ࡱ>  *8bjbj >cc/P:":":":":"N"N"N"8"#TN"(f$X$$$$&&,&Ȕʔʔʔʔʔʔ$_:"&&&&&:":"$$4F***&F:"$:"$0*&Ȕ**bӄ}Ď$e $'rPVI<o(VoĎĎo:"؎D&&*&&&&&*&&&&&&&o&&&&&&&&& !: Section B. System Information for Veteran First Notice of Death (FNOD) Processing  PRIVATE INFOTYPE="OTHER" Overview In This SectionThis section contains the following topics: TopicTopic Name1 (old 7)Commands for Veteran FNOD Processing2 (old 10)Existing Beneficiary Identification and Records Locator Subsystem (BIRLS) Records and Veteran FNOD Processing3 (old 11)Actions to Take When There Is No Existing BIRLS Record During Veteran FNOD Processing 1. Commands for Veteran FNOD Processing  PRIVATE INFOTYPE="OTHER"  IntroductionThis topic contains information on commands for Veteran FNOD processing, including command options for Veteran FNOD processing similarities and differences of commands for Veteran FNOD processing, and determining which command to use for Veteran FNOD processing. Change DateMay 18, 2015 a. Command Options for Veteran FNOD ProcessingProcess a Veterans First Notice of Death (FNOD) in Share using either the FIRST NOTICE OF DEATH (FNOD) command, or if a survivors claim is received, the CLAIMS ESTABLISHMENT (CEST) command can be used to update the Veterans record and establish the appropriate end product (EP). Important: The CEST command option should only be used by Pension Management Centers (PMCs) as they are responsible for processing survivor claims. All other users should use the FNOD command exclusively. References: For more information on processing a notice of death (NOD) for a dependent, see M21-1, Part III, Subpart iii, 5.F.7, and survivor, see M21-1, Part IV, Subpart iii, 3.C.1 and 2. b. Similarities and Differences of Commands for Veteran FNOD ProcessingBoth the FNOD command and the CEST command require the same basic entries to process a NOD. The main difference between the commands is that CEST establishes a pending EP while the FNOD command does not. Reference: For more information on the CEST command, see the  HYPERLINK "http://css.vba.va.gov/SHARE/" Share Users Guide. c. Determining Which Command to Use for Veteran FNOD ProcessingIn general, use the FNOD command for Veteran FNOD processing. Exception: PMCs should use the table below to determine which command to use for FNOD processing. If Then use the the NOD is one of the following items: VA Form 21P-530, Application for Burial Benefits VA Form 21-534, Application for Dependency and Indemnity Compensation, Death Pension and Accrued Benefits by Surviving Spouse or Child (Including Death Compensation if Applicable VA Form 21-534EZ, Application for DIC, Death Pension, and/or Accrued Benefits VA Form 21-535, Application for Dependency and Indemnity Compensation by Parent(s) Including Accrued Benefits and Death Compensation when Applicable VA Form 21-601, Application for Accrued Amounts Due a Deceased Beneficiary, and VA Form 21-8834, Application for Reimbursement of Headstone or Marker Expense.CEST commandthe report of death of the Veteran is not received in connection with one of the types of claims listed aboveFNOD command 2. Existing BIRLS Records and Veteran FNOD Processing  PRIVATE INFOTYPE="OTHER"  IntroductionThis topic contains information on working with existing BIRLS records and Veteran FNOD processing, including Veteran FNOD processing steps to include working with the MONTH OF DEATH (MOD) and PRESIDENTIAL MEMORIAL CERTIFICATE (PMC) screens when the system finds multiple records during FNOD processing folder establishment during Veteran FNOD processing, and disposition of Veteran NOD data prints. Change DateJune 18, 2015 a. Veteran FNOD Processing Steps to Include Working With the MOD and PMC ScreensFrom the READY screen, select the applicable command (CEST or FNOD) and enter the Veterans file number name, and service information if sufficient evidence accompanies the NOD. If you do not know the Veterans file number, enter the Veterans Social Security number (SSN) or service number, and as much additional identifying information as possible to avoid creating duplicate Beneficiary Identification and Records Locator Subsystem (BIRLS) records. When the system locates an existing BIRLS record for a Veteran, follow the steps in the table below to process a Veteran FNOD. StepAction1Review the system to determine if the Veteran has a running award. If yes, proceed to the next step. If no, proceed to Step 6.2Review the system to see if there is a living spouse of record. If yes, proceed to the next step. If no, proceed to Step 6.3Perform an SSA INQUIRY to confirm whether the spouse is still living. If yes, proceed to Step 6. If no, proceed to the next step.4Insert the SSA INQUIRY showing the spouses date of death into Virtual VA.5Enter the spouses date of death into Participant Profile or using the DEPENDENTS command in Share.6Verify that the information on the VETERAN IDENTIFICATION DATA (VID) screen for the Veteran is complete and accurate (if not, modify), and enter the following: the date of death for the Veteran the applicable cause of death in the CAUSE OF DEATH field: UNKNOWN NATURAL COMBAT, or OTHER, and a Y in the Death in Service field if the evidence shows the Veteran died in service.7Select the UPDATE button on the VID screen. The MONTH OF DEATH (MOD) screen will automatically appear.8Verify that the Veterans and spouses information on the MOD screen is complete and accurate. If not accurate, modify the information. Note: If you discover you are processing an FNOD under the incorrect Veterans record, then do the following: select the ABORT MOD ONLY button (this will stop any payment and letters being issued), and refer the case to adjudication.9Select the applicable notice in the drop-down TYPE OF NOTICE field. The following notices will not send contemporaneous notice to the Veteran: DEATH CERTIFICATE/DEATH NOTICE DEATH BENEFIT CLAIM BURIAL BENEFIT/HEADSTONE/MARKER CLAIM FLAG APPLICATION INTERMENT RECORD NOTICE OF DEATH MESSAGE, or VA INSURANCE CLAIM. The following notices will send contemporaneous notice to the Veteran: TELEPHONE FNOD PERSONAL INTERVIEW FNOD INSURANCE PCR FNOD, or DEATH MATCH.10If the Veteran had no spouse or the spouses information is discrepant or incomplete, then check the Send Next of Kin Letter box.11Select the UPDATE button on the MOD screen. The PRESIDENTIAL MEMORIAL CERTIFICATE (PMC) screen will automatically appear. If the requirements for the PMC have not been met, do not create the PMC.12If there is a spouse of record in the system, this information will be pre-populated on the PMC screen. Verify that the information is complete and accurate. If not, modify the information. 13Select the CREATE CERTIFICATE button on the PMC screen.14Scan the NOD mail into the Veterans eFolder. Note: If a survivor claim was submitted with the NOD mail, then forward the survivor claim to the appropriate Pension Management Center. Note: If the surviving spouse was receiving an apportionment, do not pay the MOD payment until a Veterans Service Representative (VSR) reviews the claims folder to ensure there was no pending action to remove the spouse. References: For more information on MOD entitlement and processing instructions, see M21-1, Part IV, Subpart iii, 3.A.5, and the  HYPERLINK "http://vbaw.vba.va.gov/bl/21/systems/docs/MODGuide.pdf" Month of Death User Guide, and PMC entitlement and processing instructions, see M21-1, Part VII, 4.A, and the  HYPERLINK "http://css.vba.va.gov/SHARE/" Share Users Guide. b. When the System Finds Multiple Records During FNOD ProcessingWhen the system finds multiple records during FNOD processing, use the table below to determine how to review a BIRLS record, or return to the BIRLS SELECTION screen. If you want to Then review a BIRLS recorddouble click the BIRLS record, or select the BIRLS record and then use the INQUIRY command.return to the BIRLS SELECTION screenuse the SELECTION command. c. Folder Establishment During Veteran FNOD ProcessingDo not create a physical NOD folder if all claims-related material associated with that folder are scanned into an approved system of records, such as Virtual VA or VBMS. Use the table below to make the appropriate entry in the NO CLAIM FOLDER EST RSN field on the FOLDER LOCATION screen when you process an FNOD through the CEST command no claims folder exists, and you are not creating a NOD folder. If the NOD mail isThen entereither VA Form 40-4956, Record of Interment, or a NOD received through a system generated work itemDMA in the NO CLAIM FOLDER EST RSN field.an insurance claim such as VA Form 29-4125 VA Form 29-4125A, or VA Form 29-4125KInsurance (INS) in the NO CLAIM FOLDER EST RSN field.VA Form 21-2008, Application for United States Flag for Burial PurposesRegional Office Inquiry (ROI ) in the NO CLAIM FOLDER EST RSN field on the LOC screen, and Yes (Y ) in the BURIAL FLAG ISSUED field on the ICP screen.anything other than VA Form 40-4956 VA Form 21-2008, or an insurance claimROI in the NO CLAIM FOLDER EST RSN field. d. Disposition of Veteran NOD Data PrintsThe system generates a Veteran NOD VID screen print when FNOD processing results in a new BIRLS record, or NOD folder in BIRLS. These prints should be destroyed in accordance with  HYPERLINK "http://vbaw.vba.va.gov/usb/letters/usb2008.htm" VBA Letter 20-08-63.  3. Actions to Take When There Is No Existing BIRLS Record During Veteran FNOD processing Change DateJune 18, 2015 a. Assigning New File Numbers During Veteran FNOD ProcessingIf the BIRLS database search does not locate an existing BIRLS record, assign a new file number during Veteran FNOD processing. Follow the steps in the table below to assign a new file number. StepAction1Check to see that the following information has been entered on the READY screen: the Veterans first name, middle name or initial, and last name service number if the Veteran served before August 1969 in the Army or Air Force January 1971 in the Navy or Marine Corps, or October 1974 in the Coast Guard Social Security account number if the Veteran served after July 1969 in the Army or Air Force December 1970 in the Navy or Marine Corps, or September 1974 in the Coast Guard, and date of birth.2Has the information listed in Step 1 been entered on the READY screen? If yes, go to Step 3. If no terminate CEST or FNOD processing, and enter the minimum required entries listed in Step 1.3Enter all other available identifying information. Note: It is very important to enter the Veterans service number and SSN when they are available.4If the minimum required information is in the system, but the BIRLS database search fails to locate an existing record, establish a new BIRLS record and proceed with the FNOD processing steps in M21-1, Part III, Subpart ii, 8.B.2. Important: Use extreme care not to add a new BIRLS record until all searches for a current BIRLS record to include name variations have been completed.5If the minimum required information is not available and the BIRLS database search fails to locate an existing record terminate CEST or FNOD processing, and write to the claimant or next of kin for additional identifying information. Note: If the NOD is a claim form, advise the claimant to respond within 30 days or VA cannot take action. If you receive a response but the claimant or next of kin cannot provide the Veterans service number or SSN, send VA Form 21-3101, Request for Information to the appropriate service department. Do not use the Personnel Information Exchange System (PIES) to send VA Form 3101 since there is no assigned file number.6If there is not enough information to identify an existing record or establish a new BIRLS record refer the issue for development, and do not put the NOD mail under control, even if it is an application for benefits, such as VA Form 21P-530 or VA Form 21-534. Note: If development fails to identify the record, return the NOD mail to the claimant. If the mail does not contain a valid address, place it in the military file. Reference: For more information on military files, see M21-1, Part III, Subpart ii, 4.H.1.     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