1.2.1 Verification Introduction

7 CFRCode of Federal Regulations 273.2(f)

Verification is the use of documentary evidence or a collateral contact with a third party to confirm the accuracy of statements or information. The local agency must allow FoodShare applicants/members at least 10 days to provide required verification.

The verification receipt date is the day verification is delivered to the appropriate agency, or the next business day if verification is delivered after the agency's regularly scheduled business hours. Agencies must stamp the receipt date on each piece of verification provided.

1.2.1.1 General Verification Rules

7 CFR 271.2

The general verification rules are as follows:

Only verify those items required to determine eligibility and benefits for the programs for which you are testing eligibility.
Do not verify an item that is not required to be verified and is not documented in case comments as questionable.
Avoid over-verification (requiring excessive pieces of evidence for any one item). If you have all of the verification you need, do not continue to require additional verification.
Do not verify information already verified unless you believe the information is fraudulent or differs from more recent information. If you suspect fraud exists, determine if you should make a referral for fraud or for front-end verification. See the Income Maintenance Manual Chapter 12 Fraud Prevention/Front End Verification.
Do not exclusively require one particular type of verification when various types are adequate and available.
Verification need not be presented in person. Verification may be submitted by mail, fax, or another electronic device, or through an authorized representative.

When verification is requested and not returned by the due date, each item that the applicant or member failed to verify must be updated to indicate it was not verified. This will ensure the notice of decision lists each item that was not verified. This is required for the notice to meet the federal definition of an adequate notice.

1.2.1.2 Request for Verification

7 CFR 273.2(c)(5); 7 CFR 273.2(h)(2)(i)(A)

OM 14-48

Requests for verification MUST be made in writing. Verbal requests are not acceptable and will not stand up in a fair hearing. IM workers are required to give the applicant/member a notice that identifies the required verification, the date the verification is due to the agency, and the consequences of not verifying timely.

Do not deny the FoodShare application when the required verification is not provided until:

10th day after requesting the verification, or
30th day of the application, or
The last day of the renewal processing period, whichever is later.

Example: Ed submits an application on January 1. However, the interview was not completed until January 26 and verification of income was requested. Ed has until February 5 to provide verification. Do not deny the application until February 5.

If the 10th or 30th day falls on a weekend or postal holiday :

For negative actions or denials - the action should be taken the next business day.
For positive actions or approvals - the approval must be processed no later than the due date. Waiting until the next business day or later to process verification for an eligible food unit is untimely and therefore not allowable.

Note: After the denial of an application for failing to provide verification within 30 days, if the food unit provides all requested verification to the local agency during the period on or after the 31st day but no later than the 60th day from the filing date, allow FoodShare to open without requiring a new application or interview. See 2.1.2.1 Application Processing 30-Day Time Frame for more information on time frames for processing late verifications.

Note: After a renewal termination for failing to provide verification, the food unit may provide verification in the month following closure without needing to submit a new application. See 2.2.1.4 Renewal Processing Time Frame.

Allow FoodShare to reopen at Six Month Report Form (SMRF) or renewal when closed for lack of verification (or other reasons) if the reason for case closure is fully resolved during the calendar month following case closure. The SMRF must be returned no later than the last day of the seventh month of the certification period and the renewal interview completed no later than the last day of the renewal month.

Allow FoodShare to reopen when closed for lack of verification after a change is reported or discovered, as long as the requested verification is provided in the calendar month following case closure.

In the above situations, benefits are prorated for the FoodShare assistance group from the day the food unit completes all the required actions needed to determine eligibility.

1.2.1.3 Responsibility for Verification

7 CFR 273.2(f)(5)

The applicant/member has primary responsibility for providing required verification and for resolving any discrepancies or questionable information. The local agency must assist the applicant/member in obtaining this verification, provided that the applicant/member has not refused to cooperate with the application process.

If all attempts to verify the information have been unsuccessful because the person or organization providing the information has failed to cooperate with the applicant/member and agency (for example, by charging a fee or refusing to complete a verification form), and all other sources of verification are unavailable, determine an amount to be used for certification purposes based on the best available information. Clearly document the attempts to obtain verification and the reasoning for the estimate that is used. Best available information may include an oral or written statement.

This page last updated in Release Number: 18-01

Release Date: 01/08/2018

Effective Date: 01/08/2018