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M21-1, Part IX, Subpart i, Chapter 6, Section D – Restored Entitlement Program for Survivors (REPS) Master Record Inquiry

Overview


In This Section

This section contains the topic “Reviewing REPS Payment Data In the Benefits Delivery Network (BDN) System”.

 

1.  Reviewing REPS Payment Data In the Benefits Delivery Network (BDN) System


Introduction

This topic contains information on reviewing REPS payment data in the BDN system, including

Change Date

July 19, 2015

IX.i.6.D.1.a.  Accessing REPS Payment Data

There are two separate commands used for accessing REPS payment data
  • QUIP Inquiry, which is available to all Veterans Benefits Administration (VBA) employees, and
  • QUIP Update, which is available to only a limited number of employees at the Hines Benefits Delivery Center (BDC) and at the St. Louis Regional Office (RO).
Note:  When updating a REPS record, complete only the fields that need to be changed.

IX.i.6.D.1.b.  Accessing the Q01 Screen

Follow the steps in the table below to access the Benefits Delivery Network (BDN) Q01 screen.

Step
Action
1
To access the Q01 screen, enter
  • QUIP, and
  • your password.
2
To identify the exact record to be displayed, enter the
  • REPS claims folder number (Veteran’s Social Security number (SSN)), and
  • beneficiary’s payee number.
3
Go to M21-1, Part IX, Subpart i, 6.D.1.c for information on where the record is displayed.

IX.i.6.D.1.c.  Where the REPS Master Record Displays on the Q01 Screen

Use the table below to determine where the REPS master record is displayed on the BDN system Q01 screen.
If a REPS master record is …
Then…
  • found for the folder number, and
  • the payee number has been entered
the record is displayed on the Q01 screen.
not located
the message No Record Found—Start New Command With PA2 Key is displayed at the bottom of the screen.
unavailable because the folders are being updated
the message MSG-1D Currently Invalidated. (Insubordinate Host) is displayed at the bottom of the screen.

IX.i.6.D.1.d.  Sample of Q01 Screen

A sample of a Q01 screen is shown below.


IX.i.6.D.1.e.  Items Displayed on the Q01Screen

The table below shows a description of the items displayed on the BDN system Q01 screen when a matching REPS master record is found.
Item
Description
FILE NUMBER
Veteran’s SSN plus payee number: NNN-NN-NNNN-NN
Notes:
  • Payee number 10 is used for surviving spouses.
  • Payee numbers 11-19 are used for children.
A schoolchild’s payee number is usually the schoolchild’s Chapter 35 payee number minus 30.
NAME
Stub name of the payee: first initial, middle initial, and first five letters of last name
INQUIRY ONLY
Enter “X” to review records, including the Q01 screen.
Note:  If you have the Inquiry command only, the field will contain an “X” when you access the record.
UPDATE
Enter “X” to update the record.
Note:  Only employees at the St. Louis RO or Hines BDC can update REPS records.
PAYEE NAME AND ADDRESS
  • Six lines of 20 characters each for the payee’s name and address, and
  • a seventh line for the ZIP code only.
Note:  If the name is too long to fit on the first line, it is continued on the second line.
NAME LINE NO
  • Code 0, name contained on the first line
  • Code 1, name continued on the second line
STATION NUMBER
331 (St. Louis RO)
PAY STATUS
  • Code 1, active record
  • Code 2, record in suspense
  • Code 3, record terminated
  • Code 4, record terminated, death
  • Code 5, record to be purged
PAYMENT HISTORY
Header: Information regarding the type, amount, and date of the last three payments follows
TYPE
  • RECUR, for recurring benefit payment only
  • RETRO, for retroactive payment only
  • PRCDS, for proceeds paid only
  • MIX, for combination of recurring, retroactive, and/or proceeds payments.
AMOUNT
Amount of payment: XX,XXX.XX
Notes:
  • The maximum payment that can be issued is $30,000 in retroactive benefits, plus the recurring monthly amount.
  • If a larger payment is due, any retroactive amount over $30,000 must be input and paid the following month.
DATE
Date of monthly transaction that releases payments
Notes:
  • REPS payments are released only once a month.
  • Direct Deposit is not available for REPS payments.
CLAIMANT
Header: Personal information regarding payee follows
DATE OF BIRTH
Payee’s date of birth (DOB): MM-DD-YY
SOC SEC NBR
Payee’s SSN
VA FILE NBR
VA file number, which may be same as the Veteran’s SSN
DATE LAST PAID
Month and year of last payment: MM-YY
PERIOD OF ATTENDANCE
Header: School information follows
Notes:
  • The Period of Attendance date fields will not accept dates that are more than one year earlier than the current date.
  • If necessary, the date may be “dummied” if the actual date is too early for the system to accept.
BEGIN
Beginning date of term: MM-DD-YY
END
Ending date of term: MM-DD-YY
CERT
  • Code 1, establish no control
  • Code 2, establish control
  • Code3VA Form 21-8938 sent from Hines BDC
  • Code 4, certification received
LAST COLA
Date of last Cost of Living Allowance (COLA) increase: MM-YY
VETERAN
Header: Information regarding Veteran follows
STUB NAME
Stub name of the Veteran: first initial, middle initial, and first five letters of last name
DATE OF DEATH
Veteran’s date of death: MM-DD-YY
BRANCH OF SERVICE
  • Code A, Army
  • Code B, Navy
  • Code C, Marines
  • Code D, Coast Guard
  • Code F, Air Force
Note:  These are the only valid branch-of-service codes.
QUAL CHILD DOB (SURV SPOUSE ONLY)
If payments are made to a surviving spouse, the DOB of the qualifying child: MM-DD-YY
PRIMARY INSURANCE AMOUNT
Primary Insurance Amount (PIA) based on last COLA increase
FAMILY MAXI
Family Maximum based on last COLA increase
FAMILY TOTAL
(This field is not used.)
CURRENT RETROACTIVE AMOUNT
Pending retroactive amount to be paid: XX.XX
Note:  This amount will be shown as pending until the monthly payment run.
CHANGE RETROACTIVE AMOUNT
Change retroactive amount to be paid: XX,XXX.XX
Note:  The maximum retroactive payment that can be issued at one time is $30,000.
MONTHLY RATE (RECURRING)
Most recent monthly rate
CHANGE MONTHLY RATE
Change amount of monthly rate: XX,XXX.XX
CURRENT PAY THRU DATE
Most recent update to record showing last month of current award: MM-YY
CHANGE PAY THRU DATE
Input field – most recent update to record showing last month of current award: MM-YY
TOTAL PROCEEDS
Current amount of REPS proceeds available
Note:  For more information on proceeds, see theM21-1, Part IX, Subpart I, 6.D.1.f.
TOTAL ACCOUNTS RECEIVABLE BALANCE
Current REPS debt balance
Note:  For more detailed information on debts, seeM21-1, Part IX, Subpart I, 6.D.1.f.
NEXT SCREEN
Enter “Q02” or “END.”
Notes:
  • You can access the Q02 screen only if “X” has been entered in either the INQUIRY ONLY or UPDATE fields at the top of the Q01 screen.
  • Only employees at the St. Louis RO or Hines BDC can update REPS records.
Note: Information and error messages may be displayed on the bottom two lines of the Q01 screen.

IX.i.6.D.1.f.  Purpose of Q02 Screen

The BDN system Q02 screen displays information related to REPS proceeds and receivables.

IX.i.6.D.1.g.  Sample of Q02 Screen

A sample of a Q02 screen is shown below.


IX.i.6.D.1.h.Items Displayed on the Q02 Screen

The table below shows a description of the items displayed on the Q02 screen.
Item
Description
FILE NUMBER
Veteran’s SSN plus payee number: NNN-NN-NNNN-NN
Notes:
  • Payee number 10 is used for surviving spouses.
  • Payee numbers 11-19 are used for children.
  • A schoolchild’s payee number is usually the schoolchild’s Chapter 35 payee number minus 30.
PAY STATUS
  • Code 1, active record
  • Code 2, record in suspense
  • Code 3, record terminated
  • Code 4, record terminated, death
  • Code 5, record to be purged
NAME
Stub name of the payee: first initial, middle initial, and first five letters of last name
TOTAL PROCEEDS
Amount of total proceeds: XX,XXX.XX
FY
Fiscal year returned payment was originally made:XX
Note:  “M” is displayed instead of actual numbers if the original payment was made more than six years ago.
AMOUNT
Total amount returned for fiscal year: XX,XXX,XX
TOTAL ACCOUNTS RECEIVABLE BALANCE
Total amount of debt: XX,XXX.XX
Notes:
  • Only debts that are six years old or earlier are tracked for accounting purposes.
  • Collection action continues on debts older than six years.
  • Debts older than six years are
    • classified as “M” debts, and
    • not included in any REPS accounting or reports.
  • The TOTAL ACCOUNTS RECEIVABLE BALANCE field
    • is broken down by fiscal year and discovery date of debts, and
    • may contain multiple “M” debts.
FY
Fiscal year the debt was created: YY
Note:  If the debt is over six years old, it is classified as FY “M.”
CLASS
Debts are coded as
  • “D,” established because of erroneous advanced payment, or
  • “B,” all other debts.
IND
The one-letter fields used to identify special records are
  • “T,” case referred to the Treasury Offset Program, and
  • “J,” pending judgment on the case, and so forth.
DISC DATE
Date the debt was established: MM-YY
AMOUNT
Total amount of dept established for a particular fiscal year: XX,XXX.XX
EST/INCR PROCEEDS
Enter “X” to input proceeds into record.
DECR (ERROR) PROCEEDS
Enter “X” to remove proceeds from record.
TOTAL PROCEEDS CHNG AMT
Total amount of change to proceeds: XX,XXX.XX
PROCEEDS & A/R – APPLY PROCEEDS TO RECEIVABLE
Enter “X” to apply proceeds to debt (one or two fiscal years)
Note:  Only one of the following transactions may be performed per week for payee:
  • EST/INCR PROCEEDS
  • DECR (ERROR) PROCEEDS
  • TOTAL PROCEEDS CHNG AMT, or
  • PROCEEDS & A/R – APPLY PROCEEDS TO RECEIVABLE.
FY
Fiscal year proceeds were originally paid (first fiscal year): YY
Note:  Enter “M” if the debt is older than six years.
AMOUNT
Amount of proceeds from first fiscal year:XX,XXX.XX
FY
Fiscal year proceeds were originally paid (second fiscal year): YY
AMOUNT
Amount of proceeds from second fiscal year:XX,XXX.XX
EST/INCR A/R
Enter “X” to establish new debt or increase existing debt.
DECR (ERROR) A/R
Enter “X” to
  • reduce debt for fiscal year “M,” or
  • correct an erroneous debt.
WRITEOFF A/R
Enter “X” to write off debt for other than an “M” year
WAIVE A/R
Enter “X” to waive debt for other than an “M” year.
NEW CLASS
(This field is not used.)
CASH COLLECT A/R
Enter “X” to apply cash collection to any year other than an “M” year.
Note: You can apply payments to only two fiscal years per payee during any one week.
UNCOLL CHECK A/R
Enter “X” to increase a debt because of a “bounced” check.
Note:  Only one of the following transactions may be performed per week for each payee:
  • EST/INCR A/R
  • DECR (ERROR) A/R
  • WRITEOFF A/R
  • WAIVE A/R
  • CASH COLLECT A/R, or
  • UNCOLL CHECK A/R.
OFFSET FROM OTHER VA BENEFIT
Enter “X” to apply funds from Special Deposits to debt.
TOTAL A/R CHNG AMT
Amount being applied/adjusted: XX,XXX.XX
Note:  The amount can only be applied between two debts.
FY (first debt)
Breakdown of TOTAL A/R CHNG AMT for each of two fiscal years: YY
Note:  Enter “M” if the debt is older than six years.
CLASS (first debt)
“B”
IND (first debt)
The one-letter fields used to identify special records are
  • “T,” case referred to the Treasury Offset Program, and
  • “J,” pending judgment on the case, and so forth.
DISC DATE (first debt)
Date the debt was established: MM-YY
AMOUNT (first debt)
Amount being applied: XX,XXX.XX
FY (second debt)
Fiscal year the debt was created: YY
Note:  If the debt is over six years old, it is classified as FY “M.”
CLASS (second debt)
“B”
IND (second debt)
The one-letter fields used to identify special records are
  • “T,” case referred to the Treasury Offset Program, and
  • “J,” pending judgment on the case, and so forth.
DISC DATE (second debt)
Date the debt was established: MM-YY
AMOUNT (second debt)
Amount being applied: XX,XXX.XX
OFFSET FROM REPS: CURRENT AMOUNT
Monthly benefit amount currently being offset and applied to debt: XX,XXX.XX
ALL
Enter “X” to withhold all of current retroactive benefits due and apply to debt.
DATE
Date withholding is to begin: MM-YY
NEW AMOUNT
Amount to be withheld, if not ALL
ALL
Enter “X” to withhold all new benefits due.
DATE
Date withholding is to begin: MM-YY
CURRENT RETRO AMOUNT
Pending retroactive amount to be paid: XX.XX
Note:  This amount will be shown as pending until the monthly payment run.
CHANGE RETRO AMOUNT
Change retroactive amount to be paid: XX,XXX.XX
Note:  The maximum retroactive payment that can be issued at one time is $30,000.
MONTHLY RATE (RECUR)
Most recent monthly rate
CHANGE MONTHLY RATE
Change amount of monthly rate: XX,XXX.XX
NEXT SCREEN
Enter “Q01” or “END.”
Historical_M21-1IX_i_6_SecD_12-6-04.doc May 19, 2019 176 KB
Historical_M21-1IX_i_6_SecD_7-19-15.doc May 19, 2019 198 KB
Change-July-19-2015-Transmittal-Sheet-M21-1IX_i_6_SecD_TS.docx May 19, 2019 39 KB
5-6-19_Key-Changes_M21-1IX_i_6_SecD.docx May 19, 2019 119 KB
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