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M21-1, Part III, Subpart vi, Chapter 8 – Miscellaneous Authorization Issues

Overview


In This Chapter

This chapter contains the following topics:
Topic
Topic Name
1
2
3
4
5
6
7
8
9

1.  Awards and Payments Upon the Disappearance of a Veteran


Introduction

This topic contains information on handling awards and payments when a Veteran’s whereabouts are unknown, including information on

Change Date

July 11, 2015

III.vi.8.1.a.  Automatic Suspension of Payments on a Veteran’s Disappearance

If two consecutive checks to a Veteran are returned indicating “Whereabouts Unknown” or “Moved Left No Address
  • payments are automatically suspended during processing of the returned check, and
  • an 810 Work ItemNotice of Benefit Payment Transaction (810WI), is generated with message code 612, Account Suspended – Undeliverable Payment, as notification of the suspended payments.
Reference:  For more information on work items, see the VETSNET 800 Series Work Items Desk Reference.

III.vi.8.1.b.  Actions on Suspension of Payments on a Veteran’s Disappearance

Use the table below when payments are suspended due to the Veteran’s disappearance.
If …
Then …
no award action is required
  • allow the suspension to continue, and
  • on receipt of the six-month follow-up notice on an 810WI, stop the award as of the date in the LAST PAID DATE field on the AWARD INFORMATION tab in Share, using “Whereabouts Unknown” in the DECISION field on the BASIC ELIGIBILITY tab.
  • the Department of Veterans Affairs (VA) subsequently receives notice of a valid address, and
  • entitlement is otherwise in order
reopen the award effective the date of last payment.
in compensation cases, there is a deduction for payment of
  • National Service Life Insurance
  • U.S. Government Life Insurance premiums
  • Veterans Mortgage Life Insurance premiums, or
  • insurance loan payments
take award action to continue the insurance deduction.
 
Important:
  • Upon receipt of the six month follow-up notice on an 810WI, the claims folder must be reviewed to verify that the claimant’s address is correct in the Veterans Benefits Administration claims processing system.
  • Attempt to determine the correct address of the Veteran by every reasonable effort, including but not limited to, using the
    • telephone to call all phone numbers on record for the Veteran
    • SSA INQUIRY function in Share, or
    • internet web address locator service.
Note:  VA has a contract with a platform that allows authorized users to access the address locator service through their Internet site. Each regional office (RO) must designate a local point of contact.
References:  For more information on

2.  Payments to Dependents Upon the Disappearance of a Veteran


Introduction

This topic contains information on making payments to dependents upon the disappearance of a Veteran, including information on

Change Date

November 8, 2017

III.vi.8.2.a.  Paying the Veteran’s Benefits to Dependents

Under 38 CFR 3.656, if a Veteran was receiving, or was entitled to receive, disability compensation, current-law pension, or Section 306 Pension and his/her whereabouts remain unknown for a period of 90 days or more, those benefits may be paid to or for
  • a spouse
  • children, or
  • parents (in disability compensation cases).
Note:  Do not pay dependents Old-Law Pension and special monthly pension for the Medal of Honor.

III.vi.8.2.b.  Developing for the Dependent’s Entitlement

Before VA develops for the dependent’s potential entitlement, the dependent, or someone on his/her behalf, must make a specific request using VA Form 21-0788, Information Regarding Apportionment of Beneficiary’s Award.

III.vi.8.2.c.  How to Prepare Apportioned Awards for Dependents

Follow the steps in the table below to prepare an apportioned award for a dependent.
Step
Action
1
Is the claim received within one year from the date of last payment to the Veteran and necessary evidence timely submitted?
  • If yes, make apportioned awards to dependents effective from that date.
  • If no, use the date of receipt of the claim as the effective date.
2
Establish a control for review of the claims folder seven years after the date of disappearance.
3
At the expiration of the control period, take action as specified in M21-1, Part III, Subpart v, 1.G.2.b.
 
Note:  If the Veteran’s award was previously terminated in light of his/her unknown whereabouts (as discussed in M21-1, Part III, Subpart vi, 8.1.b), and approval of an apportioned award to dependents is subsequently warranted,
  • resume the Veteran’s award
  • process the apportioned award to dependents in accordance with
    • standard procedures, and
    • effective date guidance found in the table above, and
  • suppress direct payment to the Veteran by withholding the difference, if any, between the following amounts on the appropriate claims-processing system’s OTHER ADJUSTMENTS screen (as an Other Withholding Reason):
Reference:  For more information on preparing an apportionment award, see theVETSNET Awards User Guide.

III.vi.8.2.d.  Paying Disability Compensation to Dependents

In compensation cases, pay either the Dependency and Indemnity Compensation (DIC) rate or the rate of compensation payable to the Veteran, whichever is less.
Note:  The rate determined is subject to any authorized insurance deductions.

III.vi.8.2.e.  Paying the DIC Rate to Parents

If the DIC rate is authorized to parents
  • use the income of the parents to determine the rate payable, and
  • annotate the income data used to justify the rate paid on the award document.
Note:  Do not enter income data information on the apportionee award.

III.vi.8.2.f.  Paying Pension to Dependents

Use the table below to determine the rate payable to dependents in pension cases.
Note:  Unlike with disability compensation cases, disregard authorized insurance deductions in effect at the time of the Veteran’s disappearance.
Step
Action
1
Prepare an apportioned award to a dependent using the lesser of the
  • Veterans Pension rate, as determined by the income of the spouse or children, or
  • rate of pension payable to the Veteran at the time of disappearance.
2
Annotate the income and net worth information on the award document, but do not input it during processing.
3
Annotate each separate award to a child if the spouse is also awarded benefits.

III.vi.8.2.g.  Example 1:  Determining Payment Rates

Situation:  The Veteran was receiving compensation in the amount of $774, including an additional amount for a spouse, for a static disability evaluated at 70 percent, subject to an insurance deduction in the amount of $15.  The DIC rate available to the spouse is $564, based on the pay grade E-1 from 04/01/1990.
Result:  Since the DIC rate is less than the rate of compensation payable to the Veteran, the full DIC rate is payable to the spouse.

III.vi.8.2.h.  Example 2:  Determining Payment Rates

Situation:  The Veteran was receiving compensation, including an additional amount for a spouse, for a static disability evaluated at 60 percent in the amount of $617, subject to an insurance deduction of $22.  The DIC rate available to the spouse is $597, based on pay grade E-3 from 04/01/1990.
Result:  Since the amount payable to the spouse plus the insurance deduction may not exceed the amount of compensation the Veteran was receiving, only $595, and not the full DIC rate, is payable to the spouse.

III.vi.8.2.i.  Example 3:  Determining Payment Rates

Situation:  The Veteran was receiving pension in the amount of $628, including additional pension for a spouse, subject to an insurance deduction of $15.  On the basis of the spouse’s income, the Survivors Pension rate would be $323.
 
Result:  Since the amount of Survivors Pension based on the income of the spouse is less than the Veteran’s rate of pension, the Survivors Pension rate of $323 is payable.  The Veteran’s award makes no provision for continuation of the insurance deduction and the Veteran’s gross entitlement is carried as a withholding.

3.  Continuation of Awards and Controls Upon the Disappearance of a Veteran


Introduction

This topic contains information on

Change Date

July 11, 2015

III.vi.8.3.a.  Establishing Control for a Decision on Presumption of Death

For a decision on presumption of death, establish a diary in Share using reason code 13, Disappearance 7-Year Review.
References:  For more information on

III.vi.8.3.b.  Handling Controls in Pension Cases

In pension cases
  • cancel any controls established for a future examination, and
  • consider the Veteran’s disability, income, and net worth status as static while his/her whereabouts are unknown.

III.vi.8.3.c.  Handling Controls in Compensation Cases

Do not cancel any control previously established for a future examination in a compensation case solely because a Veteran disappeared.
Use the table below to decide how to handle controls in compensation cases where the Veteran has disappeared.
 
Reference:  For more information on how to handle the Veteran’s failure to report for examination, see
If a…
Then …
future examination is required under 38 CFR 3.327(b), but no control exists
input the appropriate control.
diary control for a scheduled VA examination matures after a Veteran disappears
the rating activity decides if the compensable evaluation is static.

III.vi.8.3.d.  Effective Date for Adjustment of Compensation Awards

The effective date for adjustment or discontinuance of compensation awards is thedate in the LAST PAID DATE field on the AWARD INFORMATION tab in Share.

III.vi.8.3.e.  Continuing and Discontinuing Awards for Insurance Purposes

In some cases, the Veteran’s award is continued with the amount needed to cover an insurance deduction.
Discontinue payment of the amount awarded for insurance purposes if any of the following situations occur:
  • a rating decision reduces the total compensation entitlement to an amount less than that required for insurance purposes, or
  • an automatic renewal of term insurance or other special provision requires an amount greater than the total amount of compensation payable.

III.vi.8.3.f.  Adjusting Apportionee Awards When Insurance Purpose Awards Are Discontinued

Review any apportionee awards for necessary adjustments if payment for an insurance deduction on the Veteran’s award is terminated.
Review the Veteran’s award for appropriate amendments if apportionee awards are adjusted.

4.  Action Upon the Reappearance of a Veteran


Change Date

July 11, 2015

III.vi.8.4.a.  Actions Upon Reappearance of a Veteran

Follow the steps in the table below when a Veteran reappears and his/her whereabouts become known.
Step
Action
1
Discontinue awards to dependents as of the date in the LAST PAID DATE field on the AWARD INFORMATION tab in Share.
2
Inform the payees the reason the awards were discontinued.
3
Amend the Veteran’s award to resume payments to the Veteran in accordance with the facts found.
Note:  Do not adjust the award until ready to resume payment to the Veteran.
 
References:  For more information on

5.  Requests for Financial Audits


Introduction

This topic contains information on requests for financial audits, including

Change Date

November 9, 2018

III.vi.8.5.a.  Actions to Take in Response to an Audit Request

Follow the steps in the table below to process a request for an audit of financial payments and/or accounting from a beneficiary or a retired pay center (RPC).
Step
Action
1
  • Establish an end product (EP) 290, using the
    • date of the request’s receipt by VA as the date of claim, and
    • more appropriate of the following claim labels:
      • Audit Request (for compensation claims), or
      • PMC – Audit Request (for pension claims)
  • enter Audit request as an associated contention, and
  • add a 30-day custom tracked item labeled, Audit.
2
Review the substance of the audit request and use the table below to determine the next action.
If the audit request raises …
Then …
basic or straightforward questions concerning authorization-related matters, including
  • withholdings
  • recoupments
  • entitlements, and/or
  • payment rates or effective dates
  • review the beneficiary’s award history and payment record to determine if corrective action is needed
  • take any necessary award action to implement needed corrections
  • provide the beneficiary and/or RPC with a corresponding informational or decision notice
  • clear the pending EP 290, and
  • disregard the remaining steps in this table.
more complex financial payment questions that exceed the authorization activity’s ability to resolve
proceed to Step 3.
Example:  A Veteran submits a request for a financial audit, indicating his recently adjudicated dependency claim was awarded from an incorrect date.  A review of the claims folder reveals the following:
  • The Veteran has been assigned a 40-percent evaluation since February 19, 2010.
  • His youngest child was born September 19, 2016.
  • He submitted a fully complete VA Form 21-686c on March 7, 2017.
  • An award action authorized May 1, 2017, awarded additional benefits for the dependent child effective March 7, 2017 (payable April 1, 2017).
Analysis/Result:  In light of the timeliness of the claim’s filing, additional benefits for the dependent should have been awarded effective the date dependency arose (i.e. the date of the child’s birth), rather than from the date of the claim’s receipt.  Because the substance of the request, although couched in terms that reference an audit, relates to an entitlement determination routinely made by the authorization activity, the request need not be referred for the finance activity’s review or action.  The authorization activity should process an award to adjust the effective date of the award of additional benefits for the dependent and provide the Veteran with a corresponding decision notice.
3
  • Send an encrypted e-mail requesting performance of an audit to the local finance activity, and
  • upload a copy of the e-mail to the beneficiary’s electronic claims folder (eFolder).
Reference:  For more information on the finance activity’s responsibilities with regard to audit requests, see M21-1, Part III, Subpart vi, 8.5.b.
4
  • Make any award adjustments deemed necessary by the finance activity to resolve discrepancies in the beneficiary’s payments
  • clear the pending EP 290, and
  • provide the beneficiary and/or RPC with a corresponding informational or decision notice.
 Note:  There is no standard form requirement for a request for financial audit.

III.vi.8.5.b. Finance Activity Responsibilities With Regard to Audit Requests

Following receipt of an audit request referral from the RO, the finance activity will
  • conduct the audit by reviewing the beneficiary’s payment activity, and
  • take additional actions as outlined in the table below.
If the audit reveals …
Then the finance activity will …
that benefit payments have been processed appropriately
  • notify the beneficiary of the audit’s outcome
  • upload associated and supporting documentation to the eFolder, and
  • direct the RO to clear the pending EP 290.
discrepancies in the beneficiary’s payment activity
notify the RO of any award adjustments deemed necessary to reconcile the noted payment discrepancies.

6.  Insurance Purpose Determinations for Veterans


Introduction

This topic contains information on requests for rating and other information from insurance activity, including information on

Change Date

July 11, 2015

III.vi.8.6.a.  Jurisdiction over Insurance Purpose Determinations

Use the table below to determine the offices responsible for insurance purpose determinations.
If the Veteran is …
Then the office of jurisdiction is …
alive
the RO of jurisdiction in accordance withM21-1, Part III, Subpart ii, 5.A.
deceased
the Veterans Service Center (VSC) of the requesting RO and Insurance Center (IC) unless the decision is already of record.

III.vi.8.6.b.  When Insurance Applications Are Sent to the Veteran

Award transactions generate release of insurance applications to Veterans with potential eligibility based on an initial or subsequent service-connected (SC) disability rating.

III.vi.8.6.c.  How the IC Handles Applications for Insurance

The table below describes what happens when a Veteran applies for
Stage
Description
1
The IC underwriters review all available systems for SC data.
2
If the data is inadequate for underwriting purposes, the IC requests information from the RO having jurisdiction over the Veteran’s claim folder.
3
The IC contacts the RO, either by e-mail or by VA Form 29-4373, Request for Disability Compensation Rating for Insurance Purposes, for
  • a decision on whether or not a statutory bar to payment of disability compensation exists
  • verification of SC disabilities, or
  • any other information needed to underwrite the insurance claim.

III.vi.8.6.d.  Types of Information the IC May Request From a Deceased Veteran’s Claims Folder

The IC may request the following types of information from a deceased Veteran’s claims folder:

  • findings of presumptive death and fact of death
  • homicide decisions
  • competency ratings for beneficiaries of insured survivor benefits, and
  • competency ratings for gratuitous insurance under 38 U.S.C. 1922(b).

III.vi.8.6.e.  Handling Requests From the IC

Use the table below to determine what steps to take for different IC requests.
When the IC …
And the decision …
Then …
specifically requests a copy of a rating or administrative decision
is already of record
send a photocopy to the IC.
Note:  The copy must be certified as a true copy by an individual authorized to certify documents.
only requests information
is already of record
respond to the IC via e-mail.
requests an adjudicative decision concerning a live Veteran
has not yet been made
  • establish an EP 290
  • take the necessary development action
  • advise the requesting insurance activity via e-mail that there will be a delay in providing the requested information, and
  • when the decision is made
    • forward the requested information, such as certified copies of specifically requested formal ratings or administrative decision, to the IC, and
    • clear the EP control.
requests information from a deceased Veteran’s claims folder
has already been made
send a certified photocopy to the IC.
requests information from a deceased Veteran’s claims folder
has not already been made
  • permanently transfer the claims folder to the requesting RO and IC
  • annotate the Control of Veterans Records System transfer sheet with M21-1, Part III, Subpart vi, 8.6 as the reason for transfer.
Note:  Any concurrent adjudicative issues are the responsibility of the VSC in Philadelphia.

III.vi.8.6.f.  Requests From the IC for Competency Determinations

The IC requests a rating determination of competency and certification of fiduciary from the RO having jurisdiction over the geographic area in which an insured resides.
This request is made if an IC has received evidence or notice of
  • a court decree of incompetency
  • appointment of a fiduciary by reason of incompetency, or
  • other information (not constituting a judicial determination) indicating that the insured may be incompetent.
Note:  A request for a rating determination of incompetency is received without regard to
  • the Veteran’s status as a claimant for compensation or pension benefits, or
  • whether or not a claims folder exists.
Reference:  For information on notification of change in competency status and fiduciary, see M21-1, Part III, Subpart v, 9.A.3.

III.vi.8.6.g.  Contents of IC Requests for Competency Determinations

IC requests will include
  • VA file number of the insured
  • location of the claims folder
  • the address of the person for whom the determination is requested and names and addresses of next of kin
  • copies of all medical and other evidence alleging incompetency, and
  • the amount of insurance benefits or proceeds payable and the method of payment.

III.vi.8.6.h.  Requests From the IC for Competency Determinations on Death Claims Beneficiaries

The IC requests a rating determination of competency and certification of fiduciary from the VSC in Philadelphia.
This request is made if an insurance activity receives evidence or notice of
  • a court decree of incompetency
  • appointment of a fiduciary by reason of incompetency, or
  • other information (not constituting a judicial determination) that the death claims beneficiary may be incompetent.
Note:  Requests are made for both Veterans and non-Veterans without regard to
  • whether a claims folder exists, or
  • their status as a claimant for compensation or pension benefits.

III.vi.8.6.i.  Contents of Requests for Competency Determinations on Death Claims Beneficiaries

IC requests for competency determinations on death claims beneficiaries include
  • VA file number of the insured and, if the request relates to an insurance beneficiary, the VA file number under which the beneficiary may have applied for benefits as a Veteran or as a dependent of a Veteran other than the insured, if known
  • location of the claims folder
  • indication of relationship of the beneficiary to the insured
  • address of the person for whom the determination is requested and names and addresses of next of kin
  • copies of all medical and other evidence alleging incompetency, and
  • the amount of insurance benefits or proceeds payable and the method of payment.

III.vi.8.6.j.  Processing IC Requests for Competency Determinations

Follow the steps in the table below when processing requests from the IC for competency determinations.
Step
Action
1
Review the Veteran’s claims folder with the evidence received from the IC.
2
Is the person for whom the rating is requested a Veteran without a VA file number?
  • If yes,
    • assign a file number, and
    • create an eFolder.
  • If no,
    • do not assign a file number, and
    • use an alphabetical holding file under the person’s last name to maintain temporary control of cases in which a file number is not assigned or which does not relate to an existing file.
Note:  If the Veteran is deceased, notify the IC.
3
Inform the Veterans Service Center Manager if payments are
  • being made to a fiduciary (including a spouse-payee or a VA Medical Center Director)
  • being made on a supervised direct pay basis, or
  • not being made, but the person has been previously determined to be incompetent for VA purposes.
4
5
If evidence of a judicial determination of incompetency or of appointment of a guardian by reason of incompetency is received, make a request for appointment of a fiduciary as provided in M21-1, Part III, Subpart v, 9.A.1.
Additionally, if the person for whom the competency determination is requested is a Veteran in receipt of benefits, refer the competency determination to the rating activity.
Reference:  For more information on evidence of incompetency, seeM21-1, Part III, Subpart v, 9.B.2.
6
If the evidence submitted is other than a judicial determination of incompetency, follow the procedures established in M21-1, Part III, Subpart v, 9.B.2 prior to referral for rating activity consideration under38 CFR 3.353 and meeting the requirements of M21-1, Part III, Subpart iv, 8.A.
In these instances, apply due process procedures established in M21-1, Part III, Subpart v, 9.B.3.
Note:  Do not request VA examinations in these cases. However, field examinations may be requested as determined necessary.
7
For any other insurance beneficiary, prepare rating decisions as provided in M21-1, Part IX, Subpart ii, 2.9.
8
On receipt of the final rating of incompetency
  • complete VA Form 21-592, and
  • refer it to the fiduciary hub of jurisdiction for formal certification in all cases.
References:  For more information on
9
Is there a claims folder?
  • If yes,
    • file the request for a competency determination, supporting evidence, rating decisions as to competency, and VA Form 21-555 in the claims folder, and
    • return certified copies and a copy of the decision to the IC.
  • If no, return the originals and a copy of the decision to the IC of jurisdiction.

III.vi.8.6.k.  Hearing Requests

If a hearing is requested after the VSC prepares a rating proposing incompetency, that division transfers the claims folder (or jurisdiction over the eFolder) to the RO having jurisdiction over the person’s residence.
The RO responsible for conducting the hearing
  • holds the hearing
  • issues the formal rating as to competency, and
  • sends a certified copy of the formal rating to the IC.

7.  Processing Cases Involving Common Accidents in Service


Introduction

This topic contains information on processing cases involving common accidents in service, including information on

Change Date

May 10, 2007

III.vi.8.7.a.  Definition: Common Accident

common accident is one in which information shows that the death of two or more servicepersons occurred during noncombat service as the result of the same accident or disaster.
Note:  Deaths occurring as the result of an air or sea accident are not included in this definition and are not treated as a common accident.
Reference:  For more information on deaths in common accidents following separation from service, see M21-1, Part III, Subpart v, 1.H.2.

III.vi.8.7.b.  Jurisdiction for Common Accident Cases

Establish jurisdiction for common accident cases on an individual case basis, except when otherwise specifically assigned by Central Office (CO).
Reference:  For more information on establishing jurisdiction, see M21-1, Part III, Subpart ii, 5.B.

III.vi.8.7.c.  Processing Common Accident Claims by ROs

The claim in any one common accident case may be adjudicated by the RO of jurisdiction without the need for reviewing any additional related cases or referring the case to CO, if
  • the line-of-duty status is clear and there is no question of misconduct, and
  • a favorable determination is clearly warranted.

III.vi.8.7.d.  Processing Common Accident Claims by CO

The table below describes how CO processes claims in common accident cases when they are transferred by the RO.
Stage
Who Is Responsible?
Description
1
RO
Temporarily transfers the deceased Veteran’s claims folder (or jurisdiction over the eFolder) and any related cases located in the same office to CO (21C) for final determination, if a favorable determination as to line of duty or willful misconduct cannot be made on the evidence of record in a common accident case.
Reference:  For more information on common accident cases, see M21-1, Part III, Subpart v, 1.H.2.
2
CO
  • Requests any other related cases, and
  • makes an administrative decision.
3
CO
  • Adds a copy of the final decision in each related claims folder, and
  • returns the claims folder (or jurisdiction over the eFolder) to the RO of jurisdiction for any necessary award or denial action.

8.  Requests for Field Examinations


Introduction

This topic contains information on requesting field examinations, including information on

Change Date

July 11, 2015

III.vi.8.8.a.  When to Request a Field Examination

You may request field examinations for various purposes.  This includes, but is not limited to, requesting examinations for the following reasons:
  • checking on the history of employment or social adjustment
  • substantiating the existence of disease or injury prior to enlistment
  • resolving the status of dependents or marital status
  • checking on a Veteran’s ability to handle funds competently, and
  • handling an unresolvable conflict in the evidence of record.
References:  For more information on
  • physical examinations, social surveys, and field examinations, see M21-1, Part III, Subpart iv, 3, and
  • the Automated Medical Information Exchange (AMIE)/Compensation and Pension Record Interchange (CAPRI) system and beneficiaries institutionalized at VA expense, see M21-1, Part III, Subpart v, 6.

III.vi.8.8.b.  How to Request a Field Examination

Request field examinations on VA Form 21-3537aField Examination Request, and include the following information in the FACTS TO BE ESTABLISHED field:
  • the purpose of the field examination in language that is as specific and complete as circumstances permit
  • the period of service on which the claim is based and the nature of the claim
  • a summary of the material facts with names and addresses of witnesses to be contacted and other known and probable sources of evidence, and
  • if entitlement depends on a marriage, the evidence of record pertaining to such marriage, and any prior marriages of the parties.
Notes:
  • If evidence of record is conflicting, clearly state the conflict.
  • State whether or not further evidence as to the validity or termination of the marriage is needed.

III.vi.8.8.c.  Handling Requests for Medical, Social, or Industrial History

For medical, social, or industrial history of the Veteran or incapacitated child, include the period to be covered and as much of the following information as is known:
  • names and addresses of all physicians alleged to have provided treatment
  • period of treatment
  • names of physicians who have submitted statements, indicating whether or not to contact them
  • names and addresses of employers and periods of employment
  • addresses of the Veteran or incapacitated person during the period.
Note:  Attach copies of all statements with VA Form 21-3537a.

III.vi.8.8.d.  Facilitating Identification of the Person Concerned in the Claim

To facilitate identification of the particular person concerned in the claim, provide
  • the best possible leads to obtain information, and
  • all of the following information:
    • full name
    • nickname and any other name by which the person was known
    • maiden and married surnames of women, and
    • date of birth.

III.vi.8.8.e.  Routing Field Examination Requests

Follow the steps in the table below when routing a field examination request.
Step
Action
1
  • add a copy of VA Form 21-3537a to the claims folder, and
  • e-mail the original VA Form 21-3537a to the fiduciary hub having jurisdiction over the area where the primary beneficiary resides.
2
When a completed field examination report is received, send the report to
  • the authorization activity, or
  • the rating activity that requested the examination.
 
Reference:  For more information about jurisdiction and contact information for fiduciary hubs, see M21-1, Part III, Subpart v, 9.A.1.d.

III.vi.8.8.f.  Handling a Request for a Foreign Field Examination

Send a request for a foreign field examination to a fiduciary hub having jurisdiction based on the residence of the foreign beneficiary.
Note:  The fiduciary hub will then forward the request directly to the involved embassy or consulate or to Veterans Affairs Canada.
References:  For more information on

9.  Awards to Veterans in the Armed Forces Retirement Home or St. Elizabeth’s Hospital


Introduction

This topic contains information on handling awards and payments to Veterans who live either at the Armed Forces Retirement Home or St. Elizabeth’s Hospital, including information on

Change Date

July 11, 2015

III.vi.8.9.a.  Jurisdiction for Handling Awards

The Roanoke RO has exclusive jurisdiction over a claim during the time a Veteran lives at the Armed Forces Retirement Home in Washington, DC.
Upon receipt of notice that a Veteran resides at the Armed Forces Retirement Home, permanently transfer the claims folder (or jurisdiction over the eFolder) to the Roanoke RO.

III.vi.8.9.b.  Processing a Change of Address

The transferring office processes the address change before transferring the claims folder (or jurisdiction over the eFolder) to the Roanoke RO.

III.vi.8.9.c.  When to Continue Payments of Disability Compensation

Continue direct payments of disability compensation to a wartime Veteran even though he/she lives at the Armed Forces Retirement Home.

III.vi.8.9.d.  Where to Send Payments

Make disability pension or compensation payments, other than compensation towartime Veterans, under a consolidated voucher to the following address:
Treasurer
Armed Forces Retirement Home
A/C [Initials and Surname of Veteran]
Washington, DC  20315
Note:  If payments are made to a fiduciary at the time of admission to the Armed Forces Retirement Home, do not change the address from the fiduciary to the Treasurer of the Home.

III.vi.8.9.e.  Making Payments When the Veteran Leaves the Armed Forces Retirement Home

Use the table below to determine how to make payments to the Veteran when he/she leaves the Armed Forces Retirement Home.
If a Veteran …
Then …
is paid under a consolidated voucher and the Armed Forces Retirement Home
  • change the address to pay the Veteran directly, and
  • zero out the consolidated pay number.
is transferred to St. Elizabeth’s Hospital as a Armed Forces Retirement Home patient
continue payments through the consolidated voucher.
leaves the Armed Forces Retirement Home before VA takes award action
  • ignore the period of residence at the Armed Forces Retirement Home, and
  • pay all benefits due directly to the Veteran.

III.vi.8.9.f.  Making Payments for Veterans in St. Elizabeth’s Hospital

Use the table below to determine how to make payments to Veterans who are institutionalized in St. Elizabeth’s Hospital, in Washington, DC.
If …
Then …
an incompetent Veteran without a fiduciary is a patient in St. Elizabeth’s Hospital
apply the controlling procedure on institutional awards to the chief officer of a non-VA institution as shown in M21-1, Part III, Subpart v, 6.E.3.
 
Reference:  For more information on hospitalized beneficiaries, see M21-1, Part III, Subpart v, 6.
the Veteran is rated competent even though retained at St. Elizabeth’s Hospital
pay benefits directly to the Veteran.
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