1 VA ONCE TOPICSTo access VA Once go to:VA Once Quick Reference User GuideBrowser CompatibilityCommon Error MessagesMargin and Help tabsUndelete & ActivateScreen: Bio, Certs, VA Data, Log, historyStatus CodesCorrecting a Social Security NumberAccount deletionsMisc Hints, Tips, Reminders
3 Browser Compatibility You must be using Microsoft Internet Explorer (IE 6.0, 7.0, 8.0, 9.0) browserAll browsers are allowed to access VA-ONCE but other browsers and the most recent versions of IE are causing errors with terminations, remarks etc.You must make sure your Pop Up Blockers are turned offSome SCOs have had success using the Compatibility ButtonBROWER COMPATIBILITY ISSUES:“Preregistered but reduced prior to first day of term“, “Preregistered but never attended” and“Withdrew before beginning of the term”SCO will get an error message “Effective date must be between begin & end dates”VA Once will not allow the LDA/EFF date populated by VA Once to be changedVA Once will not allow you to add remarks
4 ERRORS & ISSUES OTHER COMMON ERRORS/ISSUES: When you try to click the certs tab to leave the BIO screen you get the message “Please complete all necessary info before creating certs”Change anything on the BIO screen and saveChange the information back and saveWhen you try do a new cert you get a message “If training time is less than ½ , T&F are required” and it will not let you do anything furtherUse the “New Multiple” cert functionWhen you try to do a new cert an active duty student you get a message “T&F are required for CH30 students on active duty” and the student is not CH30 A/DUse the “New Multiple” cert function
7 REMEMBERto change the“status and” box back to “all active” or you wont be able to find any of your active students!
8 The Margin tab will bring up helpful info & tips for whatever screen you are on.
9 Check the VA Once Quick User Reference Guide for info on Reports Where you search & select studentsWhere you add programs, terms, users & change passwordsCheck the VA Once Quick User Reference Guide for info on Reports
11 You can add any notes you want here. Only SCOs and ELRs can see them If you enter the student’s it will notify them when you certifyIf you have a Guest student check the box and fill out Primary School infoYou can add any notes you want here. Only SCOs and ELRs can see them
12 VA FILE NUMBERS CH 35 ~ SURVIVORS & DEPENDENTS ALWAYS input a full VA file numberNEVER use format from a VA letter,the school’s student ID or school facility code for a VA File NumberCH 35 ~ SURVIVORS & DEPENDENTSNON CH35 INCLUDING TOE & FRYAll CH35 dependents are certified under the vets “VA File Number”Can be vets SSN ORCan be an 8 digit VA assigned numberAll CH35 dependents have a Payee NumberUsed to differentiate dependentsSpouse is always W/10Children start at A/41 & progressIf can’t find payee use “XX” on initial certImportant to have both VA File number and Payee number correct or cert may not go into the correct file or wrong child gets paidNON CH35 students are certified under their own SSNVA File number = Student SSNSSN field = Student SSNCH33 TOE and FRY dependents are certified under their own SSNThey do not have a payee numberPayee should be set to 00
14 The highlighted cert line is the “virtual record The highlighted cert line is the “virtual record.” You cannot do anything to the Virtual recordThe info under “View Current Status” reflects the highlighted cert’s info
15 By clicking the purple arrow you can see all of the “subordinate” rows By clicking the purple arrow you can see all of the “subordinate” rows. These reflect any amend/adjust or terminate actions that have been done.Any action that needs to be taken can only be taken on a subordinate row.
16 VA Once Status Codes ~ Remember to click submit! Click on this box and it brings up a flow chart of all status codes
17 VA Once Status Codes ~ Remember to click submit! Nothing submitted to VA
20 REMARKS Top No-No’sPlease refrain from using remarks in VA ONCE whenever possible asthey knock the claim out of automatic processing“VBA Standard” Remarks will not knock the claim out of automatic processingHere are a few examples of remarks that should not be used: “T&F will be submitted as soon as possible after drop/add.” If the T&F are zero we know they are none or it or it will be submitted later. “Correcting attendance level with student dropped below full time.” VA Once can “read” the adjustment to determine that from the reduction in hours – a remark is not needed. “Reporting a decrease to tuition amount only. Tuition partially covered by Fed Tuition Assistance” OR “correcting tuition and fees only.” We do not need to know why T&F changed. If an amended certification is done, the automated process can tell that the tuition has changed. It does not care why.
21 Here are a few examples of remarks that should be used: REMARKS Top Yes-Yes’sHere are a few examples of remarks that should be used:Leave of Absence for a CH33 student Don’t terminate, do an amendment & insert a remark providing the dates of the LOATerminating the cert causes payment errors.Active duty CH30 who is receiving Tuition Assistance for some classes & not othersAdd remark telling us the names/course numbers of the courses you are certifyingCompleting a change in VA Once due to a compliance SurveyAdd: COMPLIANCE SURVEY REFERRAL – PLEASE NOTIFY JOHN DOE AT WHEN CORRECTION HAS BEEN MADE. PLEASE INCLUDE AMOUNT OF OVER or UNDER PAYMENT.’Breaks ~ Only need to be reported if 7 consecutive days or more & only if less than Full TimeGraduations ~ must be reported on a termination using “graduation” from the drop down menu
22 Click Modify RemarksYou will get this pop upClick the purple arrowScroll down and click “other”
23 School Standard Remarks will come up Click the purple arrow Scroll down & click “other”Now you can type in your remarkClick “done”
29 If you need to correct a SSN you do it from the Select Student Screen, not from the BIO Screen You will get a pop upThat lets you enterThe correct SSNIf you get this message the student already has a file under that SSN. You cannot merge the two files.If they have a deleted/inactive your school undelete/activate it.
30 Enter the student’s info & click ok. If the file is at another school you have to “ADD” to bring the file to your school.You will get this pop up.Enter the student’s info & click ok.I suggest that you add a note to the student’s BIO screen under the correct SSN giving the bad file number.You should then “Deactivate” the file under the bad SSN so it doesn’t show up in our list of active files but you will have access to it later if you need.
31 IMPORTANT!! If you get the pop up below and the file with your student’s correct SSN is attachedto a different student’s name STOP.Do NOT change anything or bring the other fileinto your school.Contact me.
33 ACCOUNT DELETIONS On Sunday, March 2nd, VA-ONCE was updated. Designated Certifying Officials who had not taken a recordable action within the last 180 days were deletedA Designated Certifying Official is listed on the 8794 & needs “submit” capabilityThis was a one-time actionContact me if you need your account reestablishedImportant: “View Only” users must log in by April 4th or their account will be deleted(those I have added & those added by the school under their admin section)Everyone will have to change their password the first time they log in after 3/2Everyone will now have to change their password every 90 days after the initial changeImportant: Anyone who does not log in once every 180 days will be deleted
34 MISC Certification Reminders ~ VA Once Certifications are now required to be done in VA Once. You MUST get on VA Once ASAP!Please pay attention to s entitled “VA Once Access” as I often am contacted stating I didn’t send log in info but haveIf you have new programs or programs that need to be deleted in VA Once, you must update VA Once under your “admin Section”If you have a student on active duty or a NON CH33 training at less than ½ time remember to certify T&FTerminate VS Deactivate & DeleteIf you need to stop a student’s award you use terminate in VA OnceDelete & Deactivate do not send anything to VA – they simply move students from of your list of active students on the student select page to a list of deactivated or deleted students
35 MISC, Hints, Tips, Reminders YOU CANNOT DO ANYTHING WITH A CERT ONCE ITS TERMINATEDMake sure the Cert you are trying to amend/adjust/terminate is from your schoolTerminating for Unsatisfactory Progress:Terminate the last term/session for which the student is due paymentEX: FL 2012 & SP 2013 were certified and Student is unsat at the end of FL- Terminate the fall cert- LDA/EFF should prepopulate with last day of FL term – double check!You cannot change File number and/or chapter info and amend or adjustIf you have multiple reductions with differing LDAs & a termination:You must do an “adjust” for each reduction with its individual LDA separatelyRemember to reduce the T&F to reflect the reduced number of credit hoursYou will then do a final “terminate” action to fully withdraw the studentYou can do all of these actions on the same day