39VA047

Categories of records in the system:
A record of all payments made to or on behalf of an individual veteran and/or dependents. Authority for maintenance of the system: Title 38, United States Code, Chapers 11, 13, 15, 19, 23, 31, 34, 35 & 36.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

1. In the event that a system of records maintained by this agency to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute, or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, State, local or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation or order issued pursuant thereto.
2. A record from this system of records may be disclosed as a ``routine use to a Federal, State or local agency maintaining civil, criminal or other relevant information, such as current licenses, if necessary to obtain information relevant to an agency decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefits.
3. A record from this system of records may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.
4. To clarify disputed accounts, overpayment cases, furnishing abstract of payments, data on months of education entitlement used, and verification of payments made.
5. Relevant information from this system of records, including the nature and amount of a financial obligation, may be disclosed as a routine use, in order to assist the Veterans Administration in the collection of unpaid financial obligations owed the VA, to a debtor's employing agency or commanding officer so that the debtor-employee may be counseled by his or her Federal employer or commanding officer. This purpose is consistent with 5 U.S.C. 5514, 4 CFR 102.5, and section 206 of Executive Order 11222 of May 8, 1965 (30 FR 6469).
6. Relevant information from this system of records, including available identifying data regarding the debtor, such as name of debtor, last known address of debtor, name of debtor's spouse, social security account number of debtor, VA insurance number, VA loan number, VA claim number, place of birth and date of birth of debtor, name and address of debtor's employer or firm and dates of employment, may be disclosed to other Federal agencies, State probate courts, State drivers license bureaus, and State automobile title and license bureaus as a routine use in order to obtain current address, locator and credit report assistance in the collection of unpaid financial obligations owed the U.S. This purpose is consistent with the Federal Claims Collection Act of 1966 (Pub.L. 89-508, 31 U.S.C. 951-953) and 4 CFR parts 101-105.
7. Disclosure may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.
8. Disclosure may be made to NARA (National Archives and Records Administration) GSA (General Services Administration) in records management inspections condutced under authority of 44 U.S.C. 2904 and 2906.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Storage:
Microfilm.

Retrievability:
Name and claim number.

Safeguards:
Access to microfilm files is restricted to VA employees. The records are protected from outside access by the Federal Protective Service.

Retention and disposal:
Microfilm records are retained indefinitely.

System manager(s) and address:
Controller (047), Veterans Administration Central Office, Washington, DC 20420.

Notification procedure:
Individuals seeking information concerning existence of a record pertaining to themselves must submit a written request or apply in person to the nearest VA regional office or center. Addresses for VA regional offices and centers may be found in VA Appendix 1 at the end of this document.

Individuals must reasonably identify the benefit payment or system of records involved, i.e., Education, Compensation and Pension, Insurance. Inquiries should include the individual's full name, VA file number and return address.

Record access procedures:
Veterans, beneficiaries or duly authorized representatives seeking information regarding access to and contesting of VA records may write, call or visit the nearest VA regional office or center.

Contesting record procedures:
(See Record Access Procedures above.)

Record source categories:
VA Benefit Payment Records.

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