--- title: "Part XIV, Chapter 7" document: "M-21-1" section: "Part XIV, Chapter 7" canonical: "https://veteranai.co/va-regulations/m21-1/xiv.7" source: "https://www.knowva.ebenefits.va.gov/system/templates/selfservice/va_ssnew/help/customer/locale/en-US/portal/554400000001018/content/554400000173307/M21-1-Part-XIV-Chapter-7-Data-Matching-Programs-That-Identify-Incarcerated-Beneficiaries-and-Dependents" updated: "2026-09-07T14:38:17.156711Z" --- April 23, 2026 ### XIV.7.1.a. SSA and BOP Agreements With VA The Department of Veterans Affairs (VA) is alerted of individuals whose incarceration might require the reduction or termination of VA benefits through * a computer matching agreement with the Bureau of Prisons (BOP), Department of Justice, and * an information exchange agreement with the Social Security Administration (SSA). **References:** For more information on * compensation for incarcerated Veterans, see [38 CFR 3.665]() * the payment of pension during confinement in penal institutions, see * [38 CFR 3.666](), and * [38 U.S.C. 1505](), and * the payment of compensation and Dependency and Indemnity Compensation (DIC) to persons convicted of a felony, see [38 U.S.C. 5313](). ### XIV.7.1.b. How VA Processes the Data It Receives From SSA and BOP | < | Each month, a VA computer system compares Social Security numbers (SSNs) in VA compensation and pension (C&P) files against SSNs in SSA’s and BOP’s inmate database. When a match arises, the system * generates one of the following worksheets, depending on the database from which the match arose: * _VA and Federal BOP Computer Match_ , or * _VA and SSA State Prisoner Computer Match_ * uploads a copy of the worksheet into the appropriate electronic claims folder (eFolder) * adds the _Incarceration_ corporate flash, and * establishes an 800 series work item. _**Important**_ : * If automatic upload of the worksheet does not occur, claims processors must manually upload a copy of the worksheet into the appropriate eFolder. * Worksheets containing personally identifiable information (PII) for multiple claimants must be redacted appropriately prior to upload. _**Reference**_ :_** **_ For more information on redacting documents containing PII, see [M21-1, Part II, Subpart ii, 2.B.1.d](). ### XIV.7.1.c. Individuals That Data Matching Identifies The data matching referenced in M21-1, Part XIV, 7.1.b identifies Veterans, dependents, and survivors that have been incarcerated.Use the table below to determine the individual being identified in the data match.< | **If a Veteran’s SSN and the SSN in the SSA or BOP database are …**| **And the case is a …**| **Then the match is on …** the same| \---| the Veteran’s SSN. not the same| live case| a dependent’s SSN.**Note:** Assume the incarcerated person is the Veteran’s dependent. death case| a survivor’s SSN. **Important:** [38 CFR 3.666]() requires the removal of an incarcerated dependent from a beneficiary’s award if the beneficiary receives **_pension_**. There is no such requirement, however, if the beneficiary is a * Veteran receiving disability compensation, or * surviving spouse receiving DIC. **Reference:** For more information on handling notice of a Veteran’s, dependent’s, or survivor’s incarceration, see [M21-1, Part VI, Subpart iv, 1.A]() and [B](). ### XIV.7.1.d. Responsibility for Processing Cases Involving Beneficiaries in Receipt of Pension or DIC M21-1, Part XIV, 7.1.b, if the * beneficiary is in receipt of pension or DIC, or * Veteran is entitled to compensation but is receiving pension as the greater benefit. **Reference:** For more information on the jurisdiction of each PMC, see [M21-1, Part I, Subpart ii, 1.B.2.b](). ### XIV.7.1.e. Central Office Point of Contact Send an e-mail to [VAVBAWAS/CO/212]() if * no worksheets are received for a particular month, or * questions about the data-matching programs discussed in this chapter arise. ## 2. Processing Worksheets Data-Matching Programs Generate This topic contains instructions for processing worksheets data-matching programs generate, including * initial screening of worksheets * caveat about the data match with SSA, and * actions to take when data matching identifies a VA beneficiary or a dependent. April 23, 2026 ### XIV.7.2.a. Initial Screening of Worksheets Since the computer system referenced in M21-1, Part XIV, 7.1.b only looks for matching SSNs, worksheets might be generated for some beneficiaries/dependents that are not actually incarcerated. This might happen because of an erroneous SSN in either VA records or SSA’s or BOP’s database. In order to avoid an unnecessary award adjustment, when neither a VA beneficiary nor a dependent were incarcerated, compare the name in the PRISONER'S NAME field on the worksheet with the beneficiary’s or dependent’s name in the corporate record. If the names are not close, compare the prisoner’s birthdate on the worksheet with the date of birth (DOB) in the corporate record and, if applicable, the Beneficiary Identification and Records Locator Subsystem.Use the table below to determine the action to take after reviewing the evidence of record.| **If the evidence of record …**| **Then …** clearly indicates the person identified by the match is a VA beneficiary or a dependent| follow the instructions in M21-1, Part XIV, 7.2.c. clearly indicates the person identified by the match is _**not**_ a VA beneficiary or a dependent| take no further action other than to * undertake development to obtain the VA beneficiary’s or dependent’s correct SSN under [38 CFR 3.652]() (if the VA beneficiary or dependent appears to be the one with the erroneous SSN) * remove the _Incarceration_ corporate flash, and * update the subject of the eFolder document to include the words _erroneous match_. is questionable| undertake development to determine if the VA beneficiary or dependent and the prisoner are the same individual. **Notes:** * For the purpose of this block, treat an incarcerated **_apportionee_** as both a dependent (except as noted in [M21-1, Part VI, Subpart iv, 2.A.3.a]()) **_and_** a VA beneficiary. * The SSN that appears on a worksheet does not always belong to the corresponding prisoner. In many instances, the system that performs the data-matching activity described in M21-1, Part XIV, 7.1.b, associates a prisoner with a VA beneficiary or dependent based other data, such as name and DOB. When this occurs, the system makes an assumption that because the VA beneficiary or dependent and the prisoner are the same person, they share the same SSN that VA has in its records for the beneficiary or dependent. * Based on the explanation provided in the preceding paragraph, it would be improper to assume a prisoner is illegally using a VA beneficiary’s or dependent’s SSN simply because the system associated the prisoner with a VA beneficiary or dependent. ### XIV.7.2.b. Caveat About the Data Match With SSA The program SSA uses to identify incarcerated individuals was designed to meet the needs of SSA, not VA. Accordingly, the appearance of a VA beneficiary or dependent on a _VA and SSA State Prisoner Computer Match_ worksheet does not always necessitate a corresponding award adjustment. Based on the explanation provided in the preceding paragraph, take no action on a match if the prisoner is/was incarcerated in a facility that does not hold sentenced * offenders, such as a city jail, or * felons, in a compensation/DIC case. **Notes:** * Many facilities that house prisoners have websites that provide information about the categories of prisoners the facility holds. * For the purpose of this block, treat an incarcerated apportionee as an incarcerated * dependent (except as noted in [M21-1, Part VI, Subpart iv, 2.A.3.a]()), **_and_** * VA beneficiary. _**Important**_ : Do not assume development sent to the facility’s address or calls made to the phone number on the worksheet will result in the desired needed information. It is permissible to use a Web search engine to obtain a phone number of the jurisdiction’s record's facility. ### XIV.7.2.c. Actions to Take When Data Matching Identifies a VA Beneficiary or a Dependent If comparison of the worksheet with the corporate record (and, if necessary, the claims folder) confirms the person identified by the match is a VA beneficiary or a dependent, follow the instructions in the table below.| **If the title of the worksheet is …**| **Then …** _VA and SSA State Prisoner Computer Match_| * consider the worksheet official notice of imprisonment in a penal institution, and * follow the instructions in [M21-1, Part VI, Subpart iv, 1.A.3.a](). _VA and Federal BOP Computer Match_| * consider the worksheet official notice the beneficiary or dependent was * convicted of a felony or misdemeanor, and * imprisoned in a Federal penal institution for more than 60 days, and * follow the instructions in [M21-1, Part VI, Subpart iv, 1.A.3.a](). **Notes:** * Do **_not_** infer that an individual identified on a worksheet was never incarcerated simply because they do not appear on one of the prison websites referenced in [M21-1, Part VI, Subpart iv, 1.A.3.b](). Many of these websites list only those individuals that are _currently_ incarcerated. In every case, contact with the facility shown on the worksheet is required to establish that a person was **_not_** incarcerated. * For the purpose of this block, treat an incarcerated apportionee as an incarcerated * dependent (except as noted in [M21-1, Part VI, Subpart iv, 2.A.3.a]()), and * VA beneficiary. **Reference:** For more information on handling notice of imprisonment of a surviving spouse, child, or parent beneficiary, see [M21-1, Part VI, Subpart iv, 1.B](). ## 3. Exhibit: Description of Fields on the _VA and Federal BOP Computer Match_ Worksheet August 15, 2024 ### XIV.7.3.a. Description of Fields on the VA and Federal BOP Computer Match Worksheet The table below provides a description of each field on the _VA and Federal BOP Computer Match_ worksheet.| **Name of Field**| **Definition of Data**| **Source of Data** DATE OF MATCH| Date match occurred.| VA CLAIM NUMBER| File number found in matching C&P record.| C&P master record-file number VA REGIONAL OFFICE NUMBER| The three-digit number of the regional office (RO) having jurisdiction over the Veteran’s claim.| C&P master record-RO number NAME AND ADDRESS OF PENAL INSTITUTION| The name and address of the Federal facility at which the prisoner is currently incarcerated.| BOP input-place of current confinement. TELEPHONE NUMBER OF PENAL INSTITUTION| The telephone number of the Federal facility at which the prisoner is currently incarcerated.| BOP input-place of current confinement. PRISONER’S NAME| The name under which the prisoner was convicted.| BOP input-name, last; name, first; name, middle; name, suffix VETERAN’S NAME| The name of the Veteran as found in the matching C&P record.| C&P master record name PRISONER’S SOCIAL SECURITY NUMBER| The SSN provided by the prisoner at time of incarceration.| BOP input-SSN VETERAN’S SOCIAL SECURITY NUMBER| The SSN found in matching C&P record.| C&P master record PRISONER’S DATE OF BIRTH| The DOB as shown in the records of the Federal facility.| BOP input-DOB INMATE REGISTER NUMBER| The identification number assigned to the prisoner by the BOP.| BOP input-Register Number[Print as NNNNN-NNN.] COMPUTATION DATE OF CURRENT SENTENCE| The date used by BOP to determine a release date based on the length of the current sentence, sentences for other convictions, and so on.**Important:** This date does _not_ reliably represent the date of incarceration.| BOP input-date computation began TYPE OF OFFENSE| Code used by BOP to indicate whether current incarceration is the result of a felony conviction.| BOP input-type of offense DATE OF CONVICTION| This the date the prisoner was sentenced._**Note**_ : This date is not the same as the date the prisoner was confined.| BOP input-date of conviction DATE OF ACTUAL RELEASE| This data will be furnished for the retroactive release date and will show the date on which a period of incarceration ended.| BOP input-date of scheduled release SENTENCE LENGTH| Length of the prisoner’s sentence.| BOP input-sentence length ## 4. Exhibit: Description of Fields on the _VA and SSA State Prisoner Computer Match_ Worksheet April 30, 2021 ### XIV.7.4.a. Description of Fields on the VA and SSA State Prisoner Computer Match Worksheet The table below provides a description of each field on the _VA and SSA State Prisoner Computer Match_ worksheet. | Name of Field| Definition of Data| Source of Data DATE OF MATCH| Date match occurred.| VA CLAIM NUMBER| File number found in matching C&P record.| C&P master record-file number VA REGIONAL OFFICE NUMBER| The three-digit number of the RO having jurisdiction over the Veteran’s claim.| C&P master record-RO number STATUS CODE| Current status of prisoner| SSA input-status code FACILITY TYPE| Type of penal institution (State, local, or other)| SSA input-type of facility NAME AND ADDRESS OF PENAL INSTITUTION| The name and address of the facility at which the prisoner is currently incarcerated.| SSA input-name and place of current confinement TELEPHONE NUMBER OF PENAL INSTITUTION| The telephone number of the facility at which the prisoner is currently incarcerated.| SSA input-telephone number of place of current confinement FAX NUMBER OF PENAL INSTITUTION| The fax number of the facility at which the prisoner is currently incarcerated.| SSA input-fax number of place of current confinement PRISONER’S NAME| The name under which the prisoner was convicted.| SSA input-name, first; name, middle initial; name, last VETERAN’S NAME| The name of the Veteran as found in the matching C&P record.| C&P master record-Last name, first name, middle initial PRISONER’S SOCIAL SECURITY NUMBER| The SSN provided by the prisoner at time of incarceration.| SSA input-SSN of prisoner VETERAN’S SOCIAL SECURITY NUMBER| The SSN found in matching C&P record.| C&P master record PRISONER’S DATE OF BIRTH| The DOB as shown in the records of the facility.| SSA input-DOB PRISONER’S ID NUMBER| The identification number assigned to the prisoner by the SSA.| SSA input-Register Number[Print as NNNNNNN.] DATE OF CONFINEMENT| The date used by SSA to determine a release date based on the length of the current sentence, sentences for other convictions, and so on.| SSA input-date computation began DATE OF ACTUAL RELEASE| Code used by SSA to indicate date prisoner was released from penal institution| SSA input-date of actual release [Print as MM/DD/YYYY.] DATE REPORTED TO SSA| Date the prisoner’s incarceration was reported to SSA.| SSA input-date incarceration was reported to SSA