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Updated Sep 12, 2022

In This Chapter

  
This chapter contains the following topics:
 

1.  Jurisdiction of Claims

Introduction

  
This topic contains information on jurisdiction of claims, including

Change Date

   September 12, 2022

II.ii.3.1.a.  General Policy for Jurisdiction of Claims

  
A claim is generally assigned by the National Work Queue (NWQ) to the geographical area where the Veteran or survivor maintains a permanent address and is generally under the jurisdiction of an office/station known as a regional office (RO).  At times the jurisdiction will specifically fall under a pension management center (PMC).
 
Notes: 
  • Jurisdiction of a claim includes jurisdiction of the paper claims folder if one exists, unless instructions state otherwise.
  • An RO or PMC maintains jurisdiction for folders stored at the Federal Archives and Records Center.
  • Generally, a PMC will handle claims involving
    • pension benefits
    • claims for survivors benefits, and
    • accrued benefits.
References:  For more information on,

II.ii.3.1.b.  Jurisdiction of Claims Involving a Special Mission or Circumstance

  
NWQ will distribute claims involving a special mission or circumstance according to jurisdiction and ranking rules determined by the Office of Field Operations (OFO).  Proper routing may require the use of special issue indicators and corporate flashes. 
 
If a station receives a claim that does not fall under their jurisdiction, authorized personnel may transfer the claim to the correct station in accordance with OFO guidelines.
 
The table below indicates what station has jurisdiction of a claim that involves a special mission or circumstance.
 
Special Mission or Circumstance
Jurisdiction
Veterans Benefits Administration (VBA) employee-Veteran, relative of employee, or a national service officer
restricted access claims centers (RACCs)
 
Reference:  For more information on RACCs, see M21-1, Part II, Subpart ii, 2.B.
live compensation claims and legacy appeals involving
  • a foreign residence
  • residence in enemy territory, and
  • cases involving an Army Post Office or a Fleet Post Office address
 
Pittsburgh RO
 
Notes: 
  • Jurisdiction is determined according to the Veteran’s residence, not the residence of a dependent.
  • A transient is not considered to be residing in a foreign country. 
Exception:  When a Veteran files a claim for Chapter 18 benefits and the child lives in a foreign territory, the claim will be worked by the Pittsburgh RO.
 
Reference:  For more information on foreign residence, see M21-1, Part X, Subpart i, 3.B.
live compensation claims and legacy appeals involving residence in a U.S. Territory
Jurisdiction for U.S. Territory compensation claims and legacy appeals is as follows:
  • Honolulu RO has jurisdiction for American Samoa, Guam, and the Northern Mariana Islands (Rota, Saipan and Tinian)
  • Manila RO has jurisdiction for the Philippines, and
  • San Juan RO has jurisdiction for Puerto Rico and the Virgin Islands.
all in-service death claims
Philadelphia RO
 
Notes: 
  • The Philadelphia Veterans Service Center (VSC) has sole jurisdiction over all original in-service death claims, to include in-service death claims received from multiple claimants prior to the adjudication of the original claim. 
  • The Philadelphia PMC has jurisdiction over all non-original in-service death claims received after the adjudication of the original claim.
Reference:  For more information on in-service death claims, see M21-1, Part XII, Subpart i, 1.C.
pension and survivor claims in which
  • the primary beneficiary or claimant resides in a foreign country, or
  • any payee whose income affects entitlement to Department of Veterans Affairs (VA) benefits, receives the income in a foreign currency
Jurisdiction for
  • service-connected (SC) death and burial claims are the Philadelphia PMC’s including claims from the Philippines, and
  • all remaining PMC claims (to include supplemental claims for Dependency Indemnity Compensation (DIC) where SC death was already granted) from
    • the Philippines, are the Milwaukee PMC’s, and
    • all other foreign countries, jurisdiction is shared between the Milwaukee and St. Paul PMC.
References:  For more information on
higher-level reviews and legacy appeals for pension and survivor claims
decision review operations center
rating action related to Polish and Czechoslovakian Veterans who
  • file a claim for service connection (SC), or
  • apply for health care under 38 U.S.C. 109
Wilmington RO
 
Exception:  A claim from a Polish or Czechoslovakian Veteran with no service in the U.S. Armed Forces should be denied for no qualifying service by the RO that receives the claim.
 
Note:  VA does not assign a folder or number to these claims.
 
Reference:  For more information on Polish and Czechoslovakian Veterans who served in the U.S. Armed Forces, see M21-1, Part XIII, Subpart i, 3.G.1.b.
claims involving Public Law (PL) 97-37, Section 156, Restored Entitlement Program for Survivors (REPS)
Jurisdiction is split between
  • the various ROs or PMCs, and
  • a special processing unit at the St. Louis RO.
Note:  The office having jurisdiction of the deceased Veteran’s claims folder is responsible for determining basic eligibility and forwarding the claim (but not the deceased Veteran’s claims folder) to the St. Louis RO.
 
Reference:  For more information on jurisdiction of claims involving REPS, see M21-1, Part XII, Subpart ii, 3.A.
Philippine cases involving Veterans of the Commonwealth Army of the Philippines while such forces were in the
  • Armed Forces of the U.S. (July 26, 1941, through June 30, 1946)
  • Special Philippine Scouts (enlisted between October 6, 1945, and June 30, 1947), and
  • Alleged or Recognized Guerrilla Service (before July 1, 1946)
Manila RO has exclusive and permanent jurisdiction unless otherwise indicated.
 
Exception:  The Philadelphia PMC has jurisdiction of burial and SC death claims and the Milwaukee PMC has jurisdiction of all remaining PMC claims (to include supplemental claims for DIC where SC death was already granted) based on service by Veterans within the Commonwealth Army of the Philippines.
 
Reference:  For more information on eligibility for benefits based on Philippine service, M21-1, Part X, Subpart i, 4.A.2.
cases involving incompetent Veterans
If a court has appointed a fiduciary for an incompetent Veteran, jurisdiction lies with the RO or PMC for the area in which the appointing court is located.
claims for SC based on radiation exposure where the existence of a radiogenic disease has been verified
Jackson RO
 
References:  For more information on
claims and legacy appeals for SC based on exposure to mustard gas or Lewisite
Muskogee RO
 
Reference:  For more information on claims for SC based on exposure to mustard gas or Lewisite, see M21-1, Part VIII, Subpart iii, 3.A.2.
claims and legacy appeals for SC based on exposure to contaminated drinking water at Camp Lejeune that meet specific criteria
Louisville RO
 
Reference:  For more information on the criteria determining jurisdiction of Camp Lejeune issues, see M21-1, Part VIII, Subpart iii, 8.A.1.c.
forfeiture cases
St. Paul RACC
 
Reference:  For more information about forfeiture cases, see
residents of the Armed Forces Retirement Home, or St. Elizabeth’s Hospital in Washington, D.C.
Roanoke RO
 
Reference:  For more information on claims from residents of the Armed Forces Retirement Home or St. Elizabeth’s Hospital in Washington, D.C., see M21-1, Part VI, Subpart iii, 5.
Veterans with any service prior to July 16, 1903
Philadelphia PMC
  • entitlement to compensation under the former general law, the Act of 1862, as amended
  • protection of the general law rate provided by former PL 788, 74th Congress
  • entitlement to Reserve Officer’ Retirement Pay under PL 262, 77th Congress, and
  • entitlement under a special act of Congress authorizing payment to a particular person
Philadelphia PMC
 
References:  For more information on
Chapter 31 educational benefits based on service in allied forces
Philadelphia PMC
Chapter 18 benefits for certain children with disabilities born of Vietnam and certain Korean service Veterans
Denver RO
 
Exception:  When a Veteran files a claim for Chapter 18 benefits and the child lives in a foreign territory, the claim will be worked by the Pittsburgh RO.
 
Reference:  For more information on handling of claims for benefits under Chapter 18, see M21-1, Part VIII, Subpart i, 3.A–E.
  
Notes: 
  • Do not transfer a paper claims folder to a special mission station unless
    • a special mission claim has been established, or
    • instructions indicate the special mission station must maintain the folder.
  • Claims and/or claimants involving litigated issues may be subject to special review or processing.  Special instructions for identification and processing identified cases will be issued by VA Central Office (VACO) and may involve use of special issue indicators, corporate flashes, or other claim attributes.
References:  For more information on

II.ii.3.1.c.  Determining Jurisdiction of Claims Involving Multiple Special Missions or Circumstances

  
The table below indicates what station has jurisdiction of a claim that involves multiple special missions or circumstances.
 
Special Mission(s) or Circumstances
Jurisdiction
  • Integrated Disability Evaluation System, along with
  • any other special mission
  • Providence RO, and
  • Seattle RO
Exception:  A RACC claim from an employee of the Providence RO would be handled by the Seattle RO and vice versa.
  • Benefits Delivery at Discharge, along with
  • any other special mission
The special mission RO.
  • C-123 aircraft, along with
  • one of the following special missions:
    • mustard gas
    • radiation
    • Camp Lejeune, or
    • VACO Special Issue 2
St. Paul RO
  • Camp Lejeune, along with
  • VACO Special Issue 2
Louisville RO
  • foreign, along with
  • one of the following special missions:
    • C-123 aircraft
    • mustard gas
    • radiation
    • Camp Lejeune, or
    • VACO Special Issue 2
Pittsburgh RO
  • mustard gas, along with
  • one of the following special missions:
    • radiation
    • Camp Lejeune, or
    • VACO Special Issue 2
Muskogee RO
  • radiation, along with
  • one of the following special missions:
    • Camp Lejeune, or
    • VACO Special Issue 2
Jackson RO
  • Manilla jurisdiction, along with
  • any other special mission
The special mission RO.  If translation or fraud issues need to be addressed, the special mission station will contact NWQ to have the claim transferred.
  • San Juan jurisdiction, along with
  • any other special mission
The special mission RO.  If translation is needed, the special mission station will contact NWQ to have the claim transferred.
  • RACC, along with
  • foreign
RACC
  • RACC, along with
  • Camp Lejeune
RACC
 
Exception:  A claim from an employee of the St. Paul RACC would be handled by the Louisville RO.
  • RACC, along with
  • one of the following special missions:
    • C-123 aircraft, or
    • VACO Special Issue 2
RACC
 
Exception:  A claim from an employee of the St. Paul RACC would be handled by the Milwaukee RO.
  • RACC, along with
  • one of and the following special missions:
    • mustard gas, or
    • radiation
The special mission RO. 
 
Exception:  A claim from an employee at the special mission RO would be handled by the RACC.
  • In-service death, along with
  • any other special mission
Philadelphia RO
 
Notes: 
  • The Philadelphia VSC has sole jurisdiction over all original in-service death claims to include in-service death claims received from multiple claimants prior to the adjudication of the original claim.
  • The Philadelphia PMC has jurisdiction over all non-original in-service death claims received after the adjudication of the original claim.
 
Reference:  For more information on RACCs, see M21-1, Part II, Subpart ii, 2.B.

2.  Transfer of Paper Claims Folders

Introduction

  

Change Date

  
January 15, 2021 

II.ii.3.2.a.  General Restriction on Transfers of Paper Claims Folders

  
VA has transitioned to an electronic claims processing environment and with the exception of some restricted access records, no longer maintains paper claims folders.  When an RO requests a paper claims folders that is stored at a Federal records center (FRC) or VA Record Center and Vault (RC&V), the claims folder will be sent to the scanning facility for digitization.
 
Paper claims folders should not be sent to any location other than an authorized scanning facility, unless otherwise directed by OFO.
 
Exception:  RACCs are authorized to receive and maintain paper claims folders from an FRC or VA RC&V if the file
  • has been designated as a restricted record, and
  • is not eligible for digitization.
References:  For more information on historical rules for the
  • permanent transfer of paper claims folders, see the attachments
    • Historical_M21-1III_ii_5_SecD_2-19-19.docx, and
    • Historical_M21-1III_ii_5_SecE_2-19-19.docx, and
  • temporary transfer of paper claims folders, see the attachment Historical_M21-1III_ii_5_SecF_1-14-18.docx.

II.ii.3.2.b.  FRC Facility Codes for Folder Requests

  
The FRC station code is shown on the BIRLS FOLDER LOCATION tab in Share.  The table below contains FRC location codes and which specific location to send the folder request to.
 
FRC Station Code
Location
Transfer Date
Folder Request Location
010
Boston
not applicable (N/A)
010 Boston
011
Pittsfield
N/A
011 Pittsfield
020
Bayonne
ALL
059 Lee’s Summit
021
Philadelphia
1954 – 1985
059 Lee’s Summit
030
Washington National Records Center
1952
These records are no longer owned by VA.  To request a copy of a record at this location, contact
 
William Seibert
(314) 801-0909
william.siebert@nara.gov.
030
Washington National Records Center
February – July 1955
030
Washington National Records Center
1962 – 1978
060 Lenexa
040
Atlanta
1973 & Prior
060 Lenexa
040
Atlanta
1974 – 1994 (from ROs 317, 318, 322)
011 Pittsfield
040
Atlanta
1974 – 1994 (from ROs 316, 319, 320, 323, 327)
060 Lenexa (exceptions noted in next two rows)
040
Atlanta
1986 from RO 316
011 Pittsfield
040
Atlanta
1993 from RO 323
011 Pittsfield
050
Chicago
Prior to 1973
011 Pittsfield
051
Dayton
N/A
051 Dayton
052
Kingsridge
N/A
052 Kingsridge
059
Lee’s Summit
N/A
059 Lee’s Summit
060
Lenexa (previously Kansas City)
Prior to 1973
011 Pittsfield
061
St. Louis National Personnel Records Center (NPRC)
1956 – 1959 (from ROs 335, 339)
011 Pittsfield
061
St. Louis NPRC
1959 – 1966 (from RO 376)
011 Pittsfield
061
St. Louis NPRC
1960 – 1969 (from ROs 335, 339, 340, 341, 345, 442)
011 Pittsfield
061
St. Louis NPRC
1967 – 1973 (from RO 331)
011 Pittsfield
061
St. Louis NPRC
1970 – 1974 (from ROs 339, 340, 341, 345, 436, 437, 438, 442)
011 Pittsfield
070
Ft. Worth
Prior to 1977
011 Pittsfield
070
Ft. Worth
1977 – 1993
059 Lee’s Summit
080
Denver
ALL
059 Lee’s Summit
090
San Francisco/San Bruno
N/A
090 San Francisco/San Bruno
091
Laguna Niguel (previously Perris)
Prior to 1967
011 Pittsfield
091
Laguna Niguel
1968 – 1992
059 Lee’s Summit
100
Seattle
N/A
100 Seattle
 
 
Note:  FRCs 020, 070, and 080 are no longer active repositories.
 
Reference:  For more information about FRCs, see Federal Records Center Locations.

II.ii.3.2.c.  Requesting Transfer of Paper Claims Folders From an FRC

  
Requests for transfer of a paper claims folder from an FRC are submitted through the National Archives and Records Administration’s Archives and Records Centers Information System (ARCIS).
  • Use Share to obtain the FRC accession data from the BIRLS FOLDER LOCATION tab
  • log into ARCIS and initiate a request for the claims folder
  • create a Physical Claims File Requested tracked item, and
  • upload a copy of the request into the corresponding electronic claims folder (eFolder).
Note:  The FRC usually returns the folder to the requesting RO within 10 business days.
 
Reference:  For information on how to use ARCIS, to include log-in and passwords, see the ARCIS website.

II.ii.3.2.d.  Following up on Requests From an FRC

  
If the folder is not received within 10 business days of the original request, process a follow-up request to the FRC via ARCIS, by sending an e-mail, or by calling the FRC, and document the follow-up request in the claims folder.
 
Important:  Remember to update the Physical Claims File Requested tracked item to reflect the follow-up.
 
Reference:  For contact information, see Federal Records Center Locations.

II.ii.3.2.e.  Procedure to Recall Folders From VA RC&V

  
An RO’s appointed key user may electronically recall folders retired to VA RC&V using the table below.
 
Step
Action
1
Check the Records Management Center (RMC) Source Material Tracking System (SMTS) Portal to determine if the folder has already been selected for conversion to an electronic record.
 
  • has a record of the claims folder, go to Step 4, or
  • does not have a record of the claims folder, go to the next step.
2
Log in to the VA RC&V Records Retrieval System (RRS).
3
Enter the following information on the electronic VA Form 0245, VA Records Center & Vault Reference Request:
  • Veteran’s last name and first name
  • last four digits of the claim number
  • accession number (listed on BIRLS FOLDER LOCATION screen), and
  • box number (listed on BIRLS FOLDER LOCATION screen).
4
Create a Physical Claims File Requested tracked item.
5
Upload a copy of the request into the corresponding eFolder.
 
Notes:
  • First-time key users must register and create a new account.  The key user will receive an email from VA RC&V when the account is activated.
  • VA is in the process of extracting and digitizing records held by the VA RC&V.  There may be instances in the claims folder has been selected for digitization and is en route to the scanning vendor when a claim is received.  The folder location may still show a VA RC&V location code during this period which is why the RMC SMTS Portal should be reviewed first.
References:  For more information on