Select Page

M21-1, Part III, Subpart ii, Chapter 8, Section D – Errors During Notice of Death (NOD) Processing

Overview


In This Section

This section contains the following topics:
Topic Topic Name

1

Erroneously Reported Deaths

2

Incorrect Dates of Death

1.  Erroneously Reported Deaths


Introduction

This topic contains information on erroneously reported deaths.  It includes information on


Change Date

June 12, 2015

III.ii.8.D.1.a.Updating the Veteran’s Record When Death Was Erroneous

Follow the steps in the table below if you determine

  • a notice of death (NOD) was erroneous, and
  • the Veteran is not deceased.
Step Action

1

Process a BENEFICIARY IDENTIFICATION AND RECORDS LOCATOR SUBSYSTEM (BIRLS) UPDATE to delete the following from the BIRLS record
  • the date of death
  • the cause of death, and
  • any other erroneous information.

2

Create an end product (EP) and take award action to resume any payments that were erroneously interrupted.

III.ii.8.D.1.b.  Actions  to Take if a Spouse was Erroneously Paid the MOD Payment

If a month of death (MOD) payment was paid in error because either the Veteran is not deceased or the MOD payment was not awarded to the appropriate spouse, then establish a debt on the spouse’s record who was paid the benefit in error.
The finance activity will follow the standard debt collection procedures to recoup the erroneous payment.

III.ii.8.D.1.c.Actions to Take If the Claims Folder Has Been Destroyed

Follow the steps in the table below if the FOLDER LOCATION screen shows the Veteran’s claims folder has been destroyed.
Step Action

1

Assume a Group 1 folder was located at the Records Management Center (RMC) as of the erroneous date of death.
Reference:  For more information about Group 1 claims folders, seeM21-1, Part III, Subpart ii, 8.C.1.

2

Create an electronic claims folder in the Veterans Benefits Management System.

3

Destroy the lightweight folder if one exists.

4

Compose an e-mail to the RMC requesting

  • removal of the DES indicator from the FOLDER LOCATION screen
  • update of the folder location, and
  • removal of the NOD folder from the FOLDER LOCATION screen if a NOD folder was created.

5

  • Make sure the e-mail includes the
    • file number, and
    • Veteran’s name, and
  • send the e-mail to VAVBASTL/RMC/UPD.

III.ii.8.D.1.d.Actions to Take if the Claims Folder Is at the RMC

Follow the steps in the table below if the FOLDER LOCATION screen shows the claims folder is located at the RMC.
Step Action

1

Assume a Group 2 folder was located at the RMC as of the erroneous date of death.
Reference:  For more information about Group 2 folders, see M21-1, Part III, Subpart ii, 8.C.1.

2

Compose an e-mail message to the RMC that

  • indicates the record was erroneously processed, and
  • requests return of the file to the live file bank.

3

  • Make sure the e-mail includes the
    • file number, and
    • Veteran’s name, and
  • send the e-mail to VAVBASTL/RMC/UPD.

4

Destroy the lightweight folder, if one exists.

2.  Incorrect Dates of Death


Introduction

This topic contains information on incorrect dates of death, including


Change Date

August 3, 2018

III.ii.8.D.2.a.Erroneous Date of Death in Same Month as the Correct Date of Death

Complete a BIRLS UPDATE to correct the date of death if the

  • NOD was processed with an erroneous date of death, and
  • erroneous date of death is in the same month as the correct date of death.

Result:  The system automatically adjusts the termination date if the Veteran had a running compensation or pension award at the time of death.


III.ii.8.D.2.b.Erroneous Date of Death Not in the Same Month as the Correct Date of Death

The system may establish an erroneous accounts receivable or erroneous accounts payable in the record if the
  • NOD is processed with an incorrect date of death, and
  • Veteran had a running award.
If an erroneous date of death is entered, follow the steps in the table below to take corrective action.
Step Action

1

Establish an EP to reinstate benefits from the first of the month of date of death.

2

Complete a BIRLS UPDATE to correct the date of death in BIRLS.

III.ii.8.D.2.c.  Erroneous Date of Death Later Than the Correct MOD and Benefit Checks Are Returned

The system may establishe a proceed due segment in the record if the
  • FNOD is completed with a date of death that is later than the correct MOD, and
  • Veteran’s uncashed benefit checks are returned.
If all the returned checks represent payment for the MOD or later:
  • use an Optional Form (OF) 41, or
    • annotate a Department of Veterans Affairs Form 20-6560, Notice of Benefit Payment Transaction, and
    • ask the finance activity to return the amount in proceeds to appropriations, and
  • complete  a BIRLS UPDATE to correct the date of death in BIRLS.

III.ii.8.D.2.d.  Erroneous Date of Death Later Than the Correct MOD and Benefit Checks Are Not Returned

Follow the steps in the table below if the
  •  FNOD is completed with a date of death that is later than the correct MOD, and
  • Veteran’s benefit checks are not returned.
Step
Action
1
Determine how much of an overpayment would have been created by entering the correct date of death.
2
Send an OF 41 to the finance activity that
  • explains that the overpayment resulted from an erroneous date of death in the system, and
  • requests a fiscal transaction to establish the accounts receivable.
3
Complete a BIRLS UPDATE to correct the date of death in BIRLS.
Historical_M21-1III_ii_8_SecD_6-12-15.docx May 11, 2019 47 KB
Rescinded-Manual-Version-Updated-11-15-04-M21-1III_ii_8_SecD.doc May 11, 2019 59 KB
8-3-18_Key-Changes_M21-1III_ii_8_SecD.docx May 11, 2019 42 KB
Change-June-12-2015-Transmittal-Sheet-M21-1III_ii_8_SecD_TS-New-SecC.docx May 11, 2019 40 KB
Change-June-12-2015-Transmittal-Sheet-M21-1III_ii_8_SecF_TS-New-SecD.docx May 11, 2019 39 KB
Did this article answer your question?

Leave a Reply





Pin It on Pinterest

Share This