VA Regional Office and Insurance Center Circular 29-85-2\
Philadelphia, PA December 18, 1985

[1986 SCHEDULE FOR RECONCILIATION OF UNASSOCIATED REMITTANCES AND
EXCESS-OF-TEN PENDING TRANSACTION]{.underline}

1\. ORGANIZATIONAL ELEMENTS AFFECTED: Insurance Operations Div. -
VAROIC\
Finance Division - VAROIC\
Operations Division - VARDPC

2\. REFERENCES: M29-1, Part II, Paragraphs 20.01 and 21.15

3\. PURPOSE: To provide the 1986 schedule for the reconciliation of
Unassociated remittances and excess-of-ten pending transactions.

4\. PROCEDURE:

a\. General:

\(1\) There will be a one-day cut-off for disposal vouchers for all
Unassociated remittances and excess-of-ten items. There will be a
two-day cut-off for establishments (receipts) for all Unassociated
remittances and excess-of-ten items.

• b. Detail:

\(l\) The Accounting Section will post the subsidiary ledgers through
the disposal and establishment cut-off dates and the Miscellaneous
Accounts and Service Unit will file establishments through the cut-off
dates as reflected below before the reconciliation listing is made.

[ESTABLISHMENT CUT-OFF]{.underline} [DISPOSAL CUT-OFF]{.underline}
[RECONCILIATION]{.underline}

[1986 PDN]{.underline} [1986]{.underline} [1986 PDN AND
DATE]{.underline}

029 030 031 (JAN. 31)\
057 058 059 (FEB. 28)\
086 087 090 (MAR. 31)\
118 119 120 (APR. 30)\
148 149 150 (MAY 30)\
177 178 181 (JUNE 30)\
210 211 212 (JULY 31)\
239 240 241 (AUG. 29)\
269 272 27\~ (SEPT. 30)\
302 303 304 (OCT. 31)\
329 330 332 (NOV. 28)\
363 364 365 (DEC. 31)

5\. CONCURRENCE: The Director, Philadelphia Data Processing Center
concurs.

6\. RESCISSION: VAC Circular 29-84-5 is rescinded effective January 2,\
1986.

ROBERT W CAREY

Director

[DISTRIBUTION]{.underline}:

A-l

D-1

E- 1-2-3-5

F-1-3-6-8-12-15-21-22-26-29-33

R-2-5

5-1-2

T-1

May 12, 1980 M29-1, Part II\
Change 16

CONTENTS

CHAPTER 21. UNASSOCIATED **TRANSACTIONS**

PARAGRAPH PAGE\
21.01 General 21-I\
21.02 Unassociated Transactions Received From the ADP System 21-I\
21.03 Interoffice Transfers of Unassociated Transactions 21-2\
21.04 Unassociated Transactions Received From Collections 21-2\
21.05 Transactions Associated With the Wrong Master Record 21-3\
21.06 Processing Unassociated Transactions 214\
21.07 Receipt and Control of Unassociated Transactions 21-4\
21.08 Identification and Processing of Unassociated Transactions 21-5\
21.09 Refund of Unassociated Transactions 21-6\
21.10 Processing VA Forms 29-348, Debit Slip-Uncollectible Remittance
21-7\
21.11 Processing Unassociated Transactions When There Is No Master
Record 21-7\
21.12 Processing No Name and No Address Unassociated Transactions 21-8\
21.13 Transfer of Active Unassociated Transactions to Inactive 21-8\
21.14 Processing Unassociated Transactions (Philadelphia Center Only)
21-9\
21.15 Reconciliation 21-10\
21.16 Identified Remittances for Other Funds Deposited in an Insurance
Fund or Appropriation 21-10

21-i

k

May 12, 1980 M29-I, Part 11\
Change 16

CHAPTER **21.** UNASSOCIATED TRANSACTIONS

**21.01** GENERAL

a\. Unassociated transactions are routine collection items and deduction
transactions which are not associated with a master record. The
Philadelphia VA center will process and control all Unassociated
establishments, discontinuance\'s and requests for distribution stemming
from deduction-type accounts.

b\. An Unassociated item will result when any transaction fails to match
a master record file prefix, file number, and name code.

c\. Unassociated transactions will be controlled and maintained in a
punched-card file using VA Form 29-1675, Unassociated Transaction
Control Card. The control file will be maintained in alphabetical order.
A VA Form 29-1675a, Unassociated Transaction Work Card, will be used for
searching, associating and identifying insurance records either on or
off the system.

d\. Unassociated transactions will be received from the ADP \[(automatic
data processing)\] system, interoffice transfers, Collections and
Cashier Section and tl\~ Policy Service Section. They will consist of VA
Forms 29-1675 and 29-1675a with listing. The source of these
Unassociated transactions will be indicated by the following card
numbers:

**Card** Number Source **of** Unassociated Transaction

l ADP system

2 Interoffice transfer in

3 Misc. (Collections and Cashier Section, Policy Service Section, or
corrections to VA Form 29-1675)

**21.02** UNASSOCIATED TRANSACTIONS RECEIVED FROM THE ADP SYSTEM

a\. All Unassociated transactions will contain the same data as the
original input document, except when the transaction did not meet edit
requirements in run 130. A numeric reason code will replace the name
code field. These Unassociated transactions will not be rejected in run
130, but will be passed through run 140 and accompany regular
Unassociated transactions from run 150. The numeric reason codes as
shown in MP-6, part II, supplement No. 1.4, are inserted by run 130.

b\. lf multiple collection transactions in the 200 series match on file
number, policy number and postmark date, they will be combined as a
single transaction in run 130. The total of the combined amounts will be
received as a single Unassociated transaction showing transaction type
209.

c\. Documents received from the \[Analysis and Control Section, DPC
(data processing center), involving Unassociated transactions are as
follows:

\(l\) VA Forms 29-1675 and 29-1675a with listings in alphabetical order.
Unassociated transactions which did not meet run 130 edit requirements
will be in terminal-digit order in front of the VA Forms 19-1675. The
following transaction type series will be received:

\(a\) Transaction types 100, 110 and 120.

\(b\) Transaction type 114.

\(c\) Transaction types 200 series, 300 and 302.

\(d\) Transaction types 301, 303,304 and 305.

21-I

M29-I, Part II May 12, 1980

Change 16

NOTE: The Philadelphia VA center will receive all the above transaction
types. The St. Paul VA center will receive only the transaction types
labeled 200 series, 300 and 302.

\(2\) VA Forms \[29-5886b, Insurance Record Printout\] (RPO) reason code
985, matched with Unassociated transactions that matched a master record
on file prefix and \[ \] number but not on name code. The collection
transaction type code will be shown to the left of the RPO reason code.

\(3\) Correspondence matched with an Unassociated transaction.

21.03 INTEROFFICE TRANSFERS OF UNASSOCIATED TRANSACTIONS

**a.** Transferring Office

\(l\) VA Forms 29-1675 and 29-1675a with attachments will be withdrawn
from file and prepared for transfer at least every third day.

\(2\) An adding-machine tape will be prepared for each group of VA Forms
29-1675 and **a** separate tape for VA Forms 29-1675a, showing total of
amounts **and** item count.

\(3\) Transmittal sheets will be prepared in duplicate. The transmittal
sheet will include the total of amounts, item count, day number, and
disposal code F. (See par. 21 .08e.) Indicate the office to which being
transferred and from which transfer is being **made** by showing
(Transfer to office code) TF (Transferred from office code). The codes
are **7** for Philadelphia and 8 for St. Paul. Example: Transfer by St.
Paul to Philadelphia will be shown on the transmittal sheet 7TF8.

\(4\) The VA Forms 29-1675 will have the disposed day number
gang-punched in card columns 74-76 and disposal code F in card column
80. They will be sorted into alphabetical sequence by name code and a
listing, in duplicate, made.

\(5\) The VA Forms 29-1675 will be reproduced into VA Forms
**\[4\]-367a,** Collection and Payroll Deduction Card. The code for the
office to which transferred will be punched in card column 80.

\(6\) The VA Forms \[4\]-367a will be interpreted and alphabetically
listed in four copies. The totals of VA Forms 29-1675 and \[4\]-367a
will be reconciled.

**(7)** The VA Forms 29-1675 will be filed in the Unassociated balance
adjustment file.

\(8\) The VA Forms \[4\]-367 and attachments, original listing of VA
Forms 29-1675, original and two copies of the VA Forms \[4\]-367a and
the original transmittal sheet will be sent to the Finance
\[activity\] - They will file the VA Forms 29-1675a with **a** copy of
the listings of VA Forms 29-1675 and \[4\]-267a. They will post ledgers
and forward VA Forms (4\]-367a, 2 copies of listing, transmittal sheet
and attachments to the transferred to office.

b\. Transferred to Office.

\(l\) Upon receipt of the VA Forms \[4\]-367a, transmittal sheet with
attachments and listing in duplicate, ledgers will be posted and VA Form
\[4\] -1622, Transmittal List of Posting Media and Report of
Distribution, prepared from the totals on the listing.

\(2\) The VA Forms \[4\]-367a, attachments, copy of listing and VA Form
\[4\] -1622 will be inserted in a current day number.

NOTE: VA Forms 29-1675 will be examined and, if in order, they will be
included with the next group of Unassociated transactions being disposed
of under disposal code H (via transfer to undistributed \[insurance
collections).

21.04 UNASSOCIATED TRANSACTIONS RECEIVED FROM COLLECTIONS

a\. The Collections and Cashier Section will prepare VA Forms \[4\]
-1638, Unidentified Remittance Acknowledgment, on unidentified and try
number remittances. Any correspondence or pertinent material will be

21-2

February 10,1975 M29-1, Part II

Change **12**

securely attached to the corresponding VA Form 29-1638. The VA Forms
29-1638 will be arranged Y alphabetically with no-name items in front of
name items before preparing adding-machine tapes. A transmittal sheet
will be prepared in duplicate.

b\. The original copy of the transmittal sheet, prepared in the
Collections and Cashier Section, will be used when sending VA Forms
29-1638, with attachments, to the Data Control Section, DPC. The
transmittal sheet will include the current day number, total amounts and
number of items. The duplicate transmittal sheet will be forwarded to
the MASU.

c\. Upon completion by the Data Control Section, the VA Forms 29-1638,
transmittal sheet and attachments j will be returned to the Collections
and Cashier Section until the daily deposit unit has been balanced.
After balancing of the unit, the VA Forms 29-1638, transmittal list and
attachments will be sent to the MASU for matching with the daily unit of
Unassociated transactions.

d\. The Data Control Section will forward VA Forms 29-1675 and 29-1675a
and listings for the daily unit to the MASU.

**21.05** TRANSACTIONS ASSOCIATED WITH THE WRONG MASTER RECORD

a\. The MASU will receive Unassociated transactions in memorandum form.
These may be allotment/DFB or direct pay transactions that were
associated with a wrong master record. (The MASU may also originate the
memorandum.)

b\. The memorandum, in triplicate, will explain the transaction with
complete information to construct VA Forms 29-1675 and 29-1675a. Any
input documents prepared to adjust the master record from which the
transaction was removed will accompany the memorandum.

c\. The memorandum will be reviewed for completeness and if in order,
the notation Accepted By (date and\
L \~ signature of the reviewer) will be entered on the original.

d\. The original of the memorandum will be sent to the Accounting
Section.

e\. Copy 1 of the memorandum, with a transmittal sheet, will be sent to
the EAM activity, DPC, for constructing VA Forms 29-1675 and 29-1675a.
The transmittal sheet should reflect the number of items, the amount of
money, and card No. 3 indicating that the transaction is from a
miscellaneous source. Copy 2 of the memorandum will be retained in the
MASU until the documents processed by the EAM activity are returned.

f\. The EAM activity will take the following action:

\(1\) Keypunch and verify VA Forms 29-1675a from the information
furnished on the memorandum.

**(2)** Reproduce VA Forms 29-1675a into 5081 stock.

\(3\) Reproduce 5081 cards into VA Forms 29-1675.

\(4\) Interpret the VA Forms 29-1675 and 29-1675a.

\(5\) Prepare listing of VA Forms 29-1675 in duplicate.

g\. VA Forms 29-1675 and 29-1675a, with listing, transmittal sheet and
memorandum will be sent to the MASU. The reproduced 5081 cards will be
filed in the Unassociated transaction balance adjustment file in the EAM
activity. Copy 1 of the memorandum will remain with the listing filed in
the MASU. Copy 2 of the memorandum will be sent for filing in the
insurance folder.

21-3

M29-1, Part II February 10, 1975

Change 12

**21.06** PROCESSING UNASSOCIATED TRANSACTIONS v

a\. The MASU will be responsible for insuring that all work groups
received are in balance before processing any further.

b\. When an Unassociated transaction is identified and the basic
accounts record is located, process the item to conclusion by taking one
of the following actions:

\(1\) \[If the master record is on tape and no interfund transfer is
required, prepare a VA Form 29-8526, Pending Transaction, transaction
type 008, debiting control account 20 and crediting control account 16.
When an interfund transfer is required debit control account 18 and
credit control account 15. The funds will be identified when making this
transfer. The input will be prepared showing a current callup date and
without a freeze.\]

\(2\) When the account is not on tape and the insurance folder is filed
in the same office, it will be examined to determine the correct
disposition of the Unassociated transactions. If the folder is not filed
in the same office, a dictated letter will be prepared requesting the
remitter to identify the reason for the remittance.

\(3\) (Deleted by change *6.)*

*•*(4) When the Unassociated transactions activate a purged account by
reinstatement or adjustment, input documents will be prepared to insert
and update a master record.

\(5\) Take necessary refund action if the Unassociated transaction is
subject to refund.

*(6)* Take necessary transfer action if it is determined that the
Unassociated transaction belongs to another office.

c\. When disposing of Unassociated transactions related to RH temporary
master records, take the following actions: If no interfund transfer is
required, VA Form 29-5895a, Pending Transaction Input Card, or VA Form
29-8526, Pending Transaction, transaction type 008, will be prepared
debiting control account 20 and crediting control account 16. When
interfund transfer is required, debit control account 18 and credit
control account 15. The funds involved will be identified when making
this transfer. Example: Money deposited to fund l, debit fund 1, control
account 18 and credit fund 3, control account 15. Also, VA Form
29-5893a, Premium Input, or VA Form 29-8523, Premium/TDIP, transaction
type 013, will be prepared to update the temporary master record and VA
Form 29-5895a, transaction type 098, to delete the 975 diary. B batch
numbers will be used on the documents.

NOTE: Unassociated transactions that are initial remittances and are
identified with a record on tape (RH), will be inserted as transaction
types 203 with status code 3 regardless of the transaction type received
in the MASU.

21.07 RECEIPT AND CONTROL OF UNASSOCIATED TRANSACTIONS

The following actions will be taken upon receipt of Unassociated
transactions:

a\. Verify listing totals representing Unassociated transactions from
the ADP system with the Accounting Section.

b\. Verify listing totals representing Unassociated transactions from
all sources with the Accounting Section.

c\. Copies of listings for all groups of work will be maintained in the
Accounting Section and the MASU.

d\. Any out-of-balance condition will be reconciled before that
particular group of work is\' further processed.

e\. Compare VA Forms 29-1675a with listing to assure that all items have
been received.

21A

May **10,1971** M29-I, Part II\
Change **I**

**f.** The remainder of the insured\'s name for Unassociated
transactions for the ADP system will be secured from the collections
input, corresponding envelopes or any other attachments.

g\. The remainder of the insured\'s name will be printed in **the**
space provided on the VA Form 29-1675a. lf a run 130 reject reason
appears in the name code field, line through the reason code and print
the insured\'s full name. lf the name is not available on the
collections input cards, obtain the envelope and/or check the microfilm
reel for the corresponding remittance.

h\. Staple all related material to VA Form 29-1675a. Staples or clips
will not be used on VA Form 29-1675.

l\. File copy of alphabetical listing by day number in the MASU book.

j\. The VA Forms 29-1675 will be interfiled with the existing alphabetic
control file. Control cards will not be removed from file unless final
action is being taken to dispose of the item or information is to be
corrected by the EAM activity. All operating elements should request a
search of the VA Form 29-1675 file whenever there is evidence of a
missing remittance. VA Form 29-1556, Request for Remittance Information,
will be used for this purpose.

Unassociated transactions misdirected and delivered to an office other
than the one shown on the mailing envelope may be identified by the
office code that appears in the appropriate area of the right side of
the billing notice. Original collections notices matching Unassociated
transactions will be reviewed and any with another office\'s mailing
code will be processed for transfer.

Code Explanation

P Philadelphia center\
S St. Paul center

**21.08 IDENTIFICATION** AND PROCESSING OF UNASSOCIATED TRANSACTIONS

a\. VA Forms 29-1675a will serve as the processing documents through all
steps necessary to identify the corresponding Unassociated transactions.
Operating notations will be made on the VA Forms 29-1675a to any extent
required.

b\. Primary sources of identifying information are the collections input
cards, mailing envelopes, microfilm of remittance, correspondence or
other attachments and local and Central Office indexing facilities.

c\. The RPO\'s received with the group of Unassociated transactions from
the ADP system should first be reviewed. The RPO\'s identified with a
985 reason code and a collections transaction type mean a transaction
matched on file prefix and file number, but not on name code. A review
of all material may reveal that a name code change is the only
correction necessary.

d\. If an insured forwards a remittance under an incorrect file number
or no file number, and the Unassociated transaction is positively
identified with the correct file number, prepare and release VA Form
29-5813a, Notice-Correct Insurance File Number, as follows:

\(1\) The Insurance File Number block will be filled in.

\(2\) As appropriate, either the Incorrect File Number block or the No
File Number block will be checked.

\(3\) The name and address of the insured will be printed on the address
side of the card.

21-5

M29-I, Part II May 10, 1971

Change **1**

e\. When Unassociated transactions have been developed to where they
require correction of original information or are ready for disposal,
complete the appropriate blocks on VA Forms 29-1675 and 29-1675a. One
**of** the following disposal codes will be used to indicate the action
taken:

Code Explanation

**E** Miscellaneous-change **of fund;** adding or correcting information
on the Unassociated transaction, but unable to insert into the system;
refund; or vouchered out to Unassociated Collections-Offsets Account.

F Interoffice Transfer (Out).\
G Disposed (via File Maintenance).

H Disposed (via Transfer to Undistributed Insurance Collections). These
would include corrections (including fund changes) to Unassociated
transactions where the Unassociated item can be converted to a
collections format to be reinserted into the system, except
uncollectible remittance items.

l Disposed (Vouchered Outside the ADP System-to Premium, Loan, Lien,
etc.).

These disposal codes would include any correction, including fund
change, and then follow through with another disposal code.

f\. Assemble the various disposal groups of VA Forms 29-1675 and
29-1675a, and at least every third day prepare adding-machine tapes from
VA Forms 29-1675 and 29-1675a for each group of work. When the adding
machine tapes agree, prepare a transmittal sheet in duplicate for each
group of work to include the disposal code, day number disposed, item
count and total amount of money involved.

g\. VA Forms 29-1675a, adding machine tapes, copy of transmittal sheet,
and the related material will be retained. VA Forms 29-1675 and original
of the transmittal sheet will be sent to the EAM activity for
processing.

h\. After the mechanical processing is completed, the original VA Forms
29-1675 will be filed in the Unassociated transaction balance adjustment
file in the EAM activity.

i\. The MASU will reconcile listings with transmittal sheets for all
groups of work returned from the EAM activity.

j\. The original of all listings and additional copies, where necessary,
will be forwarded to the Accounting

\~ Section for posting to the intermediate ledgers. A copy of all
listings will be filed by day number disposed and

\~ type of action in the MASU. VA Forms 29-1675a will be filed in the
completed file.

k\. Under the H disposal group, a listing of the VA Forms 29-1675, VA
Forms 29-367a, Collection and Payroll Deduction Card, and listing for VA
Forms 9-367a will be received. If in balance, prepare VA Form

24-1622, Transmittal Sheet, and forward it, together with VA Forms
\~9-367a, all correspondence and related material, to the Collections
and Cashier Section.

21.09 REFUND **OF** UNASSOCIATED TRANSACTIONS

lathe Unassociated transaction controlled on VA Form 29-1675 is subject
to refund, the following action will be taken:

a\. VA Form 24-706, Notice of Refund and Refund Work Sheet, will be
prepared. A voucher number will be assigned and the worksheet noted to
show that the amount being refunded is an Unassociated transaction.

21-6

May 12, 1980 M29-I, Part II\
Change 16

b\. VA Forms 29-1675 and 29-1675a will be noted showing the **name of**
the person to whom refund is being made, address and voucher number.

c\. The day number disposed and disposal code E will be entered in the
designated block of the VA Form 29-1675. The same notations will be made
on the corresponding VA Form 29-1675a.

d\. A transmittal sheet for disposal code E, clearly marked Refund of
Unassociated Transactions, will be prepared.

e\. The listings from the \[DPC\] EAM activity will be received, and if
in balance, the voucher number will be noted on the listings. The
original listing will be forwarded to the Accounting Section, the copy
of the listing will be filed in the MASU, and VA Form 29-1675a will be
filed in the completed file. Forward VA Form \[4\] -706 to the Voucher
Audit \[activity\] for further processing.

f\. If the Unassociated transaction was received after the date of death
to repay a loan and/or lien, for an account purged from tape, prepare
\[the\] appropriate voucher to transfer the payment from Unassociated
Collections-Withdrawn or Applied to Matured Contracts Payable.

NOTE: The Philadelphia and St. Paul VA centers will have occasion to
make refund to a regional office. The same procedure as reflected above
will be followed except SF 1081, Voucher and Schedule of Withdrawals and
Credits, will be used in place of VA Form \[41-706\[\].

21.10 PROCESSING VA FORMS 29-348, DEBIT SLIP-UNCOLLECTIBLE REMITTANCE

a\. When it is determined that an uncollectible remittance is under
punched-card control as an Unassociated transaction, VA Form 29-348 will
be prepared by the MASU. The uncollectible item and any related material
will be mailed to the insured.

b\. The VA Form **29-348,** and the VA Forms 29-1675 and 29-1675a will
be processed as follows:

\(1\) Note VA Form 29-348, distributed to Unassociated collections.

\(2\) Note on VA Form 29-1675a the action taken. The day number disposed
and disposal code H will be entered in the designated blocks on the
corresponding VA Forms 29-1 675.

\(3\) A transmittal sheet for disposal code H will be prepared, clearly
marked Uncollectible Remittance.

\(4\) Upon receipt of the listing and transmittal sheet, reconcile the
balance. If in balance, file VA Forms 29-1675a in the completed file.
File duplicate listing by day number order. The original listing and VA
Forms 29-348 will be sent to the Accounting Section. The VA Form 29-1675
will be filed in the balance adjustment file in the \[DPC\] EAM
activity.

**21.11** PROCESSING UNASSOCIATED TRANSACTIONS WHEN THERE IS NO MASTER
RECORD

When there is no master record on tape and there is an Unassociated
transaction properly identified, one of the following actions will be
taken:

a\. lf the account was never converted to tape, a dictated letter will
be prepared requesting the remitter to identify the reason for the
remittance.

b\. If a medical application is received with an Unassociated
transaction, forward the application to the \[Medical Determination\]
Section and note the VA Form 29-1675a accordingly. After \[their action
has been taken\], the application will be returned to the MASU.

\(l\) If the application is acceptable, prepare the necessary input
documents to insert the account on tape and effect reinstatement.

21-7

M29-I, Part II May 12, 1980

Change 16

\(2\) If the application is disapproved, take action to refund the
Unassociated transaction.

c\. lf a reinstatement application or replacement application under 38
U.S.C. **781,** replacement of surrendered and expired insurance, is
received with an Unassociated transaction, follow the appropriate
procedure as outlined above.

d\. If the Unassociated transaction involves a master record that was
previously on tape and has been purged, record posting actions on the
final RPO located in the insurance folder as reflected above. If the
purged RPO is missing, make a search in the transaction history file for
the final transaction. As an aid to locating the final transaction, the
search request will include the approximate purge date developed from
available records on hand. Secure a history lookup from the final
transaction back to a point where status is verified, such as a prior
RPO. From this information, enter the necessary data on **a** blank RPO
to simulate **a** final purged RPO. Note the reconstructed RPO as to the
reason this action was taken and retain in the insurance folder in place
of the missing RPO. Process the input documents under file maintenance
procedure. Obtain a B batch number. The total amount of money
representing the Unassociated transactions will be accounted for on the
input documents. Debit Unassociated collections on the input documents,
and credit the account to which the money is being applied. When
Unassociated transactions are posted to purged RPO\'s, note the VA Forms
29-1675 and 29-1675a as to the action taken and prepare a transmittal
sheet for disposal code G. Forward the input documents with the B batch
card to the \[Analysis and\] Control Section to be included in the next
processing day number. Forward the VA Forms 29-1675 to the \[DPC\] EAM
activity with the transmittal sheet for processing. Upon return of the
listing from the \[DPC\] EAM activity, note the B batch number on both
copies of the listing.

NOTE: The Philadelphia VA censer will prepare separate transmittal
sheets involving Unassociated deduction transactions.

21.12 PROCESSING NO NAME AND NO ADDRESS UNASSOCIATED TRANSACTIONS

a\. The procedure outlined in this paragraph is restricted to those
Unassociated transactions which were forwarded from the Collections and
Cashier Section with no name and no address.

b\. Immediately upon return of the VA Forms 29-1675 control card file
from the monthly reconciliation listing, withdraw all no name and no
address VA Forms 29-1675 that are 3 or more months old. Select the
corresponding VA Forms 29-1675a and process as follows:

\(I\) The VA Forms 29-1675 and 29-1675a will be noted with the disposal
day number, disposal code E and the action taken.

\(2\) A transmittal sheet will be prepared reflecting tic item count,
total amount of money, day number disposed, and disposal code E.
Identify the transmittal sheet as being No name-No address items.

\(3\) Upon receipt of the listings, flu amounts will be reconciled. If
in balance, note the listings Transfer of No Name and No Address
Unassociated Transactions to Unassociated Collections-Offsets account.

\(4\) VA Forms 29-1675 will be filed in the Unassociated balance
adjustment file in the \[DPC\] EAM activity. VA Forms 29-1675a will be
filed in the completed file in the MASU. The original copy of the
listing will be sent to the Accounting Section and the copy of the
listing will be filed by disposal day number in the MASU.

21.13 TRANSFER OF ACTIVE UNASSOCIATED TRANSACTIONS TO INACTIVE

a\. When all possible action has been taken to identify an active
Unassociated transaction, send the VA Form 29-1675a and all associated
documents, with the exception of VA Form 29-1675, to the supervisor for
review.

21-8

February 10, 1975 M29-l, Part ll

Change **12**

b\. Cases needing further development will be returned to the unapplied
remittance clerk for appropriate

action.

c\. Cases not requiring further development, \[and after all actions
have been taken, transfer the moneys to the General Fund Receipt Account
36X1060.J

d\. \[Destroy the posting media and all attachments.\]

21.14 PROCESSING UNASSOCIATED TRANSACTIONS (PHILADELPHIA CENTER ONLY)

a\. A 9A batch number will be assigned for all Unassociated transactions
being reinserted for allotments, DFB, USGLI and K deduction
transactions.

b\. The VA Forms 29-1675 will be accumulated and released weekly as a
single group. A transmittal sheet will be prepared to include item
count, disposal day number, disposal code H, and the A batch number. No
money amount will be shown, as allotment/DFB Unassociated establishments
and discontinuance\'s are not money items.

c\. Include allotment and DFB loan/lien Unassociated transactions that
are identified with the regular VA Forms 29-1675 being inserted into ADP
system as collections input items under disposal code II. These are
money items.

d\. When a request for distribution, transaction type 114, is received
with a matching RPO, take the following action:

\(1\) Search in the Unassociated transaction file for a corresponding
Unassociated deduction establishment and/or discontinuance.

\_\_\_\_ (2) lf an establishment and/or discontinuance is of record,
file the VA Form 29-1675a in the completed file and dispose of the RPO.
Dispose of VA Form 29-1675 with transaction type 114 under disposal code
l. Where necessary, prepare VA Form 29-5923, Allotment/DFB Input Card to
Run 160-ADP, to correct the deduction control record. Correct the VA
Forms 29-1675 establishments and/or discontinuances where necessary and
reinsert into run 130, and dispose under disposal code H.

\(3\) lf an Unassociated deduction establishment and/or discontinuance
is not of record, and after the reason for an Unassociated transaction
type 114 is determined, correct the deduction control record
accordingly. File the VA Form 29-1675a in the completed file. Dispose of
the RPO. Dispose of the VA Form 29-1675 under disposal code I.

e\. When a request for distribution, transaction type 114, is received
without matching RPO, take the following actions:

\(1\) Identify the Unassociated transaction and review available
insurance records to determine the reason for the Unassociated items.

\(2\) Search the Unassociated transaction file for corresponding
Unassociated establishments and/or discontinuances.

\(3\) lf the insurance account is in an active status, take necessary
action to correct improper data or establish a master record. Process
any matching establishment and/or discontinuance at the same time.

\(4\) lf the insurance account is in an inactive status (death, cash
surrender, lapse, etc.), and the deduction discontinuance is not of
record, hold the Unassociated transaction type 114 until the
discontinuance is received.

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M29-I, Part II February 10, 1975

Change 12

\(5\) Any subsequent transaction type 114 received for the same account
will replace the existing transaction type 114 item, which is disposed
of under disposal code I.

\(6\) If the establishment and/or discontinuance is used to update a
premium record card (off tape action), dispose of the Unassociated
transaction under disposal code I.

\(7\) If the establishment and/or discontinuance is used to update a
master record by reinserting into the system, dispose of the
Unassociated transaction under disposal code H.

21.15 RECONCILIATION

a\. The Unassociated transaction control file will be reconciled with
the Accounting Section totals once a month. Each office will prepare its
own reconciliation schedule and establish the cutoff dates for receipts
and disposals.

b\. The MASU will make certain that all work commenced before the cutoff
dates will be completed and that all VA Forms 29-1675 and VA Forms
29-5954, Excess of 10 Pending Transaction Control Card, are in the
respective files before starting reconciliation. The entire files of VA
Form 29-1675 in alphabetical order and VA Forms 29-5954 in digit order
will be sent to the EAM activity.

c\. The EAM activity will list the VA Forms 29-1675 and 29-5954 in
quadruplicate and return the files and two copies of the listings to the
MASU. The original and one copy will be forwarded to the Accounting
Section.

d\. The MASU will file one copy of each listing in the respective files.

NOTE: One copy of the listing of VA Forms 29-1675, in alphabetical
order, will be forwarded to the St. Paul or Philadelphia VA center for
informational purposes.

21.16 IDENTIFIED REMITTANCES FOR OTHER FUNDS DEPOSITED IN AN INSURANCE
FUND OR APPROPRIATION

a\. The Unassociated Remittance activity will prepare SF 1017-G, Journal
Voucher, annotated as ADJUSTMENT, in triplicate, for transfers between
appropriation, fund and receipt accounts which affect only the accounts
in the local station. When the accounts of another VA station or
government agency are involved, SF 1081, Voucher and Schedule of
Withdrawals and Credits, in original and seven copies, will be prepared.

b\. The original and one copy of the SF 1017-G, or the original and six
copies of the SF 1081 will be sent to the Accounting Section for
certification and processing through the Unapplied Remittance control.
The final copy of either form is held for control purposes. It will be
replaced by **a** certified copy when returned from the Accounting
Section.

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