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Updated Feb 21, 2025

In This Chapter

  
This chapter contains the following topics:
 
Topic
Topic Name
1
2
3
4
 Exhibit:  Description of Fields on the VA and Social Security Administration (SSA) State Prisoner Computer Match Worksheet

1.  Process for Identifying Incarcerated Beneficiaries and Dependents

Introduction
 
This topic contains information on the process for identifying incarcerated beneficiaries and dependents, including

Change Date
 
April 30, 2021

XIV.7.1.a.  SSA and BOP Agreements With VA
 
The Department of Veterans Affairs (VA) is alerted of individuals whose incarceration might require the reduction or termination of VA benefits through
  • a computer matching agreement with the Bureau of Prisons (BOP), Department of Justice, and
  • an information exchange agreement with the Social Security Administration (SSA).
References:  For more information on
  • compensation for incarcerated Veterans, see 38 CFR 3.665
  • the payment of pension during confinement in penal institutions, see
  • the payment of compensation and Dependency and Indemnity Compensation (DIC) to persons convicted of a felony, see 38 U.S.C. 5313.

XIV.7.1.b.  How VA Processes the Data It Receives From SSA and BOP
 
Each month, a VA computer system compares Social Security numbers (SSNs) in VA compensation and pension (C&P) files against SSNs in SSA’s and BOP’s inmate database.  When a match arises, the system
  • generates one of the following worksheets, depending on the database from which the match arose:
    • VA and Federal BOP Computer Match, or
    • VA and SSA State Prisoner Computer Match
  • uploads a copy of the worksheet into the appropriate electronic claims folder (eFolder), and
  • establishes an 800 series work item.
Important:
  • If automatic upload of the worksheet does not occur, claims processors must manually upload a copy of the worksheet into the appropriate eFolder.
  • Worksheets containing personally identifiable information (PII) for multiple claimants must be redacted appropriately prior to upload.
Reference:  For more information on redacting documents containing PII, see M21-1, Part II, Subpart ii, 2.B.1.d.

XIV.7.1.c.  Individuals That Data Matching Identifies
 
The data matching referenced in M21-1, Part XIV, 7.1.b identifies Veterans, dependents, and survivors that have been incarcerated.
 
Use the table below to determine the individual being identified in the data match.
 
If a Veteran’s SSN and the SSN in the SSA or BOP database are …
And the case is a …
Then the match is on …
the same
—
the Veteran’s SSN.
not the same
live case
a dependent’s SSN.
 
Note:  Assume the incarcerated person is the Veteran’s dependent.
death case
a survivor’s SSN.
 
Important:  38 CFR 3.666 requires the removal of an incarcerated dependent from a beneficiary’s award if the beneficiary receives pension.  There is no such requirement, however, if the beneficiary is a
  • Veteran receiving disability compensation, or
  • surviving spouse receiving DIC.
Reference:  For more information on handling notice of a Veteran’s, dependent’s, or survivor’s incarceration, see M21-1, Part VI, Subpart iii, 1.A–C.

XIV.7.1.d.  Responsibility for Processing Cases Involving Beneficiaries in Receipt of Pension or DIC
 
The pension management centers (PMC) are responsible for processing the worksheets referenced in M21-1, Part XIV, 7.1.b, if the
  • beneficiary is in receipt of pension or DIC, or
  • Veteran is entitled to compensation but is receiving pension as the greater benefit.
Reference:  For more information on the jurisdiction of each PMC, see M21-1, Part I, Subpart ii, 1.B.2.b.

XIV.7.1.e.  Central Office Point of Contact
 
Send an e-mail to VAVBAWAS/CO/212 if
  • no worksheets are received for a particular month, or
  • questions about the data-matching programs discussed in this chapter arise.
 

2.  Processing Worksheets Data-Matching Programs Generate

 

Introduction
 
This topic contains instructions for processing worksheets data-matching programs generate, including

Change Date

  
October 18, 2021

XIV.7.2.a.  Initial Screening of Worksheets
 
Since the computer system referenced in M21-1, Part XIV, 7.1.b only looks for matching SSNs, worksheets might be generated for some beneficiaries/dependents that are not actually incarcerated.  This might happen because of an erroneous SSN in either VA records or SSA’s or BOP’s database.
 
In order to avoid an unnecessary award adjustment, when neither a VA beneficiary nor a dependent were incarcerated, compare the name in the PRISONER’S NAME field on the worksheet with the beneficiary’s or dependent’s name in the corporate record.  If the names are not close, compare the prisoner’s birthdate on the worksheet with the date of birth (DOB) in the corporate record and, if applicable, the Beneficiary Identification and Records Locator Subsystem.
 
Use the table below to determine the action to take after reviewing the evidence of record.
 
If the evidence of record …
Then …
clearly indicates the person identified by the match is a VA beneficiary or a dependent
follow the instructions in M21-1, Part XIV, 7.2.c.
clearly indicates the person identified by the match is not a VA beneficiary or a dependent
take no further action other than to
  • undertake development to obtain the VA beneficiary’s or dependent’s correct SSN under 38 CFR 3.652 (if the VA beneficiary or dependent appears to be the one with the erroneous SSN), and
  • update the subject of the eFolder document to include the words erroneous match.
is questionable
undertake development to determine if the VA beneficiary or dependent and the prisoner are the same individual.
 
Notes:
  • For the purpose of this block, treat an incarcerated apportionee as both a dependent (except as noted in M21-1, Part VII, Subpart iii, 1.A.1.c) and a VA beneficiary.
  • The SSN that appears on a worksheet does not always belong to the corresponding prisoner.  In many instances, the system that performs the data-matching activity described in M21-1, Part XIV, 7.1.b, associates a prisoner with a VA beneficiary or dependent based other data, such as name and DOB.  When this occurs, the system makes an assumption that because the VA beneficiary or dependent and the prisoner are the same person, they share the same SSN that VA has in its records for the beneficiary or dependent.
  • Based on the explanation provided in the preceding paragraph, it would be improper to assume a prisoner is illegally using a VA beneficiary’s or dependent’s SSN simply because the system associated the prisoner with a VA beneficiary or dependent.

XIV.7.2.b.  Caveat About the Data Match With SSA
 
The program SSA uses to identify incarcerated individuals was designed to meet the needs of SSA, not VA.  Accordingly, the appearance of a VA beneficiary or dependent on a VA and SSA State Prisoner Computer Match worksheet does not always necessitate a corresponding award adjustment.
 
Based on the explanation provided in the preceding paragraph, take no action on a match if the prisoner is/was incarcerated in a facility that does not hold sentenced
  • offenders, such as a city jail, or
  • felons, in a compensation/DIC case.
Notes:
  • Many facilities that house prisoners have websites that provide information about the categories of prisoners the facility holds.
  • For the purpose of this block, treat an incarcerated apportionee as an incarcerated
Important:  Do not assume development sent to the facility’s address or calls made to the phone number on the worksheet will result in the desired needed information.  It is permissible to use a Web search engine to obtain a phone number of the jurisdiction’s record’s facility.

XIV.7.2.c. Actions to Take When Data Matching Identifies a VA Beneficiary or a Dependent
 
If comparison of the worksheet with the corporate record (and, if necessary, the claims folder) confirms the person identified by the match is a VA beneficiary or a dependent, follow the instructions in the table below.
 
If the title of the worksheet is …
Then …
VA and SSA State Prisoner Computer Match
VA and Federal BOP Computer Match
  • consider the worksheet official notice the beneficiary or dependent was
    • convicted of a felony or misdemeanor, and
    • imprisoned in a Federal penal institution for more than 60 days, and
  • follow the instructions in M21-1, Part VI, Subpart iii, 1.A.3.a.
 
Notes:
  • Do not infer that an individual identified on a worksheet was never incarcerated simply because they do not appear on one of the prison websites referenced in M21-1, Part VI, Subpart iii, 1.A.3.b.  Many of these websites list only those individuals that are currently incarcerated.  In every case, contact with the facility shown on the worksheet is required to establish that a person was not incarcerated.
  • For the purpose of this block, treat an incarcerated apportionee as an incarcerated
Reference:  For more information on handling notice of imprisonment of a surviving spouse, child, or parent beneficiary, see M21-1, Part VI, Subpart iii, 1.C.
 

3.  Exhibit: Description of Fields on the VA and Federal BOP Computer Match Worksheet

 

Change Date
 
August 15, 2024

XIV.7.3.a.  Description of Fields on the VA and Federal BOP Computer Match Worksheet
 
The table below provides a description of each field on the VA and Federal BOP Computer Match worksheet.
 
Name of Field
Definition of Data
Source of Data
DATE OF MATCH
Date match occurred.
 
VA CLAIM NUMBER
File number found in matching C&P record.
C&P master record-file number
VA REGIONAL OFFICE NUMBER
The three-digit number of the regional office (RO) having jurisdiction over the Veteran’s claim.
C&P master record-RO number
NAME AND ADDRESS OF PENAL INSTITUTION
The name and address of the Federal facility at which the prisoner is currently incarcerated.
BOP input-place of current confinement.
TELEPHONE NUMBER OF PENAL INSTITUTION
The telephone number of the Federal facility at which the prisoner is currently incarcerated.
BOP input-place of current confinement.
PRISONER’S NAME
The name under which the prisoner was convicted.
BOP input-name, last; name, first; name, middle; name, suffix
VETERAN’S NAME
The name of the Veteran as found in the matching C&P record.
C&P master record name
PRISONER’S SOCIAL SECURITY NUMBER
The SSN provided by the prisoner at time of incarceration.
BOP input-SSN
VETERAN’S SOCIAL SECURITY NUMBER
The SSN found in matching C&P record.
C&P master record
PRISONER’S DATE OF BIRTH
The DOB as shown in the records of the Federal facility.
BOP input-DOB
INMATE REGISTER NUMBER
The identification number assigned to the prisoner by the BOP.
BOP input-Register Number
[Print as NNNNN-NNN.]
COMPUTATION DATE OF CURRENT SENTENCE
The date used by BOP to determine a release date based on the length of the current sentence, sentences for other convictions, and so on.
 
Important:  This date does not reliably represent the date of incarceration.
BOP input-date computation began
TYPE OF OFFENSE
Code used by BOP to indicate whether current incarceration is the result of a felony conviction.
BOP input-type of offense
DATE OF CONVICTION
This the date the prisoner was sentenced.
 
Note:  This date is not the same as the date the prisoner was confined.
BOP input-date of conviction
DATE OF ACTUAL RELEASE
This data will be furnished for the retroactive release date and will show the date on which a period of incarceration ended.
BOP input-date of scheduled release
SENTENCE LENGTH
Length of the prisoner’s sentence.
BOP input-sentence length

 

4.  Exhibit:  Description of Fields on the VA and SSA State Prisoner Computer Match Worksheet

 

Change Date
 
April 30, 2021

XIV.7.4.a.  Description of Fields on the VA and SSA State Prisoner Computer Match Worksheet
 
The table below provides a description of each field on the VA and SSA State Prisoner Computer Match worksheet.
 
Name of Field
Definition of Data
Source of Data
DATE OF MATCH
Date match occurred.
 
VA CLAIM NUMBER
File number found in matching C&P record.
C&P master record-file number
VA REGIONAL OFFICE NUMBER
The three-digit number of the RO having jurisdiction over the Veteran’s claim.
C&P master record-RO number
STATUS CODE
Current status of prisoner
SSA input-status code
FACILITY TYPE
Type of penal institution (State, local, or other)
SSA input-type of facility
NAME AND ADDRESS OF PENAL INSTITUTION
The name and address of the facility at which the prisoner is currently incarcerated.
SSA input-name and place of current confinement
TELEPHONE NUMBER OF PENAL INSTITUTION
The telephone number of the facility at which the prisoner is currently incarcerated.
SSA input-telephone number of place of current confinement
FAX NUMBER OF PENAL INSTITUTION
The fax number of the facility at which the prisoner is currently incarcerated.
SSA input-fax number of place of current confinement
PRISONER’S NAME
The name under which the prisoner was convicted.
SSA input-name, first; name, middle initial; name, last
VETERAN’S NAME
The name of the Veteran as found in the matching C&P record.
C&P master record-Last name, first name, middle initial
PRISONER’S SOCIAL SECURITY NUMBER
The SSN provided by the prisoner at time of incarceration.
SSA input-SSN of prisoner
VETERAN’S SOCIAL SECURITY NUMBER
The SSN found in matching C&P record.
C&P master record
PRISONER’S DATE OF BIRTH
The DOB as shown in the records of the facility.
SSA input-DOB
PRISONER’S ID NUMBER
The identification number assigned to the prisoner by the SSA.
SSA input-Register Number
[Print as NNNNNNN.]
DATE OF CONFINEMENT
The date used by SSA to determine a release date based on the length of the current sentence, sentences for other convictions, and so on.
SSA input-date computation began
DATE OF ACTUAL RELEASE
Code used by SSA to indicate date prisoner was released from penal institution
SSA input-date of actual release [Print as MM/DD/YYYY.]
DATE REPORTED TO SSA
Date the prisoner’s incarceration was reported to SSA.
SSA input-date incarceration was reported to SSA