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

(Revised 9/1/2021 ML #3629)

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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 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 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 household 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. 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 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.

All documentary evidence must be date stamped the day received at the human service zone. An electronic date stamp is acceptable if it is part of the document and stamped the day the verification is received.

The date verifications are scanned into case file are not considered the date received by the human service zone local office as this only represents the date the information was scanned into 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 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 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 eligibility worker must only disclose the information that is absolutely necessary to get the information being sought. The eligibility worker should avoid disclosing that a household has applied for assistance and should not disclose any information provided by the household. Eligibility workers should not suggest that a household is suspected of any wrongdoing.

 

The household may designate a collateral contact. However, the 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 eligibility worker is responsible for obtaining verification from the collateral contact.

 

In directly contacting a collateral contact source of verification, the eligibility worker must always identify themselves by name, position, and the name of the human service zone 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 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 interfaces are used to verify information needed to determine eligibility. Interfaces are addressed in the Administrative Procedures Manual. Refer to section 448-01-50 of the Administrative Procedures Manual for information on system interfaces.

The following interfaces, identified in the Administrative Procedure Manual, 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.
  1. TPQY – This interface can be used to verify Social Security and Supplemental Security Income benefits.
  1. FACSES – This interface can be used to verify the amount of child support an individual receives or pays out.
  1. New Hire (through FACSES) – This interface is used to verify information regarding individuals hired for employment in North Dakota.
  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.
  1. Unemployment Insurance Benefits (UIB) – This interface can be used to verify the amount of UIB benefits received.
  1. Motor Vehicle – This interface can be used to verify vehicle ownership of a household member.
  1. Vital Statistics – This interface can be used to verify an individual’s date of birth, citizenship and relationship.
  1. Numident – This interface is used to verify an individual’s social security number, age, identity and sex.
  1. SVES (State Verification and Exchange System) - This interface is used to verify an individual’s social security number, age, identity and gender in the automated computer system.