M21-1 Manual  /  Part XIV, Chapter 7

Data-Matching Programs That Identify Incarcerated Beneficiaries and Dependents

M21-1, Part XIV, Chapter 7

Overview

In This Chapter

This chapter contains the following topics:
TopicTopic Name
1Process for Identifying Incarcerated Beneficiaries and Dependents
2Processing Worksheets Data-Matching Programs Generate
3Exhibit: Description of Fields on Department of Veterans Affairs (VA) and Federal Bureau of Prisons (BOP) Computer Match Worksheet
4Exhibit: 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
  • SSA and BOP agreements with VA
  • how VA processes the data it receives from SSA and BOP
  • individuals that data matching identifies
  • responsibility for processing cases involving beneficiaries in receipt of pension or Dependency and Indemnity Compensation (DIC), and
  • Central Office point of contact.

Change Date

April 23, 2026

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

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)
    • adds the Incarceration corporate flash, 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 samelive casea dependent’s SSN.Note: Assume the incarcerated person is the Veteran’s dependent.
death casea 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 iv, 1.A and B.

XIV.7.1.d. Responsibility for Processing Cases Involving Beneficiaries in Receipt of Pension or DIC

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
  • initial screening of worksheets
  • caveat about the data match with SSA, and
  • actions to take when data matching identifies a VA beneficiary or a dependent.

Change Date

April 23, 2026

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 dependentfollow 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 dependenttake 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)
  • remove the Incarceration corporate flash, and
  • update the subject of the eFolder document to include the words erroneous match.
is questionableundertake 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 VI, Subpart iv, 2.A.3.a) 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
    • dependent (except as noted in M21-1, Part VI, Subpart iv, 2.A.3.a), and
    • VA beneficiary.
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
  • consider the worksheet official notice of imprisonment in a penal institution, and
  • follow the instructions in M21-1, Part VI, Subpart iv, 1.A.3.a.
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 iv, 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 iv, 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
    • dependent (except as noted in M21-1, Part VI, Subpart iv, 2.A.3.a), and
    • VA beneficiary.
Reference: For more information on handling notice of imprisonment of a surviving spouse, child, or parent beneficiary, see M21-1, Part VI, Subpart iv, 1.B.

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 FieldDefinition of DataSource of Data
DATE OF MATCHDate match occurred.
VA CLAIM NUMBERFile number found in matching C&P record.C&P master record-file number
VA REGIONAL OFFICE NUMBERThe 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 INSTITUTIONThe name and address of the Federal facility at which the prisoner is currently incarcerated.BOP input-place of current confinement.
TELEPHONE NUMBER OF PENAL INSTITUTIONThe telephone number of the Federal facility at which the prisoner is currently incarcerated.BOP input-place of current confinement.
PRISONER’S NAMEThe name under which the prisoner was convicted.BOP input-name, last; name, first; name, middle; name, suffix
VETERAN’S NAMEThe name of the Veteran as found in the matching C&P record.C&P master record name
PRISONER’S SOCIAL SECURITY NUMBERThe SSN provided by the prisoner at time of incarceration.BOP input-SSN
VETERAN’S SOCIAL SECURITY NUMBERThe SSN found in matching C&P record.C&P master record
PRISONER’S DATE OF BIRTHThe DOB as shown in the records of the Federal facility.BOP input-DOB
INMATE REGISTER NUMBERThe identification number assigned to the prisoner by the BOP.BOP input-Register Number[Print as NNNNN-NNN.]
COMPUTATION DATE OF CURRENT SENTENCEThe 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 OFFENSECode used by BOP to indicate whether current incarceration is the result of a felony conviction.BOP input-type of offense
DATE OF CONVICTIONThis 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 RELEASEThis 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 LENGTHLength 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 FieldDefinition of DataSource of Data
DATE OF MATCHDate match occurred.
VA CLAIM NUMBERFile number found in matching C&P record.C&P master record-file number
VA REGIONAL OFFICE NUMBERThe three-digit number of the RO having jurisdiction over the Veteran’s claim.C&P master record-RO number
STATUS CODECurrent status of prisonerSSA input-status code
FACILITY TYPEType of penal institution (State, local, or other)SSA input-type of facility
NAME AND ADDRESS OF PENAL INSTITUTIONThe 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 INSTITUTIONThe 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 INSTITUTIONThe fax number of the facility at which the prisoner is currently incarcerated.SSA input-fax number of place of current confinement
PRISONER’S NAMEThe name under which the prisoner was convicted.SSA input-name, first; name, middle initial; name, last
VETERAN’S NAMEThe 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 NUMBERThe SSN provided by the prisoner at time of incarceration.SSA input-SSN of prisoner
VETERAN’S SOCIAL SECURITY NUMBERThe SSN found in matching C&P record.C&P master record
PRISONER’S DATE OF BIRTHThe DOB as shown in the records of the facility.SSA input-DOB
PRISONER’S ID NUMBERThe identification number assigned to the prisoner by the SSA.SSA input-Register Number[Print as NNNNNNN.]
DATE OF CONFINEMENTThe 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 RELEASECode used by SSA to indicate date prisoner was released from penal institutionSSA input-date of actual release [Print as MM/DD/YYYY.]
DATE REPORTED TO SSADate the prisoner’s incarceration was reported to SSA.SSA input-date incarceration was reported to SSA

Source: VA M21-1 Adjudication Procedures Manual, M21-1, Part XIV, Chapter 7 (U.S. government work, reproduced for reference). Browse all sections →