**February 27, l996 M23-1, Part I**

**Change 89**

CONTENTS

CHAPTER 11. CHANGE OF NAME AND ADDRESS

PARAGRAPH PAGE

11.01 Change of Name 11-1

11.02 Records Amendment 11-1

11.03 Change of Address 11-1

11.04 Change of Address Source Document 11-2

11.05 Processing CADD (CHANGE OF ADDRESS) Transactions 11-3

11.06 Use of 601 Screen 11-3

11.07 Change of Name of Person Entitled\--CNAM 11-4

11.08 Change of Address of Payee\--CADD 11-5

11.09 Processing CADD\--CNAM Actions 11-6

11-i

**February 27, l996 M23-1, Part I**

**Change 89**

**CHAPTER 11. CHANGE OF NAME AND ADDRESS**

**11.01 CHANGE OF NAME.** All correspondence or documents, requesting or
indicating the need for a change of name, received in the Mail activity
will be forwarded to the Adjudication Division or the Vocational
Rehabilitation and Counseling Division, whichever is applicable. After
the review and approval by an adjudicator or a VR&C case manager, a CNAM
(change of name) transaction will be processed over the Benefits
Delivery Network (BDN). A CNAM transaction resulting in a different
name, requires a corresponding BUPD (BIRLS update) transaction to the
BIRLS system.

**11.02 RECORDS AMENDMENT**

a\. After the necessary entries for the change of name into the
appropriate master records of the Hines Benefit Delivery Network (BDN),
the document requesting the change of name will be returned to the
Correspondence Section, (or to the Adjudication Division, if the
document was processed by the VR&C Division) for entry of a BUPD
transaction.

b\. Other veteran\'s records and folders will be amended to show changes
of name as follows:

\(1\) Legal change to include marriage subsequent to service. Draw a
single nonobliterating line through the name under which the veteran
served. Immediately following, in parentheses, insert the words \"served
as\"; e.g., (served as). Directly below this, print the veteran\'s new
name. Immediately following, in parentheses, insert the annotation
\"NC\"; e.g., DEVILL, THOMAS M. (NC) (Name Change).

\(2\) Change of name for purposes of evasion. Immediately below the name
used for primary identification of the veteran\'s records, insert the
annotation \"AKA\" in parentheses, followed by the individual\'s alias.

EXAMPLE:

JONES, SAMUEL G.

(AKA) NIEDRINGHAUS, DONALD E.

11-1

**M23-1, Part I February 27, 1996**

**Change 89**

**11.03 CHANGE OF ADDRESS**

a\. All communications or forms requesting a change of address must be
signed by the veteran, payee concerned or his/her fiduciary with the
exception of VA Form 70-4535, Notice of Employment, Transfer, or
Separation of Veteran, and postal service adjustments.

b\. Changes of address may be processed in several divisions in the
regional offices. The Veterans Services Division will process changes of
address as a result of walk-in interviews or telephone calls from
veterans or dependents if the BDN System is available for processing. If
a veteran wants to change his or her address in the chapter 31 master
record, the VR&C Division can process this action. The Administrative
Division/Section or the VR&C Division, whichever is applicable, may
process changes of address for payees 00 and 10. If action by the
Adjudication Division is required (e.g., change of address to or from a
penal institution, or nursing home address, or fiduciary-payee cases)
the request will be routed to that division for processing.

c\. The command CADD (Change of Address) will be used only to change the
address of the payee. When the beneficiary is incompetent or the award
is a parent-custodian, the command CFID (Change of Fiduciary) is
required, and processing will be accomplished by either the Adjudication
Division or the Fiduciary and Field Examination Unit.

d\. Those changes of address which are received in the Mail activity not
identified by a file number will be referred to the Adjudication
Division for processing. If the request requires referral to the VR&C
Division, it will be routed to that Division for processing.

**11.04 CHANGE OF ADDRESS SOURCE DOCUMENTS**

a\. Following entry of change of address information, all source
documents which contain no data of record value, other than the new
address will be disposed of in accordance with RCS VB-1, item No.
13-051.100. No Target screen prints showing address changes will be
generated and filed in the claims folder.

b\. Source documents which contain data of record value in addition to
the change of address will be routed to Adjudication for action and
filing in the claims folder.

c\. These procedures apply to all change of address documents and
correspondence except addresses for nursing homes, penal institutions,
and fiduciary-payee cases. The exceptions noted will be forwarded to the
Adjudication Divison for processing and filing in accordance with
current procedures.

11-2

**February 27, l996 M23-1, Part I**

**Change 89**

d\. A change of address source document will also be filed in a claims
folder when the information cannot be entered and retrieved from a Hines
master record.

e\. For changes of address received in the Veterans Service Division via
telephone or personal interview, no documentation will be required if
the address change is entered directly into the Hines master record.

**11.05 PROCESSING CADD (CHANGE OF ADDRESS) TRANSACTIONS**

a\. The minimum entries required on the Ready screen to process a change
of address are the CADD command, the operator\'s password, and the
veteran\'s file number. Additional entries which may be entered include
the payee number, benefit indicator, and stub name of the payee. These
additional entries may be entered if the operator is positive which
record(s) is to be changed and does not need to review the S02 (Payee
Selection) screen.

b\. If the file number is the only identifier entered, the operator will
receive one of two screens.

\(1\) If the payee is receiving more than one type of benefit (e.g., C&P
and education), or multiple payees exist for that file number, the S02
(Payee Selection) screen will be displayed. The operator will have to
enter an \"X\" beside the record(s) for which the change of address is
required. A positive entry must be made for the record(s) to be changed.
If the veteran, payee 00, has both C&P and education records displayed
on the S02 screen, and the operator wants to change both records, an
\"X\" will be placed in front of each record. If the operator wishes to
change only one record, an \"X\" will be placed in front of the
appropriate record. After the operator presses the Enter key, the 601
(Change of Address) screen will be displayed.

\(2\) If only one record was found for the file number entered on the
Ready screen, that record will be displayed on the 601 screen.

\(3\) If additional entries besides the file number were made on the
Ready screen (i.e., payee number, benefit indicator, or stub name of the
payee) and only one record was located based upon those entries, that
record will be displayed on the 601 screen.

11-3

**M23-1, Part I February 27, l996**

**Change 89**

**11.06 USE OF 601 SCREEN**

a\. (Change of Name, and Address). This screen is designed for the
introduction of a transaction which, as determined by the command
entered on the READY Screen, will:

\(1\) Under CNAM, change the master record (stub) name in the field
Person Entitled and, if necessary, simultaneously change the name and
address segment.

\(2\) Under CADD, change only the address in the name and address
segment when there is no VSO location code in the master record.

b\. Processing. If more than one record exists at Hines or in the
pending issue file when there is no master record, a Payee Selection
Screen will be presented if only the processing command and file number
are entered on the Ready Screen. A positive entry is needed for each
record to be changed.

\(1\) When the 601 Screen is accessed as part of establishment
processing, the new issue will be established with the entered address.
However, a separate CADD action is required to effect a change in the
master record or other pending issues.

\(2\) There are no jurisdictional edits in CADD, or CNAM processing with
the exception of those at RO 358. Any changes made will process against
the C&P master record file. PIF records will only be changed if in the
same RDP as that of the office entering the change. Therefore, if
jurisdiction is in a region outside that of the station making the
change, process the change and request a print. Send this print with the
action document to the office of jurisdiction for reviewing and changing
any existing PIF records.

**11.07 CHANGE OF NAME OF PERSON ENTITLED\--CNAM**

a\. General. Process a CNAM (change of name) transaction to effect a
change in the master record stub name of the beneficiary (person
entitled) and in the name and address segment. If the only action
required is to correct the spelling of the master record stub name of
the person entitled, make the change by CORR command, not by CNAM
action. If the incorrect spelling is also in the beneficiary\'s full
name as displayed in the payee name and address segment, a CNAM must be
processed to effect a simultaneous correction in the Person Entitled and
payee name and address.

11-4

**February 27, l996 M23-1, Part I**

**Change 89**

b\. Authority. A request for or notice of change in Name of Person
Entitled will be referred with the claims folder to Adjudication for
approval. The change will be approved by an authorizer or duly
authorized adjudicator, for each applicable benefit, if there is no
question as to the identity of the entitled person, and if:

\(1\) In cases involving marriage or divorce of a female beneficiary, it
is determined that appropriate evidence is present.

\(2\) Evidence is furnished that the name under which the veteran served
is not his or her name.

\(3\) A change of name has been authorized by court decree.

\(4\) A written request is furnished by the beneficiary specifically
requesting a change of name and a court order is not required by the
state of residence.

\(5\) A minor change or correction in the spelling of the beneficiary\'s
name is required.

c\. Procedure. Any correspondence or document received in the regional
office requesting or indicating the need for a change of name of the
beneficiary will be referred to Adjudication.

\(1\) The CNAM command will be used to effect the change of name.

\(2\) Award action attendant to the name change will also be taken.

NOTE: On approval of a change in the name of person entitled, action
will be taken as required to reflect this change in BIRLS (M21-1 pt. II,
ch. 6), the claims folder and the CER (Counseling/
Evaluation/Rehabilitation) folder (as applicable).

\(3\) For field entry information, see paragraph 11.08.

**11.08 CHANGE OF ADDRESS OF PAYEE\--CADD**

a\. General. Processing a change of payee address (CADD) is for the
limited and specific purpose of effecting a change in the address of the
payee unless the beneficiary is incompetent or the award is to a parent
custodian under 38 CFR 3.850(c). Change of address may also be effected
by incorporating the change in a resume payment action or an amended
award if information is received requiring a change in award data.

11-5

**M23-1, Part I February 27, l996**

**Change 89**

b\. Authority. A change of address will generally be processed without
need for approval by an adjudicator. Any request signed by the
beneficiary/payee, or by the VA employee who accepts a telephone request
from or on behalf of such person, will be authority to process a change
of address transaction.

c\. Procedure

\(1\) Changes of address received by the Veteran Services Division will
be processed by designated employees of that division.

\(2\) If correspondence containing a request for change of address is
initially received in Adjudication, the address change will be processed
in that division.

\(3\) If the VR&C Division initially receives correspondence containing
a request for a change of address, that division will process the
address change.

NOTE 1: Nursing Home Address. A requested change of address from a
veteran, surviving spouse or parent showing the new address to be to or
in care of a nursing home will be referred to Adjudication for review.
Although this does not constitute an informal claim for Aid and
Attendance (A&A) since the simple request for address change does not
specify the benefit sought, if A&A is not being paid, develop for
possible entitlement by notifying the payee or fiduciary of the right to
apply for increased benefits. Should development lead to a finding of
A&A entitlement, benefits will be awarded from the date of receipt of
the claim for the increased benefit unless the provisions of 38 CFR
3.114(a) apply. Address changes from veterans, surviving spouses or
parents indicating removal from a nursing home will be referred to
Adjudication for review under M21-1 part IV, paragraph 25.08g.

NOTE 2: Penal Institution Address. Referrals showing an address change
to or in care of a penal institution will be sent to Adjudication for
action as may be required under M21-1 part IV, paragraph 25.04 after
processing the change of address.

**11.09 PROCESSING CADD\--CNAM ACTIONS**

a\. General. Processing of changes in name, address or fiduciary are
accomplished using the 601 Screen. The minimum entries on the Ready
Screen are command, password and file number. Upon entry of this screen,
the system will check for a master record. If found, the 601 Screen will
be displayed using data from the master record. Any changes entered at
this time will process against the master record and any existing PIF
records found. To process a change of address against a specific PIF
record only, the full file key consisting of file number, payee number,
benefit type, end-product code and stub name must be entered on the
Ready Screen.

11-6

**February 27, l996 M23-1, Part I**

**Change 89**

b\. The 601 Screen. The fields on the two versions of the 601 Screen are
described below with the allowable entries. The command under which a
field may be entered is shown beside the field title.

\(1\) END PRODUCT. This is a protected field; no operator entry is
permitted. If a pending work control exists, the end product of the
controlled issue will be displayed in this field.

\(2\) NAME AND ADDRESS (CADD-CNAM) This field consists of six lines of
20 characters each and a seventh line of nine positions which is
reserved for display of the Zip plus three code. Entry of a valid
two-letter state abbreviation and valid Zip plus three code is required.
There should be one space between the city name and the state
abbreviation and two spaces between the state abbreviation and the Zip
plus three.code The Zip plus three code will only be entered on the
seventh line if all six lines are full and the Zip plus three code will
not fit on line six. See paragraph c below for additional information on
fiduciary address entries and subparagraph 16.02e(4) for additional
information on name and address entry.

\(3\) NAME PERSON ENTITLED (CNAM). This nine-position field is used to
change the stub name of the person entitled to the benefit payments.
Enter the first initial, space, middle initial, space and the first five
characters of the surname. The surname must be at least two characters
in length. If there is no middle initial, use a space, i.e., AsssAAAAA
where s = space.

\(4\) NAME LINE NO. (CADD-CNAM). This is a one-position field indicating
the line of the name and address block on which the beneficiary\'s name
is entered. If not entered, the system assumes the name is on line one.
An entry is required under CFID if the beneficiary\'s name is entered on
any line other than the first.

\(5\) BYPASS STUB NAME EDIT (CADD\--CNAM). Enter Y in this field if the
beneficiary name does not begin in the first position of a line such as
A/C JOE VET. This entry will bypass the edit between the name entered
and the stub name.

\(6\) DOCUMENT (CADD\--CNAM). Enter Y in this field to generate a
printed copy of the action.

11-7

**M23-1, Part I February 27, l996**

**Change 89**

\(7\) FILE NUMBER. This field is accessible only under the CADD command.
To perform another change of address action, enter the file number in
this field. Upon entry of the screen the necessary changes will be made
as entered and the screen will redisplay with the message \"ADDRESS
UPDATED PRESS ENTER TO CONTINUE\". Hit the ENTER key and the 601 Screen
for the case entered in FILE NUMBER field will be displayed.

\(8\) NEXT SCREEN (CADD\--CNAM)

\(a\) Entry of any screen number will be ignored unless the 601 was
accessed under CDAT, CADJ, CAUT, STOP, SUSP or RESU commands.

\(b\) Entry of END will cancel the proposed change of address, name or
fiduciary.

\(c\) A cancelled 601 Screen is not printed in response to Y in the
document field.

601 XXXXXXXXXXXXXXXXX\* XX-XX-XX

FILE NUMBER XXXXXXXXXXX-XX END PRODUCT XXX NAME X X XXXXX

NAME LAST ACTIVITY STA PWR-ATY OTH-RCD STATUS

X X XXXXX XXX XX-XX-XX XXX XXXXXX XXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXX

PAY STATUS XXXXXXXXXXX XXXXXXXXXXXXXXXXX NAME PERSON ENT X X XXXXX

CHECK AMOUNT XXXXXXX XXXXXXXXXXXXXXXXX NAME LINE NO X

DIRECT DEPOSIT XXXXXXXXX XXXXXXXXXXXXXXXXX BYPASS STUB NAME EDIT X

XXXXXXXXXXXXXXXXX

XXXXXXXXXXXXXXXXX

XXXXXXXXXXXXXXXXX

XXXXXXXXX DOCUMENT X

FIDUCIARY FILE LOCATION XXX SPOUSE PAYEE X

CONSOL'D PAY NO XXXX

DD/EFT CHG X CANCEL X PYMT CODE COMPETENT PAY DIRECT CODE 1 X

ROUTING XXXXXXXX INCOMP PAY FUDICIARY CODE 2 X

CHECK DIGIT X CT INCOMP PAY FIDUC CODE 3 X

TYPE ACCT X

LEGAL DISAB PAY FID CODE 4 X

ACCT NO XXXXXXXXXXXXXX INCOMP PAY DIRECT CODE 5 X

FILE NUMBER XXXXXXXXXXX NEXT SCREEN XXX

SSN XXXXXXXXXX SN XXXXXXXXX DOB XXXXXXXX EOD XXXXXXXX RAD XXXXXXXX

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

**Figure 13.01. CHANGE OF ADDRESS, NAME, FIDUCIARY - 601 SCREEN LAYOUT**

\*Display will be CHANGE ADDRESS if accessed under CADD command, CHANGE
NAME if accessed under CNAM command.

11-8