
again.
4. Carefully review the information provided on the Certification page, paying
close attention to the list of supporting documents you may be required to submit
and any applicable fees (for changes to business name, trade name, or business
address).
5. Click Print Application to generate a PDF transaction summary report for your
records.
6. Click on the Add to Batch button to finalize the application and add it to the
transaction batch. You may click Cancel and return to your application later, or
click OK to proceed.
Page 26
MB E-Filing System – User Guide
7. You will be returned to the Control Centre where you will see a new status for
your selected mortgage broker: Pending Update – Open Batch Entry in bright
pink font. You may click on any record with this status to review the data in the
mortgage broker form. From within the form you can generate a PDF summary of
the transaction details, which will contain the DRAFT watermark.
8. Once your transaction has been added to a Batch, two
new buttons in the Actions menu will appear within a
new heading called Unsubmitted Transaction. When
you have completed all transactions related to your
current mortgage broker registration (sub-mortgage
broker renewals, transfers, director updates, etc.), you must click the Submit
Batch menu item to submit the batch for payment and final submission to the
Registrar. See the section ‘Submitting Transactions to the Registrar’ later in this
guide.
The Remove Transaction button allows you to remove a transaction from a
batch in case of error or a change in circumstances. This feature can only be
used prior to final submission & payment. Removing this transaction will return
the information back to an “Editing” status where you will be allowed to make
changes to it.
Page 27
MB E-Filing System – User Guide
Update a Branch Office Registration
Each branch has its own contact information screen to review and edit. All other
registration information is considered the same as what is already stored for its head
office. On this basis, branch office renewals are done automatically when a head office
registration is renewed.
Steps to Follow:
1. Confirm you are viewing the correct head office registration. If you manage
multiple mortgage brokers, click the Switch button in the Actions | Mortgage
Broker menu to select a different mortgage broker registration.
2. Click on the Branches menu option in the Control
Centre.
3. Review the list of Branches and select the one
requiring updates.
4. Review contact data, make any required changes,
and click Validate. If required, review and correct any
errors or omissions found during data validation and
click Validate again.
5. Carefully review the information provided on the Certification page, paying
close attention to the list of supporting documents you may be required to submit
and any applicable fees.
6. Click Print Application to generate a PDF transaction summary report for your
records.
7. Click on the Add to Batch button to finalize the transaction and add it to the
batch. You may click Cancel and return to your submission later, or click OK to
proceed.
Page 28
MB E-Filing System – User Guide
8. You will be returned to the branch’s Control Centre where you will see a new
status for your selected mortgage broker: Pending Update – Open Batch Entry
in bright pink font. You may click on any record with this status to review the data
in the mortgage broker form. From within the form you can generate a PDF
summary of the transaction details, which will display the DRAFT watermark.
9. Click on the Branches button to select a new branch to update, or click the Head
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.
10. Once you return to the Head Office Control Centre, you can view all the
transaction in your current Batch. Two new buttons in
the Actions menu will appear within a new heading
called Unsubmitted Transaction. When you have
completed all transactions related to your current
mortgage broker registration (sub-mortgage broker
renewals, transfers, director updates, etc.), you must click the Submit Batch
menu item to submit the batch for payment and final submission to the Registrar.
See the section ‘Submitting Transactions to the Registrar’ in this guide.
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.
Reminder: You can save your data at any time and return to it at a later date. This
is helpful when you need to obtain more information before you complete a
transaction.
Page 29
MB E-Filing System – User Guide
Sole Proprietorships
Sole Proprietors are handled in the same way as other mortgage broker registrations
except that additional personal information is also required.
The renewal form will contain extra tabs for additional Address information, Personal
History questions and Education information. The Declarations tab will include
questions pertaining to an individual rather than a corporation.
Page 30
MB E-Filing System – User Guide
Sub-Mortgage Broker Transactions
DI’s can use MB E-Filing to submit sub-mortgage broker registration renewals or make
changes to registration information (e.g. amendments to addresses, phone numbers
and education), terminate or transfer-in registrations, or submit new registration
applications.
After the DI has entered data for a sub-mortgage broker application, but prior to
submitting the data to the Registrar, the DI must print out the application summary and
obtain the applicant’s certification on it. The DI must keep the signed summary
document in the applicant’s personnel file.
Two commonly used action buttons in the Control Centre for sub-mortgage broker
records are Update and Renew. A shortcut is built into system so that if you simply
click on the sub-mortgage broker listing in the Control Centre, and the record is eligible
for renewal, MB E-Filing will automatically open the record in renewal mode. You are
allowed to renew up to 60 days prior to a registration’s expiry date. If you access a
registration more than 60 days prior to the expiry date, you will only be permitted to
update the information.
The number of data entry tabs displayed will change based on whether you are
renewing, updating or transferring a sub-mortgage broker, or adding a brand new
registrant.
You will have up to 14 calendar days to complete and submit any transactions you
begin. After 14 days with a status of Editing, the updates made to registrant data will be
lost; the modified data will be overwritten by the most current data from the Registrar.
These automatic updates help prevent the data in MBEF from becoming stale or out-ofdate, while still allowing the DI time to gather information required for submitting an
Page 31
MB E-Filing System – User Guide
application. This update does not apply to new or transferred sub-mortgage brokers
whose status would be “Editing New” and “Transfer Incomplete” respectively.
Renew a Sub-Mortgage Broker Registration
Sub-mortgage brokers are eligible for renewal up to 60 days prior and 30 days past their
expiry date. If an individual has not been renewed within 30 days after their registration
expiry date, the person will no longer appear in the list of registered sub-mortgage
brokers. If you wish to re-register the individual in this scenario, you will need to use the
Add menu option, instead of the Renew option. The Messages tab of sub-mortgage
brokers whose registration has expired contains references to this information to help
remind you of the timelines involved and the action required.
Sub-mortgage brokers whose registration has expired will display in orange font in the
Control Centre list to draw your attention (see below). If you select this type of record,
you must renew their registration.
Steps to follow:
1. Confirm you are viewing the correct mortgage broker or branch and can see the
sub-mortgage broker listed. The Control Centre page heading displays the
current mortgage broker/branch location. If you manage multiple mortgage
brokers, click the Switch button in the Actions | Mortgage Broker menu to select
a different mortgage broker registration.
2. Click the Renew button within the Actions | Sub-Mortgage Broker menu and
select the sub-mortgage broker registration you wish to renew, or, click the submortgage broker record displayed in the Control Centre list. If eligible, the submortgage broker you select will automatically load into the renewal screen.
3. Review all the data in each tab. Add any missing data and update any incorrect
data. If the applicant has undergone a name change since their last renewal
(e.g. marriage), please update the new family name on the Applicant tab, but be
sure to specify their previous family name on the Personal History tab, using the
Previous Legal Names field. The Aliases field is used for other names that
Page 32
MB E-Filing System – User Guide
need to be part of your registration, like a nickname used for business or
advertising.
4. Enter any new Education information for the applicant. Previous education
records already on file will display but may not be edited.
5. Carefully review each question on the Declarations tab with the applicant and
answer truthfully on the applicant’s behalf. For some ‘Yes’ answers, a comments
box will appear for you to enter a detailed explanation and may require
supporting documentation.
6. Read the notes on the Messages tab (see below) which contain important
information specific to each sub-mortgage broker. In the case of a sub-mortgage
broker whose registration has expired, you will receive additional information
about important submission deadlines.
7. When all the data has been reviewed and entered, click Validate. A data
validation process will run and, if there are errors or omissions, a message
window will appear providing an explanation. A message window will appear
explaining errors or omissions and the related fields in the form will be
highlighted in pink. If required, correct any errors or omissions and click Validate
again.
Page 33
MB E-Filing System – User Guide
Page 34
MB E-Filing System – User Guide
8. Review the information provided on the Certification page, paying close
attention to the list of supporting documents you may be required to submit and
any applicable fees. There is a hyperlink to Form 16 provided on the Certification
page for your convenience. There is also information about how to submit the
supporting documents.
Please note that the assessed fees displayed on this page are calculated based
on a submission date of the same day. If final payment and submission of the
application is delayed past an applicant’s expiry date, late fees will be assessed
manually by the Registrar and must be paid before the application will be
processed.
9. Click Print Application to generate a PDF transaction copy for the applicant to
sign and certify, which you must keep in your files.
Page 35
MB E-Filing System – User Guide
10. Click on the Add to Batch button to finalize the transaction. Clicking the Add to
Batch button on the Certification page will produce a warning message. You can
click Cancel on this message and return to your submission later, or click OK to
proceed.
11. You will be returned to the Control Centre where you will see a new status for
your selected sub-mortgage broker: Pending Renewal – Open Batch Entry, in
bright pink font. You may click on any record with this status to review the data in
the mortgage broker form. From within the form you can generate a PDF
summary of the transaction details, which will contain the DRAFT watermark.
12. Once your transaction has been added to a Batch, two new
buttons in the Actions menu will appear within a new
heading called Unsubmitted Transaction. When you have
completed all transactions related to your current mortgage
broker registration (sub-mortgage broker renewals,
transfers, director updates, etc.), you must click the Submit Batch menu item to
submit the batch for payment and final submission to the Registrar (see the
section ‘Submitting Transactions to the Registrar’ later in this guide).
The Remove Transaction button allows you to remove a transaction from a
batch in case of error or a change in circumstances. This feature can only be
used prior to final submission & payment. Removing this transaction will return
the information back to an “Editing” status where you will be allowed to make
changes to it.
If the mortgage broker has branch offices, all unsubmitted transactions related
to a sub-mortgage broker registered with a branch office must be viewed and
submitted from the head office Control Centre
13. Submit any required supporting documents and applicable fees to the Registrar.
Page 36
MB E-Filing System – User Guide
Update a Sub-Mortgage Broker Registration
You are required to keep contact information and any other information affecting a
registration up to date. The MB E-Filing system provides an easy way to quickly update
no-fee items like phone numbers and education, to fee-based updates like legal name
changes.
Please note that the system is not designed for you to over-write an existing submortgage broker record with entirely new information. You will receive an error message
if you completely change both the first and last names for an existing sub-mortgage
broker.
Steps to follow:
1. Confirm you are viewing the correct mortgage broker or branch and can see the
sub-mortgage broker listed. The Control Centre page heading displays the
current mortgage broker/branch location. If you manage multiple mortgage
brokers, use the Switch button in the Actions | Mortgage Broker menu to select a
different mortgage broker registration.
2. Click the Update button within the Actions | Sub-Mortgage 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.
Page 37
MB E-Filing System – User Guide
3. Correct the data in the appropriate tab and click Validate. If the applicant has
undergone a name change since their last renewal (e.g. marriage), please
update the new family name on the Applicant tab, but be sure to specify their
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. Also consider updating the Education tab with any recent courses the applicant
has taken. This can also be done during a Renewal.
5. Review and correct any errors or omissions found during data validation and click
Validate again.
6. Review the information provided on the Certification page, paying close attention
to the list of supporting documents you may be required to submit (for example:
proof of legal name change) and any applicable fees.
7. Click Print Application to generate a PDF transaction copy for the applicant to
sign and certify, which you must keep in your files.
8. Click on the Add to Batch button to finalize the transaction and send to the
holding area. Clicking the Add to Batch button on the Certification page will
produce a warning message. You can click Cancel on this message and return
to your submission later, or click OK to proceed.
9. You will be returned to the Control Centre where you will see a new status for
your selected sub-mortgage broker: Pending Update – Open Batch Entry in
bright pink font. You may click on any record with this status to review the data in
the mortgage broker form. From within the form you can generate a PDF
summary of the transaction details, which will contain the DRAFT watermark.
Page 38
MB E-Filing System – User Guide
10. Once your transaction has been added to a Batch, two new buttons in the
Actions menu will appear within a new heading called
Unsubmitted Transaction. When you have completed
all transactions related to your current mortgage broker
registration (sub-mortgage broker renewals, transfers,
director updates, etc.), you must click the Submit
Batch menu item to submit the batch for payment and final submission to the
Registrar (see the section ‘Submitting Transactions to the Registrar’ later in this
guide).
The Remove Transaction button allows you to remove a transaction from a
batch in case of error or a change in circumstances. This feature can only be
used prior to final submission & payment. Removing this transaction will return
the information back to an “Editing” status where you will be allowed to make
changes to it.
If the mortgage broker has branch offices, all unsubmitted transactions related
to a sub-mortgage broker registered with a branch office must be viewed and
submitted from the head office Control Centre.
11. Submit any required supporting documents or fees to the Registrar.
Page 39
MB E-Filing System – User Guide
Terminate a Sub-Mortgage Broker Registration
The Terminate action button allows you to complete the termination of a registered submortgage broker who is no longer working for the mortgage broker.
Steps to follow:
1. Confirm you are viewing the correct mortgage broker or branch and can see the
sub-mortgage broker listed. The Control Centre page heading displays the
current mortgage broker/branch location. If you manage multiple mortgage
brokers, click the Switch button in the Actions | Mortgage Broker menu to select
a different mortgage broker registration.
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 below.
Note you cannot use the Terminate action on a New or Transferred submortgage 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. Enter any Comments to support the termination, especially in the case of
termination with cause.
6. When all data is entered, click the Complete Termination button.
Page 40
MB E-Filing System – User Guide
7. You will be directed back to the Control Centre, where the terminated submortgage broker’s information will appear in red with a status of “Pending
Termination – Open Batch Entry” in bright pink font. You may click on any
record with this status to review the data in the mortgage broker form. From
within the form you can generate a PDF summary of the transaction details,
which will contain the DRAFT watermark and will include the terminations details
you entered.
8. Once your termination transaction has been added to a
Batch, it will appear as a no-fee item in your list of
Unsubmitted Transactions. Two new buttons in the
Actions menu will appear within a new heading called
Unsubmitted Transaction. When you have completed
all transactions related to the current mortgage broker (sub-mortgage broker
renewals, transfers, director updates, etc.), you must click the Submit Batch
menu item to submit the batch for payment and final submission to the Registrar
(See the section ‘Submitting Transactions to the Registrar’ in this guide).
The Remove Transaction button allows you to remove a transaction from a
batch in case of error or a change in circumstances. This feature can only be
used prior to final submission & payment. Removing this transaction will return
the information back to an “Editing” status where you will be allowed to make
changes to it.
If the mortgage broker has branch offices, all unsubmitted transactions related to
a sub-mortgage broker registered to a branch office must be viewed and
submitted from the head office Control Centre.
9. After the termination has been submitted, the previous status of Pending
Termination – Open Batch Entry will be updated to Pending Termination –
Submitted, No Fee. Once the termination has been processed by Registrar staff,
it will be removed from the list of sub-mortgage brokers. The termination will
appear in your list of Submitted Transactions.
Page 41
MB E-Filing System – User Guide
Please note you cannot Terminate a new or transferred sub-mortgage broker. If
you attempt this operation, you will see the following pop-up window. For new or
transferred sub-mortgage brokers, you must use the red Delete button in the SubMortgage Broker form.
Page 42
MB E-Filing System – User Guide
Transfer In a Sub-Mortgage Broker Registration
Use the transfer option when doing either of the following:
•
•
transfer in someone who is working for another company, or even between
branches of an affiliated company
transfer in someone who has been terminated or expired for less than 30 days
If a transfer applicant is within 60 days prior to their expiry date, the system will include
a renewal as part of the transfer.
For those individuals who are more than 30 days past their Expiry dates or Termination
Dates, use the Add button instead of Transfer
Transfers are a two-stage process:
1. Perform the registration transfer (Status: Transfer Incomplete).
2. Enter the registration data and add the transaction to a batch (Status: Transfer
Update/Transfer Renewal)
After the transfer process is complete, the sub-mortgage broker you have transferred
will be listed in the Control Centre of the current mortgage broker.
Stage 1 – The Transfer
Steps to follow:
1. Confirm you have loaded the Control Centre for the mortgage broker/branch
office to which you want to transfer the sub-mortgage broker. If you manage
multiple mortgage brokers, use the Switch button in the Actions | Mortgage
Broker menu to select a different mortgage broker.
2. Click the Transfer In button within the Actions | Sub-Mortgage Broker menu. You
will be prompted to enter the registration number of the sub-mortgage broker you
wish to transfer.
Page 43
MB E-Filing System – User Guide
3. Enter the person’s registration number and click Find. The system will validate
the registration number and display the name associated with it. The Transfer
button will now be activated. If the wrong number has been entered, type in a
new number and click Find again.
4. Click on the Transfer button to complete the transfer portion of the process.
Issues you may encounter:
Transfers are NOT available for sub-mortgage brokers who are more than 30 days past
their expiry dates, or 30 days past their Termination Date. If you attempt to transfer
someone whose registration record meets these criteria, you will see the following
message.
Page 44
MB E-Filing System – User Guide
Transfers are also NOT possible if the sub-mortgage broker’s registration is already
locked in a transaction with another mortgage broker.
For example, the individual’s previous company may be in the process of submitting a
Termination transaction for him/her. In this case you will see the message below. You
may call the Registrar’s office to enquire on the transaction.
Page 45
MB E-Filing System – User Guide
Stage 2 – Update or Renew the Transferred Sub-Mortgage Broker
After the transfer is completed, you will be directed back to the Control Centre, where
the newly transferred sub-mortgage broker will appear in your list of registrants as
Transfer Incomplete.
Page 46
MB E-Filing System – User Guide
Steps to follow:
1. Select the record to open the sub-mortgage broker data entry form. Add the
registration information for the transferred sub-mortgage broker. If the applicant
is eligible, the system will automatically create a renewal application as part of
the transfer (renewal period begins 60 days from their registration expiry date).
In order to safeguard personal information for registered sub-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
you wish to delete this sub-mortgage broker’s information. If you click Yes, all of
this data will be deleted.
3. Add the required data in all tabs. Most fields may not be left blank. You can click
Save at any time in case you need to close your session and return to it later.
a. On the Applicant tab, enter the Applicant’s full legal name (do not use
initials). For Personal Phone Number, please use a number where we can
reach them outside the office, either a residential or 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
Page 47
MB E-Filing System – User Guide
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 Declarations tab requires truthful answers. Some Yes answers provide
comment boxes for detailed explanations and require supporting documents.
The comment boxes have a minimum character rule in place as applicants
are required to provide full explanation.
d. The Messages tab provides any special system instructions or notes
applicable to each transaction type, ex. updates, renewals, transfers.
4. When all the data has been reviewed and entered, click Validate. A data
validation process will run and, if there are errors or omissions, a message
window will appear providing an explanation. The related fields in the form will be
highlighted in pink. If applicable, correct all errors and omissions and click
Validate again. If successful you will be directed to the Certification page.
Page 48
MB E-Filing System – User Guide
5. Review the information provided on the Certification page, paying close attention
to the list of supporting documents you may be required to submit.
6. Click Print Application to generate a PDF transaction copy for the applicant to
sign and certify, which you must keep in your files.
7. Click on the Add to Batch button to finalize the transaction and add it to the
batch. Clicking the Add to Batch button on the Certification page will produce a
warning message. You can click Cancel on this message and return to your
submission later, or click OK to proceed.
8. You will be returned to the Control Centre where you will see a new status for
your selected sub-mortgage broker: Transfer Update or Transfer Renewal in
bright pink font. You may click on any record with this status to review the data in
the mortgage broker form. From within the form you can generate a PDF
summary of the transaction details, which will contain the DRAFT watermark..
9. Once your transaction has been added to a Batch, two new buttons in the
Actions menu will appear within a new heading called
Unsubmitted 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 the
Page 49
MB E-Filing System – User Guide
Registrar’ in this guide. The Remove Transaction button allows you to remove a
transaction from a batch in case of error or a change in circumstances. This
feature can only be used prior to final submission & payment. Removing this
transaction will return the information back to a “Transfer Incomplete” status
where you will be allowed to make changes to it.
Please note that if the registrant is eligible for renewal during a transfer, you will only
be charged the renewal fee ($500), and not the additional transfer fee ($200).
Page 50
MB E-Filing System – User Guide
Add a New Sub-Mortgage Broker
Use the Add button within the Actions | Sub-Mortgage Broker menu when doing any of
the following:
•
•
•
adding a brand new, previously unregistered sub-mortgage broker
adding an individual who is more than 30 days past their expiry date
adding an individual who has been terminated elsewhere for more than 30 days
but still has time left on their registration period (re-registration)
The system provides a field to specify the individual’s BC registration number under the
Prior Licensing Tab to link back to an existing sub-mortgage broker record. Based on
the prior registration number you enter in the form, the system will provide information to
help you choose the right menu option.
Steps to follow:
1. Confirm you have loaded the Control Centre for the mortgage broker registration
to which you want to register the sub-mortgage broker. The Control Centre page
heading displays the current mortgage broker. If you manage multiple mortgage
brokers, click the Switch button in the Actions | Mortgage Broker menu to select
a different mortgage broker registration. If you are registering the individual to a
specific branch, make sure you are viewing the Control Centre for that branch
office.
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.
Data entered will be saved in Title case (Upper and Lower case letters) so any
text entered in ALL CAPS will be converted when you click Save.
a. On the Applicant tab, enter the Applicant’s full legal name (do not use
initials). For Personal Phone Number, please use a number where we can
reach them outside the office, either a residential or cell number. Remember
the Service Address must be located in British Columbia.
b. If this is a re-registration and the applicant has undergone a name change
since their last renewal (e.g. marriage), please update the new family name
on the Applicant tab, but be sure to specify their previous family name on the
Personal History tab, using the Previous Legal Names field. The Aliases
field is used for other names that need to be part of your registration, like a
nickname used for business or advertising.
Page 51
MB E-Filing System – User Guide
c. Both the Employment History and the Education tab provide an Add
button that allows you to create a new line for data entry. For example, when
you click ‘Add Employment’ on the Employment History tab, a new row will
be added where you can type in required information. You can keep adding
as many rows as you need to fully document their employment history for the
last five years prior to the date of this application.
Please note that in the case of re-registrations, do not enter data in the
Education tab. When a registration number is entered on the Prior Licensing
tab, the Education tab will become hidden and any data entered on it will not
be saved. New education data can be added any time as an Update once the
applicant has been re-registered.
Note: If at any time during this addition you determine you will not be
proceeding with the application, you can use the red Delete button on the
bottom right of the Sub-Mortgage Broker form. If you click this button, you will
see a pop-up message box asking you to confirm you wish to delete this submortgage broker’s information. If you click Yes, all of their data will be
deleted.
d. Complete the Prior Licensing tab using the radio buttons for BC Licenses or
Registrations, and using the ‘Other’ box for legislation in other jurisdictions. If
you click ‘Yes’ beside the Mortgage Broker Act option the system will require
you to enter a registration number. If the applicant was previously registered
as a sub-mortgage broker in British Columbia, please make sure you obtain
their prior B.C. registration number.
When you type in the number, a pop up message will appear explaining the
registration options available for the number you entered. You may be
directed to continue with the Add new application, or you may be directed to
use the Transfer option instead.
Page 52
MB E-Filing System – User Guide
Click OK to close the message. The name corresponding with the registration
number will appear. Where the person’s last registration expiry date is still in
the future, their expiry date will also be displayed.
If the name appearing is correct, you may proceed with your transaction or, if
directed, use a different option (Transfer).
If the name is incorrect or no person name is found, but the registration # is
correct, please contact the Registrar’s office before proceeding.
e. The Declarations tab requires truthful answers. Some Yes answers provide
comment boxes for detailed explanations and require supporting documents.
Other Yes answers only require supporting documents. The comment boxes
have a minimum character rule in place as applicants are required to provide
full explanation.
f. The Messages tab provides any special system instructions or notes
applicable to your transaction whether it is a new registration or reinstatement.
Reminder: You can save your data at any time and return to it at a later date.
This is helpful when you need to obtain more information before you complete a
transaction.
Page 53
MB E-Filing System – User Guide
4. When all the data has been reviewed and entered, click Validate. A data
validation process will run and, if there are errors or omissions, a message
window will appear providing an explanation. The related fields in the form will be
highlighted in pink. If applicable, correct all omissions and click Validate again.
The validation process will run again and, if successful, you will be directed to the
certification page.
5. Review the information provided on the Certification page, paying close attention
to the list of supporting documents and the fees you may be required to submit.
6. Click Print Application to generate a PDF transaction copy for the applicant to
sign and certify, which you must keep in your files.
7. Click the Add to Batch button to finalize the transaction and send it to the
Unsubmitted Transaction batch. Clicking the Add to Batch button on the
Certification page will produce a warning message. You can click Cancel on this
message and return to your submission later, or click OK to proceed.
8. You will be returned to the Control Centre where you will see a new status for
your selected sub-mortgage broker: Pending – Open Batch Entry, in bright pink
font. You may click on any record with this status to review the data in the
mortgage broker form. From within the form you can generate a PDF summary of
the transaction details, which will contain the DRAFT watermark.
Page 54
MB E-Filing System – User Guide
9. Once your transaction has been added to a Batch, two
new buttons in the Actions menu will appear within a
new heading called Unsubmitted 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 the Registrar’ in this
guide.
The Remove Transaction button allows you to remove a transaction from a
batch in case of error or a change in circumstances. This feature can only be
used prior to final submission & payment. Removing this transaction will return
the information back to an “Editing New” status where you will be allowed to
make changes to it.
If the mortgage broker has branch offices, all unsubmitted transactions related to
a sub-mortgage broker registered with a branch office must be viewed and
submitted from the head office Control Centre (see section ‘Submitting your
Transactions to the Registrar’ in this guide).
10. Submit any fees and any required supporting documents to the Registrar.
Page 55
MB E-Filing System – User Guide
Director Transactions
MB E-Filing allows you to manage the director’s information. Although directors are not
registered under the Mortgage Brokers Act, it is your responsibility as a DI to ensure the
directors listed for the mortgage broker are accurate and their information is kept
current.
Update a Director
If any aspect of a director’s information changes (e.g. phone number, email address,
etc.) use Update to inform the Registrar about these changes.
Please note that the system is not designed for you to over-write an existing director
record with entirely new information. You will receive an error message if you
completely change both the first and last names for an existing director.
Steps to follow:
1. Confirm you are viewing the Control Centre for the correct mortgage broker
registration. The Control Centre page heading is located below the banner and it
displays the current mortgage broker. If you manage multiple mortgage brokers,
click the Switch button in the Actions | Mortgage Broker menu to select a
different mortgage broker registration.
2. Click the Update button within the Actions | Director menu or select the Director
from the list on the Control Centre.
3. Edit the director data and then click Validate.
4. The Messages tab with provide any special system instructions or notes
applicable to your transaction.
5. If necessary, review and correct any errors or omissions found during data
validation and click Validate again.
6. Review the information provided on the Certification page, paying close attention
to the list of supporting documents you may be required to submit.
7. Click Print Application to generate a PDF transaction copy for the applicant to
sign and certify, which you must keep in your files.
Page 56
MB E-Filing System – User Guide
8. Click on the Add to Batch button to finalize the transaction and send to the
Unsubmitted Transaction holding area.
9. The next time you view the Director list, you will see an updated status for this
director. It will show: Pending Update – Open Batch Entry, in bright pink font.
You may click on any record with this status to review the data in the mortgage
broker form. From within the form you can generate a PDF summary of the
transaction details, which will contain the DRAFT watermark.
10. Once your transaction has been added to a Batch, two
new buttons in the Actions menu will appear within a
new heading called Unsubmitted Transaction. When
you have completed all transactions related to your
current mortgage broker registration (sub-mortgage
broker renewals, transfers, director updates, etc.), you must click the Submit
Batch menu item to submit the batch for payment and final submission to the
Registrar (See the section ‘Submitting Transactions to the Registrar’) in this
guide.
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.
Page 57
MB E-Filing System – User Guide
Terminate a Director
Use the Terminate action button to remove a person listed who is no longer a director
for the mortgage broker.
Steps to follow:
1. Confirm you are viewing the Control Centre for the correct mortgage broker
registration. The Control Centre page heading is located below the banner and it
displays the current mortgage broker. If you manage multiple mortgage brokers,
click the Switch button in the Actions | Mortgage Broker menu to select a
different mortgage broker registration.
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. The next time you view the Director list, you will see an updated status for this
director. It will show: Pending Termination – Open Batch Entry, in bright pink
font. You may click on any record with this status to review the data in the
mortgage broker form. From within the form you can generate a PDF summary of
the transaction details, which will contain the DRAFT watermark.
Page 58
MB E-Filing System – User Guide
6. Once your transaction has been added to a Batch, two
new buttons in the Actions menu will appear within a
new heading called Unsubmitted Transaction. When
you have completed all transactions related to your
current mortgage broker registration (sub-mortgage
broker renewals, transfers, director updates, etc.), you must click the Submit
Batch menu item to submit the batch for payment and final submission to the
Registrar (See the section ‘Submitting Transactions to the Registrar’ in this
guide).
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.
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 59
MB E-Filing System – User Guide
Add a New Director
In the case of a new director, the Registrar requires a complete application for the
individual in order to perform a suitability check.
Steps to follow:
1. Confirm you are viewing the Control Centre for the correct mortgage broker
registration. The Control Centre page heading is located below the banner and it
displays the current mortgage broker. If you manage multiple mortgage brokers,
click the Switch button in the Actions | Mortgage Broker menu to select a
different mortgage broker registration.
2. Click the Add button within the Actions | Director menu to create an application
for a new director.
3. Add all required data in the form tabs. Most fields are required and may not be
left blank. You can click Save at any time in case you need to close your session
and return to it later.
Data entered will be saved in standard sentence case (Upper and Lower case
letters) so any text entered in ALL CAPS will be converted when you click Save.
a. On the Applicant tab, enter the Applicant’s full legal name (do not use
initials). For Personal Phone Number, please use a number where we can
reach them outside the office, either a residential or cell number. As shown in
the form, the Service Address must be located in British Columbia.
b. If the applicant has undergone a name 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
comment boxes for detailed explanations and require supporting documents.
Other Yes answers only require supporting documents. The comment boxes
have a minimum character rule in place as applicants are required to provide
full explanation.
Page 60
MB E-Filing System – User Guide
e. The Messages tab with provide an special system instructions or notes
applicable to your transaction.
4. When all the data has been reviewed and entered, click Validate. A data
validation process will run and, if there are errors or omissions, a message
window will appear providing an explanation. The related fields in the form will be
highlighted in pink.
5. If applicable, correct any error or omissions and click Validate again. The
validation will run again and must be successful before you will be allowed to
submit your application.
6. Review the information provided on the application summary, paying close
attention to the list of supporting documents you may be required to submit.
7. Click Print Application to generate a PDF transaction copy for the applicant to
sign and certify, which you must keep in your files.
8. Click on the Add to Batch button to finalize the transaction and send to the
Unsubmitted Transaction holding area. No further changes to this transaction are
possible after it has been submitted to a batch.
9. You will be returned to the Control Centre where you will see a new status for
your selected director: Pending – Open Batch Entry, in bright pink font. You
Page 61
MB E-Filing System – User Guide
may click on any record with this status to review the data in the mortgage broker
form. From within the form you can generate a PDF summary of the transaction
details, which will contain the DRAFT watermark.
10. Once your transaction has been added to a Batch, two
new buttons in the Actions menu will appear within a
new heading called Unsubmitted Transaction. When
you have completed all transactions related to your
current mortgage broker registration (sub-mortgage
broker renewals, transfers, director updates, etc.), you must click the Submit
Batch menu item to submit the batch for payment and final submission to the
Registrar (see the section ‘Submitting Transactions to the Registrar’ later in this
guide).
The Remove Transaction button allows you to remove a transaction from a
batch in case of error or a change in circumstances. This feature can only be
used prior to final submission & payment. Removing this transaction will return
the information back to an “Editing New” status where you will be allowed to
make changes to it.
11. Submit any required supporting documents and fees to the Registrar.
Page 62
MB E-Filing System – User Guide
Unsubmitted Transactions
Submit Batch
Once you have added an application (e.g. renewal, update, etc.) to a batch, you will see
a new Control Centre section and menu option called Unsubmitted Transaction which
lists the transactions in your current batch.
You must click Submit Batch to complete the process and send your applications
to the Registrar.
In the Actions | Unsubmitted Transaction menu, there are two buttons. You will see a
pink Submit Batch button and a Remove Transaction button for cases where you
need to remove a transaction from the batch.
You must submit the transaction batch to the Registrar even if the transaction does not
require a fee payment. Items in the Unsubmitted Transaction section cannot be
processed by the Registrar until you click ‘Submit Batch’.
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 # below). For example, a corporate name
change involves a fee for every branch and sub-mortgage broker not currently eligible
for renewal. For simplicity, the system only displays the lump sum fee you are
assessed.
Page 63
MB E-Filing System – User Guide
From the Unsubmitted Transaction section, you may print a PDF report called Fee
Details to show how a fee total has been calculated. Open the PDF by clicking on any
row in the Unsubmitted Transaction section where the fee is more than $0. Using the
example below, the Fee Details report is available for Line # 6968
Payment Options
Once you are viewing the Submit Transaction Batch page, if the total amount owing is
more than $0, you will see you have three payment options. Please remember that
renewal fees calculated at this step may incur further late fees if the renewal transaction
was left un-submitted past the registration’s expiry date.
1. Credit Card
Visa, MasterCard, and American Express credit cards are accepted by BC Express
Pay. Any failed transactions (insufficient funds, invalid or expired card, etc.) will
result in a message of “Declined”. The Registrar is not responsible for any problems
with payment.
There is an important restriction to note regarding credit card payments. When
paying for a transaction batch, all items in the batch are grouped together and you
must pay the full amount. It is not possible to split payments on transactions once
they are included in a batch.
The MB E-Filing application has a warning message which is displayed as soon as
the total amount due is more than $0.
Page 64
MB E-Filing System – User Guide
If you want to pay for specific transactions using different credit cards, you must
process each one as a separate transaction batch and submit each batch’s payment
individually to the Registrar.
2. Cheque
When ‘Cheque’ is selected as the payment option, a text box will appear allowing
you to enter a cheque number for your reference; this is optional.
3. Other
When ‘Other’ is selected payment must be submitted to the Registrar, either in the
form of the credit card payment form (available on our website) or by delivering cash
in person.
No-Fee Transactions
In the case of transactions with no fee attached, the invoice screen will display your
transaction details with the ‘Payment Method = N/A’. In order for the Registrar to
process the information updates, you will still need to submit the transaction batch.
Process for Submitting a Transaction Batch:
1. Confirm you are viewing the Control Centre for the correct mortgage broker
registration. If the mortgage broker has branch offices, make sure you are
viewing the head office or click the Head Office button within the Actions |
Mortgage Broker menu.
2. Click the Submit Batch button within the Actions | Unsubmitted Transactions
menu.
3. If fees apply, select the Payment Method you wish you use: either Credit Card or
Cheque or Other. If you click on any of the radio buttons, an explanation with
appear for that payment option.
Page 65
MB E-Filing System – User Guide
4. Click the Print Transaction Batch button to generate a PDF copy of the batch
information for your records.
5. Click the Submit Transaction Batch button.
6. If fees are being paid with a credit card, you will be prompted with a redirect
message window because you are about to be transferred to the provincial epayment system. Click OK. If you click Cancel, you will have to use the Cheque
or Other payment method.
Please note that when you see a security warning message (as shown below),
you must click Yes to open the https://mb-efile.fic.gov.bc.ca web address and
pay by credit card. If you click No, you will have to use the Cheque or Other
payment method.
Page 66
MB E-Filing System – User Guide
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).
Page 67
MB E-Filing System – User Guide
Use the Print Receipt button on this page to display a PDF of your transaction
submission. Click Control Centre to return you to the Control Centre page.
Click Logout if you have finished using MB E-Filing and wish to close your
session.
Once you return to the Control Centre, you will notice there is no longer a
transaction batch waiting for submission. If this was the first time you submitted a
transaction, there will be a new section called Submitted Transactions. If you
already had a submitted transaction, there will be new transaction in this section.
At any time, you may click on a row in this section and display a PDF of the
transaction details.
Page 68
MB E-Filing System – User Guide
As a reminder, note that once the data has been submitted for processing, all
records in a transaction will be updated and the Unsubmitted Transaction section
will no longer be visible. Therefore if you require detailed documentation of the fees
that contributed to the total, you must print it out before you submit the payment.
Supporting Documents
Applications received by the Registrar will not be processed without all required
supporting documents, including payment. Each transaction you perform provides you
with a Certification page outlining the supporting documents required. It is your
responsibility to provide these supporting documents once you have submitted your
transactions to the Registrar. These can be faxed, delivered or emailed
to [email protected]
For the current fax # or address, see http://www.fic.gov.bc.ca/ and click on the Contact
link.
Page 69
MB E-Filing System – User Guide
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. If it has not already been imported into
the Registry, your application may be reset and will then display in MB E-Filing with a
status of Editing. You may then make any necessary changes before resubmitting the
transaction. If the case involves a new or transferred sub-mortgage broker or a new
director who will not be working for the mortgage broker, use the red Delete button on
the respective Sub-Mortgage Broker or Director form.
Do not leave an obsolete or inaccurate transaction in an unsubmitted batch. Use the
“Remove from Batch” menu option to reset the transaction to Editing status, then use
the Delete option where applicable.
Page 70
MB E-Filing System – User Guide
Remove Transaction
You may remove almost any item from the Unsubmitted Transaction batch. This applies
to Mortgage Brokers, Sub-Mortgage Brokers and Directors. If you need to remove an
item, click the Remove Transaction button within the Actions | Unsubmitted
Transaction menu.
After clicking this button, you will be redirected to the Unsubmitted Transaction Removal
page.
As stated within the page, click on any row to remove the item from the Unsubmitted
Transaction list.
If a transaction is eligible for removal, you will see a pop-up message box with an OK
and a Cancel button. You must confirm your intentions by clicking OK. Clicking Cancel
will return you to the Control Centre without making any changes.
Page 71
MB E-Filing System – User Guide
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).
Restrictions for Removing Transactions
Currently there are two situations where MB E-Filing will not allow you to remove the
transaction. Both situations involve head office and branch office transactions.
The first example is the case of a head office and branch office renewal. In this
situation, after the head office renewal has been added to the unsubmitted transaction
batch, you will see there are records for the head office and each of the branch offices.
At this stage, MB E-Filing will NOT let you remove a branch office renewal (see below).
If you forget an update to a branch office and you need to temporarily remove it from the
list, you must remove the head office renewal first; then you may remove any branch
office renewal records.
Page 72
MB E-Filing System – User Guide
The second example is the case of a head office name change update. After this
update is submitted, you will also see there are records in the unsubmitted transaction
batch for the head office and each of the branch offices. As above, you may not remove
a branch office record from this list before you remove the head office. If you need to
remove a branch office record, remove the head office record first and then you may
remove any branch office record.
Any records removed from a batch will display a status of “Editing” allowing you to make
any corrections required, or, in some cases, delete the transaction entirely. Once any
corrections are made, you must add any removed transactions back to the batch before
submitting the batch for payment.
The cases mentioned above are also the reason there are two related restrictions when
you submit the batch for payment. Both restrictions involve a head office and branch
office transactions.
Using the first example above, you may not submit a head office and branch office
renewal unless the batch contains the head office renewal record. If the head office
record was removed from the batch, you will see the Submit Transaction Batch button
and the Print Transaction Batch button are disabled (see screen capture below).
Page 73
MB E-Filing System – User Guide
Using the second example above, you may not submit a head office and branch
office name change unless the batch contains the head office record. If the head office
was removed from the batch, you will see the Submit Transaction Batch button and the
Print Transaction Batch button are disabled.
At this stage, click the Cancel button. You will be returned to the Control Centre for the
head office. Select the head office, make any required changes, and re-submit the
update to the unsubmitted transaction batch. Then you may click the Submit
Transaction Batch button and complete payment (as shown below).
Page 74
MB E-Filing System – User Guide
Reports
MB E-Filing provides a variety of transaction record reporting options during the
application process as well as two specific reports from the menu. All reports are
generated in PDF format.
Transaction Reports
Application Summaries
Application summary reports can be printed for all transactions type. The ‘DRAFT’
watermark will appear on reports that have not yet been submitted for payment.
Page 75
MB E-Filing System – User Guide
Fee Details
The Fee Details report can be produced for any transaction currently in an unsubmitted
batch. The details of the individual transaction are explained using letter codes. After
the batch has been submitted for payment, these individual fee details are no longer
available.
Remittance Advice
Once a transaction batch has been submitted for payment, the remittance advice report
is available to display the contents of the submitted batch. The report includes a
reference for how the batch was paid for, and should be included with your payment
when paying for transactions by cheque, credit card fax form or by cash.
Page 76
MB E-Filing System – User Guide
Page 77
MB E-Filing System – User Guide
Menu Reports
Control Centre Report
Print a snapshot of the current registrations & directors for a particular mortgage broker
by using the Control Centre report. Load the correct mortgage broker registration in the
Control Centre and click the Control Centre button in the Actions Menu.
Page 78
MB E-Filing System – User Guide
Head/Branch Office Report
If a mortgage broker registration has branch offices, a handy report can be generated
listing the contact information for the head office and each branch office. Load the
mortgage broker head office in the Control Centre and click the Head/Branch Office
button in the Actions menu.
Each branch office will appear in its own report page.
Page 79
MB E-Filing System – User Guide
Technical Information
Security
The logo seen on the home page of the MB E-Filing system shows this site is VeriSign
certified for your protection. If you click on the “Verify” link, you will be transferred to a
VeriSign page indicating the “FINANCIAL INSTITUTIONS COMMISSION” is the web
site owner and it has registered the site with VeriSign. If you click on the “About SSL
Certificates” you will be transferred to the Symantec website. The SSL Certificates link
explains the benefits of SSL Certification.
Data Updates
MB E-Filing data is refreshed nightly. Any updates done manually to registration data at
the Registrar’s office will not be visible in MB E-Filing the same day, but will be visible
the following morning.
Timing Out
Similar to other sites where personal information is accessed, your browser session will
time out after 30 minutes of inactivity. If the session has timed-out, data in the current
page will NOT be saved. The next time you click on an element in the page, the browser
will be redirected to the login page. Use the Save buttons within the mortgage broker,
sub-mortgage broker and director forms regularly to safeguard your data and prevent
session time-outs.
Screen Resolution
The MB E-Filing website is best viewed with a minimum screen resolution is 1024 x
768 (pixels). To view or change your screen resolution in Windows 7, right click the
desktop and then click the Screen Resolution option. Experiment with the settings until
you find one that works for you.
Page 80
MB E-Filing System – User Guide
Site Navigation
Forward and Back Buttons
The MB E-Filing system is different from websites where you view news articles or
download files. MB E-Filing is constantly reading from and writing to a database. As a
result, the browser’s forward and back buttons are disabled to protect data integrity and
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:
Favorites and Bookmarks
Using a browser Favorite (Internet Explorer) or Bookmark (Firefox) is only useful for the
login page. All other pages require data obtained when you click on the Actions menu or
a table row.
Browser Fonts
For usability we also recommend you do NOT override the fonts specified. Every effort
has been made to make MB E-Filing easy to use by optimizing the screen display.
Overriding the font settings by using a larger font will most likely lead to undesirable
results like the appearance of vertical scrollbars or label text being displayed on more
than one line.
Verifying Browser Font Settings
This screen capture shows the Accessibility
Window within Internet Explorer, version 9. To
view this dialog box, click the Tools | Internet
Options menu. On the General tab, click the
Accessibility button. Make sure all the check
boxes have been deselected.
Page 81
MB E-Filing System – User Guide
This is a screen capture of the Fonts
window within Firefox version 21.0. To
view this dialog box, click Tools |
Options menu. Select the Content tab
and click on the Advanced button (within
the Fonts and Colors section). Make sure
you have the option “Allow pages to
choose their own fonts...” selected as
shown.
To view the Colors dialog box, follow the same steps as above, except click the Colors
button. Make sure you have the option “Allow pages to choose their own colors…”
selected as shown.
Page 82
MB E-Filing System – User Guide
Below is an example where a sub-mortgage broker record is displayed in Internet
Explorer and the MB E-Filing colors, font styles and font sizes are ignored.
Page 83
MB E-Filing System – User Guide
Support
Reporting Problems
If you experience issues not covered in the user guide or in the frequently asked
questions document, please send a message to [email protected] that
includes a screen capture and a detailed explanation of the issue.
FAQ (Frequently Asked Questions)
Every effort has been made to include in this document all the information you will need
to work in MB E-Filing. In addition to this document, we provide a Frequently Asked
Questions document on the login page with explanations of the most common issues
Dis encounter.
The following table provides a summary of some of those issues and how to resolve
them.
Issue
Resolution
Can’t log into the
system
Read the ‘Before You Begin’ section in this guide, which
explains issues related to supported browsers and passwords.
Forgotten Password
Read the ‘Password Management’ section in this guide, which
offers two methods to get a new password.
Locked Account
If you attempt to use a password unsuccessfully more than 5
times, your account may be locked for security reasons. In
this case the log in page will display a message explaining
your account is locked. If this happens, please do the
following:
• 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.
Page 84
MB E-Filing System – User Guide
Screens look odd
Read the Before You Begin section in this guide, which
explains issues related to browser cache and the need to
clear your cache when system updates are made.
Missing Branch
Transactions
Please read the sections in this guide pertaining to branch
offices. Any transaction related to a branch office is submitted
from the head office Control Centre.
Registration Data
looks wrong
Contact the Registrar’s Office to discuss the issue, or email a
request that includes a screen capture of the questionable
data.
Fee Calculations
Fees are calculated according to the schedule on our website.
Fees calculated by the system assume a final submission
date of the same day. If final submissions are delayed past an
applicant’s expiry date, late fees will be calculated manually
by the Registrar and must be paid before the application will
be processed.
Payment Options
Please read the ‘Electronic Payment Processing’ section or
the ‘Payment Information’ section, both in this guide.
BC Express Pay is
down
We are not responsible for the BC Express Pay site. If you are
unable to process your transaction using the ‘Credit Card’
option, use ‘Cheque’ or ‘Other’ as your payment option. In this
case you are responsible for submitting payment to the
Registrar before your applications can be processed.
How do I enable
JavaScript?
If JavaScript is not enabled, you will not see any data on the
page. Instead you will see a message explaining why MB EFiling 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 F5.
To enable JavaScript within Firefox click the Tools menu and
select Options. Click the Content tab. Make sure the "Enable
JavaScript" option is checked. Click OK to exit the Options
window. Click the Reload button.
Page 85
MB E-Filing System – User Guide
How do I allow
Cookies?
To allow cookies within Internet Explorer click on the Tools
menu and select Internet Options. Then click Privacy tab
and click the Advanced button. You must click Accept in the
“First-party Cookies” section and make sure the “Always
allow session cookies” option is checked. Note that if you
need to change these settings and the window section is not
enabled click “Override automatic cookie handling”. After
you have finished, then click OK to exit the Advanced Privacy
Settings window. Click OK to exit the Internet Options
window. Click the Refresh button or press F5.
To allow cookies within Firefox version click Tools menu and
select Options. Then click the Privacy tab, make sure the
"Accept cookies from sites" option is checked. Click OK to
exit the Options window. Click the Reload button.
Comments or Recommendations
Your comments and recommendations for improvements to MB E-Filing are valuable to
us. We encourage you to submit your suggestions in writing
to [email protected]
Page 86
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement