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Program Participant Management (PPM) for Lenders Frequently Asked Questions (FAQ)
VA Home Loans
Program Participant Management (PPM) for Lenders Frequently Asked Questions (FAQ)
Loan Guaranty Service released the Program Participant Management (PPM) system to help lenders manage their information and participation in the VA Home Loan program. These Frequently Asked Questions aim to provide clear, concise guidance for lenders with questions about how to use the new system.
Lenders start by registering at least one VA Relationship Manager (VARM) using their lender ID and PPM PIN number. PIN numbers can be obtained by opening a ticket in the ServiceNow Portal. PIN numbers reset every 90 days.
The initial VARM application must be approved by VA. Any additional VARM applications (up to 5) can be approved by the existing VARM once they are approved.
Once registered, VARMs should review, edit or add Point of Contact (POC) information, as needed. They should also review and update lender company information.
Existing records transferred to PPM from VA’s legacy systems. Any current Underwriters (UWs) and Staff Appraisal Reviewers (SARs) should already be included in the lender’s profile. VARMs should review SAR and UW records when first logging in to PPM to verify that all contact information and the list of SARs and UWs remains current. VARMs can submit applications for new UW and SAR through PPM as needed.
Payments for lender applications/renewals are remitted through PPM, with the exception of merger and acquisition fees. The collection is integrated into the application processes. Lenders will need to input information into PPM for a payment account so that these fees can be charged (via ACH debit). Lenders are limited to one active payment account for lender maintenance fees. In the future, PPM will also support a Funding Fee Payment account.
Before lenders submit new applications or resubmit applications returned due to a payment failure, lenders are to contact their bank and provide them the following VA accounting codes to ensure payments process successfully: 10-digit ACH Company ID 3600120084 for Pay.gov Application 908VALGY-PPM.
Yes, all VA lender stakeholders, including those acting as an agent for a sponsoring lender, will need to register VARMs and enter POC info into PPM to maintain participation in the VA Home Loan Program. Lenders without automatic authority, including Agents/Brokers are identified as Non-Supervised without Automatic Authority lenders in PPM.
Yes, if different departments handle different sections of the Annual Renewal process, VARMs can work internally with those other departments to gather the correct information or distribute VARM licenses (limited to five (5) for each lender) in such a way that users can collaborate to complete the Renewal process. Since Renewals are open for 120 days, and the process is broken down into different sections within the flow, lenders should be able to coordinate if necessary. Changes are saved upon completion of each section. For example, one VARM could complete the initial renewal steps, and another VARM could complete the UW or agent sections. All sections must be completed to submit the final renewal request for VA review.
VARMs will receive an email notification at the end of their fiscal year and reminders 30, 60, 90 and 120 days thereafter, notifying them of the need to complete the Annual Renewal.
Yes. User guides, slides, and recorded presentations are posted to the LGY Training Website.
Yes, PPM training sessions have been recorded and are available for viewing on the LGY Training Website via the VA YouTube channel.
Login.gov cannot be used to access PPM. ID.me is required for logging in to PPM and should be accessed via the LGYHub landing page.
Yes. VARMs will receive reminder emails when self-validation or validation of other VARMs is required. Reminder emails are sent 14, seven (7), three (3), and one (1) day(s) before the end of the validation period.
Yes. VARMs will receive reminder emails when deactivation is pending due to lack of activity at 15, five (5), and one (1) day(s) before deactivation.
Users should provide a business phone and email during the VARM account setup. There will not be a VARM ID specific to the user. VARMs will be identified via the unique information stored in their ID.me login. If a user moves between lenders due to a change in employment, they can be removed as a VARM by another VARM at their initial employer, and they can register as a new VARM using new business contact information. If they are approved as a VARM at a new lender before being removed by their prior employer, PPM will deactivate them from their prior employer. The email and phone number in ID.me does not carry over to PPM.
Yes, a group email is generally acceptable for a POC. The POC record contains two fields, a direct email and a general email, so that lenders have the option to add a group email to the POC record. Most important is that the email is regularly reviewed and updated so the lender can respond to VA questions and complete key processes to ensure continued lender participation in the VA Home Loan Program. The direct email field will be used for most communications, including automated notices from PPM.
Lenders can designate three (3) POCs for each POC type, each with an individual business email. The POC record also includes a field for general email. This email can be the same across multiple different POCs, however, the direct email field will be used for most communications, including automated notices from PPM.
Lenders may remit merger/acquisition fees via check. All other lender payments are to be remitted electronically through PPM.
Yes. Payment account information entered can only be used for ACH debits/withdrawals.
The payment information entered in PPM will be used to pay lender administrative fees based on actions that VARMs take in PPM, such as renewal fees, agent recognition fees, and UW/Staff Appraisal Reviewer (SAR) application fees. These fees are triggered after the lender completes an action in PPM that requires fee payment. Similar to the existing process, fees must be collected before LGY review of the application takes place.
No changes are being implemented in the way that lenders submit VA funding fee payments during the initial release of PPM.
Agents will need to maintain their own lender profiles in PPM as a Non-Supervised Lender without Automatic Authority. Sponsoring lenders will need to request agent recognition in PPM. The sponsoring lender will be responsible for collecting and paying fees associated with initial request and renewals.
No, agents without an existing VA lender ID will need to register as VA Non-Supervised without Automatic Authority lenders through PPM. The agent must be the one to apply and submit their lender enrollment application using PPM, by following the options on the non-registered user home page for ‘Submit Lender Application.’ They will need to answer ‘No’ to the question asking if they are seeking Automatic Authority. Once the lender has applied and been approved, the sponsor can submit the agent recognition request in PPM.
No, users will be presented with all agents during their annual renewal process. If they have more than 200 agents, they will see multiple pages, each with a list of agents. While those lists are searchable, keep in mind that searches will only cover the 200 agents listed on each page. Active agents can be reviewed by lenders in PPM at any time, in the same manner. A complete list can be requested by opening a ticket in the ServiceNow Portal.
To find out your main lender contact, open a ticket through the LGY ServiceNow Portal.
PPM is browser-only access. It is not accessible through Loan Origination Systems.
The VARM should correct any errors found in PPM records including duplicate entries. However, VARMs should not expect to see duplicate entries in PPM.
The notification will remain in the Notifications menu after the item has been viewed. However, the active notification number will disappear from the Notifications menu.
New VARM applications will appear as action items on the Lender Profile Home page in the Actionable Items/VARM Review List. Each lender account may have up to five (5) VARMs.
All communications will be routed to the VARM(s), with POCs also included on related topics.
The POC Types are:
- Main Lender Contact
- Management Liaison
- File Request
- Loan/Quality Review
- Underwriter Contact
- SAR Contact
- SAR Quality Review Contact
- Funding Fee & Payment Issues
- Assumptions/Release of Liability (ROL) Contact
- Report Contact
- Technology Contact
- Oversight Contact
The POCs will be included on communications as follows:
- All POCs will be copied on lender renewal and lender validation notices
- All POCs will be copied on Authority change notices and decisions
- All POCs will be copied on PIN Refresh notices
- All POCs will be copied on user deactivation notices
- All POCs will be copied on agent termination notices
- Funding Fee and Payment Issues POC will be copied on Vendor Code communications
- UW POC will be copied on UW related communications
If a lender does not have all the POC types populated, editing functionality will be limited and they will not be able to update existing POCs until all POC types have at least one (1) person assigned to them. Lenders need to add new POC contact(s) for each type to begin editing the existing POCs. POC contacts may not share email addresses; new email addresses must be used. If an email address is already associated to an existing POC contact, that email cannot be used to add a new POC Type.
To edit a single POC record, a VARM may select the name of the existing POC to be taken to their Relationship Record. From here, the VARM will be able to select ‘Edit POC’ and add missing POC Types to an existing POC.
Yes, the entire annual renewal process will be completed via the PPM portal.
All required forms for the SAR application have been integrated into PPM, as indicated in VA Circulars 26-24-18 and 26-24-18 (Change 1). SAR payments are integrated into the SAR application in PPM. The payment will be completed via a debit from the lender’s payment account entered in PPM. Payment will not require a separate action from lenders.
The UEI is a government identifier used to uniquely identify entities (businesses, lenders, agents, etc.) registered to do business with the federal government. Lenders can look up their UEI through SAM.gov.
If they do not have a UEI and have not submitted one from SAM.gov, they will need to submit an entity registration and complete the registration process.
If they have submitted a UEI but have not activated it, they will need to complete the registration process.
Please note, the UEI registration process can take up to 10 business days to complete. If you have questions regarding this process, please contact SAM.gov at 1-866-606-8220.
When completing the renewal process, the sponsoring lender should select all agents they would like to maintain a relationship with for the renewal year, regardless of when they were approved. The system will not charge the $100 fee for the agents selected that began their relationship with the sponsor in Q4 of their prior fiscal year.
An Apprentice Underwriter is not authorized to make credit decisions on VA loans that are subject to VA credit standards. Any loans underwritten by an apprentice will have to be reviewed and approved by a VA Credit Underwriter. Full Credit Underwriters should either have CRU/ARU designation by the MBA, or three (3) years of experience in processing, pre-underwriting, or underwriting mortgage loans, with at least one (1) year of the most recent three (3) years making underwriting decisions on VA loans.
A vendor code issued by the VA Financial Services Center (VA-FSC) is required to obtain a refund for any payments made to VA. Any refunds issued to a lender will be credited to the bank routing and account number that is associated with the vendor code on file. The VA-FSC Vendor File Request (VA Form 10091) must be completed online through the Customer Engagement Portal (CEP).
Using the chevron on the top of your enrollment application, locate the ‘Upload Documents’ section. Users may need to hover over the chevron to reveal the ‘Upload Documents’ text. Then select the ‘click here’ link provided. This will take you to a new screen where you can add the document before submitting your application.
If you submitted your application and it was returned because VA Form 26-8812 was missing, you can select the application from the ‘Action Items-Returned to Submitter’ list on the Lender Profile home page, then select the ‘Upload Documents’ section from the chevrons on the application. Then select the ‘click here’ link provided. This will take you to a new screen where you can add the document. When the document has been added, you can complete the step, return to the application summary page, and select the ‘Resubmit’ button to immediately send the application back for review
Yes, a VARM can request to be associated with the entity that is ‘Inactive.’ Upon approval of their VARM application, they can enter the lender account through the lender home page. If the deactivation date of the entity is less than three (3) years from today’s date, a ‘Reactivate’ button will appear on the top right of the lender home page. Selecting this link will allow the VARM to request reactivation of the lender. If the deactivation date is three (3) years or more from today’s date, the VARM will need to open a ticket through the LGY ServiceNow Portal.
