2. Change of Name Processing Introduction This topic contains information on changing a claimant’s name in the systems, including evidence required for name changes, and processing name changes. Change Date July 11, 2015 a. Evidence Required for Name Changes Before changing the claimant’s name in the systems, the claimant must have submitted a signed request and sufficient evidence of the legal name change. Reference: For more information on evidence requirements for name changes, see M21-1, Part III, Subpart iii, 8.1.a. b. Processing Name Changes Once adequate evidence has been received to change the Veteran or claimants name, follow the steps in the below table to process the change. Step Action 1 Open Share 2 Select the BIRLS UPDATE command. Example: 3 On the BIRLS UPDATE screen, select the second tab labeled NAME. Example: 4 Select the CHANGE (RETAINS OLD AND NEW NAME) radio button. 5 Enter the new name in the UPDATE NAME fields at the bottom of the screen. 6 Select UPDATE. 7 Upload the document to VBMS and add a permanent VBMS note. Note: Until the Pension Management Centers (PMCs) fully transition to VBMS, substitute uploading documents to Virtual VA (VVA) and adding notes to Modern Awards Processing-Development (MAP-D).
Note: If the form does not contain substantially complete information required to authorize access return it with a letter explaining the reason for the return, and the block(s) that must be completed, and add a VBMS or MAP-D note stating VA Form 21-0845 returned on MM/DD/YY for completion. c. Updating Systems for Third Party Disclosure Once the VA Form 21-0845 is deemed acceptable, follow the steps in the table below to update systems for third party information disclosure. Step Action 1 Open Share. 2 Select the CORPORATE FLASHES command on the left side of the screen enter the claimant’s claims folder number in the FILE NUMBER OR SSN field, and select SUBMIT. 3 Verify that Third Party Release flash is not shown in the top right field labeled SELECT RO FLASHES. Note: If the flash is already present select CANCEL, and proceed no further. 4 Scroll down on the left top box labeled AVAILABLE RO FLASHES and highlight THIRD PARTY RELEASE select the right arrow between the two upper boxes to move the flash to the right select submit to save the flash and Share will display Update Complete, and Select OK to return to the READY screen. Example: 5 Add the following VBMS or MAP-D note: VA Form 21-0845, Authorization to Disclose Personal Information to a Third Party, received and of record in favor of: [type the individual named in Block 10 here]. If the claimant selected a limited time frame for the authorization, also note VA Form 21-0845 expires on [MM/DD/YYYY].
h. Handling an Incomplete VA Form 21-22 or VA Form Use the procedure below if VA Form 21-22 or VA Form 21-22a is incomplete. If the VSO is ... Then ... located in the same building as the RO forward the form to the VSO for completion, and check all necessary incomplete items on the form. not located in the same building as the RO, and there is an end product (EP) pending return the form to the claimant with a letter, and check all necessary incomplete items on the form in red ink. not located in the same building as the RO, and there is no EP pending establish an EP 400 Correspondence return the form to the claimant with a letter check all necessary incomplete items on the form in red ink, and clear the EP 400. Important: If the form was received in the CM portal, print a copy of the form, take the appropriate action identified in the table above, then upload the document to VBMS. Note: The VBMS development action Form incomplete - Items checked in red needed,” can be found under the category GENERAL. Reference: For more information on VBMS development actions, see the . i. Processing Copies of VA Form 21-22 or VA Form With Paper Claims Folders The current versions of VA Form 21-22 or VA Form 21-22a no longer have multiple copies to be acknowledged and sent to the POA or representative. To process these forms with paper claims folders use the below table. If the form is a … Then ... paper VA Form 21-22 enter in the Acknowledged block the current date your initials, and as applicable, complete the Sent to block. paper VA Form 21-22a annotate with the current date, and Acknowledged.
an electronic VA Form 21-22 or VA Form upload to VBMS. Note: Users may view the form electronically in VBMS. paper original of either VA Form 21-22 or VA Form 21-22a reverse file the form on the right flap of the claims folder. j. Processing Copies of VA Form 21-22 or VA Form With eFolders The current versions of VA Form 21-22 or VA Form 21-22a no longer have multiple copies to be acknowledged and sent to the POA or representative. To process these forms with eFolders, upload the form the CM portal to VBMS. Notes: The claims folder copy is shown in VBMS or Virtual VA. The service organization is able to view the eFolder for Veterans or claimants they represent. If a paper folder exists for Vocational Rehabilitation and Education (VR&E), Education, Insurance, or Loan Guaranty, those business lines have access to VBMS and are able to print the form. k. Unclear Declaration If a private attorney’s declaration of representation is unclear whether it is limited to a certain claim/appeal or unlimited, write to the attorney and ask for clarification. Reverse-file any such clarification in the claims folder, or upload to the eFolder, whichever is applicable. l. Handling Appointment Forms/Letters When There Is No Record of a Claims Folder Use the table below to handle the receipt of VA Form 21-22, VA Form or the appointment letter when there is no record of a claims folder or a pending claim. If … Then … the form/letter indicates a claim for disability insurance only forward the form/letter to the appropriate insurance center. there is no record of a claim for disability insurance return the form/letter to the VSO, agent, non-licensed individual, or attorney with an explanation for the return. Important: Before returning the document, check the BIRLS LOC screen for the existence of a Chapter 30 or notice of death (NOD) folder since the appointment could relate to a Chapter 30 claim or survivors benefit
claim. Note: If the form was received in the CM portal, print a copy of the form, take the appropriate action identified in the table above, then upload the document to VBMS. m. Validating Claims Without Appointment Forms/Letters Some cases require validation of an informal claim filed by an accredited representative of a VSO, agent, non-licensed individual, or attorney before the necessary VA Form 21-22, VA Form 21-22a, or appointment letter is received. In the absence of evidence to the contrary, presume the existence of a valid appointment in favor of the accredited representative or a VSO, agent, individual, or attorney intending to file a claim as of the date the claim was received. References: For information on applications for disability compensation and/or pension, see M21-1, Part III, Subpart ii, 2.B.1, and informal claims and intent to file (ITF), see M21-1, Part III, Subpart ii, 2.C.1. 5. Updating Electronic Systems for POA Introduction This topic contains information on updating electronic systems for POA, including required system updates for changes in POA appointments updating the POA in Share handling preexisting representative relationships, and updating electronic systems to reflect POA access to the eFolder. Change Date March 17, 2016 a. Required System Updates for Changes in POA Appointments When a claimant appoints a new representative or revokes a current representative the following system updates are required: Share update the Beneficiary Identification and Records Locator Subsystem (BIRLS) perform a pending issue file (PIF) update to provide POA access to the eFolder, and change of address authority.
b. Information Required to Verify Military Service To properly verify active military service, the following information must be available entered on date (EOD) date of release from active duty (RAD) branch of service character of service, and separation reason. Note: Once all information necessary to verify service is obtained, users should indicate that service is verified by entering Y in the VERIFIED field, if using BIRLS, or checking the SERVICE VERIFIED box in Participant Profile. References: For more information on verifying military service in BIRLS, see the , and Participant Profile, see the , and updating multiple periods of active duty military service, see M21-1, Part III, Subpart ii, 3.C.7.c. c. Updating Multiple Periods of Active Military Service Use the table below to determine which system(s) to use when updating multiple periods of active military service. If the Veteran has… Then ... up to three periods of active military service enter all periods of active military service in BIRLS. more than three periods of active military service enter the first three periods of active military service in BIRLS, and enter any remaining periods of active military service in Participant Profile. Important: Service information entered into Participant Profile will only update the Veteran’s corporate record. Changes made in Participant Profile will not automatically update the information shown in BIRLS. Users should check both systems to ensure the Veteran’s military service is complete. Reference: For more information on updating military service in BIRLS, see the , and Participant Profile, see the . d. Active In some situations, SC is awarded for a death, disease, or injury incurred or