What Is H.R. 636 and How Does It Affect Veterans?
Explore the impact of H.R. 636, which authorizes a digital alternative to the paper-based process for appointing a VA claims representative.
Recent administrative actions have modernized how veterans appoint a representative for benefits claims with the Department of Veterans Affairs (VA). The process has been streamlined to simplify the procedures for veterans designating a Veterans Service Organization (VSO), attorney, or claims agent to act on their behalf.
This move to a digitally-focused framework addresses the logistical hurdles of the previous paper-based system. By embracing electronic methods, the VA is reducing administrative burdens for both veterans and the organizations that support them, making the process of securing representation faster and more accessible. This simplifies the initial step of what can be a complex claims journey.
The Previous Appointment Process
Before recent modernization, the process for a veteran to appoint a representative was a paper-based system. The central document was VA Form 21-22, “Appointment of Veterans Service Organization as Claimant’s Representative,” or VA Form 21-22a for appointing an attorney or agent. These forms served as the legal power of attorney, granting the representative access to the veteran’s records and the authority to act on their behalf in communications with the VA.
A defining requirement of this older system was the “wet signature,” meaning the veteran had to physically sign the paper form in ink. This required veterans to print, sign, and mail the form to their representative, who would then need to sign it and forward the completed document to the VA.
This reliance on physical documents and mail transit introduced considerable delays. It also placed a burden on veterans to have access to printers, and any errors on the form would restart the entire mailing cycle, delaying the formal recognition of the representative.
Key Changes to the Appointment Process
The modernization of the VA’s procedures authorizes the use of electronic signatures and digital submission methods. This change is the result of a broader VA initiative to update its processes in line with federal laws that give electronic signatures the same legal standing as traditional handwritten ones. This policy shift removes the “wet signature” requirement.
Under the updated system, a digital signature on an appointment form now carries the same legal weight as a physical one. The VA officially recognizes appointments executed through approved electronic means, which legally enables a fully digital workflow from form completion to submission and acceptance by the VA. This change allows veterans and their representatives to complete the appointment process entirely online using secure portals and digital tools, making the process more accessible and reducing recognition time.
Information and Forms for Appointing a Representative
To appoint a representative, a veteran must use the correct official form. The primary document is VA Form 21-22 for appointing a VSO. If appointing a private attorney or a claims agent, the correct document is VA Form 21-22a. The most current versions of these forms are available on the official VA forms website, and using the latest version is important to avoid processing delays.
Before filling out the form, the veteran needs to have several pieces of information ready:
- The veteran’s full name
- Social Security number and, if applicable, VA file number
- Date of birth
- Mailing address and a contact telephone number
- The official name of the Veterans Service Organization being appointed
When completing the form, each section must be filled out accurately. Section I is for the veteran’s information, while a dependent or survivor must complete Section II with their own information. The authorization section includes checkboxes to grant the representative access to sensitive records, such as those related to HIV or substance abuse treatment, and to authorize the representative to change the claimant’s address on their behalf. The veteran must sign and date the form to certify the appointment.
How to Submit Your Appointment
Once the appointment form is fully completed and signed, there are several methods for submission. Mailing the physical paper form remains an option, though it is the slowest. The form’s instructions provide the correct mailing addresses for the claims intake centers.
The VA recommends electronic submission as the fastest method for receipt. One primary way to do this is through the VA’s Direct Upload tool, which can be accessed through the access.va.gov portal. This secure website allows a veteran or their representative to upload a completed and signed digital version of the form directly into the VA’s system, providing near-instantaneous delivery.
Another electronic option involves using an online tool on the VA.gov website that helps pre-fill the form. After using the tool, the veteran must print and sign the form, then provide it to their chosen representative, who will then sign it and submit it to the VA.
After submission, the VA’s systems are updated to reflect the new power of attorney, which takes several business days. A veteran can verify that the appointment is official by checking their account on the VA.gov website or by contacting the VA directly.