OKDHS - OAC 340:50-3-3. Verification

340:50-3-3. Verification

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Revised 7-1-12

(a) General standards for verification. Verification is the use of third party information or documentation to confirm the accuracy of statements made on the application. For specific policy regarding required verification of non-financial eligibility criteria refer to OAC 340:50-5, and of financial eligibility criteria refer to OAC 340:50‑7. When the household must provide documentation to verify eligibility before receiving or continuing to receive benefits, the worker provides Form 08AD092E, Client Contact and Information Request, to the household giving at least ten calendar days to provide needed verification. • 1

(b) Sources of verification. Sources of verification that provide the worker with evidence that may be used to establish eligibility include, but are not limited to (1) through (4) in this subsection.

(1) Documentary evidence. The worker uses documents, whenever possible, as the primary source of verification. Examples of documentary evidence include wage stubs, rent receipts, and utility bills.

(A) Although documentary evidence is the primary source of verification, verification cannot be limited to a single document or source.
(B) When information from another source contradicts statements made by the household, the household is immediately afforded the opportunity to resolve the discrepancy.
(C) When documentary evidence cannot be obtained, the worker uses alternate sources of verification, such as collateral contacts and home visits.
(D) In all cases, the worker records the method of verification in the case record.

(2) Collateral contacts. The worker has the responsibility to verify all factors of eligibility for food benefits which may require one or more collateral contacts. The client's signature on the application for food benefits grants the necessary authorization for securing required information or verification.

(A) A collateral contact is a verbal confirmation of a household's circumstances by a person outside the household. The collateral contact may be made either in person or over the phone.
(B) The acceptability of a collateral contact is not restricted to a particular person, but may be anyone that can be expected to provide an accurate third party verification of the household's statement. Examples of acceptable collateral contacts are:

(i) employers;
(ii) community action groups;
(iii) migrant service agencies;
(iv) neighbors of the household; or
(v) other persons outside the household.

(C) If the collateral source is one which requires written authorization before supplying information to the Oklahoma Department of Human Services (OKDHS), the worker obtains the household member's signature on Form 08AD060E, Request for Release of Information. If information is needed regarding another adult household member, that person may need to sign Form 08AD060E before the collateral source agrees to release information.

(3) Home visits. A home visit can be used as verification if documentary evidence cannot be obtained from other sources and the visit is scheduled in advance with the household.
(4) Field investigation. The worker conducts an intensive field investigation when a household is suspected of withholding information or of intentional program violations. A field investigation is made after the worker has exhausted all other methods of verification and still does not have enough evidence to certify, deny, or close food benefits.

(A) The intensive field investigation includes all questionable factors of eligibility. The worker makes every effort to obtain the most reliable second-party verification available. Contacts may include, but are not limited to, the applicant or recipient, other adult household members, employers, banks, government agencies, landlords, neighbors, and utility companies. The household does not have to provide specific written authorization unless it is required by the collateral source before they can or will furnish the requested information.
(B) Persons who are contacted for information related to a household's eligibility must be advised of the reason the information is needed and how it will be used. If the person providing the information is unwilling to have his or her identity revealed to the household, the information is not used to make an eligibility decision nor is it recorded in the case record. The worker must attempt to verify the information using an alternate source.
(C) The worker contacts the household when the information gathered during the investigation differs from that given by the household. The household is given the opportunity to clear up conflicting information when possible. When the household cannot be contacted, the worker documents, in the case record, what attempts were made.
(D) The worker documents in the case record all verified evidence gathered during the course of the investigation. This documentation must include:

(i) what information was received, dates related to the information, source of the verification, and the date the information was received;
(ii) a complete explanation of conflicting information and what attempts were made to resolve the differences with the household; and
(iii) when the household refuses to cooperate in determining eligibility, information to clearly show that the household was given the opportunity to cooperate and was able to do so.

(E) When the eligibility determination is delayed due to a field investigation, the worker manually issues Form 08MP039E, Notice to Client of Action Taken, informing the household of the pending status of the application.

(c) Responsibility for providing verification.

(1) Household responsibility. The household has primary responsibility for providing documentary evidence to support its income statements and to resolve any questionable information. Households may supply documentary evidence in person, through the mail, or through an authorized representative.
(2) Worker responsibility. The worker assists the household in obtaining this verification provided the household is cooperating with the worker.

(A) The worker accepts any reasonable documentary evidence provided by the household and is primarily concerned with how adequately the verification confirms statements on the application.
(B) If it would be too difficult or impossible for the household to obtain documentary evidence in a timely manner, the worker offers assistance to the household in obtaining the documentary evidence.
(C) The household is not required to provide multiple sources of verification when the household has already provided information which adequately supports the statements on the application. However, the worker may require households to provide additional verification when the existing verification is incomplete.
(D) An application is never denied solely because a person outside the food benefit household fails to cooperate in providing information, verification, or other help needed to process an application. Disqualified or ineligible persons are considered members of the food benefit household for this provision.

(d) Documenting case files.

(1) Case files. Case files must be documented in detail to support eligibility, ineligibility, and benefit level determinations. • 2
(2) Documentation. Documentation must include:

(A) sources of verification, dates of the sources of verification, and amounts verified;
(B) computations used to arrive at monthly income deductions;
(C) why verification is required to resolve questionable information;
(D) what documentation was used to resolve the questionable information; and
(E) the reason an alternate source of documentation, such as a collateral contact or home visit, was made.

(e) Questionable information. Prior to certification, the worker must verify questionable factors of eligibility, including all factors affecting household composition, only if these would affect a household's entitlement. A household's report of expenses which exceed its income prior to deductions may be grounds for a determination that further verification is required.

(1) Questionable information. To be considered questionable, the information on the application must be inconsistent with:

(A) statements made by the applicant;
(B) other information in the case record; or
(C) other information received by OKDHS.

(2) Documentation. There must be documentation as to:

(A) the reason the information was considered questionable;
(B) what documentation was used to resolve the questionable information; and
(C) the reason an alternate source of documentation, such as a collateral contact or home visit, was made.

(3) Determination. When determining if information is questionable, the worker bases the decision on each household's individual circumstances.

INSTRUCTIONS TO STAFF 340:50-3-3

Revised 7-1-12

1. The worker completes and gives Form 08AD092E, Client Contact and Information Request, to the household listing what verification is needed to determine eligibility. The worker individualizes the form and only checks the items required for that household based on program specific policy. For example, the worker does not check resources when resources are not a factor of eligibility or self-employment when the household did not report that someone in the household was self-employed.

(1) When the household fails to provide all or part of the requested verification, the worker does not send a new Form 08AD092E.

(2) When the worker requests verification not listed on the original Form 08AD092E, he or she must provide a new Form 08AD092E giving the household at least ten calendar days to provide the additional information.

(3) When the client contacts the worker to check on the status of the application, the worker verbally advises the client of any required verification still needed and what is the 30th calendar day following the application date. The worker may also resend the original Form 08AD092E with the verification not provided circled when there is a reasonable period of time for the household to receive the form and respond.

(4) In order to provide better customer service, when time permits, the worker may initiate a call to the client to advise him or her of still needed verification and what is the 30th calendar day following the application date. The worker does not resend the original Form 08AD092E unless he or she is first able to explain why it is being sent and there is a reasonable period of time for the household to receive the form and respond.

(5) The worker must record all face-to-face, verbal, and written household contacts in Family Assistance/Client Services (FACS) Case Notes including:

(A) the date of the contact;

(B) whether the contact was face-to-face, verbal, or in writing;

(C) the name of the person contacted;

(D) whether the contact was worker or client initiated; and

(E) when verbal:

(i) any information provided by the client regarding eligibility;

(ii) what the worker advised the client regarding outstanding verification, if applicable;

(iii) whether the worker resent the original Form 08AD092E or sent a new Form 08AD092E requesting additional verification; and

(iv) any other information the worker gave regarding the application process and time frame.

2. When the worker determines that information is questionable, he or she must explain in FACS Case Notes why the information is considered questionable.

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