Updated Nov 12, 2024
In This Section |
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This section contains the following:
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Introduction |
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This topic contains information on handling representative appointment forms, including
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Change Date |
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September 7, 2022
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I.i.2.C.1.a. When to Process POA Appointment Forms |
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Process representative appointment forms as soon as they are received from the claimant.
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I.i.2.C.1.b. Endorsing a POA Appointment Form as Limited Representation |
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Limited representation by a power of attorney (POA) must be clearly noted in order to prevent a POA’s access to claims folder material that does not relate to the authorized scope of representation. This includes material that does not pertain to a non-Veteran claimant (such as an apportionee).
Use the table below to clearly endorse limited representation appointments.
References: For more information on
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I.i.2.C.1.c. Acceptable Versions of VA Form 21-22 |
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The Department of Veterans Affairs (VA) can accept older versions of VA Form 21-22, Appointment of Veterans Service Organization as Claimant’s Representative, until depletion of existing stock in accordance with M21-1, Part II, Subpart i, 2.B.4. Follow the guidance in M21-1, Part I, Subpart i, 2.C.1.g, for establishment of representation when an outdated version of the VA Form 21-22 is received.
Important:
References: For more information on
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I.i.2.C.1.d. Reviewing a Submitted VA Form 21-22 or VA Form 21-22a |
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Take the following actions when reviewing a VA Form 21-22 or VA Form 21-22a:
Note: A VA Form 21-22 received as part of an Integrated Disability Evaluation System (IDES) claim must have the word Veteran replaced with Service Member in Block 1.
References: For more information on
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I.i.2.C.1.e. What Constitutes a Complete VA Form 21-22 or VA Form 21-22a |
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Use the table below to determine whether the VA Form 21-22 or VA Form 21-22a is complete.
Important: Completion of Blocks 16A and 16B of VA Form 21-22 is optional. If completed, there is no need to verify that the specific representative listed in Block 16A is accredited. This form documents the appointment of the entire service organization listed in Block 15 and does not limit action to a specific representative within the organization.
Reference: For more information on signatures by an official representative of the VSO indicating acceptance of the claimant’s appointment, see 38 CFR 14.631.
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I.i.2.C.1.f. Action Required to Revoke or Change POA |
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Take the following actions when a request to revoke POA is received or a new POA is appointed:
The paper form should be annotated with the reason for revocation and the date the revocation is being processed. Photocopy the annotated form and provide the copy to the former representative.
The electronic copy of VA Form 21-22 or VA Form 21-22a must be edited to show that the POA status has been revoked. Follow the steps in the table below to properly annotate and identify the revoked form in the eFolder.
Notes:
References: For more information on
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I.i.2.C.1.g. Handling an Outdated VA Form 21-22 or VA Form 21-22a |
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Send a development letter requesting completion of the current version of the VA Form 21-22 or VA Form 21-22a, when a claimant submits an outdated version of the form. With the letter
Important: If the outdated form was received in the Centralized Mail (CM) portal, print a copy of the form, create the development letter, and associate a copy of the development letter and the mail with the eFolder.
Reference: For more information on handling outdated forms, see M21-1, Part II, Subpart i, 2.B.4.
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I.i.2.C.1.h. Handling an Incomplete VA Form 21-22 or VA Form 21-22a |
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Use the procedure below if VA Form 21-22 or VA Form 21-22a is incomplete.
Important: If the incomplete form was received in the CM portal, print a copy of the form, take the appropriate action identified in the table above, then associate the mail with the eFolder.
Note: The VBMS development action Form incomplete can be found under the category GENERAL.
Reference: For more information on VBMS development actions, see the VBMS Core User Guide.
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I.i.2.C.1.i. Acknowledging Receipt of VA Form 21-22 or VA Form 21-22a |
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The current versions of VA Form 21-22 or VA Form 21-22a no longer have multiple copies to be acknowledged and sent to the POA or representative.
Upload the form from the CM portal to the eFolder. No further action to acknowledge receipt of the form is required.
Notes:
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I.i.2.C.1.k. Handling Appointment Forms/Letters When There Is No Record of a Claims Folder |
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Use the table below to handle the receipt of VA Form 21-22, VA Form 21-22a, or the appointment letter when there is no record of a claims folder or a pending claim.
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I.i.2.C.1.l. Processing Claims From a POA Without Appointment Forms/Letters |
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For a POA to be authorized to submit claims on behalf of a claimant, there must be an appointment form or letter executed at the time of claim submission. A claim filed by an accredited representative of a VSO, agent, non-licensed individual, or attorney prior to the completion of the necessary VA Form 21-22, VA Form 21-22a, or appointment letter is invalid and has no legal effect.
Use the table below to determine how to process claim submissions from a POA when the required appointment form/letter is not of record.
Reference: For more information on POA authority to submit claims, see M21-1, Part I, Subpart i, 2.A.4.b.
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Introduction |
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This topic contains information on updating electronic systems for POA, including
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Change Date |
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March 4, 2019
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I.i.2.C.2.a. Required System Updates for Changes in POA Appointments |
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The following system updates are required when a claimant appoints a new representative or revokes a current representative:
References: For more information on
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I.i.2.C.2.b. Updating the POA and POA Permissions in VBMS |
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Use VBMS to reflect the appointment of a POA, as well as the POA’s permission to change a claimant’s address and/or access to a Veteran’s eFolder.
Navigate to the Veteran’s profile and access the POA screen from the VETERAN drop-down menu. Click the EDIT GENERAL POA button and make the appropriate selections.
Important:
Exception: When the POA is appointed to assist the claimant on a specific claim (limited representation), open the specific EP from the CLAIMS drop-down menu and click EDIT CLAIM DETAILS. Select the POA code and update the POA’s authority to change the claimant’s address and/or access the Veteran’s claim folder (as appropriate).
References: For more information on
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I.i.2.C.2.c. Handling Preexisting Representative Relationships |
When a claimant files a limited declaration of representation with respect to a particular claim or claims, continue any preexisting representative relationship with a VSO, agent, or other licensed attorney with respect to all other claims unless specifically revoked by the claimant.
Note: Update the EP in VBMS to reflect the limited representation by adding the limited representative’s POA code to the EP(s) for the particular claim(s) covered by the declaration of representation, as indicated in M21-1, Part I, Subpart i, 2.C.2.b.
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I.i.2.C.2.d. Actions to Take When the POA Code Cannot Be Found |
Locate the POA using the Office of General Counsel (OGC) Accreditation Search.
Reference: For more information on the AAFC’s responsibilities in handling non-accredited POA submissions, see M21-5, Chapter 8, Section A.
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3. POA Codes
Introduction |
This topic contains information on the POA codes, including
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Change Date
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May 2, 2024
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I.i.2.C.3.a. General Information on POA Codes |
Accredited POAs are assigned an alphanumerical code after validation by OGC. These POA codes are displayed in the
Most state VSO codes are based on the last two digits of the RO number. Only one number is used when there is more than one RO to a state. States not listed have no recognized VSO.
Important: Private attorneys or agents submitting requests to represent a VA claimant must be verified as accredited by OGC, per 38 CFR 14.629.
Reference: For a list of accredited VSOs, attorneys, and agents, see the OGC Accreditation Search.
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I.i.2.C.3.b. Adding POA Codes to the Corporate Database |
Data Architecture is responsible for adding new POA codes to the corporate database. This occurs when a POA is not located in corporate but is found in the OGC Accreditation Search.
Follow the procedures in the table below to have the POA added to the corporate database.
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I.i.2.C.3.c. Updating an Incorrect Private Attorney/Agent Address in the Corporate Database |
Claims processors that identify a discrepancy between the private attorney/agent mailing address applied by a VA system (VBMS or otherwise) and the representative’s mailing address found on the OGC Accreditation Search must report the discrepancy to Compensation Service.
When identified, the claims processor must
Important: Overriding the system-generated mailing address will only affect the current letter being generated. The override process will need to be completed on each letter being sent to the representative until the corporate database is updated to reflect the address listed in the OGC Accreditation Search.
Reference: For more information on adding/editing a representative’s address in VBMS Core, see M21-1, Part I, Subpart i, 2.B.1.g.
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I.i.2.C.3.e. National Organization POA Codes Listed Numerically |
The table below lists the POA codes for National organizations numerically.
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I.i.2.C.3.f. State Organization POA Codes Listed Alphabetically |
The table below lists the POA codes for State organizations alphabetically by State.
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I.i.2.C.3.g. State Organization POA Codes Listed Numerically |
The table below lists the POA codes for State organizations numerically.
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