Mandatory Verification 430-05-35-40

(Revised 09/01/2020 ML 3587)

View Archives

IM 5441

 

 

The eligibility worker MUST verify the following information at review:

1. SSN - must be provided for all household members not previously provided.

Exception - Newborn:

A newborn without a SSN must be included in the household. The household must provide the SSN or proof of application at the next review or within six months following the month the baby is born, whichever is later.

2. Identity - Must be verified for a newly designated authorized representative if the authorized representative completes the interview.
3. Residency - Must be verified if household has moved.
4. Disability:

1. Permanent disability, not previously verified, must be verified for any household member.
2. If the disability is not obvious, the household must provide a statement from a physician, licensed or certified psychologist, certifying that the individual is disabled.

5. Income:

1. Changes in the source of income must be verified.
2. The unearned income for all household members must be verified.
3. Gross earned income must be verified for the following individuals:

(1) Age 18 and older.

(2) Age 16 and older if not attending school at least half time.

 

A full month's earned and unearned income from the base month or month of review if received by the household prior to the date the review was filed must be verified and used.  If a pay stub is missing, year to date totals can be used to calculate the income.

 

If all income for the month of review is verified, that income must be used for the first month of the new review period. If the household anticipates a change for the first month of the new review period, that change must be verified and used.

 

If all income for the month of review is not available or was not received prior to the date the review was filed and the household cannot reasonably anticipate the amount of income for the first month of the new review period, base month income must be verified and used.

 

Earned and unearned income received either weekly or biweekly (every two weeks), must be converted for benefit determination.

 

EXCEPTIONS:

Income conversion does not apply to:

1. Income paid monthly or twice a month.
2. Irregular income such as on-call or income from day labor even if they receive a pay check on every pay date.
3. Self-employment income.
4. Child support income.
5. Income will not be converted when it is known that a household will not receive the income on each of the weekly or biweekly pay dates.

To convert weekly earnings, total the weekly checks and divide by the number of checks (4 or 5) to arrive at the weekly average.  The weekly average is then multiplied by 4.3.

 

To convert biweekly earnings, total the biweekly checks and divide by the number of checks (2 or 3) to arrive at the biweekly average.  The biweekly average is then multiplied by 2.15.

 

If tips, commissions, bonuses or incentives are paid or reported weekly or biweekly and are included in the gross income on the weekly or biweekly paycheck or pay stub, they are converted.

If tips, commissions, bonuses or incentives are paid or reported weekly or biweekly and are included on the paycheck or pay stub, but not in the gross income and the paychecks are received weekly or biweekly, they must be added to the gross income and converted.

If tips, commissions, bonuses or incentive are not paid weekly or biweekly, they are not converted. The tips, commissions, bonuses or incentives must be counted separately as earned income.

 

Examples:

1. Cash tips received daily and reported monthly are not converted.
2. Tips paid in a separate check that is not paid weekly or biweekly are not converted.
3. Household files an application for review for June benefits on May 17th and no interview is required.  The household reports they continue to be paid every week on Fridays and verifies all earnings received in April and May to the date of review.  April earnings were received on the 1st, 8th, 15th, 22nd and 29th.  The household received paychecks on May 6th and 13th and will receive additional paychecks on May 20th and 27th.  The April 1st, 8th, 15th, 22nd, and 29th paychecks must be totaled, divided by five and then multiplied by 4.3.  This amount must be used for June.   

If the household anticipates a change in May income, the change must be verified and May income used for June.

4. Household files an application for review for November benefits on October 17 and is interviewed on October 26th.  At the interview the household reports they continue to receive biweekly earnings and verifies checks received on October 3rd and October 17th.  The household will receive a third check on October 31st.  The income is expected to continue.  The October 3rd and October 17th checks must be totaled and divided by two.  This amount must then be multiplied by 2.15 and used to determine eligibility and level of benefits for the month of November.  
5. Household files an application for review for February benefits on January 15 and is interviewed on January 17. At the interview the household reports they are paid weekly, however, they only received three of four weekly paychecks in December due to the weather.  The household does not know if they will receive all of the weekly earnings in February.  Since it is not known whether the household will receive weekly earnings in February, the income must be converted.  The three checks from December must be divided by three and then multiplied by 4.3.

Documentation must explain how the eligibility worker arrived at the amount of income used.

 

In all examples that follow, pay dates are the 5th and 20th of each month.

 

Calculation:	Example: Documentation must support the use of these amounts.
March 20 $400.00 April 5 $425.00 $825.00	a) Current income. Household submitted an application for review on April 5 and provides March 5 check - $250.00 gross income, March 20 check - $400.00 gross income, and April 5 check - $425.00 gross income. The household indicates that March 5 check is short hours due to inclement weather. Household anticipates May income to be the same as March 20 and April 5 checks. These two checks – totaling $825.00 gross income are used to determine May benefits.
April 5     $ 350.00         X2$700.00	b) Decreased income. Household submitted an application for review on April 5 and provides March 5 check - $500.00 gross income, March 20 check - $500.00 gross income, and April 5 check - $350.00 gross income. April 5 check indicates a decrease in hours. The household indicates the decrease in hours is ongoing due to employer cutting back all employee's hours. Take April 5 check times two to anticipate May gross income of $700.00. The April 5 check verifies the decrease in hours unless the worker, using prudent judgment, believes it is necessary to obtain additional verification.
March 5  $300.00 March 20 $450.00$750.00	c) No change – Base Month. Household submitted an application for review on April 5 and provides March 5 check - $300.00 gross income, March 20 check - $450.00 gross income, and April 5 check - $190.00. The household indicates March income is what they anticipate for the month of May. March income totaling $750.00 gross income is used to determine May benefits.
April 5  $640.00 Divided By $8.00 80 Hour  $8.40  x 80 $432.00   $672.00  x2 $1344.00	d) Increased income. Household submitted an application for review on April 5 and provides March 5 check - $640.00 gross income, March 20 check - $640.00 gross income, and April 5 check - $640.00 gross income. The household reports and verifies a pay raise from $8.00 per hour to $8.00 per hour that will be reflected on April 20 paycheck. Household indicates no change in 40 hours per week. Take April hours from the April 5 check times the new pay rate times two to anticipate May gross income of $1344.00.
April 5    $510.00 April 20  $480.00       $990.00	e) Late review – Current Income. Household submitted an application for review on April 27. The household provides March 5 check - $490.00 gross income, March 20 check - $490.00 gross income, April 5 check - $510.00 gross income, and April 20 check - $480.00 gross income. Household indicated that there would be no change in income for May. April gross income totaling $990.00 is used to determine May benefits.
	f) Late review– Pended. Household submitted an application for review on April 27 and provides March 5 check - $200.00 gross income and March 20 check - $600.00 gross income. All April income has been received by household prior to the date of the application for review.  The review must be pended for verification of all April income. If not provided by May 27, the application for review must be denied.

 

6. Deductible Expenses - The eligibility worker must document the request for verifications. If not provided the expense is not allowed.

 

There is no requirement that expenses be paid, only incurred.

Exception:

Child support must be paid.

Rent - Must be verified only if the amount has changed or the household has moved.

Mortgage Payment (including a second mortgage) - Must be verified only if the amount has changed or household has moved.

Mobile Home Lot Rent - Must be verified only if the amount has changed or household has moved.

Condominium and Association Fees

Property Taxes - (if not included in the mortgage payment). Must verify most current years incurred amount if not previously verified.

Homeowners Insurance - (if not included in the mortgage payment). Must verify most current amount if not previously verified.

Legally Obligated/Actual Child Support Paid – Court ordered amount, child support paid, including arrearages, health insurance premiums and vendor payments, must be verified.

Dependent Care Deduction - Current adult or child care expenses must be verified.

Incurred Medical Expenses for Elderly (60 years of age) or Disabled Individuals must be verified.

• If a household has previously verified medical expenses more than $35 at application and chose the Standard Medical Expense deduction. At review, if the household reports medical expenses more than $35 but less than $175, the standard medical expense deduction must be allowed without requiring verification.

• If the household reports medical expenses more than $175 at review, verification of ALL medical expense must be provided to allow the actual medical expenses.

• If the household provides some, but not all verifications and the verifications exceed $35, the Standard Medical Expense must be allowed.

Utility Expenses – verification of current expenses must be provided when a household has moved.

Representative Payee Fees

7. Alien Status - Must be verified for any new household members. 
8. Verification of Questionable Information

1. Assets
2. Household Composition
3. Citizenship - for any new household members.
4. Any other household discrepancies

 

All documentary evidence must be date stamped the day it is received at the county. It is unacceptable to use the date the verifications are scanned into the case file as the date stamp. An electronic date stamp is acceptable as long as it is part of the document and stamped the day the verification is received.