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VERIFICATION PROCEEDURES

VERIFICATION OF INCOME

Verification of income is required for all households applying for assistance.  Agencies should explain to the applicant that the verification of each household member’s income is required to determine eligibility for assistance and that the information provided by the applicant will be treated confidentially.

Applicants are required to provide verification of the combined gross income of all current household members for the month prior to the month of application. 

Any household that is not income eligible is not allowed to receive assistance under the Trust programs.

Procedures

Explain to the applicant the importance of obtaining the necessary verification(s) as soon as possible.  Even though it is the applicant’s responsibility to obtain the verification, the case worker may assist the client to help obtain the verification(s) in a timely manner. 

Inform the applicant that unless verification of total household income is received within 15 calendar days of the date of the application, the applicant will automatically be denied assistance from the Trust. 

The applicant does have the right to reapply for the Trust programs.

Verification of income may consist of, but is not limited to:

1.  
2. Payroll record, check stub, or check.
3.  
4. Records kept by household member, if self-employed.
5.  
6. Oral or written statement by employer.
7.  
8. Oral or written statement by a reliable reference who is in a position to know the circumstances of the household.
9.  
10. Documents from existing agency records, the Department of Human Resources, or other social agencies, provided the information is complete and current.

In situations where the household states it had zero or no income for the prior month, verify the absence of any income for the household through a reliable reference who is in a position to know the circumstances of the household.

VERIFICATION OF RESIDENCE AND CITIZENSHIP

Accept the client’s word unless you have reason to question it (for example, the client gives conflicting, unclear, or indefinite information).  The head of household, or spouse, who is an illegal alien is not eligible for assistance under this program. 

If verification becomes necessary, you may use:

1. Any document showing the recent address of the applicant, such as a driver’s license, utility bill, tax receipt, or rent receipt.
2.  
3. City or telephone directory.
4.  
5. Oral or written statement by a reliable reference who is in a position to know the circumstances of the household.
6.  
7. Other sources of verification that clearly demonstrate that the head of household or spouse is a resident of the county in which the individual is applying.

WRITTEN REQUEST FOR ASSISTANCE IN SECURING VERIFICATION

The agency is responsible for securing verification(s) when the applicant notifies the agency in writing of its request for assistance in securing verification.  This is a service of the agency in recognition of a household where none of its members are physically, emotionally, or mentally capable of providing the necessary verification. 

Procedure

If it has been determined that no household member is capable of providing the necessary verifications, the case worker will help the applicant prepare a request for assistance in securing verification. 

Records

Place that document in the client’s case record.

COOPERATION

Consider a household not to have cooperated when the applicant refuses to answer questions or fails to provide information or verification necessary to establish eligibility.  However, make every attempt to make sure the applicant understands what is needed and why it is needed. 

When an applicant has been determined uncooperative, the household is not eligible for the Trust programs. 

A new application may be accepted when the applicant demonstrates his or her willingness to cooperate with the agency in the determination of a household’s eligibility for assistance.

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