Stakeholder Enterprise Portal (SEP) Claims

Overview

In This Section

This section contains the following topics:

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1. Introduction to SEP

Introduction

This topic contains information about SEP and how the system interacts with Veterans Benefits Administration systems through Veterans Online Application (VONAPP) Direct Connect (VDC), including

• purpose of SEP
• VDC interview process in SEP, and
• establishment of power of attorney (POA) through VDC/SEP.

Change Date

February 8, 2021

II.iii.4.B.1.a. Purpose of SEP

The Stakeholder Enterprise Portal (SEP) is a secure and seamless web-based entry portal for Veterans service organizations (VSOs), claim agents, and private attorneys who provide services to claimants or conduct business with the Veterans Benefits Administration.

Through SEP these Department of Veterans Affairs (VA) external stakeholders can

• submit an initial claim for compensation
• submit a claim for dependency benefits
• upload supporting documentation
• search and view the payment history for clients
• search and view claim status for a client, and
• manage VA Form 21-22, Appointment of Veterans Service Organization as Claimant’s Representative, agreements received online through a VA claims submission service website.

Note: The VA Form 21-22a, Appointment of Individual As Claimant’s Representative, is not available for private attorneys and claims agents to manage online through SEP.

II.iii.4.B.1.b. VDC Interview Process in SEP

For claims submission, SEP utilizes the same interview process found in the Veterans Online Application (VONAPP) Direct Connect (VDC). This interview process limits omissions and misinterpretations of information requested from the claimant for adjudicating a claim.

Currently, VDC contains an interview process for claimant’s representatives for the following forms:

• VA Form 21-526EZ, Application for Disability Compensation and Related Compensation Benefits, and supporting optional forms
• VA Form 21-0781, Statement in Support of Claim for Service Connection for Posttraumatic Stress Disorder (PTSD)
• VA Form 21-0781a, Statement in Support of Claim for Service Connection for Posttraumatic Stress Disorder (PTSD) Secondary to Personal Assault
• VA Form 21-8940, Veteran's Application for Increased Compensation Based on Unemployability
• VA Form 21-4502, Application for Automobile or Other Conveyance and Adaptive Equipment, and
• VA Form 21-2680, Examination for Housebound Status or Permanent Need For Regular Aid and Attendance
• VA Form 21-686c, Application Request to Add and/or Remove Dependents, and
• VA Form 21-674, Request for Approval of School Attendance.

II.iii.4.B.1.c. Establishment of POA Through VDC/SEP

VDC allows claimants to elect a VSO to represent them during the claims process as their power of attorney (POA).

The table below outlines the process that occurs when a claimant selects a VSO as their POA in VDC.

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Reference: For more information on

• the Veterans Benefits Management System (VBMS), see the VBMS Core User Guide, and
• Share, see the Share User Guide.

2. Claims for Compensation Submitted Through SEP

Introduction

This topic contains information regarding submission of claims for compensation through SEP, including

• overview of original claims submission through SEP
• uploaded personalized signature page method
• personalized signature page validation procedure
• developing to the claimant for a valid signature page for SEP claims
• subsequent receipt of signature page for SEP claims
• checkmark solution
• identifying original claims submitted using the checkmark solution
• signature page characteristics for non-original claims submitted through SEP
• electronic Section 5103 notice for claims submitted through SEP, and
• system annotations on claim documents submitted through SEP.

Change Date

April 21, 2017

II.iii.4.B.2.a. Overview of Original Claims Submission Through SEP

Through SEP, representatives holding POA can submit original claims for compensation benefits. However, submission through SEP must comply with all policies regarding original claims.

POAs submitting original claims can comply with the signature requirements in M21-1, Part II, Subpart iii, 1.C via the

• uploaded personalized signature page method, and/or
• checkmark solution.

Note: POAs will be prompted to complete one of these two methods for original claim submission. The POA is required to do one or the other and not both.

Reference: For more information on which forms a POA may not sign, see M21-1, Part I, Subpart i, 1.A.4.b.

II.iii.4.B.2.b. Uploaded Personalized Signature Page Method

A personalized signature page download is available to POAs during the VDC interview process in SEP.

The personalized signature page contains

• the claimant’s name
• the claims file number, and
• Section V: Claim Certification and Signature from VA Form 21-526EZ.

Upon completion, the VA Form 21-526EZ and personalized signature page are uploaded into VBMS. The personalized signature page will appear in VBMS with the document type label Signature page VDC submitted 21-526EZ.

II.iii.4.B.2.c. Personalized Signature Page Validation Procedure

Follow the steps in the table below to validate the personalized signature page for an original claim for compensation benefits.

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II.iii.4.B.2.d. Developing to the Claimant for a Valid Signature Page for SEP Claims

When developing for a signature page for original claims submitted in VDC without a valid signature page or signature, take the following actions:

• send the claimant a copy of the VA Form 21-256EZ signature page, and
• in the development letter include the language below:

We have received your online application for compensation benefits submitted by your power of attorney, (insert POA name here), through the SEP (Stakeholder Enterprise Portal). However, the claim submitted did not include (insert reason signature page is not valid).

Please sign and return the enclosed signature page. You have one year from the date of this letter to return a signed signature page to preserve any potential effective date based on your initial claim submission.

We will take no further action on your claim until we receive a signed signature page.

II.iii.4.B.2.e. Subsequent Receipt of Signature Page for SEP Claims

When VA receives the signature page within one year of the date of the signature page development letter

• consider the claim substantively complete
• re-establish the rating end product with a date of claim matching the receipt of the completed signature page, and
• use the receipt date of the VA Form 21-526EZ as the effective date for the claim.

II.iii.4.B.2.f. Checkmark Solution

The signature requirements in M21-1, Part II, Subpart iii, 1.C are met using the checkmark solution during the SEP interview process, when

• the claimant, in the presence of the POA, checks a box affirming the information found on the VA Form 21-526EZ, Section V: Claim Certification and Signature, and
• the POA checks a box affirming witness to the claimant providing the claim certification and signature as outlined in the previous action.

II.iii.4.B.2.g. Identifying Original Claims Submitted Using the Checkmark Solution

To identify claims submitted using the checkmark solution, open the VA Form 21-526EZ to page 10 and verify the

• VETERAN/SERVICE MEMBER/ALTERNATE SIGNER SIGNATURE block of Section V contains an “X” followed by the claimant’s typed name, and
• the SIGNATURE OF WITNESS block of Section VI contains the electronic signature of a POA with an OGC designated code number.

II.iii.4.B.2.h. Signature Page Characteristics for Non-Original Claims Submitted Through SEP

Non-original claims submissions by POAs through SEP

• do not require claimant or POA signatures, and
• may result in a blank signature block on the VA Form 21-526EZ.

Note: Although not required, the POA may choose to use the checkmark solution or upload the signature page.

II.iii.4.B.2.i. Electronic Section 5103 Notice for Claims Submitted in SEP

A generic electronic Section 5103 notice is e-mailed to the claimant for every claim filed by a POA in SEP. A sample of the notification letter sent to the claimant is shown below.

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Notes:

• Claims processors must review the claim to determine if a supplemental Section 5103 notice is needed.
• SEP will generate and upload a completed VA Form 21-526EZ based on responses to the interview process. However, the claimant may refuse rapid processing under the FDC Program by indicating so in SECTION V: CLAIM CERTIFICATION AND SIGNATURE of VA Form 21-526EZ.
• When the claimant opts out of the FDC Program, the claimant is provided a 30-day period to review the e-mailed Section 5103 notice and provide additional information, if necessary. A decision on the claim should not be made before the 30-day review period expires, unless
• a full grant of benefits can be made, or
• all necessary development is complete, and
• a waiver of the 30-day period has been provided by the claimant or authorized representative.

II.iii.4.B.2.j. System Annotations on Claim Documents Submitted Through SEP

Claim documents submitted through SEP receive annotations on the top left corner of all pages on the VA Form 21-526EZ, showing

• a date/time stamp with a notation that the claim was electronically submitted
• a statement noting the claim was submitted by the POA, and
• a statement that the Section 5103 notice was e-mailed/messaged to the claimant.