(Revised 05/01/13 ML3365)
Acceptable sources of verification include documentary evidence, collateral contacts, home visits and system interfaces.
Documentary Evidence
Documentary evidence is written confirmation of a household’s circumstances and must be used as the primary source of verification for all items except residency and household size. If the household cannot obtain documentary evidence, the worker may require collateral contacts or do a scheduled home visit. Residency and household size may be verified through any other source of verification.
Examples:
Wage stubs, rent receipts and utility bills.
Acceptable verification is not limited to any single type of document and may be obtained from the household or another source.
Whenever documentary evidence is insufficient to make a determination of eligibility or benefit level, the worker must pend the application and request sufficient verification from the household.
Collateral Contacts
A collateral contact is a verbal confirmation of a household's circumstances by an individual outside the household and are used when documentary evidence is insufficient or incomplete. The collateral contact may be either in person or over the telephone. The worker must rely on the household to provide the name of any collateral contact. The household may request assistance in naming a collateral contact.
A collateral contact can be any third-party verification of the household's statements. The worker is responsible for obtaining verification from acceptable collateral contacts, which include but are not limited to:
- Employers
- Landlords
- Social service agencies
- Community action agencies
- Migrant service agencies
Once the household has supplied the name of a collateral contact or has asked the worker for assistance in locating a collateral contact, the worker must promptly contact the collateral contact or otherwise assist the household in obtaining the necessary verification.
When the collateral contact designated by the household is unacceptable, the worker must ask the household to name another collateral contact or substitute a scheduled home visit.
The county should only disclose the information that is absolutely necessary to get the information being sought. The county should avoid disclosing that a household has applied for SNAP and should not disclose any information provided by the household. Counties should not suggest that a household is suspected of any wrong doing.
In directly contacting a collateral contact, the worker must always identify themselves by name, position and the name of the county social services office. In doing so and then inquiring about a particular client by name, the contact may be able to determine that the client is applying for assistance. This does not constitute a violation of confidentiality.
If the collateral contact requests information about the recipient’s status, the worker must refuse the inquiry and briefly explain the confidentiality requirements.
Verification obtained in non-written form must be documented in the case file.
Home Visits
Home visits are used on a case-by-case basis when documentary evidence or collateral contacts are insufficient or cannot be obtained. A home visit must be scheduled in advance with the household.
System Interfaces
Workers have access to the following interfaces that are acceptable types of verification:
- BENDEX
- SDX
- TPQY
- New Hire
- IEVS
- Motor Vehicle
- FACSES
- NUMIDENT -This interface is used to verify an individual’s social security number and identity. 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 TECS with the results of the match:
• Blank – means the information has not been sent to Social Security Administration
• I – Invalid match for social security number
• S – Sent to Social Security Administration for verification
• V – Valid match for social security number
If the indicator is ‘I’ (invalid) the SSN, name, date of birth or sex of the individual was an invalid match with the SSA information.
When the worker receives one of the following alerts, a valid or active SSN has not been provided.
• SSN Invalid
• SSA has different SSN for client, a valid SSN has not been provided.
• More than 1 SSN at SSA
The worker must send Notice F419 to the household requesting verification of a valid active social security number. If the household does not respond the case continues until review. Verification of the SSN is required at the next review.
When the worker receives one of the following alerts, information entered into TECS may be incorrect or the individuals NUMIDENT record at SSA has incorrect information
• SSN Invalid – sex does not match
• SSN Invalid – DOB does not match
• Sex & DOB do not match SSA
• Name does not match SSN
TECS may be incorrect or the individuals NUMIDENT record at SSA has incorrect information. The worker should check the information entered into TECS for accuracy. If the worker is unable to determine if the information in TECS is accurate, the worker must contact the household (via phone or F419) to determine the correct date of birth or sex and then correct the information in TECS. If the worker contacts the household by phone, the contact must be thoroughly documented in the narrative. If the worker is not able to clarify the information, it needs to be clarified as part of the next review.
Narrative/Documentation
Casefiles must be documented to support eligibility, ineligibility, and benefit level determinations. Documentation must be detailed to permit a reviewer to determine the reasonableness and accuracy of the determination.
Where verification was required to resolve questionable information, the worker must document why the information was considered questionable or at a minimum, indicate where the inconsistency exists, and what documentation was used to resolve the questionable information.
The worker must document the reason why a collateral contact or home visit was needed.
The worker must also document the reason a collateral contact was unacceptable and an alternate requested.
Good documentation habits save time. Documentation need not be lengthy and no specific format is required but it must address the following:
- Who did the information come from?
- What was the information received?
- When was it received?
- Why is the information pertinent?
- How was the information treated?
