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M21-1, Part III, Subpart ii, Chapter 5, Section G – Transferring Electronic Claims and Electronic Claims Folders (eFolders)

Overview


In this Section

This section contains the following topics:

Topic

Topic Name

1

Transferring Out Electronic Claims and eFolders

2

Trasferring In of Electronic Claims and eFolders

1.  Transferring Out Electronic Claims and eFolders


Introduction

  This topic contains information about outgoing transfers, including


Change Date

March 8, 2018

III.ii.5.G.1.a.  Transferring Out Electronic Claims

 
The majority of claims are automatically routed by the National Work Queue (NWQ).  Follow the steps in the table below when a manual claims transfer is necessary.

Step

Action

1

Log into the Veteran’s Benefits Management System (VBMS).

2

Open the regional office’s (RO’s) work queue.

3

Select WORK NOT ASSIGNED TO AN INDIVIDUAL in the SHOW drop-down box.

4

Select the checkbox to the left of each claim to be transferred.
Note:  Users may only choose claims displayed on the same page.  If a user moves to another page in the work queue, selections made on the previous page are cleared.

5

Click on the ACTIONS drop-down box.

6

Select BROKER CLAIM.

7

In the SEND TO field, select the RO to which the claim(s) is(are) being transferred.

8

In the PERMANENT NOTE field, briefly describe the reason for the transfer.

9

Click on the SUBMIT button.
Note:  If the transfer is
  • successful, VBMS displays a blue confirmation banner until the work queue refreshes, or
  • unsuccessful, VBMS displays a red failure banner.  Repeat the process until the transfer is successful.
 
Reference:  For more information on when a manual claim transfer is necessary, see the NWQ Playbook.

III.ii.5.G.1.b.    Permanently Transferring Out eFolders

 
For any claim that requires an updated station of origin (SOO), both VBMS and Control of Veterans Records System (COVERS) permanent transfer out (PTO) actions are needed, even if no actual paper claims folder is transferred.
Follow the steps in the table below to PTO an electronic claims folder (eFolder).

Step

Action

1

Select the TRANSFER OUT button from the COVERS Main Menu.

2

Enter the claim number for the folder being transferred out and select OK.

3

Select CLAIM for FOLDER TYPE.

4

Select the CORPORATE/BDN tab.  To update the
  • Veteran jurisdiction, proceed to the next step, or
  • claim jurisdiction, proceed to Step 6.
Note:  Only supervisors and appointed designees have access to the CORPORATE/BDN tab.

5

Enter the receiving RO’s station designation number under the CORPORATE AWARD section and click UPDATE.  No further action is needed.

6

Enter the receiving RO’s station designation number under the CORPORATE CLAIM section and click UPDATE.
Notes:
  • Repeat this process for each applicable end product that is pending.
  • Claim jurisdiction should not be changed from NWQ’s possession (station designation number 499).
Notes:
  • The transfer is completed after updating the jurisdiction.  The receiving station does not need to transfer in the eFolder.
  • The RO transferring out the eFolder will not send paper claims material (such as claims folders or documents) that has already been scanned into VBMS.

2.  Transferring In of Electronic Claims and eFolders


Introduction

  This topic contains information about incoming transfers, including


Change Date

March 8, 2018

III.ii.5.G.2.a.  Accessing Electronic Claims Transferred In From Another RO

 
Claims successfully transferred in VBMS from another RO will appear in the receiving RO’s VBMS work queue.
 
Note:  Users can access the NOTES section of a claim to see who transferred the claim and the originating RO.

III.ii.5.G.2.b.    Transferring In eFolders

 
Follow the steps in the table below to complete the transfer in of an eFolder.

Step

Action

1

Open the COVERS application.

2

Verify that the location is shown correctly in COVERS.

3

  • From the MAIN MENU select the FOLDERS RECEIVE button.
  • The ENTER FOLDER IDENTIFICATION (RECEIVE FOLDER) window will appear.

4

Enter the claim number for the folder being searched.

5

Select CLAIM for the folder type.

6

Select OK to continue the process.
A grid will display showing the number of claims folders that have been received by the user’s location.
Note:  To update the station of jurisdiction, follow the instructions inM21-1, Part III, Subpart ii, 5.G.1.b.
Historical_M21-1III_ii_5_SecG_7-14-15.doc May 11, 2019 117 KB
3-8-18_Key-Changes_M21-1III_ii_5_SecG.doc May 11, 2019 127 KB
Change-July-14-2015-Transmittal-Sheet-M21-1III_ii_5_SecG.docx May 11, 2019 39 KB
Historical_M21-1MRIII_ii_5_SecG_8-6-2014.doc May 11, 2019 105 KB
Transmittal-Sheet-pt03_sp2_ch05_secG_TS.docx May 11, 2019 38 KB
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