M21-1 Manual / Part XIV, Chapter 2, Section C

Social Security Number (SSN) Verification

M21-1, Part XIV, Chapter 2, Section C

Overview

In This Section

This section contains the following topics:

Topic	Topic Name
1	Overview of the Verification Process
2	Processing Unverified SSNs
3	Actions to Take If Attempts to Verify an SSN Using Information of Record Are Unsuccessful
4	SSN Verification Codes in the Beneficiary Identification and Records Locator Subsystem (BIRLS)

1. Overview of the Verification Process

Change Date

January 10, 2022

XIV.2.C.1.a. Overview of the Verification Process

Each month, the Department of Veterans Affairs (VA) runs a computerized records-matching program that compares the Social Security numbers (SSNs) associated with 25 percent of all VA file numbers with the SSNs in Social Security Administration (SSA) records. By doing so, VA is able to check the accuracy of the SSNs associated with all file numbers three times each year.

When verification of an SSN is successful,
- computer programming automatically initiates the entry of Y in the SSN – VERIFIED field in the Beneficiary Identification and Records Locator Subsystem (BIRLS), and
- no regional office (RO) action is required.
When verification of an SSN is unsuccessful,
the Veterans Benefits Management System (VBMS) generates a work item that is distributed by the National Work Queue, and
the station of origination must take the actions described in M21-1, Part XIV, 2.C.2.

Reference: For more information on SSN verification codes in the corporate record, see M21-1, Part XIV, 2.C.4.

2. Processing Unverified SSNs

Introduction

This topic contains information on processing unverified SSNs, including

Unverified Social Security Numbers work item information
processing work item 834D
action to take when the Federal On-Line Query (FOLQ) system returns a child’s date of birth (DOB) that differs from the DOB in VA’s corporate record
processing work item 834E, and
actions to take upon discovering an individual’s name in VA records does not match the same individual’s name in SSA records.

Change Date

January 10, 2022

XIV.2.C.2.a. Unverified SSNs Work Item Information

The table below contains a description of the two work items that are created based on the Unverified Social Security Numbers matching program.

Work Item Code	Name	Description
834D	SSN NOT IN FILE	SSA did not issue the SSN in the VA record.
834E	SSN DOES NOT MATCH	Identifying information in VA records does not match SSA records. *Note*: This does not necessarily mean the SSN is incorrect.

XIV.2.C.2.b. Processing Work Item 834D

Follow the instructions in the table below for each work item 834D.

Step

Action

Establish end product (EP) 692.

Follow the instructions in the VBMS Core User Guide for making an SSA inquiry through SSA’s Federal On-Line Query (FOLQ) system.

Follow the instructions in the table below.

If …	Then …
FOLQ returns an SSN and DOB that match the SSN and date of birth (DOB) in VA’s corporate record	clear the pending EP 692.
the unverified SSN belongs to a Veteran, and FOLQ returns an SSN that does not match the SSN in VA’s corporate record	refer the case to the station duplicate record coordinator to resolve a potential duplicate record, and request correction of the SSN, and clear the pending EP 692.
the unverified SSN belongs to a Veteran, and FOLQ returns a DOB that differs from the DOB in VA’s corporate record	attempt to determine the correct DOB by reviewing the claims folder, and/or contacting the beneficiary by telephone use the BIRLS UPDATE command in Share to correct the DOB (if the DOB in VA’s corporate record is incorrect), and clear the pending EP 692.
the unverified SSN belongs to a Veteran’s dependent, and FOLQ returns an SSN that does not match the SSN in VA’s corporate record	update the corporate record by entering the SSN obtained through FOLQ in the SSN field on the DEPENDENTS screen in Share, or DEPENDENCY screen in VBMS Awards (VBMS-A), and clear the pending EP 692.
the unverified SSN belongs to a Veteran’s spouse, and FOLQ returns a DOB that differs from the DOB in VA’s corporate record	attempt to determine the correct DOB by reviewing the claims folder, and/or contacting the beneficiary by telephone enter the correct DOB (if the DOB in VA’s corporate record is incorrect) on the DEPENDENTS screen in Share, or DEPENDENCY screen in VBMS-A, and clear the pending EP 692.
the unverified SSN belongs to a Veteran’s child, and FOLQ returns a DOB that differs from the DOB in VA’s corporate record	follow the instructions in M21-1, Part XIV, 2.C.2.c. Exception: Follow the instructions in the preceding row for updating the corporate record if VA has determined the child is permanently incapable of self-support, and did not pay additional benefits for the child as a school child prior to determining the child was permanently incapable of self-support.
FOLQ is unable to locate an SSA record	attempt to obtain identifying information that differs from the information in VA’s corporate record, by reviewing the claims folder contacting the beneficiary by telephone, and/or using available, web-based, address locator services, to include those for which VA pays a fee for access use the new identifying information (if obtained) to make additional SSA inquiries through FOLQ, and follow the instructions in M21-1, Part XIV, 2.C.3.a if attempts to obtain new identifying information are unsuccessful, or FOLQ is unable to locate an SSA record despite the entry of new identifying information into VBMS Core. *Note*: Follow the instructions in M21-1, Part III, Subpart i, 2.D.1.e when requesting information from a beneficiary by telephone.

References: For more information on

FOLQ, see M21-1, Part III, Subpart ii, 1.B.3, and
using
- Share, see the Share User Guide, and
- VBMS-A, see the VBMS Awards User Guide.

XIV.2.C.2.c. Action to Take When FOLQ Returns a Child’s DOB That Differs From the DOB in VA’s Corporate Record

Follow the instructions in the table below when

an 834D work item is received
the unverified SSN belongs to a Veteran’s child
the child is not permanently incapable of self-support by VA rating (or, if VA determined the child is permanently incapable of self-support, VA paid additional benefits for the child as a school child prior to making that determination), and
FOLQ returns a DOB for the child that differs from the DOB in VA’s corporate record.

Step	Action
1	Clear the pending EP 692.
2	Does a review of the claims folder reveal a DOB for the child that differs from the DOB in the corporate record? If yes, go to the next step. If no, go to Step 6.
3	Using the DOB identified in the preceding step, submit another SSA inquiry through FOLQ.
4	Did FOLQ return a DOB that matches the DOB identified in the claims folder? If yes, go to the next step. If no, go to Step 6.
5	Follow the instructions in M21-1, Part VI, Subpart i, 2.B.3.f and (when applicable) g. Afterward, go to Step 20 of this table.
6	Establish EP 130, using the current date as the date of claim.
7	Attempt to contact the beneficiary by telephone for the purpose of confirming the child’s DOB.
8	Were attempts to contact the beneficiary by telephone successful? If yes, go to the next step. If no, go to Step 12. *Note*: Follow the instructions in M21-1, Part III, Subpart i, 2.D.1.e and f when obtaining or attempting to obtain information from a beneficiary by telephone.
9	Did the beneficiary provide a DOB that differs from the DOB in the corporate record? If yes, go to the next step. If no, go to Step 12.
10	Using the DOB identified in the preceding step, submit another SSA inquiry through FOLQ.
11	Did FOLQ return a DOB that matches the DOB the beneficiary provided in Step 9? If yes, generate and authorize an award that corrects the DOB, and go to Step 19. If no, go to the next step.
12	Clear the pending EP 130. Establish EP 600.
13	Prepare a notice of proposed adverse action that asks the beneficiary to provide VA with a copy of the child’s birth certificate, and informs the beneficiary that VA will remove the child from the beneficiary’s award if the beneficiary does not return the form within 60 days, and the effective date of the award adjustment, if made, will be the first of the month following the end of the 60-day response period, per 38 CFR 3.500(w).
14	Did the beneficiary provide the child’s birth certificate within 65 days? If yes, go to Step 15. If no, remove the child from the beneficiary’s award as proposed in Step 13 notify the beneficiary of the action taken, and go to Step 20. *Note*: Follow the instructions in M21-1, Part X, Subpart ii, 3.B.3 if the beneficiary requests a hearing in response to the notice of proposed adverse action.
15	Does the DOB on the birth certificate match the DOB in the corporate record? If yes, go to Step 17. If no, go to the next step.
16	Generate and authorize an award that updates the corporate record to reflect the DOB on the birth certificate. Go to Step 19.
17	Clear the pending EP 600.
18	Go to Step 20 after notifying the beneficiary that VA has used the birth certificate to confirm the accuracy of the child’s DOB in VA’s records, and encouraging the beneficiary to notify SSA that its records contain an incorrect DOB for the child.
19	Notify the beneficiary of the action taken. *Note: If the correct DOB is later* than the DOB previously entered in the corporate record, also notify the beneficiary of any additional benefits to which they may be entitled by virtue of the action taken. *Example*: A school child dropped off a beneficiary’s award at age 23 based on a DOB in the corporate record of August 2, 1993. The correct DOB, however, is August 2, 1994. The beneficiary may be entitled to additional benefits for the child if the beneficiary submitsVA Form 21-674, Request for Approval of School Attendance, showing the child remained in school beyond August 2, 2016.

References: For more information on

determinations regarding a child’s capacity for self-support, see M21-1, Part X, Subpart ii, 6.B, and
issuing a notice of proposed adverse action, see M21-1, Part X, Subpart ii, 3.A.

XIV.2.C.2.d. Processing Work Item 834E

Follow the instructions in the table below when an 834E work item is received.

Step

Action

Establish EP 692.

Attempt to obtain identifying information that differs from the information that appears on the work itemby

reviewing the claims folder, and
contacting the beneficiary by telephone.

Note

M21-1, Part III, Subpart i, 2.D.1.e

Were attempts to obtain new identifying information successful?

If yes, go to the next step.
If no,
- disregard the remaining steps in this table, and
- follow the instructions in M21-1, Part XIV, 2.C.3.a.

Using the new identifying information referenced in Step 2, follow the instructions in the VBMS Core User Guide for making an SSA inquiry through FOLQ.

Follow the instructions in the table below.

If …	Then …
the unverified SSN belongs to a Veteran, and FOLQ returns an SSN that does not match the SSN in VA’s corporate record	refer the case to the station duplicate record coordinator to resolve the potential duplicate record, and request correction of the SSN, and clear the pending EP 692.
the unverified SSN belongs to a Veteran’s dependent, and FOLQ returns an SSN that does not match the SSN in VA’s corporate record	update the corporate record by entering the SSN obtained through FOLQ in the SSN field on the DEPENDENTS screen in Share, or DEPENDENCY screen in VBMS-A, and clear the pending EP 692.
FOLQ is unable to locate an SSA record	follow the instructions in M21-1, Part XIV, 2.C.3.a.

References: For more information on

FOLQ, see M21-1, Part III, Subpart ii, 1.B.3, and
using
- Share, see the Share User Guide, and
- VBMS-A, see the VBMS Awards User Guide.

XIV.2.C.2.e. Actions to Take Upon Discovering an Individual’s Name in VA Records Does Not Match the Same Individual’s Name in SSA Records

Follow the instructions in the table below if, during the course of verifying an individual’s SSN, it is discovered that an individual’s name in VA records does not match the same individual’s name in SSA records. Important: The following do not constitute a mismatch in names:
a minor difference in the spelling of a name
a different last name that can be attributed to an individual’s marriage or divorce, and
a different first name that can be attributed to an individual’s use of a widely recognized nickname.
Examples:
A first name spelled “Michelle” in VA records does not constitute a mismatch if it is spelled “Michele” in SSA records.
“Bob” is a widely recognized nickname for “Robert.”
“Bill” is a widely recognized nickname for “William.”
Step Action
1 Establish EP 692 (if the EP is not already pending).
2 Attempt to contact the beneficiary by telephone and ask him/her to explain why the individual in question has a name in VA records that differs from the same individual’s name in SSA records. Notes:
Follow the instructions in M21-1, Part III, Subpart i, 2.D.1.e when requesting information from a beneficiary by telephone.
M21-1, Part II, Subpart iii, 3.B.4 describes the evidence that must be of record to warrant updating VA records with a different name for a beneficiary. Request this evidence from the beneficiary if they report a change in name.
3 Were attempts to contact the beneficiary by telephone successful?
If yes, go to the next step.
If no, go to Step 10.
4 Was a credible explanation for the difference in names obtained from the beneficiary?
If yes, go to the next step.
If no,
add Potential Under/Overpayment as a special issue under the EP 692, and
go to Step 19.
5 Is adjustment of the beneficiary’s award necessary based on the explanation the beneficiary gave?
If yes, go to the next step.
If no, go to Step 8.
6
Clear the pending EP 692.
Establish EP 130.
Add Potential Under/Overpayment as a special issue.
7 Adjust the beneficiary’s award, based on the facts found, under the pending EP 130 and go to Step 29.
8 Update VA’s computer system to reflect the correct name, if necessary.
9 Clear the pending EP 692 and disregard the remaining steps in this table.
10 Add Potential Under/Overpayment as a special issue under EP 692.
11 Prepare and send a development letter to the beneficiary.
Ask the beneficiary to explain why the individual in question has a name in VA records that differs from the same individual’s name in SSA records.
If the beneficiary’s name differs from the name in SSA records, ask the beneficiary to provide the evidence referenced in M21-1, Part II, Subpart iii, 3.B.4.b, if the beneficiary has changed their name.
Inform the beneficiary that if VA does not receive a response to its request within 30 days, VA may reduce or discontinue benefits.
12 Did the beneficiary respond within 30 days with a credible explanation for the difference in names?
If yes, go to the next step.
If no, go to Step 19.
13 Is adjustment of the beneficiary’s award necessary based on the explanation the beneficiary gave?
If yes, go to the next step.
If no, go to Step 16.
14
Clear the pending EP 692.
Establish EP 130.
Add Potential Under/Overpayment as a special issue.
15 Adjust the beneficiary’s award, based on the facts found, under the pending EP 130 and go to Step 29.
16 Update VA’s computer system to reflect the correct name, if necessary.
17 Clear the pending EP 692.
18
Notify the beneficiary that, based on the response to the development letter referenced in Step 11, VA will make no adjustments to the award.
Disregard the remaining steps in this table.
19 Clear the pending EP 692.
20 Establish EP 600, using the SS Number Verification claim label, and add Potential Under/Overpayment as a special issue.
21 Prepare and send a notice of proposed adverse action to the beneficiary. In the notice, inform the beneficiary that
VA intends to reduce or discontinue benefits (whichever is appropriate) based on the beneficiary’s failure to provide a credible explanation as to why the individual in question has a name in VA records that differs from the same individual’s name in SSA records, and
the effective date of any award adjustment that is based on the beneficiary’s failure to provide the referenced explanation will be first of the month following the month during which the 60-day period following the date VA first requested the explanation expires, per 38 CFR 3.500(w).
Reference: For more information on issuing notice of a proposed adverse action, see M21-1, Part X, Subpart ii, 3.A.
22 Did the beneficiary respond within 65 days with a credible explanation for the difference in names?
If yes, go to the next step.
If no, go to Step 28.
Note: Follow the instructions in M21-1, Part X, Subpart ii, 3.B.3 if the beneficiary requests a hearing in response to the notice of proposed adverse action.
23 Is adjustment of the beneficiary’s award necessary based on the explanation the beneficiary gave?
If yes, go to the next step.
If no, go to Step 25.
24 Adjust the beneficiary’s award, based on the facts found, under the pending EP 600 and go to Step 29.
25 Update VA’s computer system to reflect the correct name, if necessary.
26 Notify the beneficiary that, based on the response to the notice of proposed adverse action, no adjustment to the award is necessary.
27
Clear the pending EP 600.
Disregard the remaining steps in this table.
28 Reduce or discontinue (whichever is appropriate) the beneficiary’s award effective the date proposed in Step 21.
29 Notify the beneficiary of the action taken.

3. Actions to Take If Attempts to Verify an SSN Using Information of Record Are Unsuccessful

Change Date

January 31, 2022

XIV.2.C.3.a. Actions to Take If Attempts to Verify an SSN Using Information of Record Are Unsuccessful

Follow the instructions in the table below if attempts to verify an individual’s SSN through the means described in M21-1, Part XIV, 2.C.2.b or d are unsuccessful.
Step Action
1 Add Potential Under/Overpayment as a special issue under the pending EP 692.
2 Prepare a development letter that is addressed to the beneficiary whose VA record contains information that SSA cannot verify. In the letter,
inform the beneficiary that SSA could not verify information contained in the VA record
explain that 38 U.S.C. 5101 requires beneficiaries to provide VA with a correct SSN for themselves and their dependent(s)
ask the beneficiary to provide the identifying information VA requires (first and last name, SSN, and DOB) to verify the SSN in question, and
advise the beneficiary that if a response is not received within 60 days, VA may reduce or discontinue benefits.
Important: Ask the beneficiary to provide documentary evidence (such as a copy of the individual’s Social Security card and/or birth certificate) of the identifying information VA requires to verify the SSN in question if, during the course of the procedure described in M21-1, Part XIV, 2.C.2.b or d,
the beneficiary confirmed the accuracy of the identifying information VA already has of record, but
FOLQ is unable to locate an SSA record when a claims processor submits an SSA inquiry using the identifying information of record.
3 Did the beneficiary respond to the development letter within 60 days?
If yes, go to the next step
If no,
clear the EP 692, and
go to Step 7.
4 Take whatever action is necessary based on the information the beneficiary provided in response to the development letter.
5 Inform the beneficiary that VA will not reduce or discontinue the award (unless the beneficiary’s response to the notice of proposed adverse action necessitates an award adjustment).
6 Clear the pending EP 692. No further actions in this table are required.
7 Establish EP 600, using the SS Number Verification claim label, and add Potential Under/Overpayment as a special issue.
8 Prepare and send a notice of proposed adverse action to the beneficiary. In the notice, inform the beneficiary that
VA intends to reduce or discontinue benefits (whichever is appropriate) based on the beneficiary’s failure to provide the information VA requested in the development letter referenced in Step 2, and
the effective date of any award adjustment that is based on the beneficiary’s failure to provide the information VA requested will be the first of the month following the month during which the 60-day period following the date VA first requested the information expires, per 38 CFR 3.500(w).
Reference: For more information on issuing notice of a proposed adverse action, see M21-1, Part X, Subpart ii, 3.A.
9 Did the beneficiary respond within 65 days?
If yes, go to the next step.
If no, go to Step 13.
Note: Follow the instructions in M21-1, Part X, Subpart ii, 3.B.3 if the beneficiary requests a hearing in response to the notice of proposed adverse action.
10 Take whatever action is necessary based on the information the beneficiary provided in response to the notice of proposed adverse action.
11 Inform the beneficiary that VA will not reduce or discontinue the award (unless the beneficiary’s response to the notice of proposed adverse action necessitates an award adjustment).
12 Clear the pending EP 600. No further actions in this table are required.
13 Reduce or discontinue (whichever is appropriate) the beneficiary’s award effective the date proposed in Step 8.
14 Notify the beneficiary of the action taken.

4.SSN Verification Codes in BIRLS

Introduction
This topic contains information on SSN verification codes in BIRLS, including
code descriptions, and
updating the corporate record to reflect the verification of an SSN.
Change Date
April 20, 2017
XIV.2.C.4.a. Code Descriptions
BIRLS displays the two codes referenced in the table below, which indicate whether or not VA has verified the SSN of a Veteran or a Veteran’s spouse.
Verification Code Description
Y VA verified the SSN through computerized records-matching with SSA.
N VA has not verified the SSN.
XIV.2.C.4.b. Updating the Corporate Record to Reflect the Verification of an SSN
If an RO has proof that the SSN in a VA record is correct, an RO employee may enter Y in the SSN - VERIFIED field in BIRLS. Proof consists of a
copy of the individual’s Social Security card
printout of a response to a FOLQ query that verifies the SSN, or
letter from SSA that verifies the SSN in question.
References: For more information on
updating BIRLS, see the Share User Guide, and
submitting an SSA inquiry through FOLQ, see the VBMS Core User Guide.
Source: VA M21-1 Adjudication Procedures Manual, M21-1, Part XIV, Chapter 2, Section C (U.S. government work, reproduced for reference). Browse all sections →