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M21-1, Part III, Subpart v, Chapter 5, Section D – Reconciliation of Department of Veterans Affairs (VA), Department of Defense (DoD), and Department of Transportation (DoT) Records

Overview

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

1.  General Information About the Reconciliation of VA/DoD/DoT Records

Introduction
This topic contains general information about the reconciliation of VA/DoD/DoT records, including reconciliation of the VA master record and

Change Date
February 13, 2018

III.v.5.D.1.a.Reconciliation of the VA Master Record and Military Retiree Pay Files
The Department of Veterans Affairs (VA), Department of Defense (DoD), and Department of Transportation (DoT) conduct a periodic reconciliation of military retiree pay files with the VA master record file.  The purpose of the reconciliation is to identify errors in military retirement pay and VA records.
VA produces the VA/DoD/DoT reconciliation file quarterly at the Hines Information Technology Center and submits the file to Defense Manpower Data Center (DMDC) for processing.

III.v.5.D.1.b.Reconciliation of the VA Master Record and RCCPDS Records
VA also uses the VA/DoD/DoT reconciliation file to identify Veterans in receipt of both VA benefits and drill pay.  This is accomplished by comparing Reserve Components Common Personnel Data System (RCCPDS) records against the records of Veterans that are
  • in receipt of disability compensation, and
  • identified as active members of a reserve component.
Reference:  For more information on the drill-pay match, see M21-1, Part III, Subpart v, 4.C.1.c.

2.  Errors in RPC Records

Introduction
This topic contains information on errors in RPC records, including

Change Date
February 27, 2019

III.v.5.D.2.a.  Information Requests From RPCs in Cases Identified by DMDC as Containing Apparent Discrepancies
Retired pay centers (RPC) review cases identified by the DMDC as containing apparent discrepancies.  If it appears RPC records are in error the
  • RPC that identified the error sends a DoD/DoT/VA Reconciliation Information Request to the station of jurisdiction (SOJ), and
  • SOJ furnishes to the RPC the information the RPC requested.

III.v.5.D.2.b.  Providing Retroactive Rates of Payment to an RPC

 As a result of a reconciliation, RPCs often request retroactive rates of payment.  SOJs are responsible for providing RPCs with the rates of payment for all periods they request.

III.v.5.D.2.c.  Providing Signed Waivers to an RPC When a Waiver Is of Record
When an RPC requests a copy of a signed waiver, and the waiver is of record,
  • attach a copy of the document or page that bears the signed waiver to the information request, and
  • return it to the RPC.
Notes:
Reference:  For information about the validity of entries on a form that VA receivesafter discontinuing the form, see M21-1, Part III, Subpart ii, 1.C.8.a.

III.v.5.D.2.d.  Providing Signed Waivers to an RPC When a Waiver Is Not of Record
When an RPC requests a copy of a signed waiver, and the waiver is not of record,
  • establish a 65-day control under end products (EPs)
    • 290, Retired Pay Waiver/Election (to control for a response to the RPC), and
    • 600, Review-Potential Overpayment
  • add Potential Under/Overpayment as a special issue under the EP 600
  • send the Veteran a notice of proposed adverse action, informing him/her of the
    • date of the proposed adjustment or discontinuation of his/her award, and
    • amount of any possible overpayment, and
  • solicit a waiver from the Veteran by
    • furnishing VA Form 21-651, and
    • asking the Veteran to complete and return the form within 60 days.
Follow the instructions in the table below after
  • VA receives a signed VA Form 21-651, or
  • the control period referenced in the preceding paragraph expires.
Step
Action
1
Did the Veteran return a signed VA Form 21-651?
  • If yes, proceed to the next step.
  • If no, proceed to Step 5.
2
Notify the Veteran that VA will not take the action it proposed in the notice of proposed adverse action.
3
Follow the instructions in M21-1, Part III, Subpart v, 5.D.2.c.
4
  • Clear the EPs 290 and 600.
  • Disregard the remaining steps in this table.
5
Adjust or discontinue the Veteran’s award, as appropriate, under EP 600.
6
Notify the Veteran of the action taken.
7
Notify the RPC that VA adjusted or discontinued (whichever applies) the Veteran’s award because he/she failed to provide VA with a signedVA Form 21-651.
8
Clear the EP 290.
 
References:  For more information about preparing a

III.v.5.D.2.e.  Handling a Request forInformation When VA Is Unable to Identify the Veteran Who Is the Subject of the Request
RPCs occasionally send to SOJs information requests that provide only the Veteran’s name and Social Security number (SSN) as identifying data.
If a search for a Veteran’s VA records, using the identifying data an RPC provided, proves fruitless, return the information request to the RPC with a cover letter that
  • explains VA was unable to identify the Veteran using the identifying data the RPC furnished, and
  • requests additional data (to facilitate a new search), such as
    • the Veteran’s VA claims folder number, if it is of record, and/or
    • a different SSN.
Note:  If the RPC submitted the information request on DD Form 1285, Request for VA Compensation or Pension Information, and VA was unable to identify the Veteran’s VA records,
  • state this fact in the Remarks section of the form, and
  • return the form to the RPC.

3.  Errors in VA Records

Change Date
February 13, 2018

III.v.5.D.3.a.  Errors in VA Records
RPCs notify SOJs by letter of any apparent discrepancies that exist in VA records, such as
  • cases involving a service member who was removed from the Temporary Disability Retirement List because he/she was
    • found to be fit for duty, or
    • discharged with disability severance pay
  • cases in which VA failed to properly withhold a Veteran’s disability compensation based on his/her receipt of military retired pay, and
  • cases in which there is a mismatch in SSNs.
Take corrective action on identified discrepancies.  In all cases, inform the RPC that sent the letter of the corrective action.
2-13-18_Key-Changes_M21-1III_v_5_SecD.docx May 16, 2019 279 KB
Change-May-28-2015-Transmittal-Sheet-M21-1III_v_5_SecD_TS.docx May 16, 2019 38 KB
2-27-19_Key-Changes_M21-1III_v_5_SecD.docx May 16, 2019 43 KB
Change-March-24-2015-Transmittal-Sheet-M21-1MRIII_v_5_SecD_TS.docx May 16, 2019 40 KB
in Chapter 5 Military Retirement Pay, Part III General Claims Process, Subpart v General Authorization Issues and Claimant Notification
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