NCUA Provides Tips for Exam Document Request Process

The National Credit Union Administration (NCUA) aims to promote a safe and sound credit union system by ensuring credit union examinations are effective, efficient, and transparent. To help in identifying issues in our examination process, the NCUA asks credit unions for feedback through the post-exam survey.

In recent post-exam survey responses, some credit unions said they are receiving duplicate requests for previously provided exam documents. To enhance the NCUA’s document request process, the agency has published this webpage to give credit unions tips on how to reduce the chances of receiving duplicate document requests. Also, NCUA is reminding examiners of steps that should be taken to avoid duplicate requests and providing tips to help examiners find previously provided items.

Exam Notification and Requesting Documents

Advanced planning and coordination between the credit union and examiner-in-charge (EIC) is essential to an effective examination.

During the exam notification and document request process, the EIC will take the following steps to promote a well-organized and effective examination. The EIC will:

• Determine if credit union management prefers to provide the requested documentation securely through the MERIT survey, the NCUA’s Secure File Transfer Portal, or the credit union’s own secure file sharing site.
• Send the Exam Notification Letter and Document Request List at least four weeks before the examination or contact’s planned start date, unless regional management approves a shorter timeframe. For more information, see the NSPM’s District Management > Examination and Supervision Planning section.
• Customize requested items to include only those items needed to address the scope and risk profile for each examination or contact, as required by the NSPM’s District Management > Examination and Supervision Planning section.
• Ask all exam team members, including specialists, to send their document requests through the EIC to reduce the chances of the credit union receiving duplicate requests. When possible, the EIC will consolidate all document requests into a single request list to avoid duplication.
• Ensure all exam team members have access to the documents provided, whether through a MERIT survey, the NCUA’s Secure File Transfer Portal, or the credit union’s own secure file transfer site.

Providing Documents through a Secure File Transfer Portal

Whether a credit union is using the NCUA’s Secure File Transfer Portal or their own secure file transfer site, the following steps can be taken to improve an examiner’s ability to find and complete their review of the exam documents provided:

• Ensure documents are being saved in folders that correspond to their associated risk area in the document request list. NCUA’s Secure File Transfer Portal will allow users to drag and drop entire folders from a computer to the portal. This allows users to organize materials on their computer before uploading to the NCUA’s portal.
• Save files using a naming convention that starts with the index number on the document request list.
• Include a list of requested — but not provided — documents and explain why they were not provided.
• Provide a name and contact information for the primary credit union personnel examiners should contact for each review area.

Credit unions can set up access to the NCUA’s Secure File Transfer Portal by referencing the NCUA Secure File Transfer User Guide.

Providing Documents through a MERIT Survey

A credit union must be a MERIT user to respond to a document request survey in MERIT. If an EIC initiates a document request survey through MERIT, credit unions can reduce confusion and improve an examiner’s ability to locate materials and identify which items were not provided by uploading documents to the proper survey question. If documents related to multiple survey questions are uploaded to one response, it could increase the chances of duplicate requests.

For more guidance on accessing and responding to a document request survey in MERIT, please reference the Credit Union MERIT User Guide.

Access the ‘Compliance Hotline’

Your League-member benefits include the Compliance Hotline — providing exclusive access to dedicated compliance experts:

• 844-731-6072
• CANV@viclarityus.com

Using the above phone number and email address, you can gain access to a knowledgeable team that’s ready to address all your credit union’s compliance inquiries — promptly and efficiently. With the Compliance Hotline, you can proactively respond to impromptu questions and issues by getting clarity and insight on technical topics that normally slow you down. We want to help you unlock the full potential of your League membership by leveraging the resources and support you need to navigate the complex world of compliance effortlessly. We’re ALWAYS just a phone call or email away!

Additionally, other League-member compliance resources include:

• ViClarity
• CU PolicyPro
• ComplySight
• InfoSight
• CU Store
• Record Retention Guide
• GRC Technology Solutions

For more information, email Lisa Quaranta.

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