Verification of Selected Factors of Eligibility and Verification Sources 400-19-15-10

(Revised 7/1/2012 ML #3334)

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(N.D.A.C. 75-02-01.2-04)

(N.D.A.C. 75-02-01.2-05)
 

While eligibility for TANF is determined primarily by information supplied by the applicant/recipient, verification of all factors of eligibility must be supported by conclusive, documenting evidence. It is the responsibility of the applicant or guardian of the applicant to provide documentary evidence to support its statements and resolve any questionable information. The applicant or guardian may supply documentary evidence in person, through the mail, e-mail or fax. If the information is e-mailed, retain a copy of the e-mail that includes the individual’s name, the date of the e-mail, and the content of the e-mail. The TANF Eligibility Worker shall accept any reasonable documentary evidence provided by the household and shall offer assistance to the household in obtaining the documentary evidence if needed.

 

Verification Factors

Verification is the use of third party information or documentation to establish the accuracy of statements and information provided to the TANF Eligibility Worker. TANF requires the following factors of eligibility to be verified:

  1. Proper degree of relationship;
  1. Social Security Number or Verification of Application for a Social Security Number;
  1. Age;
  1. Identity;
  1. Citizenship;
  1. School attendance of any child age 16 to 18, or if age 18, is a full-time student in a secondary school or a vocational or technical school that is equivalent to a secondary school, and who will, before the end of the calendar month in which the student will attain age 19:
  1. Complete their training curriculum from a secondary school in order to receive a high school diploma or GED, or
  1. Complete their training at a vocational or technical school that is equivalent to secondary school.
  1. All income;
  1. Equity value of assets whenever available information or the prudent person concept suggests such reported value may exceed program limitations;
  1. Conditions requiring professional examinations or judgments to establish the existence of incapacity or pregnancy;

Note:  In addition to verification of pregnancy when the case consists of a pregnant woman with no other child(ren), verification of the Estimated Date of Confinement (due date) is also required.

  1. Special Items of Need requests;
  1. Child or alimony/spousal support, or money paid to non-household members; and
  1. Any other factor of eligibility for which available information is lacking, questionable, or inconclusive, and which suggests to a prudent person that further inquiry and/or documentation is necessary.

 

Verification Sources

  1. Documentary Evidence. TANF Eligibility Workers shall use documentary evidence as the primary source of verification. Documentary evidence consists of a written confirmation of a household's circumstances. Examples of documentary evidence include wage stubs, rent receipts, and utility bills. Although documentary evidence shall be the primary source of verification, acceptable verification shall not be limited to a single document or source. Where information from another source contradicts statements made by the household, the household shall be afforded a reasonable opportunity to resolve the discrepancy. Whenever documentary evidence cannot be obtained, the TANF Eligibility Worker may use alternate sources of verification such as collateral contact and home visits. In all cases, the method of verification shall be recorded in the case file.

 

  1. Collateral Contacts. A collateral contact is a verbal confirmation of a household’s circumstances by an individual outside the household and is used when documentary evidence is insufficient or incomplete. The collateral contact may be either in person or over the telephone. The TANF Eligibility Worker must rely on the household to provide the name of any collateral contact.

A collateral contact can be any third-party verification of the household's statements. The TANF Eligibility Worker is responsible for obtaining verification from acceptable collateral contacts. Suggested collateral contract sources include the individuals current or prior landlord, school district, banks, community action agencies, Department of Motor Vehicle, non-relatives, current or prior employers, Job Service, housing agencies, social service agencies, etc.

 

The TANF Eligibility Worker must only disclose the information that is absolutely necessary to get the information being sought. The TANF Eligibility Worker should avoid disclosing that a household has applied for assistance and should not disclose any information provided by the household. TANF Eligibility Workers should not suggest that a household is suspected of any wrongdoing.

 

The household may designate a collateral contact. However, the TANF Eligibility Worker is not required to use a collateral contact designated by the household if the collateral contact cannot be expected to provide accurate third party verification. Once an acceptable collateral contact is designated, the TANF Eligibility Worker is responsible for obtaining verification from the collateral contact.

 

In directly contacting a collateral contact source of verification, the TANF Eligibility Worker must always identify him/herself by name, position, and the name of the county social service office. In so doing and then inquiring about a particular client by name, the contact may be able to know that the client is applying for assistance. This does not constitute a violation of confidentiality regulations.

Note: If the contact requests more than this information about the recipient’s status, the TANF Eligibility Worker must refuse the inquiry and briefly explain the confidentiality requirements.

Verification obtained in non-written form must be documented in the case file.

 

  1. Home Visits. Home visits are to be used as verification only when documentary evidence is insufficient to make a firm determination of eligibility, there are no collateral contacts, or verification cannot be obtained, and the home visit is scheduled in advance with the household.

 

  1. System Interfaces. System interface are used to verify information needed to determine eligibility.

The following interfaces can be used as acceptable types of verification:

  1. SDX – This interface can be used to verify SSI eligibility and payment data collected by the Social Security Administration. Refer to Administrative Manual Section 448-01-50-15-40 for further information.
  1. TPQY – This interface can be used to verify Social Security and Supplemental Security Income benefits. Refer to Administrative Manual Section 448-01-50-15-55 for further information.
  1. FACSES – This interface can be used to verify the amount of child support an individual receives or pays out. Refer to Administrative Manual Section 448-01-50-35 for further information.
  1. New Hire (through FACSES) – This interface is used to verify information regarding individuals hired for employment in North Dakota. Refer to Administrative Manual Section 448-01-50-35 for further information.
  1. IEVS – This interface is used to verify income and asset data from the Internal Revenue Service (IRS), the Social Security Administration (SSA) and Job Service North Dakota for the purpose of making more accurate eligibility determinations. Refer to Administrative Manual Section 448-01-50-10 for further information.
  1. Unemployment Insurance Benefits (UIB) – This interface can be used to verify the amount of UIB benefits received. Refer to Administrative Manual Section 448-01-50-25 for further information.
  1. Motor Vehicle – This interface can be used to verify vehicle ownership of a household member. Refer to Administrative Manual Section 448-01-50-30 for further information.
  1. Vital Statistics – This interface can be used to verify an individual’s date of birth, citizenship and relationship. Refer to Administrative Manual Section 448-01-50-20 for further information.
  1. Numident – This interface is used to verify an individual’s social security number, age, identity and sex. Administrative Manual Section 448-01-50-15-60 provides additional information regarding the numident interface, and defines the alerts that are created when the numident match is determined ‘Invalid’.

When the return NUMIDENT file is processed, the following indicators display in the NUMIDENT field on Client Profile in Vision with the results of the match:

  1. Blank – This means the information has not been sent to SSA. The TANF Eligibility Worker will need to obtain some other form of verification.
  1. Sent – This means the information was sent to SSA for verification but the verification has not yet been received back. The TANF Eligibility Worker will need to obtain some other form of verification.
  1. Valid – This means the SSN entered in Vision matches the SSN on file at SSA and serves as verification of the SSN.
  1. Invalid – This means the SSN, name, date of birth or sex of the individual was an Invalid match with the SSA information.
  1. Invalid SSN
  • If a copy of the applicant or recipients social security card was obtained and the number on the card matches what was entered into Vision, the card can be used as verification. However, the applicant or recipient should be referred to the local SSA office to resolve the discrepancy.

Note: Document in the case file the information on file is correct for the individual and the individual has been sent to Social Security Administration to correct their records.

  • If the verification provided is other than the social security card, send an advance notice requesting hard copy verification from the individual. If the requested information is not provided, the application must be denied or the case closed for failure to provide the requested information.
  1. Invalid Name – This most often occurs if individuals marry or were adopted.
  • If the verification provided is other than from an acceptable source (400-19-45-55-05), send an advance notice requesting hard copy verification from the individual. If the requested information is not provided, the application must be denied or the case closed for failure to provide the requested information.
  • If the name in the system matches the verification provided by the recipient, request the individual contact Social Security Administration to resolve any discrepancy.

Note: Document in the case file the information on file is correct for the individual and the individual has been sent Social Security Administration with the correct name.

  1. Invalid Date of Birth
  • If the individual did not provide verification of birth or the verification is not from an acceptable source (400-19-45-50-05), send an advance notice requesting hard copy verification from the individual. If the verification is not provided, close the case for failure to provide information.
  • If the date of birth in the system matches the verification provided by the recipient, request the individual contact Social Security Administration for correction.

Note: Document in the case file the information on file is correct for the individual and the individual has been sent to Social Security Administration to resolve any discrepancy

  1. Invalid Sex
  • If the sex of the individual is in question, the TANF Eligibility Worker must contact the household, and then correct the information. Do not close the case for not providing information on the correct sex. If the household does not respond to the request from the worker, and the sex of the individual is not available, use prudent judgment and clarify during the next face-to-face review.
  • If the correct sex is already known, change it in the system.
  • If the sex in the system matches the information/ verification provided by the recipient, request the individual contact Social Security Administration for correction.

Note: Document in the case file the information on file is correct for the individual and the individual has been sent to Social Security Administration to resolve any discrepancy.