1.2.2 Sources for Verification

1.2.2.1 Documentary Evidence
1.2.2.2 Collateral Contacts

1.2.2.2.1 Third-Party Cooperation

1.2.2.3 Home Visits
1.2.2.4 Discrepancies in Verification
1.2.2.5 Request for Contact
1.2.2.6 Case Documentation

7 CFR 273.2(f)(4)

Local agencies must use documentary evidence as the primary source of verification for all information except Wisconsin residence Residency refers to Wisconsin residency and not the mailing address. Contrast this with address in the glossary.and household composition (see Section 1.2.3.5 Wisconsin Residency Verification and Section 1.2.3.7 Household Composition Verification).

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 Section 1.2.6 Suggested Verification Sources for the Suggested Verification Sources Chart for more details.

1.2.2.1 Documentary Evidence

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 another 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.

1.2.2.2 Collateral Contacts

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.

Generally, the local agency must rely on the applicant or member to provide the name of any collateral contact. The applicant or member may request assistance in designating a collateral contact. The local agency is not required to use the collateral contact designated by the applicant or member if the collateral contact cannot be expected to provide accurate third-party verification.

When the collateral contact designated by the applicant or member is unacceptable, the local agency must designate another collateral contact, ask the applicant or 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 or is receiving FoodShare.
Disclosing any information supplied by the applicant or member.
Suggesting that the applicant or member is suspected of any wrongdoing.

Clearly document the collateral contact information. Include the following details:

Name of collateral contact
Title of Individual
Organization the individual is affiliated with
Address
Phone number
Significance to household
Date(s) of contact(s) and when pertinent information was obtained
The information obtained and used for verification

1.2.2.2.1 Third-Party Cooperation

Wisconsin Stats. §49.22(2m) authorizes DHS, DCF, county, and tribal agencies to request third-party cooperation from any person in Wisconsin in the verification of data. Cooperation from the third party is required within seven days of the request. No compensation to the third party is required, and the lack of compensation is not a valid reason for the third party to refuse to cooperate.

1.2.2.3 Home Visits

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 or 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.

1.2.2.4 Discrepancies in Verification

7 CFR 273.2(f)(4)(iv)

When unverified information is received by the local agency from an external source, the applicant or 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 or member fails to provide requested verification, the local agency must issue a notice notifying the applicant or member of the action that has been taken and provide the applicant or 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, Section 44.4 Discrepancy Processing).

1.2.2.5 Request for Contact

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 or 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 CWWCARES Worker Web 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.

1.2.2.6 Case Documentation

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: 22-01
Release Date: 04/04/2022
Effective Date: 04/04/2022