a. Selecting the Appropriate Discharge Status Code in PIES Selecting and entering the appropriate discharge status code in PIES when creating a request ensures PIES will route the request to the appropriate address, and minimizes delays in retrieving the requested record(s)/information. Use the table below to determine which discharge status code to use when creating a request in PIES. If ... Then use discharge status code ... the released-from-active-duty (RAD) date is less than eight years from the current date character of service is honorable, and separation documents are of record but do not show the reason for separation as discharged Note: Project the reserve obligation date as eight years from the RAD date unless a discharge document shows a different date. RSV the character of service for any period of service is other than honorable, such as under honorable conditions (UHC) other than honorable (OTH) dishonorable general, or uncharacterized, or the RAD is more than eight years earlier than the current date character of service is honorable, and the Veteran was not retired from service DCH the Veteran indicates he/she retired from service, or BIRLS via the Share application shows military retired pay on the MISCELLANEOUS INFORMATION screen RET the claimant is still on active duty ACT the Veteran is currently in the National Guard NG the individual whose records are required died in service DED the discharge status is unknown Important: Avoid using discharge status code UNK, as its use may cause PIES to route the request to the wrong address. UNK
b. PIES Request Codes Beginning With “M” The table below shows the narrative and proper use for each PIES request code that begins with “M.” Unless otherwise indicated, these codes are used only when the claims folder is a paper folder. Code Narrative When to Use M01 MEDICAL/DENTAL. FURNISH COMPLETE MEDICAL/DENTAL RECORD <SMRS>. When outpatient STRs located at NPRC are needed. M02 ENTRANCE PHYSICAL. FURNISH ENTRANCE PHYSICALS – CHECK MICROFICHE. When STRs do not include the results of an entrance examination and the physical condition upon enlistment is needed. M03 SEPARATION/RETIREMENT PHYSICAL. FURNISH SEPARATION/RETIREMENT PHYSICAL – CHECK MICROFICHE. When STRs do not include the results of a separation/retirement examination and the condition upon discharge is needed. Note: Beginning in the mid-1970s, physical examinations were not always performed at separation/retirement. M04 SERVICE MEDICAL RECORDS NOT LOCATED AT RMC. FURNISH COMPLETE MEDICAL/DENTAL RECORDS IF ON FILE AT YOUR LOCATION. When the location of STRs, according to M21-1, Part III, Subpart iii, 2.A.4.a, should be RMC, but RMC does not have the STRs, and the STRs cannot be located elsewhere. Important: This code can be used for processing claims with an eFolder until NPRC creates an alternative request code. M05, M05-V MEDICAL/DENTAL & SGOS FURNISH MEDICAL/DENTAL & SGOS (POTENTIAL FIRE-RELATED CASE). IF NO MEDICAL/DENTAL RECORDS OR SGOS EXIST, PLEASE SEARCH SICK/MORNING REPORTS. Note: The following subgrid requires completion: SICK/MORNING REPORTS FOR <COMPLETE ORGANIZATIONAL ASSIGNMENT AND HOSPITAL, IF APPLICABLE> FROM <MM/YYYY> TO MM/YYYY> FOR REMARKS When requesting records to supplement the medical records of Army and Air Force Veterans that were destroyed in a fire at NPRC in 1973. If the claims folder is a paper folder, use request code M05, or an eFolder, use request code M05-V. Notes: Obtain information from the claimant to complete the subgrid, if necessary, before submitting a request.
O07 TRAVEL TIME. FURNISH NUMBER OF DAYS OF TRAVEL TIME. When the length of a Veteran’s service is insufficient to meet the minimum duty time under , and the Veteran died within 11 days of discharge. Note: Do not use code O07 if the Veteran had less than 80 days of active duty. O08 REASON FOR SEPARATION. FURNISH REASON FOR SEPARATION. IF SEPARATED FOR DISABILITY, SHOW LOD AND DISEASE OR INJURY. When requesting the reason for separation for a Veteran whose length of service does not meet minimum duty requirements under for pension entitlement. O09 PREVIOUS VA FORMS 3101. FURNISH COPIES OF ANY PREVIOUSLY VERIFIED VA FORMS 3101 (REBUILT FOLDERS). When obtaining prior copies of VA Form 21-3101, Request for Information, would assist in rebuilding a missing claims folder. O10 FACTS AND CIRCUMSTANCES. FURNISH FACTS AND CIRCUMSTANCES SURROUNDING DISCHARGE (ALL RECORDS). When the individual on whose service a claim for VA benefits or services is based was discharged under conditions. O11 MEDICAL/PHYSICAL EVALUATION BOARD. FURNISH MEDICAL/PHYSICAL EVALUATION BOARD PROCEEDINGS. When medical evaluation board and physical evaluation board (MEB/PEB) findings are needed to make a rating decision, or STRs cannot be located and the Veteran claims to have been discharged due to disability. O12 LINE OF DUTY. FURNISH LOD FOR <INCIDENT AND DATE>. When circumstances surrounding injury or death appear to be due to misconduct or under suspicious circumstances. O13 DISCHARGE UPGRADE INFORMATION. FURNISH TYPE OF PROGRAM UPGRADE WAS UNDER, DATE APPLIED FOR UPGRADE, DATE DISCHARGE WAS UPGRADED, CHARACTER OF DISCHARGE BEFORE UPGRADE. When the claimant indicates that the character of discharge of the individual on whose service the claim is based was upgraded and, if confirmed, may afford the claimant new entitlement. O14 RADIATION RISK ACTIVITY. FURNISH SERVICE PERSONNEL RECORDS TO CONFIRM RADIATION RISK. When requesting evidence for radiation exposure under .
O15 RADIATION. FURNISH DD 1141/RECORDS OF EXPOSURE TO RADIATION. When requesting DD Form 1141, Record of Exposure to Ionizing Radiation, in connection with claims for disabilities related to occupational exposure to ionizing radiation under . O16 ASBESTOS. FURNISH RECORDS OF EXPOSURE IN SERVICE OR JOBS VETERAN PERFORMED. When information of record is insufficient to determine exposure to asbestos during service. O17 PAY GRADE. FURNISH HIGHEST PAY GRADE HELD. When a Veteran’s pay grade is required under the provisions of M21-1, Part IV, Subpart iii, 1.A.2.b. O18 PERSONAL TRAUMA PTSD. FURNISH ENTIRE PERSONNEL FILE. When processing claims involving personal trauma that require a review of all personnel records, to include performance ratings. Note: These records might be lengthy. O19 PTSD. FURNISH PAGES FROM THE PERSONNEL FOLDER SHOWING UNIT OF ASSIGNMENT, DATES OF ASSIGNMENT, PARTICIPATION IN COMBAT OPERATIONS, WOUNDS IN ACTION, AWARDS AND DECORATIONS AND OFFICIAL TRAVEL OUTSIDE THE U.S. When requesting copies of the service personnel records that document service information such as awards, medals, and decorations received, military occupational specialty, participation in campaigns, and assignments. Note: It is not necessary to identify the specific pages by number or title. O20, O20-V MORNING REPORTS. SEARCH MORNING REPORTS OF <ORGANIZATION> FROM <MM/DD/YYYY> TO <MM/DD/YYYY> FOR REMARKS REGARDING <IDENTIFIER>. (NOTE: MORNING REPORTS WERE RARELY CREATED AFTER 1974.) When evidence to support alleged injury or illness of Army and Air Force Veterans is not found in STRs. If the claims folder is a paper folder, use request code O20, or an eFolder, use request code O20-V. Notes: Ensure that the request includes the complete organizational assignment down to the company level. Resubmit the request using the appropriate S02/S02-V request code based on the type of claims folder (paper or eFolder, respectively) if the VALO posts the following response: Cannot identify a record based on
O99 <COMPOSED REQUEST ITEM> When a request code for the information/records required does not exist. The user is allowed to compose a request in a “free-text” space. This code can be used when processing claims in both paper claims folders and eFolders. Note: Request code O99 should be used rarely. d. Other PIES Request Codes The table below shows the narrative and proper use for other PIES request codes. Code Narrative When to Use NG1 NATIONAL GUARD RECORD. THE INFORMATION PROVIDED IN THE POP-UP GRIDS IS FURNISHED TO HELP IN IDENTIFYING A RECORD. NOTE: BEFORE YOU COMPLETE THE GRIDS, BE SURE TO VERIFY THE: NAME SERVED UNDER, SSN, AND PROVIDE SN, IF APPLICABLE. When requesting STRs for a Veteran actively serving in the National Guard, or not otherwise located for a Veteran recently separated/retired from a National Guard unit (within the last 12 months). RV1 RESERVE RECORD. THE INFORMATION PROVIDED IN THE POP-UP GRIDS IS FURNISHED TO HELP IN IDENTIFYING A RECORD. NOTE: BEFORE YOU COMPLETE THE GRIDS, BE SURE TO VERIFY THE: NAME SERVED UNDER, SSN, AND PROVIDE SN, IF APPLICABLE. When requesting STRs for a Veteran actively serving in the Reserves, or not otherwise located for a Veteran recently separated/retired from a Reserve unit (within the last 12 months). S01 SERVICE. VERIFY ONLY THE UNVERIFIED PERIODS OF SERVICE SHOWN AND NAME, SSN, SN, AS APPLICABLE. When verification of active duty is needed. If the only service is active duty for training, the response will indicate that fact. Note: Request code should only be used when processing a claim in a paper claims folder.