Income Replacement Benefit (VAC PPU 715)

Description: This bank describes information that is used in support of determining eligibility and entitlement for Income Replacement Benefits, under the Veterans Well-being Act. The information is about individuals who applied for, and/or received a decision for Income Replacement Benefits, which recognizes and compensates Veterans, and in some cases, surviving spouse/common-law partner or orphans, for the economic impacts that health problem(s) resulting primarily from service have on a Veteran’s ability to earn income and save for retirement. For Veterans, the personal information may include name, contact information, official language, date of birth, military service information, health information, financial information, employee identification numbers, Social Insurance Number (SIN), and signature. Other required personal information may include whether the applicant is a Veterans Affairs Canada (VAC) employee, opinions of, or about, individuals, information about the client representative (guardian or power of attorney) if applicable, identity validation information, decision and/or entitlement information from other VAC programs, including the Rehabilitation Program – decisions related to the eligibility and termination of the Rehabilitation Program, Diminished Earning Capacity (DEC), as well as confirmation or receipt/decision of Canadian Armed Forces Long Term Disability (CAF LTD - Manulife) Program.

When a members’ or Veterans’ surviving spouse/common-law partner or orphaned child(ren) make an application for Income Replacement Benefit in respect of the death of a member/Veteran, they must provide the name, date of birth, and military service information related to the member/Veteran, and the same information as noted above about themselves, with the exception of the military service and health information. In addition. they must also provide date of death for the member/Veteran, information establishing proof and/or cause of death, such as death certificate and supporting health documentation, marital status at the time of death, orphaned children information, including confirmation of whether or not the child has a physical or mental incapacity and/or educational information for orphans over the age of 18 and attending post-secondary education and name and relationship of the person with whom orphan resides.  Other required personal information may include decision and/or entitlement information from other VAC programs (Disability Pension, Disability Award, and/or Pain and Suffering Compensation) regarding a service-related death which may be used to determine eligibility of the surviving spouse/common-law partner or orphan(s).  Income on behalf of the late member or veteran as well as verification of the income sources may be required - this information is used to establish surviving spouse/common-law partner or orphan(s) eligibility.

Note: Created in 2019. Information may be stored in VAC's physical and electronic systems including: Client Service Delivery Network (CSDN) and 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 Benefits and Health Services On-line (BHSOL).

Some documents/information received in 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: Former members of the Canadian Armed Forces (CAF), eligible surviving spouse/common-law partner or orphan(s) of a CAF member or Veteran, and/or their representatives.

Purpose: The personal information is used to administer benefits, determine eligibility, disburse funds, and provide services under the Income Replacement Benefit program. Personal information is collected pursuant to Part II, subsections 18(1), 22(1), 23(2), 24(1), 25(2), 26(1), 26(2) and Part IV, subsections 76(1), 76 (2), and sections 78.1, 78.2, and 80 of the Veterans Well-being Act. The SIN is collected pursuant to section 82 of the Veterans Well-being Act and is used for data matching purposes, including income confirmation/verification. In accordance with the Income Tax Act, the SIN is also used to issue income reporting slips to individuals, where applicable.

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. 

In accordance with an established Memorandum of Understanding (MOU), data elements may be shared with CAF LTD (Manulife) program to facilitate and support harmonization of services to mutual clients, to make informed decisions and avoid duplication of services regarding client needs between VAC and CAF LTD (Maunlife) (refer to DND personal information bank, Insurance: Service Income Security Insurance Plan – DND PPE 808).

The SIN and other identifiers may be shared with the Canada Revenue Agency (CRA) and the Province of Quebec to issue income reporting slips to individuals. In accordance with an established Memorandum of Understanding (MOU), the SIN and other personal information may be shared with CRA to facilitate income verification/confirmation (refer to CRA personal information bank, Individual Returns and Payment Processing – CRA PPU 005).

By Order in Council 2011-1348, Employment and Social Development Canada  (ESDC) may provide services on behalf of VAC. Personal information may be collected by Service Canada Centres, acting as a receiving agent on behalf of VAC. (Refer to the ESDC personal information bank, Veterans Affairs Canada Program Delivery – ESDC PPU 701). Information may include name, contact information, dates of birth and death, identifying numbers, language, signature, service information, health information, financial information, marital status, and family information.

In accordance with an established MOU, the SIN and other personal information may be shared with ESDC to facilitate income verification/confirmation. In exchange, ESDC will provide confirmation of the Canada Pension Plan (CPP) gross payment amount to ensure Income Replacement Benefit payments are accurate and are provided in a timely manner (refer to the ESDC personal information banks, Old Age Security, Guaranteed Income Supplement Allowance - ESDC PPU 116 and Canadian Pension Plan Program - Retirement, Disability, Survivors, and Death Benefits Individual – ESDC PPU146).

Personal information may be shared with the Department of National Defence (DND) to obtain/verify/confirm military service records and other personal information in support of program administration. (Refer DND personal information banks,  Personnel Files–Training-DND PPE 842, Canadian Forces Member Personnel Information File – DND PPE 818, Human Resources Management Information System (HRMS) – DND PPE 805, Unit Military Personnel Bank – DND PPE 836).

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 personal information bank, Document Imaging Solutions - PWGSC PCU 709). PSPC will not use the personal information for the purposes of making administrative decisions. 

Name, contact information, identifying number, entitlement amounts and direct deposit instructions may be shared with Public Services and Procurement Canada (PSPC) for the purposes of issuing payments (refer to PSPC personal information bank, Receiver General Payments – PWGSC PCU 712).

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.

VAC 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.