February 13,1979 M29-1, Part 11\
Change 15

M29-1, Part ll

Advance Manual Change No. 4-85 September 4, 1985

[Chapter 13. Returned Mail]{.underline}

A. [Change:]{.underline} M29-1, Part ll, Chapter 13. This change
incorporates the use\
of the Insurance Terminal System in the processing of returned\
mail items. It also eliminates the requirement that certain\
returned mail initially be remailed to the same address without\
development. References to processing undeliverable checks\
have been removed since they are contained in Advance Manual\
Change [5-85]{.underline} of Chapter 14, Liability Master Records.

**B. [Procedure]{.underline}:** Delete Chapter 13 in its entirety
**and** substitute the attached **replacement.**

C. New or Revised

[Insurance Forms]{.underline}: **None**

**PAUL** F. KOONS

Acting Assistant Director for Insurance

[DISTRIBUTION]{.underline}:

335/29 92\
310/290 51\
310/291 111\
310/Library 1\
203/SDA 2\
CO/311D 2

September 18, 1975

310-24 c\~/=\~A

d\. The Accounting Section entry will show a debit to Accounts
Receivable with a contra credit to MTC.

e\. The Accounting Section will forward two copies of the journal
voucher to **the Insurance** Division (292) with a request that they be
advised of the day number in which the insured\'s account was updated.
In all cases **the** insurance input will reflect a debit to the MTC
(39) account.

f\. A monthly reconciliation will be made between the Collections
Section pending file and the Accounting Section general ledger balance.

g\. **When the** credit advice is finally received from the Federal
Reserve Bank, it will be forwarded to the Accounting Section to close
out the accounts receivable balance. **=**

cc: 290

\` \`\
=•/ =-= =2= =\~

TO Chief Policy Service Section (292) DATE: November 2O, 1975

Chief, Finance Division (24)

SUBJECT: Receivables - Check proceeds Due From Federal Reserve Bank\"

In accordance with instructions in CO letter dated September 10, 1975
from **Field Director Area** 1- the following items are submitted:

PMD OF

NAME CODE FILE# POLICY# REMITTANCE AMOUNT PURPOSE

RAM v522 6O 51 . V051 6-5-75. \$19.00 PREMIUM

MUL V236 91 95 V195 9-11-75 \$32.00 \"

CAR FRS 1765 91 91 191 10-5-75 \$22.10 \"

MAE FRH 1798 91 31 131 9-20-75 \$97.00 \"

PLEASE ADVISE THE DAY IN WHICH THE INSURED\'S ACCOUNT WAS UPDATED.

J. FALLS

..

CHAPTER 13. RETURNED MAIL

13.01 GENERAL

a\. Unclaimed or undeliverable mail will be received in the originating
section with the insurance folder. The 1010, Life e Inquiry screen will
be viewed to compare the current insurance record mailing address to the
return mail address.

b\. Returned mail associated with liability accounts will be discussed
in Chapter 14.

c\. An attempt will be made to locate each veteran whose mail has been
returned by the post office as unclaimed or undeliverable. The effort
made will be commensurate with the urgency of the correspondence.

d\. A notification for change of address which is unsigned or signed by
a third party will be accepted for insurance purposes. Requests for
change of address received over the telephone may be accepted if the
employee is satisfied that the request is genuine.

e\. When a current address is obtained, the master record is updated and
the original correspondence, if it is still applicable and meaningful,
is remailed.

13.02 PROCESSING RETURNED MAIL

a\. Check the folder and 1010 screen to see whether there is another,
more recent, address available. If there is, remail the correspondence
to the new address.

\(1\) A different address on the 1010 screen is assumed to be more
recent than the one on the returned mail unless there is evidence in the
folder to the contrary.

\(2\) The returned material should not be retyped or reprocessed to
reflect the new address. Instead, a VA Form 29-5785, Address Insert
Slip, should be used and a VA Form 29-5934, Change of Address for
Insurance Purposes, enclosed for the future use of the insured.

\(3\) If the new address is not shown on the 1010 screen, but was
recovered from the folder, the ADDR screen will be accessed to update
the address in the master record.

b\. If a current address is not immediately obtainable, the following
steps will be taken based upon the method of premium payment.

\(1\) If the policy is paid for by deduction from benefits (How Paid 3)
or premiums are waived because of disability (How Paid 5), request a
MINQ screen. How Paid Codes 3 and 5 indicate that there is a strong
possibility that the veteran is receiving compensation or pension
payments from the VA. The MINQ screen will give the address to which
these checks are being sent. The MINQ screen may also be used if the
account shows How

13-1

b\. Whenever a positive returned mail indicator is not removed when an
address change is processed, the system will process the change of
address and generate an RPO with reason code 071. Examine returned
correspondence, if any, attached to the inside of the folder. If it is
still applicable, send it to the new address. If it is not, dispose of
it in accordance with Records Control Schedule VB-1, Part l, Section IX,
9-000.050 which states that correspondence, forms and form letters which
have been returned unclaimed to the Insurance Center, and have no record
value, should be destroyed. Letters of disagreement, requests for
evidence, notices of award or denial of claim or material containing
information in addition to that for which it was designed, should be
retained.

13-4

that the correspondence is not damaged. When a monthly Premium packet is
returned unclaimed, file only the first premium notice card and the
enclosure envelope, properly noted. Dispose of the remaining notices and
retain the pack of return envelopes for reuse. When a new mailable
address is received, a new monthly packet will be released by down
dating the billing code in the master record.

13.03 DEVELOPING FOR CURRENT ADDRESS

a\. If the premiums arc paid directly, or there is loan indebtedness on
the policy, check the postmark date of the latest remittance and compare
it to the original postmark date of the returned mail. If the postmark
date of the remittance is more recent, request a recordak print of the
remittance and examine it for a better address. If no address is shown
and the remittance is a personal check, release a VA Form Letter 29-16a,
Request for Current Address, to the bank on which the check was drawn,
soliciting assistance in locating the veteran. The VA Form Letter 29-16a
should contain the insured\'s social security number and should be
accompanied by a copy of the check and *a* return envelope. If any
banking institution appears to be reluctant to supply an address,
release a letter to the bank asking them to forward the communication to
the veteran.

b\. Release & VA Form 7C-3443, Address Information Request, to the
postmaster of the city, state and zip code of the latest address of
record.

c\. Release a VA Form Letter 29-16, Request for Current Address, to all
beneficiaries, principal a13-2=•nd contingent, with an address different
from that of the veteran, or to any other third party of record who may
know the whereabouts of the veteran. If no third party is available,
make a note in the folder to that effect with the date. If it appears
that no request for address information has been sent to the occupant at
the address of record, release a VA Form Letter 29-16 to that address.

13.04 THE RETURNED MAIL INDICATOR

a\. When a direct remittance is processed after the returned mail
indicator is established, an RPO, reason code 274, will be generated.
Take clerical action as outlined in paragraph 13.03 to obtain a current
address.

b\. Whenever the system processes a cash dividend, a cash withdrawal
from a dividend credit/deposit account or a pending disbursement
transaction, and the returned mail bit is on, the payment is established
as a liability and an RPO, reason code 616, is generated. The procedure
for processing reason code 616 RPO\'s is outlined in Chapter 14,
paragraph 14.03, System Generated Liabilities.

13.05 PROCESSING ADDRESS CHANGES AND REMAILING CORRESPONDENCE

a\. When a change of address is received directly into the Policy
Service Section, process any returned mail in the folder as directed in
subparagraph 13.O5B.

13-3

Paid Codes O, l, 2, 4, 8 or 9; a claim number; and a RO Juris Code other
\_\_ than 76. RO Juris Code 76 means that the veteran\'s
compensation/pension

records are retired. A current address, therefore, is not available.

\(2\) If the MINQ screen does not provide a better address, prepare
input transaction type 080 to insert the return mail indicator.
Inserting the returned mail bit triggers the system to release a VA Form
29-5982, Request for Address Information, to the occupant at the address
on the 1010 screen. If, however, the address on the 1010 screen is
military or foreign or general delivery; if it consists of a post office
box number, an RED or star route or a town or state only; or if it is
the address of a hotel or similar institution or a fiduciary, the form
will be disposed of in accordance with Records Control Schedule VB-1,
Part I. The returned mail bit should be inserted at this time regardless
of the suitability of the address for VA Form 29-5982. Further action
may be taken as described in paragraph 13.03.

\(3\) If the policy is paid for by allotment, insert the returned mail
bit as described in paragraph 13.02b(2). This will trigger the system to
release a VA Form 29-334, Request for Address Information - Allotment
Accounts, to the appropriate service department, unless the allotment is
made from Army Retired pay. If the VA Form 29-334 does go out, no
further action need be taken until a response is received. If it is not
released because the allotment is made from retired pay, or the VA Form
29-334 fails to yield a more current address, follow the procedures
described in paragraph 13.03.

\(4\) If the account is on How Paid 8, payroll deduction, direct the
Collections Unit to contact the insured\'s employer for a current
address. If that is ineffective, insert the returned mail bit as
described in subparagraph 13.02b(1) and pursue sources listed in
paragraph 13.03.

\(5\) If the account is on How Paid 9, direct pay, insert the returned
mail bit for the release of VA Form 29-5982 and develop as necessary in
accordance with paragraph 13.03.

\(6\) If a VA Form Letter 29-5, which advises a veteran of eligibility
for RH insurance, is returned unclaimed, release a teletype to the
regional office which furnished the disability rating, requesting a
better address. The original VA Form Letter 29-5 and the carbon copy
should be kept together until a response is received. If the regional
office has no better address, file the returned VA Form Letter 29-5 in
the insurance folder and destroy the carbon copy. If an insurance folder
has not yet been established, the returned VA Form Letter 29-5 will also
be destroyed.

c\. Further development of any case should be undertaken as warranted by
the merits of the individual case and the importance of the
correspondence returned to the VA. Resources should be selected
care(fully to meet the need for a current address without causing
unnecessary and repetitive folder recall.

d\. All action taken in pursuit of a new address should be noted in the
insurance folder, preferably on the file copy of the original
correspondence, if available. The returned correspondence should be
attached to the inside of the folder for remailing when a new address is
obtained. Care should be taken

August 31, 1971 M29-1, PART II

Change 3

PARAGRAPH PAGE

13.0 General . . . .

13.02 Processing Returned Mail . . . . 13.1

**13.03** Undeliverable Matured Endowment Checks 13.3

13.04 Processing Undeliverable Checks Returned to Treasury Regional
Disbursing Office 134

13.05 Processing Undeliverable Checks Returned to the VA

13.06 Processing of SF 1098, Schedule of Canceled Checks

13-i

CHAPTER 13. RETURNED MAIL ..

PARAGRAPH **PAGE\
**13.01 **General 13-1\
**13.02 **Processing Returned Mail** 13-1\
13.03 **Developing for Current Address** 13-3\
13.04 **The Returned Mail Indicator** 13-3

13.05 Processing Address Changes and Remailing\
Correspondence 13-3

13-j

.\~;).;J:\':=.=\~ i\~(t\'.\'

**TO Chief, Insurance** **Operation** Division (291) DATE : September
15, 1975

From Chief, Finance Division (24)

SUBJECT Accounts Receivable - Federal Reserve Bank

l\. Situations occur **where** an insured\'s remittance is processed by

our office to the Federal Reserve Bank and subsequently a debit

voucher is received from the **Federal Reserve Bank indicating the**
[check was lost]{.underline}.

2\. After downdating the insured\'s account and notifying him, he
produces a copy of the paid check.

3\. We then contact the Federal Reserve Bank requesting *a* credit so
that we can update the insured\'s account However, past experience
indicates

this is an extremely slow process.

**4.** On September 10, 1975, we received authority from Central Office
which will enable us to expedite this part of the procedure by
**per**mitting us to establish an accounts receivable with, the federal
Reserve Bank and update the insured\'s account without waiting for the
Federal Reserve Bank Certificate of Deposit.

5\. The procedure discussed and agreed to by your representative is as

follows:

a\. In those few cases referred to where you receive a copy of a paid
check from an insured, the check will be routed to our collections
Section (245) with a request that an accounts receivable (FRB) ) be
established.

b\. Our Collections activity will photocopy the check and forward it to
the Federal Reserve Bank requesting they process a credit advice to
clear our records. A pending file of photocopies will maintained by the
Collections Activity.

c\. A copy of the letter to the Federal Reserve Bank will be forwarded
by the Collections Section to the Accounting Section to prep**are a
j**ournal voucher and appropriate input to the GLEGS/GLUD System.

M29-1, Part 11 February 13, 1979

Change 15

the **SF 1098** number will be left blank. The TD Forms 1664X, the
insurance folder, if available, and **all sup.** porting documents
required for the cancellation will be forwarded to the Voucher Audit
\[activity **ill** the\] Finance \[activity\]. They will enter the
schedule number on the **SF 1098** and in the appropriate block of the
stamp on the reverse side of each \[ \] form \[ \]. The TD Form I664X
\[and/or VA Form 4.4472\] will be filed in the insurance folder. A copy
of the SF **1098** will not be filed in the folder.

j\. The Treasury regional disbursing office will not hold undeliverable
checks for more than 6 months from the month of issue. If the
originating VA office does not authorize disposition of the checks
within the 6-month period, the Treasury regional disbursing office will
schedule the checks on **SF 1185,** Schedule of Undeliverable Checks for
Credit To Government Accounts, for credit to Budgetary Clearing Account
**(Suspense), 36F3875** of the originating VA office. The SF 1185 will
not be sent to the VA office for approval. They will note the form,
Maximum Retention Period Expired-Checks Deposited on C/D
No.\_\_\_\_\_\_\_ dated \_\_\_\_\_\_\_ . The original and

l copy of the form will be sent to the originating VA office. The VA
office, upon receipt of the form, will **==** account for the deposit
accordingly. They will also review items recorded in account 36F3875 on
a current basis and process adjustments to transfer amounts to the
appropriation or fund account originally charged for the disbursement or
the appropriate succeeding account.

13.05 PROCESSING UNDELIVERABLE CHECKS RETURNED TO THE **VA**

All undeliverable checks that are returned to the VA are sent to the
agent cashier.

a\. Checks that are returned because of an incorrect address for the
payee will be processed as follows:

**(1)** The agent cashier will prepare a VA Form \[4\] .4472, \[ \], and
forward it, together with any correspondence that was returned with the
check, to the proper operating element.

\(2\) Action will be taken as outlined in the preceding paragraphs to
determine the current address of the payee.

\(3\) If the check is to be remailed, a dictated letter of transmittal
will be prepared explaining the reason for the remailing. Include any
necessary instructions about the endorsement. The letter will be sent to
the agent cashier for attachment of the check and release to the payee.

\(4\) If a new address is obtained and it is confirmed by the payee with
identifying information and signature the undeliverable check will not
be canceled because of the incorrect address. Instead, a VA Form 29.5785
will be prepared and sent to the agent cashier with a letter of
explanation. The agent cashier will mail the check to the current
address by using the VA Form 29-5785.

\(5\) If the check is to be canceled, \[it will be canceled as outlined
in paragraph 13.04i.\]

b\. Checks that are returned because the name of the payee is incorrect
will be processed as follows:

\(1\) Upon receipt of the VA Form \[4\] -4472 from the agent cashier,
determination will be made if the name of the payee has been changed as
a result of a court order or by marriage. If so, and the name has not
been changed in the insurance records, a change of name will be
processed and the correct name entered in the master record. **=**

\(2\) If it is determined the payee\'s name was not changed but was
incorrect in the master record, the master record will be corrected.

\(3\) When the payee\'s correct name is established, an **SF 1147** will
be prepared. The original of the SF 1147 will be signed, to the left of
the official certification, by personnel designated to authorize refunds
or otherwise listed as designated employees. The original and a copy of
the SF 1147 will be routed to the agent cashier. A copy of the SF 1147
will be filed in the insurance folder. The agent cashier will attach the
invalid **deck** to the original **SF** 1147 and return them to the
Treasury regional disbursing office.

13-6

= == = =

7

M29-1, PART II F February 13,1979 February 13, 1979

Change 15

lapse letter is involved, follow instructions outlined in subparagraph f
below. When an allotment account 15 involved, follow instructions
outlined in subparagraph h below. The file copy of the correspondence,
if any, will be noted to show the address to which an item was remailed
and the date remailed.

f\. When returned mall is received the second time (readily identifiable
by the green-striped VA Form 29.8395), the folder and RPO will be
reviewed again for a better address. If a better address is not
available, determine if the postmark date of the last remittance is
later than the original date of flu returned mail. A recordak print of
the latest remittance will be requested for the purpose of obtaining a
better address if one appears thereon. If no address (of the veteran) is
shown and the remittance is a personal check, FL 29.16a \[

will be prepared showing the insured\'s social security number and will
be mailed to ilk bank on which the check was drawn, soliciting their
assistance in locating the veteran. A return envelope will accompany the
letter. If any banking institution appears reluctant to supply an
address, a letter will be released to the bank asking them to forward
the communication to the veteran. An envelope will be enclosed to
forward the communication. In addition, an FL 20 \[ \] will be released.
If no replies are received within 30 days or if negative replies are
received, an FL 29.16 \[ \] will be released. Release a third-party
request to all beneficiaries (principal and contingent) with an address
different from that of the veteran, or to any other pertinent third
party of record. If no appropriate third party is available, note the
correspondence, if any, No Third Party Available, and date.

g\. The returned mail indicator will be entered in the master record
(except on how paid 7 accounts-section 724 waiver) by preparation of a
VA Form **29.5896a, Life** Input \[Card\], or VA Form 29-8530,
Life/Miscellaneous, transaction type 080. For how paid 7 accounts, a VA
Form 29.150, Request for Service Information, will be prepared and
released. Upon return of the fon\~, the information contained therein
will determine the appropriate action to be taken. When an RPO is used
as a source document for entering the returned mail indicator, it will
be coded in red to show RM to the left of the file number caption in the
pending transactions area and 1 in the Returned Mail block. The
completed RPO\'s will be sent in a separate batch to the \[Analysis and
Control Division\] in the data processing center.

h\. When the returned mail indicator is inserted in the master record,
the system will automatically generate a VA Form 29-5982. Request for
Address Information, or a VA Fond 29-334, Request for Address
Information-Allotment Accounts. The VA Form **29-5982** will be released
to the occupant at the address of record for other than allotment
accounts. The VA Form 29-334 will be released to the service department
concerned on all allotment accounts except for those which are being
paid from Andy Retired allotment pay.

\(1\) The types of addresses unsuitable for an occupant inquiry are as
follows:

\(a\) Military or foreign.

\(b\) General delivery.

\(c\) Post office box number.

\(d\) RFD or star route.

\(c\) Town **and** State only.

**(f)** Hotels or similar institutions.

\(g\) Fiduciaries (guardian, custodian, conservator, etc.).

\(2\) When VA Forms 29-5982, with an unsuitable address as shown above,
are received, they will be disposed of in accordance with Records
Control Schedule VB-l, part I, since an FL 29-16 has been or will be
released to a designated beneficiary and/or third party as appropriate.

i\. When a direct remittance is processed after the returned mail
indicator is established, an RPO, reason code 274, will be generated.
Clerical action will be taken to obtain a current address as outlined in
subparagraph **f** above.

l 9.\~\~

CHAPTER 13. RETURNED MAIL AND UNDELIVERABLE CHECKS

13.01 GENERAL

a\. Unclaimed or undelivered mail will be received in the originating
section with the insurance folder and VA Form 29.5886b, \[ l b\~surnnce
Record Printout attached.

= b. TD Fond l664X, Returned Check Notice, representing an unclaimed or
undelivered check issued in connection with a Government life insurance
contract, will be received in the Policy Service Section with the folder
and an RPO (record printout) attached.

c\. Every effort will be made to obtain a current address on all items
returned by the Postal Service as undeliverable. When a current address
is obtained, the master record will be updated.

d\. A notification of change of address which is unsigned or which is
signed by a third party will be accepted for insurance purposes.

e\. Telephone requests for change of address may be accepted for
insurance purposes. The following procedure

will be taken when such requests are received:

\(1\) The caller will be asked where his or her insurance records are
located.

\(2\) The VA employee receiving the call will complete VA Form 29-5934
or VA Form **29-889,** Change of Address for Insurance Purposes.

\(3\) The employee must exercise good judgment and a certain amount of
caution before completing VA Fom\~ 29-5934. If tl\~ insured or someone
acting for the insured is calling, he or she should be able to furnish
the policy number. If the beneficiary of an insurance claim is calling,
he or she should be able to furnish the claim number.

\(4\) If the employee is not satisfied that the request is authentic,
the caller should be instructed to submit the request in writing.

13.02 PROCESSING RETURNED MAIL

a\. The returned mail will be examined to determine if the contents are
still applicable. If not applicable, the contents will be disposed of in
accordance with Records Control Schedule VB-1, part 1.

b\. If the contents still apply, and information in the folder and/or on
the RPO provides a more recent address, the returned item will be mailed
to the new address. It will be assumed that a different address on a
current RPO is a more recent one even though that assumption cannot be
substantiated by reviewing the folder.

c\. If the folder provides a more recent address not shown on the RPO,
in addition to redirecting the returned mail, a VA Fond 29-5934 will be
prepared to change the address on the master record. \[ l

d\. Whenever a new address is available, the returned material will not
be retyped or reprocessed to reflect the better address. Instead, a VA
Form 29.5785, Address Insert Slip, will be used. A VA Fond 29-5934 will
be inserted with the returned material for the future use of the
insured. If the returned material is being mailed to an inservice
address, the social security number of the insured will be included in
the address.

c\. If the folder and RPO fail to disclose a new address, the returned
material (6except lapse letters and allotment accounts) will be remailed
to the same address. Additionally, the remailed material will be
accompanied by a VA Form 29-8395, Change of Address for Insurance
Purposes, and a return envelope. When a

13-1

February 13, 1979 M29-1, Part 11\
Change 15

to the same address without substantiating evidence or information that
the address is currently correct. However, a VA Form 29-218 will be
released to the same address. When the address on the RPO is the same as
that **on** the TD Form 1664X, and it has been determined that it is the
current address, the TD Form 1664X will be noted, Remail Check to Same
Address. After the form is initialed and dated, it will be returned to
the Treasury regional disbursing office.

c\. When a current address is obtained from the insurance folder, RPO,
or late remittance, prepare a TD Form 1664R, Request to Remail
Undeliverable Check and/or Bond, in triplicate. Enter the check number
and date of check on the left side of the form and the insurance numbers
and the account number on the right side of the form. Enter the current
date, name and new address of the payee. The third copy of the TD Form 1
664R will be signed by a Policy Service Technician. Stamp copy 3, Ready
for File, and staple it on top of the TD Form 1664X. The forms will be
filed in the insurance folder. A VA Form 29-470, Notice, (to be enclosed
when a retumed deck is remailed to insured at a better address), and a
VA Form 29-5934 will be attached to the completed TD Form 1 664R. The TD
Form I 664R, original and copy, will be placed on top of the VA Form
29-470 and **VA** Form 29-5934, paper-clipped together in that order,
and sent to the Voucher Audit \[activity\] for review and release.

d\. If a current address is not found, insert the returned mail
indicator in the master record as outlined in paragraph 13.02 and make
every effort to secure a better address.

c\. When the TD Form 1664X indicates that the check was returned because
of an incorrect name, determine if the name of the insured has been
changed as a result of a court order or by marriage. If so, and the name
has not been changed in the insurance records, process the change of
name and enter the correct name in the master record. If the insured\'s
name was not changed but merely incorrect in the master record, prepare
**SF** 1147, Request for Issuance of Replacement Check Due to Error in
Name and/or Designation of Payee, in triplicate. The original will be
signed, to the left of the official certification, by personnel
designated to authorize refunds or otherwise listed as designated
employees. The original and a copy of the **SF** 1147 will be sent to
the Finance \[activity\] for certification and forwarding to the
regional disbursing office. A copy of the **SF** 1147 and the TD Form I
664X will be filed in the insurance folder.

\[(Subparagraphs **f** through h deleted.)\]

i\. When it is necessary to cancel an undeliverable check \[ \] , the
following action will be taken:

\(1\) A stamp will be impressed on the reverse side of the TD Form 1664X
\[or the VA Form 4-4472, Returned Check Worksheet.\]

\(2\) The stamp will appear as follows:

Check is proper for cancellation.

\~ On-Tape Reason for Cancellation\
\~ Off-Tape (No input)

For off-tape cancellations, indicate below the purpose for which check
was originally issued:

\~ Dividend \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ E) Cash Surrender RO#
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Year \~ Other (Explain) XC \# \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\~ Premium Refund

\~ Policy Loan

SF 1098 Number \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Signature of
Authorizing Employee

\(3\) The stamp must fit the reverse side of the TD Form l 664X. Holes
should be punched at the bottom of the form before stamping so as not to
remove any data. All necessary information will be entered. However,

13-5

February 13,1979 M29-1, Part II\
\`-t= Change 15

13.06 PROCESSING OF SF 1098, SCHEDULE OF CANCELED CHECKS

a\. When it is necessary to cancel an undeliverable check that was
returned directly to the VA; an SF 1098, in triplicate, will be
prepared. The following information will be entered on the fon\~:

\(1\) Department or Establishment-Veterans Administration \[ l.

\(2\) Bureau or Office-Center.

\(3\) Location-Address of VA Center.

\(4\) Sheet number-I of 1 or 1 of 2, 2 of 2, etc.

\(5\) DO Symbol No.-Treasury Regional Disbursing Office symbol number
(303).

\(6\) Date of Issue-The date the deck was issued.

\(7\) Check number-The number of the check to be canceled.

\(8\) Payee -The name of the payee and the file number as they appear on
the check.

\(9\) Voucher Number Applicable-The reason why the check is being
canceled.

\(10\) Amount-The amount of flee deck.

\(11\) Symbol of Appropriation or Fund to be Credited -The appropriate
symbol number.

\(12\) After the last check listed on the form enter the name and title
of the Policy Service Technician for his \[or her\] signature.

\(13\) Total-Show the total dollar amount of all listed check(s).

b\. The Policy Service Technician will sign the **SF** 1098.

c\. The reason for cancellation will be shown on the related worksheets.

d\. All copies of the SF 1098 will be sent to the Voucher Audit
\[activity\] for assignment of a schedule number and signature.

c\. The Voucher Audit \[activity\] will forward the **SF** 1098 to the
agent cashier for the attachment of the check(s) and mailing to the
Treasury regional disbursing office.

f\. Upon return of the copy of the **SF 1098,** it will be stamped
\"Ready for File,\" and sent for filing in the insurance folder.

13-7