Exceptional Incapacity Allowance (VAC PPU 602)

Description: This bank describes information that is used in support of determining eligibility, entitlement, and assessment for the Exceptional Incapacity Allowance (EIA), under the Pension Act. The information is about individuals who applied for and/or received a decision for an Exceptional Incapacity Allowance, which recognizes the exceptional health needs as a result of service related disabilities. For Canadian Armed Forces (CAF) members and Veterans, and Royal Canadian Mounted Police (RCMP) members and former members, the personal information may include identifying numbers, name, health information, and signature. In the case where the member, Veteran, or former member had an EIA application pending at the time of death, a survivor/dependant may continue the application, in which case a date of death and supporting documentation must be provided. Other required personal information may include whether the applicant is a VAC employee, other information required for identity validation, and information regarding a representative.     

Note: Revised in 2019. Information may be stored in VAC's physical and electronic systems including: Client Service Delivery Network (CSDN) and/or GCCase, which may include client initiated actions and responses made through My VAC Account, and/or, VAC staff/contracted resource initiated actions and responses made through Benefit and Health Services On-line (BHSOL). Some documents received in Veterans Affairs Canada (VAC), from the Department of National Defence (DND) may reference the Social Insurance Number (SIN) as DND personnel were required to use the SIN as their personal identification number between 1960 and 1990.

Class of Individuals: War Veterans, Allied Veterans, Merchant Navy Veterans, former and still serving members of the CAF, members and former members of the RCMP, eligible civilians, survivors, dependent children or orphans, and/or representatives.

Note: With the coming into force of the Canadian Forces Members and Veterans Re-establishment and Compensation Act on April 1, 2006, now known as the Veterans Well-being Act (VWA), the Pension Act was amended and limited to individuals with service in the CAF prior to April 2, 1947 or service in the Korean War. For CAF members and Veterans who received a decision under the Pension Act prior to April 1, 2006, the Pension Act continues to be applicable in limited circumstances in respect of all service in the CAF as outlined in section 3.1 of the Pension Act and section 56 of the VWA.

Purpose: The personal information is used to administer the program, determine eligibility (entitlement and assessment), and disburse funds under the Exceptional Incapacity Allowance program. Personal information is collected pursuant to Part IV, sections 72 and 73, as well as sections 82, 84, 109, 109.1, and 109.2 of the Pension Act, and associated Award Regulations.

Consistent Uses: Information may be used and disclosed for planning, research, development, evaluation and/or reporting of programs, policies and services. The use and disclosure is limited to VAC areas that are involved in the identified program, service and policy, and may also be shared with senior management.

Personal information may be shared with other VAC programs, including programs covered by the application waiver provision under sections 80.1 of the Pension Act and/or 78.1 of the Veterans Well-being Act, for the purpose of determining eligibility for additional benefits, assessments, case management, mental health initiatives, and/or commemorative activities, where applicable.

Personal information may be shared with the Department of National Defence (DND) to obtain health and service records in support of program administration. Refer to DND Personal Information Bank –  Medical Records (DND PPE 810).

Name, identifying numbers, service information, health information and any relevant information in support of the claim, may be shared with the Veterans Review and Appeal Board (VRAB) in support of the Reviews and Appeals process (VRAB - Reviews and Appeals - VRAB PPU 080) and (Bureau of Pension Advocates VAC PPU 365).

Name, contact information, client identifier, entitlement amounts and direct deposit instructions may be shared with Public Services and Procurement Canada (PSPC) for the purposes of issuing payments (refer to Receiver General Payments - PWGSC PPU 712).

Personal information may be obtained by PSPC in accordance with an established Memorandum of Agreement for the purpose of creating a digital image of the record for use by VAC (Refer to PSPC institution specific personal information bank, PWGSC PCU 709 - Document Imaging Solutions). Public Services and Procurement Canada will not use the personal information for the purposes of making administrative decisions.

Personal information such as name, contact information, service information, health and financial information may be shared with an authorized and approved third party, in accordance with an established Service Level Agreement for the purpose of printing and mailing services. The approved third party will not use the personal information for the purposes of making administrative decisions.

Veterans Affairs Canada has contracted an authorized and approved third party, located in Canada, to provide transportation, storage, maintenance retrieval, delivery, and destruction services of VAC records, where applicable.

Retention and Disposal Standards: Regardless of the format, as part of the client record, the retention period is 7 years after the date of death of the applicant. If the date is not known, the retention period is 110 years after the date of birth provided there are no known dependents, no outstanding claims against the crown, no actions involving the estate, no indication on file of the legal status of a dependent, and no activity of any kind.