M21-1, Part III, Subpart ii, Chapter 5, Section F – Temporary Transfer of Claims Folders

In This Section

Introduction

• definition of a temporary transfer
• retaining jurisdiction during temporary transfer
• claims folder review by pension management centers (PMCs) in pension adjustments
• processing temporary transfers of claims folders with the Control of Veterans Records System (COVERS)
• procedure for temporary transfers of paper claims folders
• maintaining control of paper claims folders temporarily transferred out
• handling temporary transfer requests for paper claims folders from the Institute of Medicine (IOM)
• when a paper claims folder is temporarily transferred to Central Office (CO) for administrative or other consideration, and
• handling paper claims folders returned from temporary transfer.

Change Date

III.ii.5.F.1.a.  Definition:  Temporary Transfer

III.ii.5.F.1.b.  Retaining Jurisdiction During Temporary Transfer

• transferring office retains jurisdiction of the electronic or paper claims folder as the station of origination (SOO), and
• receiving office accepts jurisdiction of the electronic or paper claims folder as the station of jurisdiction (SOJ).

III.ii.5.F.1.c.  Claims Folder Review by PMCs in Pension Adjustments

III.ii.5.F.1.d.  Processing Temporary Transfers of Claims Folders With COVERS

III.ii.5.F.1.e.  Procedure for Temporary Transfers of Paper Claims Folders

III.ii.5.F.1.f. Maintaining Control of Paper Claims Folders Temporarily Transferred Out

• six months for folders going to Central Office (CO), and
• fourteen months for folders going to the Board of Veterans’ Appeals (BVA).

III.ii.5.F.1.g.  Handling Temporary Transfer Requests for Paper Claims Folders From the IOM

• folders from the RO’s own file bank, and
• folders recalled from a Federal records center for forwarding to the IOM.

III.ii.5.F.1.h.  When a Paper Claims Folder Is Temporarily Transferred to CO for Administrative or Other Consideration

• paper claims folders are temporarily transferred to CO for administrative or other consideration, and
• information requiring action is received.

III.ii.5.F.1.i.  Handling Paper Claims Folders Returned From Temporary Transfer

• file down the original copy of the COVERS transfer slip in the middle section of the claims folder and dispose of the control copy, and
• use COVERS to update the location of the claims folder.

Introduction

• while a paper claims folder is temporarily transferred, and
• during a temporary transfer for electronic claims folders (eFolders).

Change Date

III.ii.5.F.2.a.  Correspondence Received While a Paper Claims Folder Is Temporarily Transferred

• mail management, see M21-1, Part III, Subpart ii, 1.B, and
• Centralized Mail (CM) intake, see M21-1, Part III, Subpart ii, 1.E.

III.ii.5.F.2.b.  Correspondence Received During a Temporary Transfer for eFolders

• mail management, see M21-1, Part III, Subpart ii, 1.B, and
• CM intake, see M21-1, Part III, Subpart ii, 1.E.

Introduction

• cases involving benefits payable by or to VA
• guidelines for handling administrative reconsideration cases
• handling cases involving confidential information
• receiving the claims folder after a court determination, and
• replies to inquiries in cases not involving litigation.

Change Date

III.ii.5.F.3.a.  Cases Involving Benefits Payable by or to VA

III.ii.5.F.3.b.  Guidelines for Handling Administrative Reconsideration Cases

• at the request of the Department of Justice (DoJ), or
• because of a pending claim other than that involved in the litigation.

III.ii.5.F.3.c.  Handling Cases Involving Confidential Information

• reports, and
• other material from the Federal Bureau of Investigation (FBI).

III.ii.5.F.3.d.  Receiving the Claims Folder After a Court Determination

III.ii.5.F.3.e.  Replies to Inquiries in Cases Not Involving Litigation

Introduction

• jurisdiction policy
• statement of reason for transfer and pending claims, and
• temporary transfers for
  • claims involving foreign currency
  • expenses erroneously paid by
    • VA, and
    • another agency, and
  • adjusted compensation.

Change Date

III.ii.5.F.4.a.  Jurisdiction Policy

III.ii.5.F.4.b.  Statement of Reason for Transfer and Pending Claims

• the REMARKS field when initiating the transfer in COVERS, and/or
• VBMS or Modern Award Processing – Development notes.

• If the reason for transfer cannot be fully explained in the REMARKS field, use a letter of explanation and attach/upload it to the claims folder/eFolder.
• When stating the reason for transfer, also identify any pending claims.

III.ii.5.F.4.c.  Temporary Transfers for Claims Involving Foreign Currency

• the purpose of the transfer is for the adjudication of claims for
  • reimbursement for burial, funeral, and transportation expenses, or
  • accrued amounts, and
• the Veteran’s (or dependent’s) last illness and burial expenses
  • were paid, or are payable, in foreign currency, or
  • if rates of foreign exchange are involved in payment.

III.ii.5.F.4.d.  Temporary Transfers for Expenses Erroneously Paid by VA

• burial
• funeral, or
• transportation.

III.ii.5.F.4.e.  Temporary Transfers for Expenses Erroneously Paid by Another Agency

• burial
• funeral, or
• transportation.

III.ii.5.F.4.f.  Temporary Transfers for Adjusted Compensation