I’m tightening our intake so LOs aren’t resubmitting, and I’m looking for a concise pre-submission doc audit checklist we can run in under 5 minutes in Encompass. If you have a template or tips for catching common misses (e.g., mismatched VOE dates, unsigned 1003, bank statements older than 60 days), I’d love to compare notes so we can keep files clean and turn times predictable.
I built a 5-minute ‘pre-submit’ pipeline view in Encompass — columns for 1003 signed, VOE received date, AUS status, and asset doc age with conditional colors (‘>60 days = red’) — so it’s a quick TSA PreCheck for each file. If you don’t have admin rights, a tiny Pre-Submit input form with the same flags works; want me to share the column set?
Piggybacking on @t_clark1991, we added a “Pre‑Flight” milestone with a completion rule that checks 1003 signature, latest VOE date, and max asset-age so you can’t move to Submit until it’s clean… , “unsigned 1003” and “bank >60 days” were our repeat offenders, so the rule compares doc received dates and throws a soft stop with a jump-to eFolder link. If you don’t have admin rights, a quick win is a tiny input form that shows a single green/red status from those three fields for a sub‑5‑minute scan.
Quick tip: I built a tiny Encompass input form with three lights — 1003 signature flag, latest VOE date vs today, and an asset‑age calc — so an LO can sanity‑check “unsigned 1003,” VOE drift, and stale statements in under four minutes without digging through the eFolder. , VOE drift drives me nuts, so the VOE light turns yellow if it’s older than the pay period cadence we set. If you don’t want to touch forms, a simple Field Data Entry rule that pops “no stale assets” when AUS is run gets you 80%; starter guide: https://help.icemortgagetechnology.com.
We cut resubmits by using an Expected Docs set in Document Tracking and a calc field that counts any item not Received or expiring before UW; if the count > 0 we tag the loan ‘Audit Fail’ in the pipeline — keeps us from playing ‘find the missing sock’ later. I also added a rule that compares the VOE received date to the latest paystub/W‑2 date and throws a ‘VOE stale’ note, which catches the mismatched dates you mentioned. Only caveat: keep separate Expected Docs templates by product/DU/LP so you don’t get false positives; happy to share field IDs if helpful, @benjamin64.
Quick example: we paired MGIC’s Advanced Income Analysis labs with a weekly calibration hour where processors re-calc two anonymized files, map each miss to an AUS message ID, and promote the top three patterns into pre-fund checks. > Income Analysis labs are solid for messy calc variances; felt like a pit-crew tune-up for QC sampling. Agree, and the follow-through is the lift — turn those patterns into sampling rules the next month; if your team’s newer, XINNIX Underwriting Mastery is an easier on-ramp.