Definition: Administrative Task | M21-4 appendix-f.2

What this means

m21-4:appendix-f.2 explains definition: administrative task. In plain terms, the official guidance says administrative tasks are designed to assist hubs in identifying and tracking activities that require follow-up action outside of the processing of an EP. It also addresses hubs must ensure administrative tasks are processed in a timely fashion, particularly when the tasks are associated with providing oversight and protection of beneficiaries.

How this may help with a claim

Use m21-4:appendix-f.2 as a lookup tool for definition: administrative task. Match the exact label, code, condition, or table row in your records to the official entry; one useful point is: Administrative tasks are designed to assist hubs in identifying and tracking activities that require follow-up action outside of the processing of an EP. Hubs must ensure administrative tasks are processed in a timely fashion, particularly when the tasks are associated with providing oversight and protection of beneficiaries. Keep the notice or screen that uses the term so you can distinguish an internal status label from a filing deadline or entitlement rule.

What to review in your file

Check the file against this official condition: Each administrative task has a descriptive title indicating the nature of the review required.
Confirm that the record or notice addresses this source point: Hubs must ensure administrative tasks are processed in a timely fashion, particularly when the tasks are associated with providing oversight and protection of beneficiaries.
Document how this stated step or exception applies: Task Category — Description; System-generated — System-generated administrative tasks are created as a result of system triggers such as release of retroactive payments death of the beneficiary automated letter send failure, and claims establishment failures.

Important limits

m21-4:appendix-f.2 helps decode definition: administrative task, but a code, tracked item, or table entry is not proof that VA has granted or denied the underlying benefit. Use the governing notice and controlling law for rights and deadlines. The official context includes: Administrative tasks are designed to assist hubs in identifying and tracking activities that require follow-up action outside of the processing of an EP. For example, an administrative task may be appropriate to track the receipt of certain documentation including, but not limited to

Search terms when useful

Phrases that may help when searching your claim file or this library.

Definition: Administrative Task
m21-4:appendix-f.2
Definition Administrative Task
Fiduciary Administrative Tasks
purpose administrative tasks
index administrative task fields.
F.2.a. Definition Administrative Task
Administrative tasks designed assist

Original VA guidance

The official VA text of this section

2. Fiduciary Administrative Tasks

Introduction

This topic contains information on fiduciary administrative tasks, including

definition of administrative task
purpose of administrative tasks, and
index of administrative task fields.

Change Date

September 29, 2021

F.2.a. Definition: Administrative Task

Administrative tasks are designed to assist hubs in identifying and tracking activities that require follow-up action outside of the processing of an EP.

Each administrative task has a descriptive title indicating the nature of the review required.

Important: Hubs must ensure administrative tasks are processed in a timely fashion, particularly when the tasks are associated with providing oversight and protection of beneficiaries.

The table below describes the two types of administrative tasks.

Scroll sideways to see the full table.

Task Category	Description
System-generated	System-generated administrative tasks are created as a result of system triggers such as release of retroactive payments death of the beneficiary automated letter send failure, and claims establishment failures. Example: If an EP290 FID Accounting Federal Cest Failure administrative task is assigned to a hub, an accounting audit is due, but the system failed to establish the EP. This task should be reviewed to ensure timely oversight and establishment of the appropriate EP.
User-generated	User-generated administrative tasks are established by users to track oversight activities that are not captured as development activities.

F.2.b. Purpose of Administrative Tasks

The purpose of manually established administrative tasks is to track work activities that require action when

completion of a pending EP is not dependent on resolution of the task-related oversight, or
the action cannot resolve without the creation of a task and the establishment of an EP is not appropriate.

For example, an administrative task may be appropriate to track the receipt of certain documentation including, but not limited to

a court accounting for a VA appointed fiduciary who is also court appointed when the accounting audit has been approved, or
a surety bond adjustment when the accounting or field examination EP can otherwise be resolved.

A manually created administrative task is not appropriate to track the

establishment of an EP
attempts to locate a missing beneficiary, as available development activities allow users to track these efforts, or
remailing of correspondence when an EP is already pending.

Note: When established, administrative tasks must be properly updated to indicate the accurate stage of processing and the due date.

Reference: For information on controlling mail received in the centralized mail portal, see FPM, Part II, 1.A.1.f.

F.2.c. Index of Administrative Task Fields

The table below describes the administrative task fields.

Scroll sideways to see the full table.

Field Name	Description
Title	Distinguishing name of the administrative task.
Priority	Precedence set for the completion of the task.
Type	General category associated with the title of the administrative task.
Days Pending	The number of days that the task has been pending since establishment.
FSR Action	Clarifying action associated with an administrative task.
Station of Jurisdiction	Station associated with completing the task.
Assigned Team	The team to which the task is assigned.
Assigned To	The person to whom the task is assigned.
Date Received	The date that the administrative task is established that corresponds with the date of request for information, unless otherwise prescribed within the FPM.
Due Date	Date the administrative task must be reviewed.
Description	Outlines additional information that further defines the task or purpose.
Action Taken	Describes the actions completed by the task owner.

Important: Do not edit the TITLE field for system-generated tasks.

Reference: For more information on creating, editing, and viewing administrative tasks, see the VBMS Core User Guide.