**Veterans Benefits Administration M22-4, Part III**

**Department of Veterans Affairs Change 35**

**Washington, D.C. 20420 April 3, 2002**

Part III, \"Claims Processing - General,\" to Veterans Benefits
Administration Manual M22-4, \"Education Procedures,\" is changed as
follows:

**Pages 1-i, 1-ii and 1-iii:** Remove these pages and substitute pages
1-i and 1‑ii attached.

**Pages 1-1 through 1-4:** Remove these pages and substitute pages 1-1
through 1-4 and 1‑4a attached.

Paragraph 1.01 is updated. RPOs have the option of consolidating the
chapter 32 refund function for claimants within their jurisdiction. As
of October 1, 2000, chapter 30 CEST processing no longer establishes a
chapter 30 folder in BIRLS but instead establishes an EDU (Education)
folder.

Paragraph 1.02 is revised to include new jurisdiction rules for
licensing and certification claims and Tuition Assistance Top-Up claims.

Paragraph 1.03 is revised to clarify that the Manila RO will process
only chapter 35 claims if the school is in the Philippines.

Subparagraphs 1.04a and b are revised to show updated permanent transfer
procedures.

Figures 1.01 and 1.02 are updated to reflect changes in jurisdiction.
The jurisdiction for Arkansas is changed to Muskogee effective April 1,
2002. The jurisdiction for Louisiana is scheduled to be changed to
Muskogee effective July, 1, 2002.

Brackets \[ \] are used to identify new or revised material.

By Direction of the Under Secretary for Benefits

JUDITH A. CADEN

Director, Education Service

Distribution: RPC: 2225

FD EX: ASO and AR, 1 each

**CONTENTS**

**CHAPTER 1. ADMINISTRATIVE ISSUES**

**SUBCHAPTER I. JURISDICTION AND TRANSFER**

PARAGRAPH PAGE

1.01 General 1-1

1.02 Jurisdiction between RPOs -- All Education Benefits

(Except Section 901) 1-\[3\]

1.03 Jurisdiction Over Foreign Training -- All Education Benefits

(Except Section 901) 1-\[4a\]

1.04 Transfer - ALL Education Benefits (Except Section 901) 1-\[4a\]

1.05 Special RPO Actions to Request Education Material From Claim
Folders

Located in a Different Regional Office 1-6

1.06 Reserved 1-6

1.07 Reserved 1-6

1.08 Reserved 1-6

1.09 Reserved 1-6

1.10 Reserved 1-6

1.11 Jurisdiction -- Section 901 1-6

1.12 Transfer -- Section 901 1-7

**SUBCHAPTER II. MAIL AND FOLDER PROCEDURES**

1.13 Mail Analysis 1-7

1.14 Division Mail Management 1-7

1.15 Reserved 1-7

1.16 Mail Classification 1-7

1.17 File Number Establishment 1-7

1.18 Folder Establishment 1-7

1.19 Filing Material in Folders 1-8

1.20 Files and Folder Control 1-9

**CONTENTS (CONTINUED)**

**SUBCHAPTER III. CONTROLS ON PENDING ISSUES\]**

PARAGRAPH PAGE

1.21 General 1-9

1.22 Pending Issue Control 1-9

1.23 Future Diary Control 1-10

1.24 Other Controls 1-10

1.25 BDN WIPP (Work-In-Process) Subsystem 1-11

**SUBCHAPTER IV. WORKFLOW**

1.26 General 1-11

1.27 Screening Education Claims and Issues 1-11

1.28 Claims Which May Be Processed Without Folders 1-11

1.29 Claims Which Should Be Processed With Folders 1-13

1.30 Processing Claims With Temporary Folders 1-13

**SUBCHAPTER V. DELEGATION OF AUTHORITY FOR EDUCATION CLAIMS**

1.31 Correspondence 1-14

1.32 Single Signature Authority 1-15

**SUBCHAPTER VI. FILE NUMBER ADJUSTMENTS**

1.33 General 1-15

1.34 Chapter 30 File Number Adjustments 1-15

1.35 Chapter 32 File Number Adjustments 1-15

1.36 Chapter 35 File Number Adjustments 1-15

1.37 Chapter 1606 File Number Adjustments 1-16

FIGURE PAGE

1.01 Consolidation List (by Station) 1-4

1.02 Consolidation List (by State) 1-4

**CHAPTER 1. ADMINISTRATIVE ISSUES**

**SUBCHAPTER I. JURISDICTION AND TRANSFER**

**1.01 GENERAL**

**a. \[Overview.** This chapter covers certain administrative aspects of
education claims processing. Topics include mail analysis, jurisdiction,
file number establishment, folder establishment, pending issue controls,
two signature requirements, and file number adjustments. The procedures
described below will be used by Education Division personnel. However,
if a particular function is performed outside the Education Division,
these procedures still apply. This chapter refers to paper folders as
well as the current electronic folder management system, currently
designated as TIMS (The Imaging Management System).\]

**b. RPO Responsibility**

\(1\) RPOs (Regional Processing Offices) are responsible for processing
education benefits under chapters 30, 32, 35 of title 38, U.S. Code,
chapter 1606 of title 10, U.S. Code, and section 903 of Public Law
96-342. For section 901 cases, see paragraph 1.11. Except for section
901 cases, see the following:

\(a\) Paragraph 1.02 for jurisdiction of the RPOs.

\(b\) Paragraph 1.03 for jurisdiction over foreign training.

\(c\) Paragraph 1.04 for transfer issues.

\(2\) If an RO (Regional Office) that does not process education
benefits receives an application for education benefits, that RO will
forward the application to the RPO with jurisdiction.

**c. RO \[Responsibility.\]** [All]{.underline} ROs (Regional Offices)
are responsible for the following:

\(1\) Handling requests for general information. (ROs should send
inquiries regarding specific claims and related information to RPOs.)

\(2\) Preparing chapter 35 extracts upon request of an RPO.

\(3\) Reserved for future use.

\(4\) Processing work-study claims for claimants within its
jurisdiction. (These claims are being consolidated at RPOs using the
Work-Study Management System. See pt. I, par. 9.02c.)

\(5\) Processing chapter 32 refunds for veterans within its
jurisdiction. This also includes death refund development and payments.
(RPOs have the option of consolidating these functions.)\]

**d. \[Paper Education Folders.** Paper folders are currently seldom
used and are seldom created. The four types of paper folders used in
processing education claims are listed below. The generic term
\"claimant\'s education folder\" is used extensively throughout this
chapter and refers to the folder types mentioned in this subparagraph
and subparagraph e. Although paper folders are seldom created (see
subpar. e), BIRLS (Beneficiary Identification and Records Locator
Subsystem) continues to indicate the existence of one of these paper
folder types for each case.

\(1\) [Claims Folder]{.underline}. This is a paper folder (as defined in
M21-1, pt. II, par. 2.04) containing an application for chapter 32,
chapter 1606, section 901, or section 903 benefits. Claims folders were
used to process chapter 32, section 903, and chapter 1606 benefits
before June 1994. Since June 1994, EDU (Education) folders were used for
these benefits. Section 901 continues to use claims folders.

\(2\) [Chapter 30 Folder]{.underline}. This is a two-part paper folder
containing an application for chapter 30. \[Initially, RPOs built
two-part grey folders for chapter 30 claims until the stock of those
folders was used up. Then the RPOs used kraft folders (light brown in
color) for chapter 30 claims. Paper folders are seldom currently used
due to electronic processing. See the NOTE below.\]

\(3\) [EDU Folder]{.underline}. This is a two-part kraft paper folder
containing an application for chapter 30, 32, 1606, or section 901 or
903 benefits. Paper folders are seldom currently used due to electronic
processing. See the NOTE below.

*NOTE: \[If claims for multiple benefits were received before October 1,
2000, BIRLS may indicate the existence of both a chapter 30 folder and
an EDU folder. This is because chapter 30 CEST (Claims Establishment)
processing created a chapter 30 folder in BIRLS and chapter 32 or 1606
CEST processing created an EDU folder in BIRLS. CEST processing was
changed effective October 1, 2000, to automatically create only an EDU
folder in BIRLS for chapter 30, 32, 1606 or section 903 benefits.\]*

\(4\) [DEA (Dependents\' Educational Assistance) Folder]{.underline}.
This is a two-part blue paper folder containing an application for
chapter 35 benefits. Paper folders are seldom currently used due to
electronic processing.

*\[NOTE: See pt. I, par 4.13j regarding temporary transfer of folders to
other ROs for hearings or so the claimant can review his or her
folder.)*

**e. Electronic Folder Management System.** Education processing
currently does not usually use paper folders. Most processing is done in
TIMS. (See pt. II, par. 1.19.)\].

**1.02 JURISDICTION BETWEEN RPOS - ALL EDUCATION BENEFITS (EXCEPT
SECTION 901)**

**a. General.** The following jurisdiction rules apply for all education
benefits except section 901:

\(1\) [School Known]{.underline}. If the claim is for enrollment in a
specific school or training establishment, the RPO with jurisdiction
over the school will have jurisdiction over the claim. \[This does not
apply to correspondence training, licensing and certification tests, nor
Tuition Assistance Top-Up.

*NOTE: Education Service is working to revise part IV, paragraph 1.09
for supplemental enrollments. When published, see that manual change for
supplemental enrollments.\]*

\(2\) [School Not Known]{.underline}. If the claim does
[not]{.underline} specify enrollment in a particular school or training
establishment, the RPO with jurisdiction over the claimant\'s place of
residence will have jurisdiction over the claim. If an enrollment
certification is later received showing jurisdiction of a different RPO,
the claimant\'s folder will be transferred to the RPO having
jurisdiction over the school\'s address. That RPO will then process the
education award.

> \(3\) [Correspondence School]{.underline}. If the claim is for
> enrollment in a correspondence or combination correspondence and
> residence school, the RPO with jurisdiction over the claimant\'s place
> of residence will have jurisdiction over the claim. If no folder
> exists for the claimant, that RPO will be responsible for creating the
> chapter 30, EDU, or DEA folder. That RPO will then process the
> education award.

\[(4) [Licensing and Certification Tests]{.underline}. The RPO with an
existing education folder will have jurisdiction over the licensing and
certification claim. If no education folder exists, the RPO with
jurisdiction over the claimant\'s residence address will have
jurisdiction.\]

\[(5) [Tuition Assistance Top-Up]{.underline}. The RPO with an existing
education folder will have jurisdiction over any tuition assistance
top-up claim. If no education folder exists, the RPO with jurisdiction
over the claimant\'s residence address will have jurisdiction.\]

\[(6) Figures 1.01 and 1.02 show each RPO\'s jurisdiction\] by RO and by
State.

  ------------------- --------------------- ---------------- ------------------
  **Buffalo**         **Muskogee**          **St. Louis**    **Atlanta**

  Baltimore           Albuquerque           Chicago          Columbia

  Boston              Anchorage             Denver           Jackson

  Cleveland           Boise                 Des Moines       Montgomery

  Hartford            Honolulu              Detroit          Nashville

  Huntington          Houston               Fargo            San Juan

  Manchester          \[\*Little Rock\]     Ft. Harrison     St. Petersburg

  Newark              Los Angeles           Indianapolis     Winston-Salem

  New York            Oakland               Lincoln          US Virgin Islands

  Philadelphia        Phoenix               Louisville       

  Pittsburgh          Portland              Milwaukee        

  Providence          Manila (ch. 30)       Sioux Falls      

  Roanoke             \[\*\*New Orleans\]   St. Paul         

  Togus               Reno                  Wichita          

  Washington, DC      San Diego                              

  White River         Salt Lake City                         
  Junction                                                   

  Wilmington          Seattle                                

                      Waco                                   

                      Pacific Islands                        
  ------------------- --------------------- ---------------- ------------------

\[\* Jurisdiction for Little Rock changed from Atlanta effective April
1, 2002.

\*\* Jurisdiction for New Orleans to be changed from Atlanta effective
July, 1, 2002.\]

**Figure 1.01. Consolidation List (by Station)**

\[(6)\] Figure 1.02 shows the jurisdiction of education processing by
state:

  ------------------ ------------------ --------------- ------------------
  **Buffalo**        **Muskogee**       **St. Louis**   **Atlanta**

  Connecticut        Alaska             Colorado        Alabama

  Delaware           Arizona            Illinois        Florida

  Maine              \[\* Arkansas\]    Indiana         Georgia

  Maryland           California         Iowa            Mississippi

  Massachusetts      Hawaii             Kansas          North Carolina

  New Jersey         Idaho              Kentucky        Puerto Rico

  New York           \[\*\* Louisiana\] Michigan        South Carolina

  New Hampshire      Nevada             Minnesota       Tennessee

  Ohio               New Mexico         Missouri        US Virgin Islands

  Pennsylvania       Oklahoma           Montana         

  Rhode Island       Oregon             Nebraska        

  Vermont            Philippines (ch.   North Dakota    
                     30)                                

  Virginia           Texas              South Dakota    

  Washington, DC     Utah               Wisconsin       

  West Virginia      Washington         Wyoming         

                     Pacific Islands                    

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

\[\* Jurisdiction for Arkansas changed from Atlanta effective April 1,
2002.

\*\* Jurisdiction for Louisiana to be changed from Atlanta effective
July, 1, 2002.\]

**Figure 1.02. Consolidation List (by State)**

**1.03 JURISDICTION OVER FOREIGN TRAINING - ALL EDUCATION BENEFITS**

**(EXCEPT SECTION 901)**

Special rules apply for determining jurisdiction in cases involving
foreign training.

**a. General.** Effective October 1, 1995, Buffalo will process foreign
enrollments for chapters 30, 32, 35, 1606, and section 903 with the
following exceptions:

\(1\) The Atlanta RPO will process all claims for training in Puerto
Rico and the U.S. Virgin Islands.

\(2\) The Muskogee RPO will process all chapter 30 claims if the school
is in the Philippines.

\(3\) The Manila RO will process all \[chapter 35 claims if the school
is in the Philippines\].

\(4\) The Muskogee RPO will process all claims for training in American
Samoa, Guam, Midway, Wake, any of the islands in the Federated States of
the Marshall Islands, the Republic of Micronesia, and the Republic of
Palau.

**b. Foreign Branches of U.S. Schools.** Foreign branches of U.S.
schools are under the jurisdiction of the RPO having claim processing
authority over the parent school.

**1.04 TRANSFER - ALL EDUCATION BENEFITS EXCEPT SECTION 901**

**a. Permanent Transfer**

\(1\) An RPO will transfer the claimant\'s \[electronic\] education
folder to another RPO when that RPO has jurisdiction (as indicated in
par. 1.02 or 1.03 above) upon receipt of an application for education
benefits indicating training under another RPO\'s jurisdiction; or upon
receipt of a request for transfer from an RPO holding an application for
education benefits.

\(2\) Folder transfer may be authorized by an employee \[whose position
or authority is specified by the Education Officer\].

\[(3) Before the RPO transfers the electronic folder, scan all paper
documents in a claimant\'s paper education folder and transfer all
information electronically to the second RPO. \].

*NOTE: Also see subparagraphs c through e and paragraph 1.05.*

**b. Exception to Permanent Transfer.** A folder can be temporarily
transferred under the following situations:

\(1\) Transferred to an RO for a personal hearing when the RO is located
near a claimant\'s address.

\(2\) Transferred to \[the Board of Veterans Appeals for appellate
review.\]