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1.2.1 Verification Introduction

7 CFR Code of Federal Regulations 273.2(f)

1.2.1.1 General Verification Rules

1.2.1.2 Request for Verification

1.2.1.3 Responsibility for Verification

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 give food units at least 10 days to provide required verification.

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

1.2.1.1 General Verification Rules

The general Income Maintenance verification rules are as follows:

1. Only verify those items required to determine eligibility and benefits for the programs for which you are testing eligibility.

2. Do not verify an item that is not required to be verified and is not documented as questionable.

3. Avoid over-verification (requiring excessive pieces of evidence for any one item). If you have all the verification you need, do not continue to require added verification.

4. 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 Ch. 12 Fraud Prevention/Front End Verification.

5. Do not exclusively require one particular type of verification when various types are adequate and available.

6. Verification need not be presented in person. Verification may be submitted by mail, fax, or through another electronic device, or through an authorized representative.  

1.2.1.2 Request for Verification

7 CFR 273.2(c)(5)

Requests for verification MUST be made in writing. Verbal requests are not acceptable and will not stand up in a fair hearing. Workers are required to give the customer notice regarding required verification, when it is due to the agency, and the consequences of not verifying timely.

Do not deny the FS FoodShare group for failure to provide the required verification until the:

1. 10th day after requesting the verification, or

2. 30th day of the application or review processing period, whichever is later.

If the 10th or 30th day falls on a weekend or postal holiday 1) January 1 - New Year's Day, 2) Third Monday in January -Martin Luther King Jr.'s Birthday , 3) Third Monday in February - Washington's Birthday (President's Day), 4) Last Monday in May - Memorial Day, 5) July 4 - Independence Day, 6) First Monday in September - Labor Day, 7) Second Monday in October - Columbus Day, 8) Second Monday in November - Veterans Day Observed, 9) Fourth Thursday in November - Thanksgiving Day, 10) December 25 - Christmas Day:

• For negative actions - the action should be taken the next business day.

• For approvals or positive actions- 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 household is untimely and therefore not allowable.

Note: Allow FS to reopen at SMRF or recertification 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, as long as the SMRF is returned no later than the last day of the 7th month or review interview was timely.  

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

In these situations benefits are prorated from the day the HH completes all the required actions needed to determine eligibility.

1.2.1.3 Responsibility for Verification

7 CFR 273.2(f)(5)

The applicant has primary responsibility for providing required verification and for resolving any discrepancies or questionable information.   The local agency must assist the applicant in obtaining this verification providing the applicant 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 household 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; customer statement, oral or written.

This page last updated in Release Number: 13-01

Release Date: 03/14/13

Effective Date: 03/14/13