Revised April 23, 2026
XIV.7.1.aSSA 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.bHow 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.cIndividuals 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.dResponsibility 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.eCentral 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.
2Processing 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.
Revised April 23, 2026
XIV.7.2.aInitial 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
|
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.bCaveat 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.cActions 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 |
|
VA and Federal BOP Computer Match |
|
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.
3Exhibit: Description of Fields on the VA and Federal BOP Computer Match Worksheet
Revised August 15, 2024
XIV.7.3.aDescription 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 |
4Exhibit: Description of Fields on the VA and SSA State Prisoner Computer Match Worksheet
Revised April 30, 2021
XIV.7.4.aDescription 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 |
End of Part XIV, Chapter 7