## Chapter 14. 100-Year-Old Review

#### 1. General Information on the 100-Year-Old Review

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains general information on the        |
| troduction | > 100-year-old review, including                        |
|            |                                                         |
|            | -   the purposes of the project, and                    |
|            |                                                         |
|            | -   an introduction to the project.                     |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### C    | > April 5, 2005                                         |
| hange Date |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### a    | > The purposes of this project are to verify            |
| . Purposes |                                                         |
|            | -   the accuracy of dates of birth (DOB) in the Hines   |
|            |     master record                                       |
|            |                                                         |
|            | -   that beneficiaries are alive, and                   |
|            |                                                         |
|            | -   that Social Security (SS) income is being properly  |
|            |     counted on the Department of Veterans Affairs (VA)  |
|            |     award in income dependent cases.                    |
|            |                                                         |
|            | > ***Note***: Questions on this project may be sent to  |
|            | > the VAVBAWAS/CO/212A mailbox.                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| #          | > The Hines Benefit Delivery Center (BDC) generates a   |
| #### b. In | > master record writeout with message code 704 (*"Over  |
| troduction | > Age 100 Review"*) when the beneficiary reaches age    |
|            | > 100 based on the payee DOB in the master record.      |
|            | >                                                       |
|            | > ***Note***: The individuals identified may not        |
|            | > actually be 100 years old, but a writeout is          |
|            | > generated because a fictitious or erroneous DOB       |
|            | > appears in the master record.                         |
+------------+---------------------------------------------------------+

#### 2. Regional Office (RO) Action on Message Code 704 Writeout

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains information on RO action on       |
| troduction | > message code 704 writeout, including                  |
|            |                                                         |
|            | -   action on receipt of message 704 writeout           |
|            |                                                         |
|            | -   when Social Security (SS) records                   |
|            |                                                         |
|            | ```{=html}                                              |
|            | <!-- -->                                                |
|            | ```                                                     |
|            | -   can be accessed, and                                |
|            |                                                         |
|            | -   cannot be accessed                                  |
|            |                                                         |
|            | ```{=html}                                              |
|            | <!-- -->                                                |
|            | ```                                                     |
|            | -   when the beneficiary responds, and                  |
|            |                                                         |
|            | -   when the beneficiary is unable to provide           |
|            |     sufficient information to access SS records.        |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### C    | > February 5, 2008                                      |
| hange Date |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### a. A | > When the message code 704 writeout is received,       |
| ction on R | > attempt to access the beneficiary's SS record using   |
| eceipt of  | > the Federal Online Query System (FOLQ) through the    |
| Message 70 | > Share application.                                    |
| 4 Writeout |                                                         |
+------------+---------------------------------------------------------+

Continued on next page

2\. Regional Office (RO) Action on Message Code 704 Writeout, Continued

+------------+---------------------------------------------------------+
| ##### b. W | > Use the table below to determine action when SS       |
| hen SS Rec | > records can be accessed.                              |
| ords Can B |                                                         |
| e Accessed |                                                         |
+------------+---------------------------------------------------------+

+------------------------------+---------------------------------------+
| If ...                       | Then ...                              |
+------------------------------+---------------------------------------+
| records show the beneficiary | furnish a pre-termination letter for  |
| is not alive                 | termination based on date of death    |
|                              | shown in the SS records.              |
+------------------------------+---------------------------------------+
| the beneficiary receives     | verify that any SS benefits are being |
| income-dependent benefits    | properly counted on the award.        |
| from VA                      |                                       |
|                              | -   If *yes*, no further action is    |
|                              |     necessary.                        |
|                              |                                       |
|                              | -   If *no*, furnish a                |
|                              |     pre-termination/ reduction letter |
|                              |     for an adjustment based on rate   |
|                              |     and effective date.               |
|                              |                                       |
|                              | ***Note***: If additional information |
|                              | is needed before proposing an         |
|                              | adjustment, initiate further          |
|                              | development before giving due         |
|                              | process.                              |
+------------------------------+---------------------------------------+

Continued on next page

2\. Regional Office (RO) Action on Message Code 704 Writeout, Continued

+------------+---------------------------------------------------------+
| ###        | > Use the table below to determine action when SS       |
| ## c. When | > records cannot be accessed.                           |
|  SS Record |                                                         |
| s Cannot B |                                                         |
| e Accessed |                                                         |
+------------+---------------------------------------------------------+

+-----------------------+----------------------------------------------+
| If you are unable to  | Then ...                                     |
| access ...            |                                              |
+-----------------------+----------------------------------------------+
| the beneficiary's SS  | check the claims file to determine whether   |
| record                | the following are correct:                   |
|                       |                                              |
|                       | -   master record name                       |
|                       |                                              |
|                       | -   Social Security number (SSN), and        |
|                       |                                              |
|                       | -   DOB information.                         |
|                       |                                              |
|                       | ***Important***: If the claims file contains |
|                       | different information, attempt to access the |
|                       | SS record again.                             |
|                       |                                              |
|                       | ***Reference***: For information on when SS  |
|                       | records can be accessed, see [M21-1MR, Part  |
|                       | X, 14.2.b.](../pt10_ch14.xml#X.14.2.b)       |
+-----------------------+----------------------------------------------+

Continued on next page

2\. Regional Office (RO) Action on Message Code 704 Writeout, Continued

  -----------------------------------------------------------------------
  c\. When SS Records Cannot Be Accessed (continued)

  -----------------------------------------------------------------------

+-----------------------+---+----------------------------------------------+
| If you are unable to  |   | Then ...                                     |
| access ...            |   |                                              |
+-----------------------+---+----------------------------------------------+
| the SS record using   | - |                                              |
| the information       |   |                                              |
| provided in the       |   |                                              |
| claims file           |   |                                              |
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+-----------------------+---+----------------------------------------------+

+-----------------------------------------------------------------------+
| > ***Notes***:                                                        |
|                                                                       |
| -   Update erroneous data elements in the Hines master record and     |
|     Beneficiary Identification and Records Locator Subsystem (BIRLS), |
|     if applicable.                                                    |
|                                                                       |
| -   To change a DOB in the 1800s, e-mail the following information to |
|     the VAVBAWAS/CO/212A mailbox so that VACO can request the Hines   |
|     ITC to correct the DOB, since it cannot be corrected via CORR:    |
|                                                                       |
| ```{=html}                                                            |
| <!-- -->                                                              |
| ```                                                                   |
| -   file number                                                       |
|                                                                       |
| -   payee number                                                      |
|                                                                       |
| -   stub name                                                         |
|                                                                       |
| -   field to change (vet DOB, Spouse DOB, payee DOB, etc.)            |
|                                                                       |
| -   the current DOB, and                                              |
|                                                                       |
| -   the new DOB.                                                      |
+-----------------------------------------------------------------------+

Continued on next page

2\. Regional Office (RO) Action on Message Code 704 Writeout, Continued

+------------+---------------------------------------------------------+
| ##### d.   | When the beneficiary responds with sufficient           |
|  When the  | information to enable you to access the SS record, but  |
| Beneficiar | you cannot access the SS record with the information    |
| y Responds | provided, write to the beneficiary                      |
|            |                                                         |
|            | -   explaining that the information provided did not    |
|            |     match with SS records, and                          |
|            |                                                         |
|            | -   asking him/her to furnish a statement from the      |
|            |     Social Security Administration (SSA) showing        |
|            |     his/her                                             |
|            |                                                         |
|            | ```{=html}                                              |
|            | <!-- -->                                                |
|            | ```                                                     |
|            | -   SSN and                                             |
|            |                                                         |
|            | -   DOB.                                                |
|            |                                                         |
|            | > ***Note*:** Update any erroneous data element(s) in   |
|            | > the Hines master record and BIRLS, if applicable.     |
|            | >                                                       |
|            | > ***Reference***: For information on when SS records   |
|            | > can be accessed, see [M21-1MR, Part X,                |
|            | > 14.2.b.](../pt10_ch14.xml#X.14.2.b)                   |
+------------+---------------------------------------------------------+

Continued on next page

2\. Regional Office (RO) Action on Message Code 704 Writeout, Continued

+------------+---------------------------------------------------------+
| #####      | > If the information is not provided by the beneficiary |
|  e. Benefi | > or the information provided is insufficient to enable |
| ciary Fail | > accessing of SS records, furnish due process of a     |
| s to Respo | > proposal to terminate benefits from date of inception |
| nd or Prov | > under the provisions of [38 CFR                       |
| ides Insuf | > 3.652(a)(1).](http://                                 |
| ficient In | www.warms.vba.va.gov/regs/38CFR/BOOKB/PART3/S3_652.DOC) |
| formation  |                                                         |
+------------+---------------------------------------------------------+

#### 3. Claims Folders Located Outside the RO

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains information on when the claims    |
| troduction | > folder is located outside the RO, including           |
|            |                                                         |
|            | -   the location of the claims folders                  |
|            |                                                         |
|            | -   action when the claims folder is located outside    |
|            |     the RO, and                                         |
|            |                                                         |
|            | -   fraudulent receipt of benefits.                     |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### C    | > February 5, 2008                                      |
| hange Date |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### a.   | > The location of the claims folder for this project is |
|  Location  | > obtained from the Hines master record.                |
| of Folders |                                                         |
+------------+---------------------------------------------------------+

Continued on next page

3\. Claims Folders Located Outside the RO, Continued

+------------+---------------------------------------------------------+
| ####       | > Use the table below to determine what action to take  |
| # b. Actio | > when the claims folder is located outside the         |
| n When the | > regional office (RO).                                 |
|  Claims Fo |                                                         |
| lder Is Lo |                                                         |
| cated Outs |                                                         |
| ide the RO |                                                         |
+------------+---------------------------------------------------------+

+-----------------------------+----------------------------------------+
| If BIRLS shows the folder   | Then ...                               |
| ...                         |                                        |
+-----------------------------+----------------------------------------+
| is located at another RO    | send the message code 704 writeout to  |
|                             | the RO of jurisdiction in BIRLS as     |
|                             | active mail.                           |
+-----------------------------+----------------------------------------+
| is located at a Records     | the RO of jurisdiction in the Hines    |
| Management Center (RMC)     | master record is responsible for       |
|                             | working the case through to            |
|                             | completion.                            |
|                             |                                        |
|                             | If information in the master record    |
|                             | enables one to access the              |
|                             | beneficiary's SS record, and           |
|                             |                                        |
|                             | -   it confirms that the beneficiary   |
|                             |     is alive, and                      |
|                             |                                        |
|                             | -   any SS benefits are being properly |
|                             |     counted (if applicable) on the VA  |
|                             |     award, then                        |
|                             |                                        |
|                             | ```{=html}                             |
|                             | <!-- -->                               |
|                             | ```                                    |
|                             | -   take end product (EP) 130, and     |
|                             |                                        |
|                             | -   send the writeout for drop file.   |
|                             |                                        |
|                             | ***Note***: If development or due      |
|                             | process is required, request transfer  |
|                             | in of the claims file from the RMC.    |
+-----------------------------+----------------------------------------+

Continued on next page

3\. Claims Folders Located Outside the RO, Continued

  -----------------------------------------------------------------------
  b\. Action When the Claims Folder Is Located Outside the RO (continued)

  -----------------------------------------------------------------------

+-----------------------------+----------------------------------------+
| If BIRLS shows the folder   | Then ...                               |
| ...                         |                                        |
+-----------------------------+----------------------------------------+
| -   is located at a Federal | the case must be worked to completion  |
|     Records Center (FRC),   | either by the RO of jurisdiction       |
|     or                      |                                        |
|                             | -   of the notice of death (NOD) file, |
| -   has been destroyed      |     or                                 |
|                             |                                        |
| ***Note***: Request a       | -   in the BDN master record, if no    |
| rebuilt file if necessary.  |     NOD file exists.                   |
|                             |                                        |
| ***Reference***: For        |                                        |
| information on lost         |                                        |
| folders, see [M21-1MR, Part |                                        |
| III, Subpart ii,            |                                        |
| 4.D.](../pt03_sp            |                                        |
| 02_ch04_secD.xml#III.2.4.D) |                                        |
+-----------------------------+----------------------------------------+

+------------+---------------------------------------------------------+
| ##### c.   | > If there is an indication that someone is or was      |
| Fraudulent | > fraudulently receiving the benefits of a deceased     |
|  Receipt o | > beneficiary, follow the procedures in [M21-1MR, Part  |
| f Benefits | > III, Subpart vi,                                      |
|            | > 5.A.](../pt03_sp06_ch05_secA.xml#III.vi.5.A)          |
+------------+---------------------------------------------------------+

#### 4. End Products (EP) and Reports

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains information on EPs and reports,   |
| troduction | > including                                             |
|            |                                                         |
|            | -   EP assigned, and                                    |
|            |                                                         |
|            | -   reports required.                                   |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### C    | > February 5, 2008                                      |
| hange Date |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### a. E | > EP 130 is assigned for cases reviewed as part of this |
| P Assigned | > project. It may be taken when one has                 |
|            |                                                         |
|            | -   successfully accessed the beneficiary's SS record   |
|            |                                                         |
|            | -   verified that any SS benefits are being properly    |
|            |     counted, if applicable, on the VA award, and        |
|            |                                                         |
|            | -   updated, in the Hines master record and/or BIRLS,   |
|            |     any erroneous                                       |
|            |                                                         |
|            | ```{=html}                                              |
|            | <!-- -->                                                |
|            | ```                                                     |
|            | -   name                                                |
|            |                                                         |
|            | -   SSN, or                                             |
|            |                                                         |
|            | -   DOB information.                                    |
|            |                                                         |
|            | > Use EP 150 in place of EP 130 if it is necessary to   |
|            | > develop or adjust a case because of a discrepancy     |
|            | > between income information in SS and VA records.      |
|            | >                                                       |
|            | > ***Note***: Do not assign a separate end product      |
|            | > credit to develop for or terminate an account based   |
|            | > on the fact of a veteran's death, as appropriate      |
|            | > credit is included in any subsequent death action.    |
|            | >                                                       |
|            | > ***Reference***: For more information on EP credit,   |
|            | > see [M21-4, Appendix                                  |
|            | > C](http:/                                             |
|            | /vbaw.vba.va.gov/bl/21/publicat/Manuals/M214/AppC.htm). |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| #####      | > No recurring report is required; however, ROs are     |
|  b. Report | > required to respond in a timely fashion to requests   |
| s Required | > from VA Central Office (VACO) for status information  |
|            | > concerning cases identified by this project.          |
+------------+---------------------------------------------------------+