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State of Wisconsin |
HISTORY |
The policy on this page is from a previous version of the handbook.Â
7 CFR 273.2(f)(4)
Local agencies must use documentary evidence as the primary source of verification for all information except Wisconsin residence (1.2.3.5) and household composition (1.2.3.7).
Although documentary evidence must be the primary source of verification, acceptable verification must not be limited to any single type of document and may be obtained from the applicant/member or other source. Whenever documentary evidence cannot be obtained or is insufficient to make a firm determination of eligibility or benefit level, the IM worker may require collateral contacts or home visits. See 1.2.6 for the Suggested Verification Sources Chart for more details.
7 CFR 273.2(f)(4)(i)
Documentary evidence consists of written confirmation of a household's circumstances. Examples of documentary evidence include wage stubs, rent receipts, and utility bills.
Applicants may provide documentary evidence to verify information in person, through the mail, by fax, or other electronic device, or through an authorized representative. Applicants must not be required to present verification in person at the local agency. The local agency must accept any reasonable documentary evidence provided and must be primarily concerned with how adequately the verification proves the statements in the application.
7 CFR 273.2(f)(4)(ii)
Collateral contacts consist of oral confirmations of circumstances by persons other than food unit members. A collateral contact may be made either in person or over the telephone.
| Note: | Authorized representatives completing an application or renewal cannot serve as collateral contacts. |
The local agency, generally, must rely on the applicant/member to provide the name of any collateral contact. The applicant/member may request assistance in designating a collateral contact. The local agency is not required to use the collateral contact designated by the applicant/member if the collateral contact cannot be expected to provide accurate third-party verification.
When the collateral contact designated by the applicant/member is unacceptable, the local agency must designate another collateral contact, ask the applicant/member to designate another collateral contact, provide an alternative form of verification, or substitute a home visit. The local agency is responsible for obtaining verification from designated collateral contacts.
When talking with collateral contacts, local agency staff should disclose only the information that is absolutely necessary to get the sought-after information. IM workers should avoid disclosing that an individual has applied for FoodShare, disclosing any information supplied by the applicant/member, or suggesting that the applicant/member is suspected of any wrongdoing.
Clearly document the collateral contact information.
7 CFR 273.2(f)(4)(iii)
Home visits may be used as verification only when documentary evidence cannot be obtained or is insufficient to make a firm determination of eligibility or benefit level. Home visits must be scheduled in advance with the applicant/member. Home visits are to be used on a case-by-case basis where documentation is insufficient. An error-prone profile does not constitute a lack of verification warranting a home visit.
7 CFR 273.2(f)(4)(iv)
When unverified information is received by the local agency from an external source, the applicant/member must be given a reasonable opportunity to resolve the discrepancy prior to a determination of eligibility or benefits. If the unverified information is received through an Income Eligibility Verification System (IEVS) data exchange regarding unreported sources of income or assets, the local agency may contact the source directly for verification.
When verification is received or if the applicant/member fails to provide requested verification, the local agency must issue a notice notifying the applicant/member of the action that has been taken and provide the applicant/member with an opportunity to request a fair hearing prior to an adverse action.
Document clearly in case comments the reason for verification requests due to questionable information or discrepancies.
| Note: | For system-generated discrepancies, the worker must take action to resolve the discrepancy. See Process Help 44.4. |
7 CFR 273.12(c)(3)
The agency may receive unclear information about changes in an applicant’s or food unit member's circumstances from which the agency cannot readily determine the effect of the change on the food unit's FoodShare case. If there is not enough information reported to request specific verification, issue a request for contact (Loss of Contact) notice to the applicant/member.
When FoodShare Quality Control is attempting to complete the federally required case review and has been unable to contact the household, the worker may be asked to send a request for contact. This request is to be sent as an attempt to get the member to comply with the Quality Control review.
The agency may also receive information from CWW that the case meets an automated Error Prone Profile (EPP) that the IM worker needs to resolve. In this case, a request for contact notice may also be appropriate.
| Note: | IM workers should add a case comment stating the reason for loss of contact. |
7 CFR 273.2(f)(6)
Case files must include documentation to support eligibility, ineligibility, and benefit level determinations. Documentation must be in sufficient detail to permit a reviewer to determine the reasonableness and accuracy of the determination.
This page last updated in Release Number: 20-03
Release Date: 11/23/2020
Effective Date: 11/23/2020
Notice: The content within this manual is the sole responsibility of the State of Wisconsin's Department of Health Services (DHS). This site will link to sites outside of DHS where appropriate. DHS is in no way responsible for the content of sites outside of DHS.
Publication Number: P-16001