Overview
In This Section |
This section contains the following topics:
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1. General Information on Duplicate BIRLS Records
Change Date |
May 2, 2019 |
III.ii.4.E.1.a.Preventing Duplication of BIRLS Records |
Prior to the addition of any new Beneficiary Identification and Records Locator Subsystem (BIRLS) record, the following must be completed to avoid the creation of a duplicate corporate record:
Note: If the Veteran reports that his/her SSN has been changed, a search using the old SSN must be completed.
References: For more information on
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III.ii.4.E.1.b. Handling Claims That Are Associated With Duplicate BIRLS Records and Subject to NWQ Routing |
Add the Duplicate Record Consolidation (DUPC) special issue indicator upon identification of a claim that is
Reference: For more information about adding a special issue indicator, see theVeterans Benefits Management System (VBMS) Core User Guide.
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III.ii.4.E.1.c. Consolidation of Data When Processing Duplicate Records |
During duplicate records consolidation, the system combines the data contained in the identical fields of both records within the retained record. Higher priority data has precedence over lower priority data.
Examples:
Reference: For more information on BIRLS codes, see the Share User Guide. |
III.ii.4.E.1.f. Education Claims Processed by RPOs |
Education regional processing offices (RPOs) are the only offices that process education claims. Education claims can be processed using
If BIRLS shows one or more education folder during a consolidation action, notify the RPO having jurisdiction over the education folder.
Reference: For more information, see M22-4, Part II, Paragraph 8.08.
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2. General Information on Duplicate Corporate Records
Introduction |
This topic contains general information about duplicate corporate records, including
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Change Date |
May 2, 2019 |
III.ii.4.E.2.a. How Corporate Records and PIDs are Created |
Every corporate record has a unique identifying number known as the participant identification (PID). The PID is displayed on the Share CORPORATE INQUIRIES PERSON tab.
Corporate records are added to the database when a
To avoid creating a duplicate corporate record, the procedures in M21-1, Part III, Subpart ii, 4.E.2.b and c must be completed prior to taking any of the actions listed above.
References: For more information on
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III.ii.4.E.2.b. Avoiding Duplication of a Corporate Record for Veterans |
Begin by selecting CORPORATE INQUIRY in Share and input the claims folder number for the Veteran, then follow the instructions in the table below.
Note: If the Veteran reports that his/her SSN has been changed, a search using the old SSN must be completed.
References: For more information on
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III.ii.4.E.2.c. Avoiding Duplication of a Corporate Record for Non-Veterans |
Begin by selecting CORPORATE INQUIRY in Share and input the claims folder number for the Veteran, then follow the instruction in the table below.
Note: If the Veteran reports that his/her SSN has been changed, a search using the old SSN must be completed.
References: For more information on
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III.ii.4.E.2.d. Handling Claims That Are Associated With Duplicate Corporate Records and Subject to NWQ Routing |
Add the Duplicate Record Consolidation (DUPC) special issue indicator upon identification of a claim that is
Reference: For more information about adding a special issue, see the VBMS Core User Guide.
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III.ii.4.E.2.e. DA Consolidation of Data When Processing Duplicate Corporate Records |
Data Architecture (DA) completes the final consolidation of corporate records. When directed, the Awards Super User or designee should e-mail the DA point of contact (POC) with correct and incorrect records that need to be consolidated.
There are two types of corporate record consolidations. See the table below for more information on the two types of corporate record consolidations.
Note: To obtain a list of the current DA points of contact, e-mail the 215A mailbox (215A.VBACO@VA.gov).
References: For more information on
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3. BIRLS Record Consolidation Processing
Introduction |
This topic contains information about BIRLS record consolidation processing, including |
Change Date |
May 2, 2019 |
III.ii.4.E.3.a. Pre-Transaction Steps for BIRLS Consolidation |
Only BIRLS data will be merged in the BIRLS consolidation process. Before the BIRLS records are consolidated using the DUPC process, the claims processor must
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III.ii.4.E.3.b. Processing a DUPC Transaction BIRLS Consolidation |
Follow the steps in the table below to process a DUPC transaction BIRLS consolidation after making any necessary determinations and completing any pre-transaction steps described in M21-1, Part III, Subpart ii, 4.E.3.a.
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III.ii.4.E.3.c. Procedure for Consolidation of Records |
Follow the steps in the table below to consolidate the records.
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III.ii.4.E.3.d. Flash-Code Data |
The miscellaneous information screen (MSC) flash-code data in the two combined records are considered equal if the flash types are the same.
If flash data cannot be stored and is lost, the message CON-DEL appears in the TYPE field in the Flash Codes section of the MSC.
Reference: For more information on flash-code data, see the Share User Guide.
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III.ii.4.E.3.e. Guidelines for Reconciling Duplicate Claims Folder Numbers |
Use the criteria found in the table below to reconcile duplicate claims folder numbers.
Note: In all instances, cancel a claims folder number that was previously assigned on the basis of a disability insurance claim.
Important: Any time award, rating, or corporate master record data exists on a corporate record that is not being retained, the claims processor must take screenshots of these data screens before consolidation occurs. The screenshots must be uploaded into the electronic claims folder (eFolder) of the record being retained.
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4. Paper Record Consolidation Actions
Introduction |
This topic contains information on paper record consolidation actions, including
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Change Date |
June 16, 2015 |
III.ii.4.E.4.a. Disposing of the Canceled Paper Claims Folder |
After processing a BIRLS consolidation transaction in Share, follow the steps in the table below to consolidate records within the duplicate paper folders.
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III.ii.4.E.4.b. Action to Take on the Duplicate Charge Card for a Paper Folder |
Follow the steps in the table below for handling the duplicate charge card.
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5. Corporate Record Consolidation Processing
Introduction |
This topic contains information about corporate record merges, including
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Change Date |
May 2, 2019 |
III.ii.4.E.5.a. Procedure for Determining Which Corporate Record to Retain |
Use the table below to determine which record to retain when the Veteran has two or more corporate records.
Important: For the purposes of this block, a pre-conversion master record is considered an award history.
Note: If none of the above apply and an incorrect SSN is determined, retain the PID for the claims folder number with the correct SSN.
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III.ii.4.E.5.b. Pre-Transaction Steps for Corporate Record Merge Transactions |
Before the corporate records are consolidated using the CORPORATE UPDATE command
Then follow the steps in the table below.
References: For more information on
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III.ii.4.E.5.c. Responsibilities of IPC Coach and/or Designee in the Record Consolidation Process |
The Intake Processing Center (IPC) coach and/or designee is responsible for completing the actions in the table below.
Note: For compensation cases, the YourIT ticket will be
Reference: For more information or additional questions, the Awards Super User or designee should contact the
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III.ii.4.E.5.d. Performing a Corporate Record Merge Transaction |
The table below contains instructions for performing a corporate record merge transaction.
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III.ii.4.E.5.e. Error Message in Performing Corporate Record Merge |
If an error message is received while performing a corporate record merge, contact the corporate record merge analyst for assistance. To locate the correct analyst, contact the 215 Mailbox (215A.VBACO@va.gov).
Note: If a GUIE50032 ERROR message is received, a VINQ IDX function may need to be performed in BDN. Contact VNAWARDINDEX.VBACO@va.gov to request completion of a VINQ IDX action.
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III.ii.4.E.5.f. Trouble Ticketfor Errors and Issues Associated With the Corporate Record Merge |
The corporate record merge analyst may determine that additional assistance is required from another business line. The corporate record merge analyst will assist the RO employee in determining which application is at fault. Common issues may include
Note: While the corporate trouble ticket request form is use to request a corporate record merge, errors and issues that occur during the corporate record merge process do not require completion of the form. An e-mail should be sent to the YourIT service desk, as indicated in M21-1, Part III, Subpart ii, 4.E.5.g.
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III.ii.4.E.5.g. Trouble Ticket Jurisdiction for Errors and Issues Associated With the Corporate Record Merge |
Request a trouble ticket by sending an e-mail to YourIT@va.gov. In the Subjectline of the e-mail, specify the proper jurisdiction that is responsible for resolution of the problem based on the specific application that is causing the corporate record merge issue.
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Historical_M21-1III_ii_4_SecE_8-4-15.doc | May 11, 2019 | 331 KB |
5-2-19_Key-Changes_M21-1III_ii_4_SecE.docx | May 11, 2019 | 79 KB |
6-6-17_Key-Changes_M21-1III_ii_4_SecE.docx | May 11, 2019 | 93 KB |
1-26-16_Key-Changes_M21-1III_ii_4_SecE.docx | May 11, 2019 | 86 KB |
Change-June-16-2015-Transmittal-Sheet-M21-1III_ii_4_SecE_TS.docx | May 11, 2019 | 40 KB |
Change-August-4-2015-Transmittal-Sheet-M21-1III_ii_4_SecE_TS.docx | May 11, 2019 | 39 KB |
in Chapter 4 Files and Folder Control, Part III General Claims Process, Subpart ii Initial Screening and Determining Veteran Status
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