M21-1 Manual / Part VI, Subpart ii, Chapter 4, Section D

Reconciliation of Department of Veterans Affairs (VA), Department of War (DOW), and Department of Transportation (DoT) Records

M21-1, Part VI, Subpart ii, Chapter 4, Section D

Overview

In This Section

This section contains the following topics:

Topic	Topic Name
1	General Information About the Reconciliation of VA/DOW/DoT Records
2	Errors in Retired Pay Center (RPC) Records
3	Errors in VA Records

1. General Information About the Reconciliation of VA/DOW /DoT Records

Introduction

This topic contains general information about the reconciliation of VA/DOW/DoT records, including reconciliation of the VA master record and

military retiree pay files, and
Reserve Components Common Personnel Data System (RCCPDS) records.

Change Date

February 13, 2018

VI.ii.4.D.1.a. Reconciliation of the VA Master Record and Military Retiree Pay Files

The Department of Veterans Affairs (VA), Department of War (DOW), and Department of Transportation (DoT) conduct a periodic reconciliation of military retiree pay files with the VA master record file. The purpose of the reconciliation is to identify errors in military retirement pay and VA records. VA produces the VA/DOW/DoT reconciliation file quarterly at the Hines Information Technology Center and submits the file to Defense Manpower Data Center (DMDC) for processing.

VI.ii.4.D.1.b. Reconciliation of the VA Master Record and RCCPDS Records

VA also uses the VA/DOW/DoT reconciliation file to identify Veterans in receipt of both VA benefits and drill pay. This is accomplished by comparing Reserve Components Common Personnel Data System (RCCPDS) records against the records of Veterans that are

in receipt of disability compensation, and
identified as active members of a reserve component.

Reference: For more information on the drill-pay match, see M21-1, Part VI, Subpart ii, 3.A.1.c.

2. Errors in RPC Records

Introduction

This topic contains information on errors in RPC records, including

information requests from RPCs in cases identified by DMDC as containing apparent discrepancies
providing retroactive rates of payment to an RPC
providing signed waivers to an RPC when a waiver
- is of record, and
- is not of record, and
- handling a request for information when VA is unable to identify the Veteran who is the subject of the request.

Change Date

June 17, 2019

VI.ii.4.D.2.a. Information Requests From RPCs in Cases Identified by DMDC as Containing Apparent Discrepancies

Retired pay centers (RPC) review cases identified by the DMDC as containing apparent discrepancies. If it appears RPC records are in error the

RPC that identified the error sends a DOW/DoT/VA Reconciliation Information Request to the station of jurisdiction (SOJ), and
SOJ furnishes to the RPC the information it requested.

VI.ii.4.D.2.b. Providing Retroactive Rates of Payment to an RPC

As a result of a reconciliation, RPCs often request retroactive rates of payment. SOJs are responsible for providing RPCs with the rates of payment for all periods they request.

VI.ii.4.D.2.c. Providing Signed Waivers to an RPC When a Waiver Is of Record

When an RPC requests a copy of a signed waiver, and the waiver is of record,

attach a copy of the document or page that bears the signed waiver to the information request, and
return it to the RPC.

Notes:
Consider any of the following forms as a signed waiver:
VA Form 21-526, Veterans Application for Compensation or Pension (discontinued February 19, 2019)
VA Form 21-526c, Pre-Discharge Compensation Claim (discontinued May 1, 2019)
VA Form 21-526EZ, Application for Disability Compensation and Related Compensation Benefits
VA Form 21-651, Election of Compensation in Lieu of Retired Pay or Waiver of Retired Pay to Secure Compensation From Department of Veterans Affairs (38 U.S.C. 5304(a)-5305), or
VA Form 21-526e, Veteran’s Application for Compensation or Pension at Separation from Service (discontinued July 16, 1987).
Though VA has discontinued the use of VA Forms 21-526, 21-526c, and 21-526e, waivers VA previously accepted on these forms are still valid.
VA Form 21-526,published prior to November 1977, does not contain a pre-printed waiver statement.
Reference: For more information on handling discontinued forms, see M21-1, Part II, Subpart i, 2.B.4.e.

VI.ii.4.D.2.d. Providing Signed Waivers to an RPC When a Waiver Is Not of Record

When an RPC requests a copy of a signed waiver, and the waiver is not of record,

establish a 65-day control under end products (EPs)
- 290, Retired Pay Waiver/Election (to control for a response to the RPC), and
- 600, Review-Potential Overpayment
add Potential Under/Overpayment as a special issue under the EP 600
send the Veteran a notice of proposed adverse action, informing him/her of the
date of the proposed adjustment or discontinuation of his/her award, and
amount of any possible overpayment, and
solicit a waiver from the Veteran by
furnishing VA Form 21-651, and
asking the Veteran to complete and return the form within 60 days.

Follow the instructions in the table below after
VA receives a signed VA Form 21-651, or
the control period referenced in the preceding paragraph expires.
Step Action
1 Did the Veteran return a signed VA Form 21-651?
If yes, proceed to the next step.
If no, proceed to Step 5.
2 Notify the Veteran that VA will not take the action it proposed in the notice of proposed adverse action.
3 Follow the instructions in M21-1, Part VI, Subpart ii, 4.D.2.c.
4
Clear the EPs 290 and 600.
Disregard the remaining steps in this table.
5 Adjust or discontinue the Veteran’s award, as appropriate, under EP 600.
6 Notify the Veteran of the action taken.
7 Notify the RPC that VA adjusted or discontinued (whichever applies) the Veteran’s award because he/she failed to provide VA with a signed VA Form 21-651.
8 Clear the EP 290.
References: For more information about preparing a
notice of proposed adverse action, see M21-1, Part X, Subpart ii, 3.A, and
decision notice, see M21-1, Part VI, Subpart i, 1.B.

VI.ii.4.D.2.e. Handling a Request for Information When VA Is Unable to Identify the Veteran Who Is the Subject of the Request

RPCs occasionally send to SOJs information requests that provide only the Veteran’s name and Social Security number (SSN) as identifying data. If a search for a Veteran’s VA records, using the identifying data an RPC provided, proves fruitless, return the information request to the RPC with a cover letter that

explains VA was unable to identify the Veteran using the identifying data the RPC furnished, and
requests additional data (to facilitate a new search), such as
- the Veteran’s VA claims folder number, if it is of record, and/or
- a different SSN.

Note: If the RPC submitted the information request on DD Form 1285, Request for VA Compensation or Pension Information, and VA was unable to identify the Veteran’s VA records,

state this fact in the Remarks section of the form, and
return the form to the RPC.

3. Errors in VA Records

Change Date

February 13, 2018

VI.ii.4.D.3.a. Errors in VA Records

RPCs notify SOJs by letter of any apparent discrepancies that exist in VA records, such as

cases involving a service member who was removed from the Temporary Disability Retirement List because he/she was
- found to be fit for duty, or
- discharged with disability severance pay
cases in which VA failed to properly withhold a Veteran’s disability compensation based on his/her receipt of military retired pay, and
cases in which there is a mismatch in SSNs.

Take corrective action on identified discrepancies. In all cases, inform the RPC that sent the letter of the corrective action.

Source: VA M21-1 Adjudication Procedures Manual, M21-1, Part VI, Subpart ii, Chapter 4, Section D (U.S. government work, reproduced for reference). Browse all sections →