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M21-1, Part X, Chapter 14 – 100 Year Old Review

Overview


In This Chapter

This chapter contains the following topics:
Topic
Topic Name
1
2
3

1.  General Information on the 100-Year-Old Review


Introduction

This topic contains general information on the 100-year-old review, including

Change Date

October 28, 2015

X.14.1.a.  Purposes of the 100-Year-Old Review Work Items

The purposes of this project are to verify
  • the accuracy of dates of birth (DOB) in the Department of Veterans Affairs (VA) corporate record
  • that beneficiaries are alive, and
  • that Social Security income is being properly counted on the VA award in income-dependent cases.
Note:  Questions on this project may be sent to the VAVBAWAS/CO/212Amailbox.

X.14.1.b.  100-Year-Old Review Work Item Generation

The Hines Information Technology Center (ITC) generates a work item with message code 704 (“Over Age 100 Review”) when the beneficiary reaches age 100 based on the payee DOB in the corporate record.
Notes:
  • The individuals identified may not actually be 100 years old, but may be generated on the list because a fictitious or erroneous DOB appears in the corporate record.  If the DOB is erroneous, update the erroneous data elements using the appropriate VA systems.
  • Corrections to a DOB in the 1800s must be requested by Central Office  and completed by Hines ITC.  To request a change of a DOB in the 1800s, e-mail the following information to the VAVBAWAS/CO/212Amailbox
    • file number
    • payee number
    • stub name
    • field to change (Veteran DOB, Spouse DOB, payee DOB, etc.)
    • the current DOB, and
    • the new DOB.
Reference:  For more information on evidence required to change or correct existing vital information about a beneficiary, see M21-1, Part III, Subpart iii, 8.

2.  RO Action on 100-Year-Old Review Work Items


Introduction

This topic contains information on RO action on 100-year-old review work items, including

Change Date

October 28, 2015

X.14.2.a.  RO Action on Receipt of 100-Year-Old Review Work Items

When an RO receives a 100-year-old review work item (message code 704), attempt to access the beneficiary’s Social Security record using the Federal Online Query System (FOLQ) through the Share application to confirm the accuracy of the information as described in M21-1, Part X, 14.1.a.
Note:  If the 704 message code does not appear in Share, the documents the RO received as notification of the work item (for example, e-mail, spreadsheet, etc.) must be uploaded to the Veteran’s electronic claims folder (eFolder).  Upload only the information specifically related to the Veteran (or the beneficiary) under review.
References:  For more information on

X.14.2.b.  When Social Security Records Can Be Accessed for 100-Year-Old Review Work Items

Use the table below to determine action on a 100-year-old review work item when Social Security records can be accessed.
If Social Security records show …
Then …
updated vital information, such as DOB, Social Security number (SSN), etc.
update any erroneous data element(s) in the appropriate VA systems.
References:  For information on
  • the beneficiary is not alive, and
  • the award is not in suspense due to the Death Master File (DMF) match
furnish a contemporaneous notice of termination based on date of death shown in the Social Security records.
  • the beneficiary is not alive, and
  • the award is in suspense due to the DMF match
follow the procedures in M21-1, Part X, 5.
the beneficiary receives Social Security benefits
verify that any Social Security benefits are being properly counted on any award of income-dependent VA benefits.
  • If the income is being properly counted, no further action is necessary.
  • If the income is not properly counted, furnish a notice of proposed adverse action for an adjustment based on rate and effective date of the Social Security benefits.
Note:  If additional information is needed before proposing an adjustment
Reference:  For more information on providing a notice of proposed adverse action, see M21-1, Part I, 2.B.

X.14.2.c.  When Social Security Records Cannot Be Accessed for 100-Year-Old Review Work Items

Use the table below to determine action on a 100-year-old review work item when Social Security records cannot be accessed.
Step
Action
1
Does a review of the claims folder reveal the existence of a differentcorporate record name, SSN, or DOB?
  • If yes, attempt to access the Social Security records with the claims folder data.  If unsuccessful, proceed to the next step.
  • If no, proceed to the next step.
2
  • Attempt to contact the beneficiary by telephone, requesting confirmation of his/her
    • name
    • SSN, and
    • DOB.
  • Advise the beneficiary that
    • this information is required, and
    • failure to respond will result in a termination of payments.
  • Establish an EP 150.
Note:  Document any information received on VA Form 27-0820, Report of General Information.
Reference:  For information on the proper EP to use for the 100-year-old review, see M21-1, Part X, 14.3.a.
3
Did the beneficiary provide sufficient information to access the Social Security record
  • If yes, follow the procedures outlined in M21-1, Part X, 14.2.b.
  • If no, write to the beneficiary
    • explaining that the information provided did not match Social Security records
    • asking him/her to furnish a statement from the Social Security Administration (SSA) showing his/her
      • SSN, and
      • DOB, and
  • allow 60 days for a response.
4
If after 60 days from the date of the written request, the beneficiary fails to provide sufficient information to access Social Security records, send a notice of proposed adverse action proposing to terminate benefits from date of inception under the provisions of 38 CFR 3.652(a)(1).

X.14.2.d.  Fraudulent Receipt of Benefits Identified on 100-Year-Old Review Work Items

If there is an indication that someone is or was fraudulently receiving the benefits of a deceased beneficiary, follow the procedures in M21-1, Part III, Subpart vi, 5.A.

3.  EPs and Reports for 100-Year-Old Review Work Items


Introduction

This topic contains information on EPs and reports, including

Change Date

October 28, 2015

X.14.3.a.  EP Assigned for 100-Year-Old Review Work Items

Use the table below to determine the proper EP to use as part of the 100-year-old review project.
Note:  Follow the instructions in M21-1, Part III, Subpart ii, 1.C.6.b if
  • action on the work item cannot be taken immediately, and
  • the action involves an award of disability compensation, pension, or DIC.
If the RO …
Then the RO …
  • successfully accessed the beneficiary’s Social Security record
  • verified that any Social Security benefits are being properly counted, if applicable, on the VA award, and
  • updated, in the VA corporate record and/or BIRLS, any erroneous
    • name
    • SSN, or
    • DOB information
clears an EP 130.
  • has to develop or adjust a case because of a discrepancy between income information in Social Security and VA records, or
  • has to develop for the beneficiary’s vital information as noted in M21-1, Part X, 14.2.c
uses an EP 150 to track development, and clears it once complete.
References:  For more information on

X.14.3.b.  Reports Required on 100-Year-Old Review Work Items

No recurring report is required; however, ROs are required to respond in a timely fashion to requests from Central Office for status information concerning the cases identified.
Historical_M21-1X_14_4-22-15.doc May 19, 2019 74 KB
10-28-15_Key-Changes-M21-1X_14.docx May 19, 2019 63 KB
Change-April-22-2015-Transmittal-Sheet-M21-1MRX_14_TS.docx May 19, 2019 39 KB
Transmittal-Sheet-02_05_08.docx May 19, 2019 26 KB
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