Sorry for the mess!

The site is undergoing a massive update. All the content on the site still works but things just might look a little messy and disorganized. Most of the upgrades will probably be don by the end of the month. Thank you for your understanding!

Updated Feb 28, 2022

In This Chapter
This chapter contains the following topics:
Topic
Topic Name
1
2
3
     4

1.  Listings of Potential Duplicate Payment Cases

Introduction
This topic contains information on the list of potential duplicate payment cases, including

Change Date
February 28, 2022

XIV.6.1.a.  Identification of Potential Duplicate Payment Cases
Regional offices (ROs) receive a list of records under their jurisdiction in which identical Social Security numbers (SSNs) appear.  The list of potential duplicate records is generated weekly.
The records identified on the list represent cases in which the Department of Veterans Affairs (VA) might be erroneously paying duplicate benefits to the same payee.

XIV.6.1.b.  Responsibility for Ensuring Corrective Action Is Taken
It is not uncommon for records in which identical SSNs appear to fall under the jurisdiction of different ROs.  When this occurs, the RO on whose list of duplicate payment cases the records appear is responsible for completing any necessary corrective action.

XIV.6.1.c.  Where to Go for Help
A point of contact is provided with each list of potential duplicate payment cases.  Direct any questions regarding the list, or corrective actions stemming from review of the list, to that point of contact.

2.  Analyzing Corporate Records in Which Identical SSNs Appear

Introduction
This topic contains instructions for analyzing records in which identical SSNs appear, including

Change Date
November 18, 2015

XIV.6.2.a.  Initial Analysis of Records
Follow the instructions in the table below for every record (on a list of potential duplicate payment cases).
If …
Then …
  • two corporate records exist under the same SSN, and
  • the corporate records do not belong to the same payee
ensure the correct SSN was entered into the Beneficiary Identification and Records Locator Subsystem (BIRLS).
Note:  If BIRLS contains the wrong SSN, update it by using the BIRLS Update command.
Reference:  For more information on updating BIRLS, see the Share User Guide.
the same beneficiary is receiving benefits under more than one claim number
verify the beneficiary is entitled to benefits under the claim numbers listed.
Reference:  For more information on beneficiaries that are entitled to benefits under more than one claim number, see M21-1, Part XIV, 6.2.b.
Important:  Upon discovering that VA is erroneously making or has erroneously made duplicate payments to the same beneficiary, follow the instructions in M21-1, Part VI, Subpart i, 2.B.

XIV.6.2.b.  Beneficiaries That Are Entitled to Benefits Under More Than One Claim Number
Some individuals may receive VA benefits under more than one claim number, depending on their eligibility and status as a claimant.  For example, a Veteran may receive
  • disability compensation or Veterans Pension under one claim number based on their status as a Veteran
  • survivors benefits under another claim number based on their status as the surviving spouse of a deceased Veteran, and
  • Parents’ Dependency and Indemnity Compensation (DIC) under another claim number based on their status as the parent of a deceased Veteran.
Important:  A Veteran may receive disability compensation or Veterans Pension under one claim number only.
Exceptions:
  • Per 38 CFR 3.700(a)(4), a Veteran may not concurrently receive
    • Veterans (current-law) Pension, and
    • Section 306 Pension or Old Law Pension based on their status as the surviving spouse of a deceased Veteran.
  • If a surviving spouse is eligible for survivors benefits based on the death of more than one Veteran, VA may pay benefits to the surviving spouse under the claim number of only one of the deceased Veterans.
Consider the additional guidance in the table below when processing awards for individuals that are entitled to benefits under more than one claim number.
If …
Then …
a Veteran is entitled to
  • Veterans Pension, and
  • DIC as a surviving spouse
make sure VA is counting the DIC as other income or other retirement income on the pension award.
a Veteran is entitled to
  • disability compensation, and
  • DIC as a surviving spouse
determine whether VA is paying the Veteran additional disability compensation for a spouse and, if so, whether the payment is proper under 38 CFR 3.55.
a Veteran is entitled to
  • Veterans Pension, and
  • Parents DIC
make sure VA is counting the Parents DIC as other income or other retirement income on the pension award.
Important:  If the Veteran is married to the other parent of the deceased Veteran (on whose service the Parents DIC award is based) count the DIC that both parents receive as income on the pension award.
a Veteran is entitled to
  • disability compensation, and
  • Survivors Pension
make sure VA is counting the disability compensation as other income or other retirement income on the pension award.
an individual is entitled to
  • Parents DIC based on the death of one Veteran-child, and
  • a separate award of Parents DIC based on the death of a different Veteran-child
make sure VA is
  • counting Parents DIC as other income or other retirement income on both awards, and
  • paying the same monthly rate under both awards.
Notes:
  • If the monthly rates are different, make sure
    • VA correctly counted and calculated all income on the awards, and
    • the matched SSNs on the list of potential duplicate payment cases belong to the parent (not one of the deceased Veteran-children).
  • If the matched SSNs on the list of potential duplicate payment cases belong to one of the deceased Veteran-children, update the corporate record (through a BIRLS update) to reflect the Veteran’s correct SSN, if they have an SSN.
Reference:  For more information on updating BIRLS, see the Share User Guide.

XIV.6.2.c.  EP Credit and Justification for Clearing an EP
Clear an end product (EP) 290 for every group of records on a list of potential duplicate payment cases that require the analysis described in M21-1, Part XIV, 6.2.a, even if such analysis results in a determination that no corrective action is necessary.
 Justify the clearing of EP 290 by
  • saving a copy of only that row of the list that refers to the claim number under which the EP 290 was cleared, and
  • uploading the copy into the corresponding electronic claims folder (eFolder).
 Notes:
  • Individual rows from a list of potential duplicate payment cases may be copied and pasted into a Word document (for uploading into an eFolder) by using the Snipping Tool accessory in Windows.
  • Uploading a copy of the entire list of potential duplicate payment cases would be inappropriate as it contains personally identifiable information about other claimants/beneficiaries.
 

3.  Consolidation of Records

Introduction
This topic discusses the consolidation of VA records, including

Change Date
November 18, 2015

XIV.6.3.a.  Why It Is Necessary to Consolidate Certain Records
When VA employees mistakenly create multiple records for the same individual, the records must be consolidated so that each individual has only one record.
Note:  Duplicate records are most commonly created when VA establishes a claims folder that is identified by a claim number and then later establishes a second folder for the same claimant/beneficiary that is identified by a Veteran’s SSN.

XIV.6.3.b.  Action to Take When Two BIRLS Records Exist for the Same Individual
Follow the instructions in the Duplicate Record Consolidation Materials when two BIRLS records exist for the same individual.

X.6.3.c.  Action to Take When Two Corporate Records Exist for the Same Individual
Follow the instructions in the Duplicate Record Consolidation Materials when two corporate records exist for the same individual.
Important:
  • If VA made payments to the same individual under two separate corporate records, the local finance activity must audit the records to ensure none of the payments were improper.
  • If the corporate record VA retains as a result of the consolidation process described in the Duplicate Record Consolidation Materials, is identified by an incorrect SSN, follow the instructions in the table below.
Step
Action
1
Does a corresponding Veterans Benefits Management System (VBMS) eFolder exist for the corporate record that is identified by an incorrect SSN?
  • If yes, go to the next step.
  • If no,
    • correct the SSN by using the BIRLS UPDATE command, and
    • disregard the remaining steps in this table.
2
Create a new BIRLS record under the correct SSN by using the BIRLS ADD command in Share.
Note:  The only required entries on the VETERANS IDENTIFICATION DATA tab are the name, date of birth, and SSN.
3
Follow the instructions in the VBMS User Guide for moving the documents in the eFolder that is identified by the incorrect SSN to the eFolder that is identified by the correct SSN.
4
Delete the BIRLS record created in Step 2, using the BIRLS RECORD DELETE command in Share.
Note:  As an alternative, consolidate the BIRLS record that is identified by an incorrect SSN with the BIRLS record created in Step 2, using the DUPC command in the Benefits Delivery Network.  Retain the record that is identified by an incorrect SSN.
Reference:  For more information on instructions for consolidating BIRLS records using the DUPC command, see the Duplicate Record Consolidation Materials.
5
Remove the correct SSN from the duplicate corporate record using the CORPORATE UPDATE command in Share.
6
Use the BIRLS UPDATE command in Share to change the incorrect SSN to the correct SSN.
7
Follow the instructions in the Duplicate Record Consolidation Materials for disposing of the duplicate corporate record.
References:  For more information on

4.  Reporting Requirements

Introduction
This topic contains information about the reporting requirements associated with the list of potential duplicate payment cases, including

Change Date
February 28, 2022

XIV.6.4.a.  Requirement to Certify Completion of Corrective Actions
Once an RO has completed all corrective actions necessitated by its analysis of the records identified on a list of potential duplicate payment cases, it must certify completion of the actions by sending an e-mail to VAVBAWAS/CO/OFO.
Notes:
  • Do not include in the e-mail a description of the specific action(s) the RO took on individual cases.
  • If the “corrective actions” referenced in the above paragraph included an update to BIRLS or the corporate record, or an award adjustment, make sure such transactions processed correctly before submitting certification.
  • Include in the e-mail the name and telephone number of RO employees that processed the list, so the recipient of the e-mail has a point of contact should questions about the RO’s actions arise.
  • The due date for submitting certification is shown on the e-mail that accompanies each list of potential duplicate payment cases.
Reference:  For a sample of the certification referenced in this block, see M21-1, Part XIV, 6.4.b.

XIV.6.4.b. Sample Language for Certifying Completion of Corrective Actions
ROs may use language similar to that shown in the paragraph below when preparing the certification referenced in M21-1, Part XIV, 6.4.a:
This certifies that all required action has been completed for the [Insert the date of the list of potential duplicate payment cases.] review of potential duplicate payment cases for RO [Enter the RO number.].  Questions about the report may be directed as follows:
          digits 00-49     Elvis Examiner   (703) 555-1212
          digits 50-99     Virginia VSR      (703) 555-1313.