What this means
m21-1:XIV.2.C explains social security number (ssn) verification. In plain terms, the official guidance says each month, the 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. It also addresses follow the instructions in the table below when an 834E work item is received.
How this may help with a claim
Use m21-1:XIV.2.C as an internal VA audit trail for social security number (ssn) verification, not as a promise of a particular result. Compare the actions recorded in your claim file or decision notice with this source-specific detail: Each month, the 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. Follow the instructions in the table below when an 834E work item is received. If the record does not show the expected action, identify the missing step precisely when asking VA or an accredited representative to review the file.
What to review in your file
- Check the file against this official condition: When verification of an SSN is successful,
- Confirm that the record or notice addresses this source point: no regional office (RO) action is required.
- Document how this stated step or exception applies: When verification of an SSN is unsuccessful,
Important limits
m21-1:XIV.2.C is primarily internal workflow guidance about social security number (ssn) verification. It can help identify what VA was expected to document, but it does not by itself create a claimant deadline, a freestanding entitlement, or a guaranteed remedy. The source also states: Each month, the 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. 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.
Search terms when useful
Phrases that may help when searching your claim file or this library.
- Social Security Number (SSN) Verification
- m21-1:XIV.2.C
- Social Security Number
- SSN Verification
- Verification Process
- XIV.2.C.1.a. Verification Process
- Each month Department runs
- When verification successful
Original VA guidance
The official VA text of this section
Overview
In This Section
This section contains the following topics:
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| 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.
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| 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.
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| Step | Action |
|---|---|
| 1 | Establish end product (EP) 692. |
| 2 | Follow the instructions in the VBMS Core User Guide for making an SSA inquiry through SSA’s Federal On-Line Query (FOLQ) system. |
| 3 | Follow the instructions in the table below. |
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.
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| 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 submits VA 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.
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| Step | Action |
|---|---|
| 1 | Establish EP 692. |
| 2 | Attempt to obtain identifying information that differs from the information that appears on the work item by reviewing the claims folder, and contacting the beneficiary by telephone. Note: Follow the instructions in M21-1, Part III, Subpart i, 2.D.1.e when requesting information from a beneficiary by telephone. |
| 3 | 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. |
| 4 | 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. |
| 5 | Follow the instructions in the table below. |
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.”
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| 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.
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| 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.
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| 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.