1. No category

Help to Buy
y Schem
me and
d Paym
ment Prrocess
sing in IMS
Guide ffor Provid
ders v1.0
0
Version
Date Iss
sued
Details
1.0
21/05/20
013
First Issu
ue
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Page
P
1 of 49
INTROD
DUCTION AND
A
OUTLINE OF P
PROCESS
S STEPS .................. ............................3
1. THE
E PROVID
DER OPEN
NS A NEW SCHEME AND COM
MPLETES THE FIRS
ST TWO
TASK S
SCREENS ................................ ................................................ ............................4
1.1
SECURITY AUTHORITIE
ES REQUIRED
D TO OPEN A NEW SCHEMES AND INP
PUT THE FIR
RST TWO
TASK S
SCREENS........................................ ..................................................................................... 4
SCHEME NAVIGATION – HOW TO FFIND EXISTING SCHEMES ................................................ 4
1.2
1.3
TO OPEN A NEW SCHEME ............. ..................................................................................... 5
1.4
HELP TO BUY OPEN SCHEME TAS K (OPEN FILLE) .............................................................. 6
1.5
NAVIGATIN
NG TO THE HELP TO BUY
Y PROPERTY
Y TO BE PUR
RCHASED TA
ASK SCREEN
N .......... 11
1.6
HELP TO BUY PROPER
RTY TO BE P URCHASED TASK SCRE
EEN .......................................... 15
2. THE
E HELP TO
O BUY AG
GENT COM
MPLETES THE HBA
A ELIGIBIL
LITY DATA
A
SCREEN
NS ........................................... ................................................ ..........................17
2.1
OVERVIEW
W .................................. ................................................................................... 17
2.2
SECURITY AUTHORITIE
ES REQUIRED
D TO COMPL
LETE THE HB
BA ELIGIBILITTY DATA ............... 17
2.3
CHECKING
G IF THERE AR
RE ANY HEL
LP TO BUY SC
CHEMES WHICH ARE AW
WAITING INPU
UT OF
ELIGIBILITY DATA BY
B THE HBA
A................. ................................................................................... 17
2.4
APPLICANT
T DETAILS TAB ............. ................................................................................... 22
2.5
APPLICANT
T PROFILE TAB ............. ................................................................................... 24
2.6
HCA PAYM
MENT CALCU
ULATION TAB
B .................................................................................. 25
2.7
HBA CERT
TIFICATION TAB ............ ................................................................................... 27
2.8
HELP TO BUY AGENT SCHEME SEA
ARCH FACIL
LITY ........................................................... 28
3.
THE
E PROVID
DER SCHE
EDULES TH
HE ALLOC
CATION IN
NTO INDIV
VIDUAL EN
NTRIES
30
3.1
3.2
3.3
3.4
3.5
3.6
4
ALLOCATIO
ON SUBMISSION SCHEDU
ULING – OVERVIEW....................................................... 30
SECURITY AUTHORITIE
ES REQUIRED
DULE ALLOCA
ATIONS IN IM
MS ......................... 30
D TO SCHED
NAVIGATIN
NG TO THE SU
UBMISSION S
SCHEDULE SCREEN
S
..................................................... 30
CREATING A NEW SCHEDULE ENTR
RY FOR AN IN
NDIVIDUAL HELP TO BUY
Y PURCHASE
E .......... 33
UPDATING THE ACTIVE
E ORGANISAT
TIONS .......................................................................... 37
VALIDATING AND SUBM
MITTING YOU
UR SCHEDUL
LE CHANGES
S ............................................. 38
THE
E PROVID
DER COMP
PLETES TH
HE REMA
AINING TASK SCREE
ENS AND
SUB
BMITS TH
HE SCHEM
ME TO THE
E HCA ...................................... ..........................39
4.1
4.2
4.3
COMPLETING THE HELLP TO BUY T IMETABLE TASK SCREEN
N ............................................. 40
COMPLETING THE HELLP TO BUY A LLOCATION MATCHING TASK ....................................... 41
HELP TO BUY PROVIDE
ER SUBMISS
SION TASK .................................................................... 45
5
HCA
A APPROV
VES GRANT CONF IRMATION
N OF THE SCHEME ..........................47
6
HCA
A AUTHORISES PA
AYMENT IN
N TIME FO
OR EXPEC
CTED COM
MPLETION
N DATE
48
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
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Intro
oductio
on and
d Outline of Proce
ess Stteps
Help to Buy schem
mes and payments
p
a
are proces
ssed in a very
v
similaar manner to those
under th
he FirstBuyy schemes and paym
ments proce
ess.
1. The
e Provider opens a new
n
schem
me and co
ompletes the
t first tw
wo task sc
creens
Once a Help to Buy schem
me is read
dy to proce
eed, the Prrovider opeens a new
w scheme
record in IMS forr the individual Help to Buy sch
heme and inputs datta into the following
two tassk screenss:
Help tto Buy Open Schem
me
Help tto Buy Pro
operty To Be Purcha
ased
2. The
e Help to Buy
B Agentt complete
es the HBA
A Eligibilitty Data sccheme tas
sk
This ta
ask screen contains the
t followin
ng tabs:
Applic
cant Details
Eligibility Detaills
HCA P
Payment Calculatio
C
n
HBA C
Certificatio
on
3. The
e Provider schedule
es individu
ual sale un
nit in the Allocation
A
n
This re
equires the
e Provider to submit tthe schedu
ule change
es and for tthe HCA to
o
approvve/sign-off
4. The
e Provider complete
es the rem
maining tas
sk screens
s and sub
bmits the scheme
s
to the HCA
Help tto Buy Tim
metable
Help tto Buy Allo
ocation Matching
Help tto Buy Pro
ovider Sub
bmission
5. HCA
A Approve
es Grant Confirmati
C
ion of the scheme
The HCA will the
en conside
er the Provvider subm
mission and
d if the schheme is ac
cceptable
will pro
ovide gran
nt confirma
ation on the
e scheme by comple
eting the H
Help to Buy
y Funder
Approvval task sccreen.
6. HCA
A Authoris
ses Payment
A paym
ment will automatica
a
ally be logg
ged once grant conffirmation iss achieved
d and will
then b
be authorissed by the HCA with a paymen
nt date corrrespondinng to the Expected
E
Date o
of Comple
etion entered by the P
Provider in
n the Help to Buy Tim
metable in 4 above.
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
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1. The
e Provid
der opens a new scheme and
d compl etes the
e first
two
o task screens
A schem
me is the vehicle for processiing the tra
ansaction of
o an indivvidual Help to Buy
purchase through to paymen
nt.
1.1 Se
ecurity Authoritie
A
es requirred to op
pen a new
w schem e and input the
firs
st two ta
ask scree
ens
In orderr to open a new scheme in IM
MS and inp
put data into the schheme task screens,
providerrs will need
d one of th
he following
g IMS Sec
curity Authorities asssigned to a User Id.
Please ccontact you
ur organisa
ation’s IMS
S Security Administra
ator if the fo
following authorities
are need
ded to be added
a
to a User Id:
Organis
sation Typ
pe
IMS S
Security Au
uthority Required
R
Registerred Provide
er
RSL In
nput Schem
mes
Unregisttered Bodyy (NPXXXX
X)
URB I nput Schemes
1.2 Sc
cheme Na
avigation
n – How to find existing
e
schemes
s
s
In orderr to find exxisting schemes in IM
MS, from the System
m Manageer screen providers
p
should sselect Sche
emes > Sc
cheme Lis
st
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
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4 of 49
The quicck filter scrreen is the
en presente
ed. In orde
er to get to the full filtter options
s, click on
the mag
gnifying gla
ass highlighted with tthe arrow in the above screensshot and additional
a
fields are displayed.
Selecting Ok in this scree
en will retturn a list of all the schemee records for your
organisa
ation.
If the sp
pecific sche
eme numb
ber is know
wn it can in
nput in the
e first box, select Ok
k and the
scheme record will be return
ned as a sin
ngle item in the list (tthe Active Schemes Only box
may nee
ed to be un
nchecked)..
Alternatiively, use the other parameter
p
rs to narrow
w down the list of scchemes that will be
returned
d.
1.3 To
o open a new sch
heme
From the
e main Sysstem mana
ager scree
en, the Prov
vider must select Sch
hemes> New
N
Scheme
e
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
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The follo
owing pop--up screen then appe
ears, the Help
H
to Buy
y programm
me is outside of the
2011-15
5 Framewo
ork Delivery
y Agreeme
ent so select the ‘No’ option to pprogress.
elp to Buy Open Scheme
S
Task (Open File))
1.4 He
The Ope
en File scrreen will be
e displayed
d. Some fields
f
will automaticallly be popu
ulated
when the Open Fille screen opens:
o
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
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6 of 49
Scheme
e Year – The Program
mme Yearr of the sch
heme. Prog
gramme yeears run fro
om 1
April to 3
31 March.
Program
mme – Affo
ordable Ho
omes Prog
gramme
Organis
sation Cod
de – Provid
der’s organ
nisation co
ode. The address
a
reggistered with the
HCA forr the organisation willl also be d isplayed.
To bring
g in further informatio
on click on the drop-d
down arrow
w
Product field and select
s
Help
p to Buy frrom the listt
on thee right of th
he Sub
After se
electing He
elp to Buy
y, the scre
een will the
en automa
atically be populated with the
following
g information:
Initiative – Genera
al
hip
Route – Partnersh
Partners
ship – The
e name of your Help to Buy parrtnership set
s up whenn bidding.
Id – The
e Id numbe
er of that pa
artnership..
You nee
ed to input the details
s in the foll owing field
ds:
Scheme
e Title – Please in
nsert a tittle which will make this scheeme record easily
identifiab
ble. For exxample, yo
ou can use
e plot numb
ber and site name.
Scheme
e Address
s 1 – In the
e first field
d please en
nter house
e/flat numbber. The house/flat
h
number must be entered
e
for a Help to B
Buy schem
me.
In the se
econd partt of the field please e
enter the specific stre
eet name. If the prop
perty is a
flat or ap
partment in
n a building, please p
Scheme Address
A
1
put the flatt number in the first S
field and
d then the building/de
evelopmen
nt name in the second
d Scheme Address 1 field.
Scheme
e Address
s 2 – Enter area/town
n as approp
priate
Postcod
de – Enterr Postcode of scheme
e (must be
e in valid po
ostcode forrmat).
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
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7 of 49
If no posstcode is entered
e
the
en when th
he screen is saved the followinng messag
ge will be
generate
ed. If this is a New Build sche
eme which no postco
ode has beeen allocatted to yet
then please selectt Yes
ate Addres
sses
Duplica
For any given sch
heme addrress there may be duplicate
d
addresses ffor schemes which
eviously be
een opened. If so, a similar me
essage to below
b
will bbe displayed:
have pre
plicate add
dresses ca
an be view
wed by sellecting Yes
s and a D
Duplicate Address
A
The dup
Details screen will be displa
ayed:
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
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8 of 49
There arre likely to be duplica
ate addres ses as the
ere are man
ny streets in England
d with the
same na
ame, so up
pon seeing
g this errorr message
e, check the schemee address has
h been
entered correctly in the Ope
en File an
nd then se
elect the Duplicate
D
A
Address ch
heck box
before ssaving the Open
O
File screen.
HCA Co
ontact
Select a
an HCA contact.
c
Left-click
L
in
n the field and then
n right-clic k to see the HCA
Contact search sccreen. Th
his will dissplay a listt of HCA contacts
c
foor the HC
CA region
where your organisation’s bid
ds are loca
ated.
e local HCA
A Operatin
ng Area offfice if there
e is doubt over who the HCA
Please ccontact the
contact is. Conta
act details for each R
Regional Office
O
can be found oon the HC
CA site at
http://ww
ww.homesa
andcommu
unities.co.u
uk/inyourarea
ou have identified yo
our contactt, highlight the name and selectt Save.
When yo
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
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9 of 49
Comple
eted Help to
t Buy Op
pen Schem
me Task (O
Open File)) screen:
Once alll the above
e data has been ente
ered, click the
t save ic
con
iin the top left
l of the
screen a
and the fo
ollowing Save
S
Open
n Scheme
efile message will bbe displaye
ed which
confirmss the follow
wing inform
mation:
Example IMS Sch
heme Num
mber – 586
6342 (prefa
aced by HCA operaating area code
84)
Example Transac
ction Reference – C
C1300112 - The Help to Buy HC
CA grant pa
ayment
will be p
paid under this transa
action referrence.
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 10 of 49
1.5 Na
avigating
g to the Help
H
to B
Buy Prop
perty To Be
B Purch
hased Ta
ask
Sc
creen
There arre two options for navigating to
o this next task
t
screen.
After sa
aving the previous Help
H
to B
Buy Open Scheme task scre
reen and receiving
confirma
ation of the
e scheme number a
and transac
ction refere
ence, a naavigation arrow
a
will
appear iin the top right
r
of that screen.
Select th
his arrow to
o access the Help to
o Buy Prop
perty To Be
B Purchaased task screen.
s
Alternatiively, selecct the exit current
c
app
plication ic
con
in the top leeft of the Help
H
to
Buy Ope
en Scheme
e task to re
eturn to the
e main Sys
stem Mana
ager screeen.
From the
e System Manager
M
screen,
s
sel ect Schem
mes > Scheme List.
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 11 of 49
The Entter Scheme Parametters scree n is then displayed.
d
Selectingg Ok in thiis screen
will returrn a list of all the scheme recorrds for your organisattion.
Enter the specific scheme number in tthis screen
n, select Ok and the scheme re
ecord will
be return
ned as a single
s
item in a list.
Alternatiively, use the param
meters to narrow down
d
the list of schhemes tha
at will be
returned
d. Select Help
H
to Bu
uy in the S
Sub-Produ
uct field off the Param
meters scrreen and
then select Ok to return
r
a list of all Hel p to Buy schemes fo
or your orgaanisation
A list of all Help to
o Buy sche
emes belon
nging to yo
our organisation will then be displayed.
me you are
e interested
d in to high
hlight it andd then righ
ht-click to
Click in the row off the schem
access tthe scheme menu. Select
S
Upda
ate Schem
me Events
s from the m
menu
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 12 of 49
A Scheme Eventt List will be displayyed with a single en
ntry of a H
Help to Bu
uy Grant
Confirm
mation eve
ent which should be
e double clicked on
n to displaay a Task
k List as
displaye
ed below. Each Task
k representts a screen
n which mu
ust have daata input in
nto it and
be saved. Each Task
T
must be complleted in th
he order se
et out in th
he Task List.
L
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 13 of 49
The He
elp to Buyy Open Sc
cheme tassk below has a Sta
art Date aand an En
nd Date,
indicatin
ng that it is complete.
If a Taskk only has a start datte then it iss partially complete.
c
If a Taskk has no sttart or end date then it has not been startted.
Open the Help to Buy Property To Be
e Purchas
sed task sc
creen by eiither:
highlightting the tassk, right-cliicking and selecting Update Ta
ask from thhe menu or by
double-cclicking on the task
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 14 of 49
1.6 He
elp to Buy Properrty To Be
e Purcha
ased Tas
sk Screen
n
The Tassk screen when
w
first accessed:
a
Name O
Of Purchas
ser – Mand
datory Fiel d
Applica
ation/Trans
saction Reference
R
M
y. Availabble so that Provider
ID – Not Mandatory
can asso
ociate theiir own uniq
que Applica
ant or Tran
nsaction Reference
R
IId to the sc
cheme in
IMS.
Purchas
se Price – Mandatorry. Maxim
mum Purcha
ase Price is £600,0000. Values over this
amount can only be
b approve
ed by excep
ption.
No & Name, Town, Post Code
e and Loc
cal Authorrity fields – These de
etails are
Street N
automattically copie
ed from the previouss screen
O.S. Co
oordinates
s – Mandattory. Enterr the X and
d Y co-ordinates for tthe propertty. If you
are un
nsure off the scheme
s
co-ordinates you can llocate th
hem at
http://ww
ww.streetm
map.co.uk/
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 15 of 49
Help to
o Buy Age
ent – Auto
omatically generated
d depending on loccal authoritty of the
propertyy to be purcchased
Propertty Type – The
T option
ns are: Man
ndatory Fie
eld. Terrac
ced Housee, Detached House,
Semi-de
etached Ho
ouse, Flat/M
Maisonette
e
Tenure – Mandato
ory Field. The
T optionss are Freehold or Leasehold
No. of B
Bedrooms
s – Mandatory Field
No. of P
Persons – Mandatory
y Field
Floor Area (sq m)) – Mandattory Field. Select from
m the drop
p-down meenu.
Code fo
or Sustainable Homes – Mand
datory Field
d. Select frrom the droop-down menu.
m
Eco Homes – Fie
eld is mand
datory if N//A is selec
cted for Co
ode for Su
ustainable
e Homes.
Select frrom the dro
op-down menu.
m
Previou
us Funding
g – Manda
atory Field . Indicate whether th
he site hass received previous
funding from an HC
CA programme. Sele
ect from the drop-dow
wn menu.
Once alll the above
e data has been ente
ered, click the
t save ic
con
screen.
iin the top left
l of the
Once this task hass been sav
ved, the up
pdate rights
s to the sch
heme will nnow sit with the
HBA wh
hile they co
omplete the
e HBA Elig
gibility Data
a screen in Step 5. O
Ownership of the
scheme reverts to the Provid
der at Step
p 6 once Sttep 5 is complete.
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 16 of 49
2. The
e Help to
o Buy Agent
A
co
omplete
es the HBA
H
Eli gibility Data
screens
2.1 Ov
verview
The Help to Buy Agent
A
accesses the s cheme afte
er the Prov
vider has ccompleted the Help
to Buy Property To Be Pu
urchased T
Task Scre
een and must
m
then i nput eligib
bility data
and certtify that thiss is an elig
gible appliccation for Help
H
to Buy
y.
2.2 Se
ecurity Authoritie
A
es requirred to complete the HBA Eligibilitty Data
You will need the following IMS Securrity Authorrities assigned to youur User Id. Please
contact your orga
anisation’s
s IMS Se curity Adm
ministrator if you nneed the following
authorities added to
t your User Id:
ype
Organiisation Ty
S Security
y Authority
y Required
d
IMS
Registe
ered Provid
der
RSL
L Input HB
BD Applicant Eligib
bility (allow
ws input of
data
a but does
s not allow user to Ceertify)
RSL
L Certify HBD
H
Appliicant Eligiibility (also
o allows
inpu
ut of data)
Unregisstered Bod
dy (NPXXX
XX)
URB
B Input HB
BD Applic
cant Eligib
bility (allow
ws input of
data
a but does
s not allow user to Ceertify)
URB
B Certify HBD
H
Applicant Elig
gibility (als
so allows
inpu
ut of data)
2.3 Ch
hecking if
i there are
a any H
Help to Buy
B schemes whiich are
a
awaiting input of Eligibilitty Data by
b the HB
BA
From the
e main Sys
stem Manager scree
en, select Workflow
W
> Review
w Workflow
w Events
The Enter Workflo
ow Event Filter Param
meters scre
een will be displayed .
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 17 of 49
Select H
HBA asses
ssment an
nd certifica
ation for Event
E
Actio
on. And thhen select OK
O
This will return a liist of all He
elp to Buy schemes in which th
hey are duee to enter Eligibility
Data
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 18 of 49
This willl return a liist of all He
elp to Buy schemes in which you are duee to enter Eligibility
Data
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 19 of 49
From the
e list, highlight the de
esired sch eme to enter the elig
gibility dataa for, right--click and
select A
Action from
m the menu
u
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 20 of 49
This willl take you to the HB
BA Eligibilitty Data screen wherre you cann input the required
data:
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 21 of 49
2.4 Ap
pplicant Details
D
Tab
T
se Price – Help to Buy
B Agentss can now view the purchase
p
pprice of the property
Purchas
in the A
Applicant Details
D
tab before anyy data is in
nput so tha
at any variiances in price
p
and
valuation
n can be id
dentified be
efore the H
HBA starts to input an
ny data.
Date HB
BA Instruc
cted applic
cant to se
elect prope
erty – Has to be befoore today’s
s date.
Once this date is entered,
e
the HBA can
n select the
e
button to
o see key in
nformation input by thhe Provide
er:
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 22 of 49
cant Details screen, the following details should bee input:
Back in the Applic
pplicant Name
N
– As previouslyy entered by
b the Prov
vider
Lead Ap
Lead Ap
pplicant Address
A
– Mandatoryy field. Current addre
ess of leadd applicantt
Lead Ap
pplicant Post
P
Code – Mandato
ory field.
Numberr of Adults
s in House
ehold – M andatory field.
Numberr of Childrren in Hou
usehold – Mandatory
y field.
Numberr of People joining in
i Applica
ation – Ma
andatory. Must
M
be 1, 22, 3 or 4.
Lead Ap
pplicant In
ncome (£)) – This sh
hould be th
he total inc
come of thhe Lead Ap
pplicant’s
househo
old, unlesss more than
n one persson from th
he same ho
ousehold iss applying..
Lead Ap
pplicant Savings
S
(£)) – Mandattory.
as been se
elected forr the Number of People joiniing in App
plication
If more than 1 ha
en the Inccome (£) and
a
Savin
ngs (£) data for eac
ch applica nt will hav
ve to be
field the
entered..
Select
Details ttab
to savve the date
e in the Ap
pplicant De
etails tab an
nd to enabble the Eligibility
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 23 of 49
2.5 Ap
pplicant Profile
P
Tab
T
ant Profile – Please select
s
whe
ether the applicant is a first-timee buyer or previous
Applica
owner occupier.
g Military Personnel
P
? – If this is relevantt to the app
plicant usee this check
k box.
Serving
First-tim
me buyer – If this is selected
d further in
nformation becomess available to state
whetherr the appliccant is a so
ocial tenantt, serving military
m
perrsonnel or other.
Select
to save
s
the date
d
in the
e Applican
nt Details tab and too enable the HCA
Paymen
nt Calculation tab
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 24 of 49
2.6 Pa
ayment Calculatio
C
on Tab
Screen w
when first opened:
Value from
m valuatio
on dated – Enter datte of valuattion.
Market V
Market V
Value Amount – Enter Markett Value am
mount from the valuattion.
Purchas
se Price – This figu
ure is copie
ed from Details
D
of Property To Be Pu
urchased
Task. Th
his must be
e equal to the Marke
et Value Am
mount.
Depositt – Enter Deposit
D
amount. Mustt be less th
han the Purchase Priice.
Depositt % – Depo
osit as % of
o Purchase
e Price
Mortgag
ge – Enterr Mortgage amount. M
Must be les
ss than the
e Purchasee Price
Mortgag
ge % – Mo
ortgage as % of Purcchase Price
e
Mortgag
ge Source
e – Select Mortgage
M
S
Source from drop-do
own menu
Lender Name – Enter
E
Lende
er Name
Purchas
ser Fundin
ng – Depo
osit plus Mo
ortgage
Purchas
ser Fundin
ng % – % of Purchasse Price fu
unded by Purchaser.
P
Must be between
80 and 9
90%.
Balance
e – Purcha
ase Price minus
m
Purcchaser Fun
nding
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ocessing IMS Guide for Providers v1.0
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age 25 of 49
Balance
e to be fund
ded by
Equity L
Loan Fund
ding – Dev
veloper Eq
quity Loan plus HCA Equity Loaan
Equity L
Loan Fund
ding % – Equity
E
Loa n Funding as a % of Purchase Price. Mu
ust be
20% or lless
Balance
e Funding Check – Automatica
A
ally calcula
ated field. Must
M
be 0
HBA Ad
dmin Allow
wance – Fixed Admin
n Allowanc
ce (£1,000)
Total HC
CA Payme
ent – Totall HCA paym
ment to be
e made for this Help tto Buy sch
heme
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 26 of 49
2.7 HB
BA Certiffication Tab
T
he tab screens are completed
d and saved, the HBA must ccertify elig
gibility by
Once th
putting a tick in the
e please check
c
to c
certify che
eck-box and
d must theen save the
e screen.
This ma
arks the co
ompletion
n of the HB
BA Eligibility Certification.
There a
are three separate
s
Exceptions
E
where ch
heck-boxes
s must bee ticked an
nd where
commen
nts must be
e entered as
a part of tthe certification by the HBA:
1.
Wh
here Purch
hase Price
e exceeds
s £600,000
2.
Wh
here Total Household income
e exceeds £2,000,00
00.
3.
Wh
here the Mortgage
M
multiple
m
ex
xceeds 4.5
5
Any excceptions mu
ust be disc
cussed with
h the HCA
A Operating
g Area conttact before
e the
HBA sub
bmits the scheme.
s
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 27 of 49
2.8 He
elp to Buy Agent Scheme
e Search Facility
When se
earching using the sc
cheme list parameterrs screen, System M
Manager >
Scheme
es > Schem
me List, th
here is now
w an additional field next
n
to Proovider Code and
name.
This new
w Role field allows yo
ou to filter Help to Bu
uy scheme
es for whichh the HBA are the
Help to B
Buy Agentt by selecting Help to
o Buy Age
ent in the Role
R
field:
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 28 of 49
From th
he subsequ
uent schem
me list, hig
ghlight the
e specific scheme, rright-click and
a
then
select U
Update the
e HBA Ass
sessmentt to take yo
ou to the HBA
H
Eligibbility Data screen
s
in
update m
mode
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 29 of 49
3. The
e Provid
der sche
edules tthe allo
ocation into ind
dividual
entries
3.1 Alllocation
n submis
ssion sch
heduling – overview
After the
e bid has been
b
accep
pted by the
e appropria
ate HCA Operating
O
A
Area office
e it will be
transferrred to beco
ome an allocation w
within IMS. If the bid was for m
multiple Help to Buy
units the
ese will all be contain
ned within a single allocation.
In orderr to processs an individual Hellp to Buy unit purch
hase you must inpu
ut a new,
separate
e, submisssion schedule entry in
cation for th
hat individuual unit an
nd submit
n the alloc
this chan
nge to be signed-off
s
by the HC
CA. It is po
ossible to in
nput as maany single schedule
entries a
as you wan
nt and for these
t
to be
e submitted
d to the HC
CA at the ssame time..
Providers are ad
dvised to un
ndertake th
his step aftter the HBA
A has inpuut and certiified the
applica
ant eligibility data. Th
he figures iin the HCA
A Payment Calculatioon tab can then be
used to
o complete
e the new submission
s
n schedule
e entry.
3.2 Se
ecurity Authoritie
A
es requirred to schedule allocation
a
ns in IMS
S
In orderr to schedu
ule allocation entries in IMS, us
sers will need one oof the follow
wing IMS
Securityy Authoritie
es assigned to their User id. Please
P
con
ntact your organisation’s IMS
Securityy Administrrator if needing the fo
ollowing au
uthorities added to yoour User Id
d:
Organiisation Ty
ype
IMS Security Auth
hority Req
quired
Registe
ered Provid
der
RSL Maintain Forecast
Unregisstered Bod
dy (NPXXX
XX)
URB Maiintain Fore
ecast
3.3 Na
avigating
g to the submissi
s
ion sche
edule scrreen
From the
e System Manager
M
screen,
s
sel ect Alloca
ations > Re
eview Man
nage Alloc
cations
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 30 of 49
The Alllocation
Param
meters screen will
then b
be displaye
ed. This
screen
n allows yo
ou to
filter y
your search for
allocattions base
ed on a
range of parame
eters.
You ca
an select multiple
m
param
meters for each
e
search
h. Once yo
ou have
selecte
ed your
param
meters, select
to retturn a
list of allocations
s
match
hing the
meters you have
param
entere
ed.
example sccreen abov
ve, Help to
o Buy is selected
s
frrom the drrop-down list in the
In the e
oduct field
d.
Sub-Pro
To selecct an optio
on from a drop-down
n list in an
ny of the fields, clickk on the drrop-down
menu arrrow for tha
at parametter.
Then se
elect the He
elp to Buy
y option fro
om the list
Once He
elp to Buy
y is selecte
ed in the Su
ub Produc
ct field click
k
After sellecting OK
K the system
m will returrn a list of all allocations for youur organisa
ation that
match th
he parame
eters entere
ed. For th
he example
e screen above, a lisst of all Help to Buy
allocatio
ons will be returned.
The parrameters screen
s
des
scribed ove
erleaf returned all allocations oof the Sub
b-Product
type Hellp to Buy.
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 31 of 49
In order to access Submissio
on Schedu
uling, highliight the allo
ocation row
w for the allocation,
right-clicck to view the
t allocation menu a
and select Submissio
on Scheduuling:
owing Sub
bmission Schedule
S
s
screen is displayed:
d
The follo
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 32 of 49
3.4 Crreating a new sch
hedule e ntry for an
a indiviidual Hellp to Buy
y
pu
urchase
In the submission schedule screen de
escribed overleaf the
e provider will need to add a
new sch
hedule entrry for each
h individua
al Help to Buy
B purcha
ase that thhey wish to
o process
and musst also ma
ake a pro-rrata reducttion in the existing bulk scheduule entry (schedule
id 21020
02 in the exxample ab
bove) conta
aining all th
he units an
nd grant.
You sho
ould only add
a a new schedule e
entry for an
a individua
al scheme when a sc
cheme is
ready fo
or sale and the sale price
p
is kno
own.
The new
w allocation
n schedule
e entry musst be adde
ed, submittted to the H
HCA and approved
a
before th
he grant ca
an be claim
med.
In order to add a new
n
schedu
ule entry, sselect
The follo
owing Allo
ocation Millestone M aintenanc
ce screen will
w be dispplayed:
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 33 of 49
Providerrs must enter the
e followin
ng informa
ation in the Alloccation Milestone
M
Mainten
nance scre
een:
Scheme
e Descripttion – Plea
ase add a scheme de
escription that is eassily identifia
able, e.g.
the address of the property
y to be pu
urchased, as
a this sch
hedule enttry will need to be
selected
d from a lisst and matc
ch it to the scheme re
ecord laterr in the pro cess.
HC Gran
nt – This field is auto
omatically ccalculated (Net Gran
nt + Adminiistration Fe
ee).
Units – When ad
dding a ne
ew schedu
ule entry fo
or an indiv
vidual Helpp to Buy purchase
p
please sselect Unitts = 1
Net Gra
ant – Enterr HCA Gran
nt claimed (this shou
uld equal HCA
H
Equityy Loan)
Adminis
stration Fe
ee – Pleas
se enter £1
1,000
Reason
n for Change – Enterr New sch edule entry
Approve
ast Date
ed Foreca
A date m
must be en
ntered for each
e
of the
e following Scheme Milestones:
M
:

Exch
hange of Contracts
C
s – This re fers to exc
change of contract ddate for the
e Help to
Buy purchase. The date cannot be
e earlier tha
an 1 April 2013.
2

Gran
nt Confirm
mation – This is the d
date where
e all of the details willl be added
d relating
to the
e Help to Buy
B schem
me into the system.

Fina
al Cost – Please enter the likkely purcha
ase completion datee in this fie
eld. Final
e event usu
ually related to the fin
nal paymennt on a sch
heme
Costt is an IMS Milestone
Create F
From Bulk
k? – If this
s check-bo
ox is selectted then th
he grant annd units in
n the bulk
schedule
e entry wiill automattically be rreduced by
b the gran
nt and in this new schedule
entry. If the che
eck-box is
s not sele
ected then the bulk schedulee entry willl remain
unchang
ged.
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 34 of 49
A
Approv
ved
Forecas
st
Date
T
To enter the
date forr a
mileston
ne,
click in this
t
ffield and
d select
tthe drop
p-down
arrow
w.
The Select Approv
ved
Fore
ecast D
Date screen will
then
n be disp
played. Put
curs
sor in a d
date fielld to
high
hlight the
e date. Use
the up
a
and down
ows to ch
hange Year
Y
arro
and Month..
k on the
e Selectt button
Click
to se
elect the
e highlig
ghted
date
e.
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 35 of 49
Allocatiion Milesto
one scree
en with datta entry complete:
Once alll the data is entered in the scre
een above, select Save.
If the Create From
m Bulk? check-box
c
w will be displayed
d
is ticked the followiing window
which in
nvites the user
u
to con
nfirm the b
bulk allocattion from which
w
the nnew sched
dule entry
is being separated
d from.
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 36 of 49
Highligh
ht the sched
dule entry and selectt the Selec
ct Allocation button::
The sub
bmission schedule sc
creen will then show
w the new schedule entry and will also
show Re
evised Units and Re
evised Gra
ant for the bulk sched
dule entry (id 14739
93 below)
reflecting the unit and
a grant that
t
has be
een added
d to the new
wly-createdd schedule
e entry.
Please n
note: The system
s
automaticallyy updates the Updatte/ Review
w Partners
ship data
screen ffor all of th
he schedule entries sso that Pro
oviders do not have tto enter an
ny further
data in tthat screen
n.
3.5 Up
pdating the
t active
e organis
sations
You musst update the
t active organisatio
o
ons for eac
ch schedule entry.
Highligh
ht the sched
dule entry,, right-clickk and selec
ct Update/review Sccheme
Partners
ship Data
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 37 of 49
Tick the Developin
ng, Owning
g and Own
ners of Lan
nd during Developme
D
ent check boxes
b
for
the apprropriate orrganisation code. (P
Please note
e: this scre
een shows all Partne
ers set up
within a partnershiip record).
Select S
Save to savve the data
a and exit tthe screen.
3.6 Va
alidating and Sub
bmitting Y
Your Schedule Changes
C
To validate the sub
bmission schedule
s
ch
hanges se
elect
If the schedule enttries are va
alid the sch
hedule stattus will the
en change to Valid – Ready
mit.
to Subm
Please n
note: At th
his point prior
p
to su
ubmission
n it is still possible tto amend the
submiss
sion sche
edule entriies and re
e-validate.
To subm
mit your sch
hedule cha
ange to the
e HCA, select
. An Ap
pply Comm
ment
screen w
will be disp
played for you to add
d a comme
ent (minimu
um of 10 chharacters)
Once su
ubmitted, th
he Schedu
ule Status w
will be set to Submitted.
Your HC
CA Operatting Area Investmen
nt contactt will now have to a pprove th
he new
submiss
sion sche
edule for itt to take e
effect.
Once th
he HCA Op
perating Area
A
Inves
stment con
ntact has approved the chang
ges the
Schedu
ule Status will be set to Appro
oved.
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 38 of 49
4 The
e Provid
der com
mpletes the rem
maining task sc
creens and
a
sub
bmits th
he sche
eme to the HCA
A
The system will th
hen open th
he Task L
List below for the sch
heme. Thee Help to Buy
B HBA
Eligibilityy Data taskk has startt and end d
dates, indic
cating that it is compllete.
To acce
ess the He
elp to Buy
y Timetablle task scrreen, eithe
er double-cclick on the
e row for
the Help
pt to Buy Timetable
e Task or highlight the
t
row, right-click aand selectt Update
Task.
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 39 of 49
4.1
C
Completing the Help
H
to Buy Timettable Tas
sk Scree
en
Mandato
ory data ne
eeds to be entered a s follows:
Date of Exchange
e of Contrracts – mu
ust be before today’s date
ed Date off Completiion
Expecte
Right-cliick in eithe
er of these date fieldss to open th
he Enter Date
D
screeen that will allow
the apprropriate da
ates to be selected
s
fro
om a calen
ndar.
Once the dates ha
ave been entered,
e
clicck the save
ico
on to save this task screen.
s
To navig
gate to the next Help to Buy All ocation Ma
atching tas
sk screen, select the Next
Task navigation arrrow
at the top right of the
e screen
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 40 of 49
4.2
C
Completing the Help
H
to Buy Allocation Ma
atching T
Task
In this ttask the Provider
P
must
m
match
h this sch
heme to th
he individuual schedu
ule entry
created in Step 3 above.
a
he Match S
Scheme To
T Allocation Sched
dule Entry
In the sccreen abovve select th
icon
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 41 of 49
The systtem will op
pen a scree
en showing
g allocation
ns that the
e screen coould possib
bly match
to. In this example
e, only one possible a
allocation is listed:
If satisfied this is the correc
ct allocatio n, highligh
ht the alloc
cation and then pres
ss Select
Allocatiion
The sysstem will th
hen produc
ce a list off schedule
e entries fo
or the alloccation. This should
include tthe schedu
ule entry se
et up using
g the guida
ance in Ste
ep 3 abovee:
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 42 of 49
If satisfied that th
his is the correct
c
sch
hedule entry, highlig
ght it and then pres
ss Select
ule Entry
Schedu
hedule entrry, you will receive
If the Sccheme succcessfully matches tto the Allocation sch
the Scheme succ
cessfully matched
m
m
message:
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 43 of 49
Variatio
ons
If the syystem has detected
d
any
a variatio
ons betwee
en data in the
t schem
me and the matched
allocatio
on, the follo
owing message will b
be generated.
A comm
ment box is available
e in the H
Help to Bu
uy Provider Submiission task screen
(details in next section) whe
ere the Pro
ovider can see detaills of the vaariation an
nd will be
add comme
ents in rela
ation to the
e variation..
able to a
A saved
d version off the Alloca
ation Matc hing Task Screen:
To navig
gate to the next Help
p to Buy P rovider Su
ubmission
n task screeen, select the
Next Ta
ask navigattion arrow
at th
he top righ
ht of the scrreen.
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 44 of 49
4.3
H
Help to Buy
B Provider Sub
bmission Task
Please n
note, the fo
ollowing se
ecurity autthorities arre required to compleete the Help to Buy
Providerr Submission task:
Organiisation Ty
ype
IMS
S Security
y Authority
y Required
d
Registe
ered Provid
der
RSL
L Submit Scheme
S
Unregisstered Bod
dy (NPXXX
XX)
URB
B Submit Scheme
S
In the a
above example, as the
t
system
m has dete
ected a va
ariation beetween da
ata in the
scheme and the matched
m
alllocation, a variation button and commennt box is generated
by the ssystem alo
ong with a message
e stating th
hat a Prov
vider com ment requ
uired on
Duplica
ate Addres
ss variatio
ons.
To view further de
etails of the
e Variation , select the
e button. A further vaariations screen
s
is
then gen
nerated ass appropria
ate.
A comm
ment has been added by th
he Provider in the example above giving
g
an
press the Save
explanattion behind
d the variation, then p
S
butto
on.
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 45 of 49
s
the
e explanattion of the variation
n(s) the aabove message is
On successfully saving
ed.
displaye
To subm
mit this scheme for ap
pproval, se
elect Yes.
The following cerrtification window is
s then dis
splayed.
If the pro
ovider wish
hes to conffirm the ce
ertification then
t
press
s the Confiirm button.
The folllowing me
essage is then disp
played wh
hich confirrms the sscheme has been
submitte
ed to the HCA
H
for app
proval.
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 46 of 49
5 HC
CA Apprroves Grant Co
onfirmattion of the
t sche
eme
The HC
CA Operating Area te
eam will n ow consid
der the Pro
ovider sub mission an
nd, if the
applicatiion is acce
eptable, will approve grant confirmation on
o the scheeme by co
ompleting
the Help
p to Buy Variations (if applicab
ble) and Fu
under Apprroval task screen. Co
ompleted
task list is shown below:
b
Once grrant confirm
mation is approved byy the HCA
A officer sav
ving the Heelp to Buy
y Funder
Approval task, a payment event
e
is the
en generatted for the scheme.
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 47 of 49
6 HC
CA Authorises Paymen
P
nt in tim
me for ex
xpected
d complletion
datte
A payment is automatically logged on
nce grant confirmatiion is ach ieved. This will be
authorised by the HCA with
h a payme
ent date co
orresponding to the Expected Date of
Comple
etion enterred by the Provider in
n the Help to Buy Timetable T
Task. This payment
will be m
made to the
e Provider’s solicitor.
To view payment details
d
for a particula
ar scheme go to the System M
Manager screen and
select Schemes > Scheme List. Ente r the schem
me numbe
er and highhlight the sc
cheme in
the sche
eme list. Right-click
R
on the sccheme and
d select Fo
orecast P
Payment Tranches
T
from the
e menu:
The Gra
ant tranche draw do
own sched
dule scree
en is displa
ayed. It shhows the following
informattion (screenshot overrleaf):
Forecas
st Date – month/year
m
r
Forecas
st Amountt – HCA Grant due
Claim S
Status – L=
=Logged, A=Authoris
A
sed, P=Paid
Transac
ction Refe
erence – As
A generate
ed at the Help
H
to Buy
y Open Schheme task.
Release
e Date – Date
D
the HC
CA will rele
ease the grrant payme
ent
Paymen
nt Date – Date
D
the Provider wil l receive th
he grant pa
ayment
Actual D
Date – Only applicab
ble for sche
emes with status Paid
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 48 of 49
Help to Buy
y Scheme and
d Payment Pro
ocessing IMS Guide for Providers v1.0
Pa
age 49 of 49