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State of Wisconsin |
Release 26-01 |
7 CFR 273.2(f)(4)
Use documentary evidence as the primary source of verification, with some exceptions, including Wisconsin residence 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 a home visit. Some documentary evidence may verify multiple things.
For example, someone reports they are a resident of Wisconsin and employed. Paystubs provided show the person’s address in Wisconsin. The paystubs verify both employment and residency.
See Section 1.2.6 Suggested Verification Sources 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 paystubs, rent receipts, and utility bills.
Documentary evidence is to be used to verify information. Submission of documentation for verification can happen in person, by mail, by fax or another electronic device. Verification is not required to be presented in person. The local agency must accept any reasonable documentary evidence, provided it adequately verifies the information that was in question.
7 CFR 273.2(f)(4)(ii)
Collateral contacts are oral confirmations of circumstances by persons who are not part of the FoodShare case. Collateral contacts are made either in person or over the telephone. Authorized representatives completing an application or renewal cannot serve as collateral contacts.
The applicant or member should provide the name of any collateral contact. The applicant or member may request assistance in designating a collateral contact. The worker is responsible for obtaining verification from designated collateral contacts.
The worker is not required to use a provided collateral contact when the collateral contact is not able to provide accurate or reliable third-party verification.
When the designated collateral contact is unacceptable, the worker must:
When speaking with collateral contacts, disclose only the information that is absolutely necessary to get the verification. Workers must avoid:
Clearly document the collateral contact information. Include the following details:
Wisconsin Stats. §49.78(11) authorizes DHS, DCF, county, and tribal agencies to request third-party cooperation from any person in Wisconsin for the purpose of obtaining verification of information. 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.
7 CFR 273.2(f)(4)(iii)
Home visits may be used as verification only when documentary evidence cannot be obtained or is insufficient. 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.
7 CFR 273.2(f)(4)(iv)
When unclear information becomes known during application, SMRF or renewal, the applicant must be given a reasonable opportunity to resolve the discrepancy prior to the determination of eligibility and certification of benefits.
When unclear information is received during a household’s certification period, follow the instructions for unclear information Section 1.2.7 Unclear Information.
If the unclear 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.
If an employer uses a third-party payroll source as its legal agent to provide payroll services (or respond to inquiries about employee records) this information is treated as verified from a primary source and is verified upon receipt.
When verification is received or if the applicant or member fails to provide requested verification, the worker must issue a notice notifying the applicant or member of the action that has been taken and provide the opportunity to request a fair hearing prior to an adverse action.
| Note | For system-generated discrepancies, the worker must take action to resolve the discrepancy. |
7 CFR 273.12(c)(3)
When FoodShare Quality Control is completing a 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 sent for Quality Control review compliance.
When the automated Error Prone Profile (EPP) identifies a potential error, a request for contact notice may also be appropriate to resolve the issue.
| Note | IM workers must add a case comment stating the reason for the contact. |
7 CFR 273.2(f)(6)
Case files must include documentation to support the sources of verification for eligibility, ineligibility, benefit level determinations, overpayment claim establishment, or a finding of intentional program violation. Verification documentation must be detailed enough to determine the reasonableness and accuracy of the action.
Document clearly in case comments the reason for verification requests due to questionable and unclear information or discrepancies.
This page last updated in Release Number: 25-02
Release Date: 08/13/2025
Effective Date: 08/13/2025
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