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Updated Aug 01, 2022

In This Section
This section contains the following topics:
 
Topic
Topic Name
1
2
 
 

1.  Overview of the DMF Match

 

Introduction

  
This topic contains information on processing cases identified by the match, including

Change Date

  
July 15, 2021

XIV.2.B.1.a.  Records From the DMF

  
The Social Security Administration (SSA) compiles death information into one system of records called the death master file (DMF).  Upon receipt of the DMF, compensation and pension (C&P) corporate records
  • are matched with the DMF on a weekly basis, and
  • include only those deaths reported to the SSA since the last match.
When a match is made between the SSA DMF records and Department of Veterans Affairs (VA) records, the individual (beneficiary or dependent) is identified as possibly deceased.

XIV.2.B.1.b.  Automatic Establishment of EP 130 and 600

  
An end product (EP) 130 or 600 is automatically established when a Social Security number (SSN) and date of death are generated for cases identified by the DMF match with one of the contentions described in the table below.
 
Contention
Match Results
  • SSA Death C&P Matched, or
  • Dep Death C&P Match
The corporate record and the SSA DMF match on
  • SSN
  • date of birth (DOB), and
  • name.
  • SSA Death DOB Mismatch, or
  • Dep Death DOB Mismatch
Corporate record DOB does not match the SSA DOB.
  • SSA Death Name Mismatched, or
  • Dep Name Mismatch
Corporate record last name or first initial of the first name do not match the SSA last name and/or first initial of the first name.
  • SSA Death Both Mismatch, or
  • Dep Death Both Mismatch
Corporate record
  • last name or first initial of the first name do not match the SSA last name and/or first initial of the first name, and
  • DOB does not match the SSA DOB.
 

XIV.2.B.1.c.  Automated Actions Based on Death Match

  
For beneficiary death matches with the contentions SSA Death C&P Matched, SSA Death DOB Mismatch, and SSA Death Name Mismatch, the system will
  • establish an EP 130 Social Security Match or EP 130 PMC-Social Security Match
  • suspend the beneficiary’s award and any recurring payment (to include apportionments), and
  • generate and mail a letter providing notice to the beneficiary’s address that the award is suspended.
For dependent death matches with the contentions, Dep Death C&P Matched, Dep Death DOB Mismatch, and Dep Name Mismatch, the system will
  • establish an EP 600 PMC – Dependency Death Match or EP 600 Dependency Death Match, and
  • generate and mail a due process letter to the beneficiary proposing the removal of the identified deceased dependent.
Exception:  No additional automation outside of EP establishment occurs on death matches involving the SSA Death Both Mismatch or Dep Death Both Mismatch contentions.  Claims processors must manually complete the applicable actions described in M21-1, Part XIV, 2.B.2.
 

2.  Processing Cases Identified by the DMF Match

 

Introduction

  
This topic contains information on processing cases identified by match, including

Change Date

  
August 1, 2022

XIV.2.B.2.a.  Reviewing the Corporate Record on DMF Matches

  
Review the corporate record to determine whether the award has been terminated or the spouse, child, or parent has been removed from the award and follow the table below.
 
If …
Then …
  • action has been completed, and
  • the termination or adjustment was correct
no further action is required.
  • action has been completed, and
  • the termination or adjustment was incorrect
  • determine what corrective actions need to be taken, and
  • process the actions under EP 930.
there is no evidence that action has been taken as a result of the DMF match
determine whether the individual identified by the DMF match is in fact the VA payee or dependent spouse, child, or parent, and take appropriate action.
 
Note:  Do not delay the processing of DMF matches if the Veteran’s service is currently marked as unverified in VA systems.

XIV.2.B.2.b. Determining if the Beneficiary or Dependent Is Alive During a Review of the DMF Match

  
Check for evidence in the claims folder that the beneficiary or dependent is alive.
 
Consider the beneficiary or dependent alive if there was personal contact with VA since the date of death reported by the SSA.  Examples include a physical examination or hospitalization at a VA medical facility.

XIV.2.B.2.c. Review of CAPRI Records on DMF Matches

  
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.
 
Reference:  For more information on CAPRI and beneficiaries institutionalized at VA expense, see M21-1, Part X, Subpart iii, 1.A.

XIV.2.B.2.d. Conflicting Evidence of Record on DMF Match

  
If the claims folder contains conflicting evidence regarding the beneficiary’s or dependent’s possible death, resolve this conflict. Advise the beneficiary to
  • furnish a signed statement that clearly identifies them as the beneficiary and confirm that the identified deceased individual is alive
  • confirm the SSN of the identified deceased individual, and
  • furnish a current telephone number.

XIV.2.B.2.e.  Telephoning the Beneficiary Regarding DMF Match

  
As an alternative to sending a letter, call the beneficiary.
 
Before telephoning the beneficiary, review the claims folder 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 or dependent is alive, no further action needs to be taken other than to make a report of telephone contact on VA Form 27-0820, Report of General Information, for the claims folder as outlined in 38 CFR 3.217.  The report of contact must state the reasons why the caller believed the beneficiary or dependent is alive.
XIV.2.B.2.f. Beneficiary Believed to Be Deceased Based on DMF Match
  
If the claims folder does not contain any evidence that the beneficiary is alive, take action to
  • terminate the award, and
  • give contemporaneous notice.
Note:  If the person indicated in the DMF match is a dependent on the beneficiary’s award, review the record to ensure that notice of proposed adverse action was issued to the beneficiary prior to taking award action under 38 CFR 3.103(b)(2).
 
Reference:  For more information on the elements in a notice of proposed adverse action, see M21-1, Part X, Subpart ii, 3.A.2.b.

XIV.2.B.2.g.  Field Examination Needed Based on DMF Match

  
If the measures described in M21-1, Part XIV, 2.B.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 X, Subpart v, 1.E.

XIV.2.B.2.h.  DMF Match Identifies the Veteran’s Spouse

  
If the person identified by the DMF match is the Veteran’s current spouse, but was not identified through the Dependent Death Match and therefore not automatically issued a due process letter, send a letter advising the Veteran that evidence has been received from SSA indicating that their 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, Application Request to Add and/or Remove Dependents, and furnish notice of proposed adverse action.

XIV.2.B.2.i.  Removing a Dependent Based on DMF Match

  
If the Veteran or surviving beneficiary does not respond, remove the dependent and, if applicable, their income effective the first of the
  • month after the month of death, for compensation, current-law pension, or Dependency and Indemnity Compensation, or
  • year following the year of death, for Section 306 and Old-Law Pension reported by SSA.
Note:  Additional adjustments, such as changes in medical expenses, that are not based on first party information, and that will result in reduction of benefits, should be addressed under a separate EP 600.  Do not delay final action on the DMF match solely to wait for another EP to become actionable as instructed by M21-1, Part VI, Subpart iii, 2.A.1.
 
Reference:  For more information on the effective date to remove a dependent and the exceptions to the end of month rule, see M21-1, Part VII, Subpart i, 1.C.

XIV.2.B.2.j.  Fraud Discovered Based on DMF Match

  
If potential fraud is discovered, follow the provisions of M21-1, Part X, Subpart iv, 3.A.

XIV.2.B.2.k.  Claims Folder Required Based on DMF Match

  
If a claims folder located at the Records Management Center is needed to conduct the review, recall the folder.

XIV.2.B.2.l.  Terminating Awards Based on DMF Matches

  
A Veteran’s death must be processed via the FIRST NOTICE OF DEATH command in Share.  Award adjustments necessitated by the death of any other payee should use EP 130 for award action.
 
Note:  Follow the instructions in M21-1, Part II, Subpart i, 2.D.3 if
  • action on the DMF match cannot be taken immediately, and
  • the action involves an award of disability compensation.
References:  For more information on