Overview
In This Chapter |
This chapter contains the following topics:
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1. Overview of the Verification Process
Change Date |
April 20, 2017
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X.8.1.a. Overview of the Verification Process |
Each month, the Department of Veterans Affairs (VA) runs a computerized records-matching program that compares the Social Security numbers (SSNs) associated with 25 percent of all VA file numbers with the SSNs in Social Security Administration (SSA) records. By doing so, VA is able to check the accuracy of the SSNs associated with all file numbers three times each year.
Reference: For more information on SSN verification codes in the corporate record, see M21-1, Part X, 8.4.
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2. Processing Unverified SSNs
Introduction |
This topic contains information on processing unverified SSNs, including
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Change Date |
September 7, 2018
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X.8.2.a. Content of an Unverified SSN Report |
The Unverified Social Security Numbers report referenced in M21-1, Part X, 8.1.aprovides the following information about an individual whose SSN (in VA records) does not match an SSN in SSA records:
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X.8.2.c. Review of the Prior Unverified SSN Report |
Review the prior Unverified Social Security Numbers report for the same terminal digit range before taking action on the current report. Annotate the current report with the abbreviation NAN-OPR (no action necessary –on prior report) if
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X.8.2.d. Handling Cases That Have a Verification Code of 1 |
Except for those cases listed on an Unverified Social Security Numbers report that require no action (as indicated in M21-1, Part X, 8.2.c), follow the instructions in the table below for each case on the report that has a verification code of 1.
Note: If a DOB from the 1800s requires correction, e-mail the following information to the VA/VBAWAS/CO/212A mailbox:
Upon receipt of the e-mail, Compensation Service staff will ask the Hines ITC to correct the DOB.
References: For more information about using
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X.8.2.e. Action to Take When FOLQ Is Unable to Match a Child’s DOB |
Except for those cases listed on an Unverified Social Security Numbers report that require no action (as indicated in M21-1, Part X, 8.2.c), follow the instructions in the table below when
References: For more information about
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X.8.2.f. Handling Cases That Have a Verification Code of 2 |
Except for those cases listed on an Unverified Social Security Numbers report that require no action (as indicated in M21-1, Part X, 8.2.c), follow the instructions in the table below for each case on the report that has a verification code of 2.
Reference: For more information about using
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X.8.2.g. Actions to Take Upon Discovering an Individual’s Name in VA Records Does Not Match the Same Individual’s Name in SSA Records |
Follow the instructions in the table below if, during the course of verifying an individual’s SSN, it is discovered that an individual’s name in VA records does not match the same individual’s name in SSA records.
Important: The following do not constitute a mismatch in names:
Examples:
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X.8.2.h. Determining Which RO Is Responsible for Undertaking SSN Verification |
Use the table below to determine which RO is responsible for undertaking SSN verification.
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X.8.2.i. Retaining Unverified SSN Reports |
The table below describes the requirements for retaining Unverified Social Security Numbers reports.
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3. Actions to Take If Attempts to Verify an SSN Using Information of Record Are Unsuccessful
Change Date |
September 7, 2018
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X.8.3.a. Actions to Take If Attempts to Verify an SSN Using Information of Record Are Unsuccessful |
Follow the instructions in the table below if attempts to verify an individual’s SSN through the means described in M21-1, Part X, 8.2.d or f are unsuccessful.
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4. SSN Verification Codes in BIRLS
Introduction |
This topic contains information on SSN verification codes in BIRLS, including
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Change Date |
April 20, 2017
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X.8.4.a. Code Descriptions |
BIRLS displays the two codes referenced in the table below, which indicate whether or not VA has verified the SSN of a Veteran or a Veteran’s spouse.
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X.8.4.b. Updating the Corporate Record to Reflect the Verification of an SSN |
If an RO has proof that the SSN in a VA record is correct, an RO employee may enter Y in the SSN – VERIFIED field in BIRLS.
Proof consists of a
Reference: For more information about updating BIRLS, see the Share User’s Guide.
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5. Reporting Requirements
Introduction |
This topic contains information on reporting requirements, including
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Change Date |
April 20, 2017
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X.8.5.a. Content of Quarterly Reports |
At the end of each quarter, ROs must prepare a report that shows the
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X.8.5.b. Deadline for Submitting Quarterly Reports |
ROs must submit their quarterly reports to VA Central Office 14 working days after the end of the following months:
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X.8.5.c. Where to Send Quarterly Reports |
Veteran Service Centers must e-mail their reports to VAVBAWAS/CO/212A.
Pension management centers must e-mail their reports toVAVBAWAS/CO/PENSION POL & PROC.
Note: Negative reports are required.
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X.8.5.d.Disposing of Quarterly Reports |
Dispose of quarterly reports in accordance with RCS VB-1, Part I, Item 13-091.100.
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9-7-18_Key-Changes_M21-1X_8.docx | May 19, 2019 | 68 KB |
Historical_M21-1X_8_03-07-15.doc | May 19, 2019 | 81 KB |
4-20-17_Key-Changes_M21-1X_8.docx | May 19, 2019 | 99 KB |
Historical_M21-1X_8_5-31-17.doc | May 19, 2019 | 279 KB |
Historical_M21-1X_8_9-28-17.docx | May 19, 2019 | 81 KB |
Historical_M21-1X_8_11-22-16.doc | May 19, 2019 | 87 KB |
Change-March-7-2015-Transmittal-Sheet-M21-1MRX_8_TS.docx | May 19, 2019 | 40 KB |
Transmittal-Sheet-09_03_09.docx | May 19, 2019 | 24 KB |
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