Overview
In This Section |
This section contains the following topics:
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1. Overview of the DMF Match
Introduction |
This topic contains information on processing cases identified by the match, including
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Change Date |
June 21, 2018
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X.5.1.c. Automated Actions Based on Death Match |
For cases with the legend, SSA Death C&P Matched, the system will
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2. Processing Cases Identified by the DMF Match
Introduction |
This topic contains information on processing cases identified by match, including
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Change Date |
November 16, 2015
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X.5.2.a. Reviewing the Master Record on DMF Matches |
Review the master record to determine whether the award has been terminated or the spouse has been removed from the award.
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X.5.2.b. Determining if the Beneficiary Is Alive During a Review of the DMF Match |
Check for evidence in the file that the beneficiary is alive.
Consider the beneficiary alive if there was personal physical contact with VA since the date of death reported by the SSA. Examples include a physical examination or hospitalization at a VA medical facility.
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If the Veteran was hospitalized at a VA medical facility, use the Compensation and Pension Record Interchange (CAPRI) to determine whether the Veteran has died.
A report of personal contact by a VA employee is another good example that the match report is erroneous.
Reference: For more information on the CAPRI system and beneficiaries institutionalized at VA expense, see M21-1, Part III, Subpart v, 6.A.
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If the file contains conflicting evidence regarding the beneficiary’s possible death, resolve this conflict. Advise the beneficiary to
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As an alternative to sending a letter, you may telephone the beneficiary.
Before telephoning the beneficiary, review the file for information that a family member would not ordinarily be familiar with, such as the Veteran’s serial number, campaign ribbons, medical conditions, and so on.
Once contact is made, ask the beneficiary about these things.
If the caller is satisfied that the payee is alive, no further action need be taken other than to make a report of telephone contact on VA Form 27-0820, Report of General Information, for the file as outlined in 38 CFR 3.217. The report of contact must state the reasons why the caller believed the beneficiary is alive.
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If the file does not contain any evidence that the beneficiary is alive, take action to
Note: If the person indicated in the DMF match is a dependent on the beneficiary’s award, send notice of proposed adverse action to the beneficiary prior to award action under 38 CFR 3.103(b)(3)(iii).
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X.5.2.g. Field Examination Needed Based on DMF Match |
If the measures described in M21-1, Part X, 5.2.a–f, fail to establish the status of a payee or spouse, request a field examination.
Reference: For more information on field examinations, see M21-1, Part III, Subpart vi, 8.8.
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X.5.2.h. DMF Match Identifies Veteran’s Spouse |
If the person identified by the DMF match is the Veteran’s current spouse, send a letter advising the Veteran that evidence has been received from SSA indicating that his or her spouse may be deceased.
Ask the Veteran to provide information regarding the death of the spouse, using either the death certificate, statement, or VA Form 21-686c, Declaration of Status of Dependent, and furnish notice of proposed adverse action.
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X.5.2.i. Removing the Veteran’s Spouse Based on DMF Match |
If the Veteran does not respond, remove the spouse effective the first of the
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X.5.2.j. Fraud Discovered Based on DMF Match |
If potential fraud is discovered, follow the provisions of M21-1, Part III, Subpart vi, 5.A.
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If a claims folder located at the Records Management Center is needed to conduct the review, recall the folder.
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3. EP Credit, Reporting, and Cost Avoidance
Introduction |
This topic contains information on EP credit, reporting, and cost avoidance, including
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Change Date |
November 15, 2016
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X.5.3.a. EP Assignment for DMF Matches |
Cases that require development and/or award action based on the SSA DMF match are assigned end product (EP) 130. A payee 00 death should be processed as an notice of death (NOD) via the FIRST NOTICE OF DEATH command in Share. All other payees should use EP 130 for award action.
Note: Follow the instructions in M21-1, Part III, Subpart ii, 1.C.7 if
Reference: For more information on EP credit, see M21-4, Appendix B.
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X.5.3.b. Reporting Due Dates on DMF matches |
An RCS 20-0841 report is due 14 working days after the following dates:
Report cases in the quarter when overpayment/cost avoidance occurs.
Note: Negative reports are required.
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X.5.3.c. Where to Send the Report on DMF Matches |
Send the report via e-mail to the VAVBAWAS/CO/212A mailbox.
Note: Pension management centers (PMCs) must send a copy of this report to the Pension Policy and Procedures mailbox at VAVBAWAS/CO/PENSION POL & PROC.
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X.5.3.d. DMF Match Report Format |
Reports are required in the following format:
Note: Overpayment and cost avoidance figures reported on the RCS 20-0841report should be for the reporting quarter only. Do not include amounts from prior quarters or provide a fiscal year cumulative figure.
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X.5.3.e. Cost Avoidance Report on DMF Matches |
Fiscal year cost avoidance is determined by projecting benefits that would have been paid from the month the award terminating or adjusting the account is authorized until the end of the fiscal year during which the award is authorized.
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X.5.3.f. Example: Determining Cost Avoidance on DMF Matches |
Situation:
Result: The award authorized on September 2, 2007, creates an overpayment of $164 (4 months at $41 per month). Fiscal year cost avoidance is $41 (one month remains in fiscal year 2007).
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Historical_M21-1X_5_11-15-16.doc | May 19, 2019 | 109 KB |
11-29-18_Key-Changes_M21-1X_5.docx | May 19, 2019 | 40 KB |
11-15-16_KeyChanges_M21-1X_5.docx | May 19, 2019 | 51 KB |
Change-June-25-2015-Transmittal-Sheet-M21-1MRX_5_TS.docx | May 19, 2019 | 40 KB |
6-21-18_Key-Changes_M21-1-X_5.docx | May 19, 2019 | 57 KB |
Historical_M21-1X_2_07-31-15.doc | May 19, 2019 | 152 KB |
Historical_M21-1X_2_08-10-2005.doc | May 19, 2019 | 118 KB |
Transmittal-Sheet-02_07_07.docx | May 19, 2019 | 22 KB |
Change-July-31-2015-Transmittal-Sheet-M21-1MRX_2_TS.docx | May 19, 2019 | 40 KB |
Transmittal-Sheet-02_05_08.docx | May 19, 2019 | 26 KB |
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