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M21-1, Part III, Subpart v, Chapter 10, Section A – 800 Series Work Items and Cost-of-Living Allowance (COLA) Adjustments

Overview


In This Section

This section contains the following topics:
Topic
Topic Name
1
2
3

1.  800 Series Work Items


Introduction

This topic contains general information on 800 series work items, including

Change Date

February 23, 2017

III.v.10.A.1.a.  Definition: 800 Series Work Items

An 800 Series Work Item is a system-generated message issued through the Veterans Service Network (VETSNET) that is designed to assist Veterans Service Centers (VSCs) and pension management centers (PMCs) in identifying and tracking cases that require follow-up action. 800 series work items replace paper work items.
Important:
  • Because 800 series work items are primarily for tracking purposes only, do not complete any development, rating, or award actions under an 800 series work item.
  • 800 series work items are system-generated.  Therefore, manually establishing an 800 series work item is not possible.  Only clear or cancel 800 series work items based upon the required action taken.
Reference:  For more information about 800 series work items and future diaries, see

III.v.10.A.1.b.  Obtaining a List of 800 Series Work ItemsThrough VOR

800 series work item reports are available in VETSNET Operations Reports (VOR) and appear under the MESSAGE WORK ITEMS header.  The following reports are available:
  • Detail – Pending Message Work Items:  a detailed report of 800 series work items that require attention
  • Detail – Completed Message Work Items:  a detailed report of 800 series work items that have been cleared
  • Summary – Message Work Items:  a summary report of 800 series work items, and
  • Detail – Cancelled Message Work Items:  a detailed report of 800 series work items that have been cancelled.

III.v.10.A.1.c.  Viewing Individual 800 Series Work Items

800 series work items appear only in the corporate database.  Follow the guidance in the table below when viewing individual 800 series work items.
If viewing 800 series work items in …
Then …
Share
  • use the CORPORATE INQUIRIES function
  • select the CLAIMS/DENIALS tab, and
  • click on the 800 series work item from the grid view.
the Veterans Benefits Management System (VBMS)
  • open the profile for the claim number in question
  • select the CLAIMS option from the top banner, and
  • select the 800 series work item.
Note:  Details are displayed by clicking on the EXPAND CLAIM DETAILS banner.  Notes are displayed by selecting the NOTES option from the top banner.
 
References:  For more information on

III.v.10.A.1.d.  800 Series Work Items Status Categories

800 series work items are assigned based on status categories.  These category labels include
  • Work Item 800: Notice of Exception (NOE)
  • Work Item 810: Notice of Benefit Payment Transaction (810WI)
  • Work Item 820: Explanation of Audit Message (820WI)
  • Work Item 830: Miscellaneous (830WI)
  • Work Item 840: Combat-Related Special Compensation (CRSC) / Concurrent Retirement and Disability Payments (CRDP) Audit Error Worksheets (AEW) (840WI)
  • Work Item 850: Manual Payment Adjustments (850WI), and
  • Work Item 890: Specially Adapted Housing (SAH) / Special Housing Adaptation (SHA) (890WI).
Reference:  For more information on status categories, see VETSNET 800 Series Work Items Desk Reference.

III.v.10.A.1.e.Benefit Claim Labels Associated with Status Categories

Within each 800 series work item status category, several benefit claim labels (hereafter referred to as claim labels) may be applicable.  Most claim labels are assigned based on message codes and titles that were historically utilized for paper work items.
The blocks below provide guidance on some of the common system-generated 800 series work items that require action, along with
  • specific 800 series work item claim labels and diary codes, if applicable, and
  • associated M21-1 references that will assist in processing the 800 series work items.

Reference:  For more information on 800 series work item claim labels, seeVETSNET 800 Series Work Items Desk Reference.


III.v.10.A.1.f.  810WI Claim Labels

Below is a list of claim labels associated with an 810WI status category label.
  • 602: Returned PFOP Payment-Master Record Updated
  • 603: Returned Payment Applied to Accts Receivable
  • 604: Unapplied Balance Returned to Appropriation
  • 607: Miscellaneous Returned Payment
  • 612: Account Suspended-Undeliverable Payment
  • 626: Paid EFT – Verify Home Address
  • 634: Proceeds Established in Participant Record, and
  • 631: Diary Due Date/Reason/Legend
The table below lists M21-1 references for additional information on diary codes associated with the 631 claim label.
Diary Code
M21-1 Reference
  • 01: Future Physical Examination, and
  • 39: Review Need for Reevaluation
03: Helpless Child Review
20: Helpless Child Reaches Majority
21: Verify School Attendance
25: Return of Dependency Verification Form
34: Rev for Return of VAF 21-4140
94: Follow-Up on Paragraph 28 Review
Reference:  For information on processing 810WIs with 600-series diary codes, see M21-1, Part III, Subpart ii, 1.B.6.j and k.

III.v.10.A.1.g.  820WI Claim Labels

Below is a list of claim labels and M21-1 references associated with an 820WI status category label.
Claim Label
M21-1 Reference
777: Clothing Allowance Letter Not Sent
  • 833A: SSA Death DOB Mismatch
  • 833B: SSA Death Name Mismatch, and
  • 833C: SSA Death C&P Matched
850: Paragraph 28 Over xx Months
882: Employability Letter Not Sent
882B: Dependency Verification Letter Not Sent
882C: SOC SEC Income Reminder Letter Not Sent
882G: Age 18 School Letter Not Sent
882H: School Child Verification Letter Not Sent
884: Paragraph 29 Over 3 Months

III.v.10.A.1.h.  840WI Claim Labels

Below is a list of claim labels associated with an 840WI.
  • 840A: CRSC/CRDP AEW-VETSNET Award Suspended
  • 840B: CRSC/CRDP AEW-VETSNET Award Terminated
  • 840C: CRSC/CRDP AEW-VETSNET Award AR Exists
  • 840D: CRSC/CRDP AEW-VETSNET Award Withhold Exists
  • 840E: CRSC/CRDP AEW-VETSNET Award Negative VA Due
  • 840F: CRSC/CRDP AEW-AWARD APPROPRIATE-Payment Due
  • 840O: Fugitive Felon Batch Reject – Multiple Awards Found (VSCs only), and
  • 840P: Fugitive Felon Batch Reject – Multiple Awards Found (PMCs only).
References:  For additional information on 840WIs in

III.v.10.A.1.i. 850WI Claim Label

The only claim label associated with the 850WI is 850: Legislative Adjustment Required.
Reference:  For additional information on 850WIs, see M21-1, Part III, Subpart v, 10.A.3.a.

III.v.10.A.1.j.  890WI Claim Label

The only claim label associated with the 890WI is 890: SAH/SHA Online Application.
Reference:  For more information on processing 890WIs for SAH/SHA, see M21-1, Part IX, Subpart i, 3.3.c and g.

2.  Processing 800 Series Work Items


Introduction

This topic contains general processing guidelines for 800 series work items, including

Change Date

December 5, 2017

III.v.10.A.2.a.  Disposition of an 800 Series Work Item After Review

Once an 800 series work item has been reviewed, determine if follow-up action is required.
See the table below for actions to take after reviewing the 800 series work item.
If …
Then …
no action is required
cancel the 800 series work item using the reasonVETSNET Msg Rvwd, no action necessary.
additional action is required
  • clear the 800 series work item using the reason VETSNET Msg Rvwd, work under proper EP, and
  • take the required action under the proper end product (EP) if an EP is required to take the action.
Examples:  The following constitute an “additional action,” but neither are taken under an EP:
  • processing a first notice of death (FNOD) using the FNOD command in Share, and
  • reviewing a claims folder to confirm the accuracy of the results of a records-matching program, such as the program described in M21-1, Part X, 5.
Exceptions:
  • Do not clear an 890WI (SAH/SHA) until final action is taken under the proper EP.
  • System programming prevents users from manually clearing an 850WI.

III.v.10.A.2.b.  Establishing Date of Claim When 800 Series Work Item Requires Action

When action is required, use the date of the 800 series work item as the date of claim for the controlling EP.
Important:  Do not use the date of review as the date of claim for the controlling EP.
Reference:  For more information on 890WIs (SAH/SHA), see M21-1, Part IX, Subpart i, 3.3.c and g.

III.v.10.A.2.c.  Prioritizing 800 Series Work Item

All 800 series work items affecting payments require prompt attention.
VSCs and PMCs must consistently prioritize 800 series work items that potentially result in an underpayment, overpayment, or potential financial hardship.

III.v.10.A.2.d.  EP for Potential Underpayment or Overpayment

If an award adjustment associated with an 800 series work item could result in an overpayment or underpayment of benefits, establish EP 693 in addition to the controlling EP referenced in M21-1, Part III, Subpart v, 10.A.2.b.
Exception:  PMCs should not establish EP 693.
Notes:  The following instructions apply if an EP 693 is established.
  • Use the date of the 800 series work item as the date of claim for the EP 693.
  • The EP 693 must remain pending until final action is completed.
  • If an EP 600 is subsequently established to provide notice of a proposed adverse action
    • clear the controlling EP
    • leave the EP 693 pending, and
    • adjust the suspense date of the EP 693 to match the suspense date of the EP 600.
Examples:  For examples of situations in which EP 693 should be established, seeM21-1, Part III, Subpart ii, 1.C.7.

3.  Adjusting an Award to Reflect a COLA


Change Date

December 5, 2017

III.v.10.A.3.a.  Adjusting an Award to Reflect a COLA

An 850WI is generated when the automated process of adjusting a beneficiary’s award to reflect a cost-of-living allowance (COLA) fails.
Exception:  Effective November 18, 2017, Pension and Parents’ DIC awards which require manual adjustment of COLA will have an EP 696 established automatically instead of an 850 MWI.  Pension and Parents’ DIC awards which require a notice of adverse action prior to manual adjustment of COLA will also have an EP 600 established automatically instead of an 850 MWI.
Follow the instructions in the table below to process a COLA adjustment that was generated for the reason described in the preceding paragraphs.
If a …
Then …
VSC is processing the 850WI
  • establish an EP 692 with the claim labelCOLA Adjustment
  • generate an award that pays the COLA, and
  • notify the beneficiary of the action taken.
PMC is processing the 850WI
  • establish a EP 696 with the claim labelPMC COLA Adjustment
  • generate an award that complies with the policies expressed in M21-1, Part V, Subpart iii, 1.H.2 for making a COLA adjustment, and
  • notify the beneficiary of the action taken.
PMC is processing the EP 696 that was automatically established
  • generate an award that complies with the policies expressed in M21-1, Part V, Subpart iii, 1.H.2 for making a COLA adjustment, and
  • notify the beneficiary of the action taken.
Important:
  • Authorization of the award action described in the table above automatically clears the 850WI.  It is not possible to manually clear the 850WI prior to authorization of the award action.
  • Some apportionment decisions provide for increases in the amount of the apportionment each time the primary beneficiary receives a COLA.  Such increases must be processed manually, as well.
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