State of Wisconsin Department of Health Services

HISTORY

The policy on this page is from a previous version of the handbook. 

25-02 Version of 1.2.1 Verification Introduction

7 CFR 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. With limited exceptions, the agency must allow FoodShare applicants and members at least 20 days to provide required verification when requested by the agency.

The verification receipt date is the day verification is received by the agency, or the next business day if verification is received 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:

• Follow 1.2.7 Unclear Information when verifying unclear information obtained during the certification period.
• Only verify those items required to determine eligibility and benefits for the programs for which you are testing eligibility.
• Don't verify items that are not required to be verified. 
• Avoid over-verification such as requiring excessive pieces of evidence for any one item or requesting verification that is not needed to determine eligibility. 
• Don’t require additional verification once the accuracy of a written or verbal statement has been established.
• Don't exclusively require one particular type of verification when various types are adequate and available.
• Verification may be submitted by mail, fax, electronically or in person.  
• Verification does not need to be submitted by the primary person.  
• Verification must not be requested based on an applicant or member’s race, religion, ethnic background, or national origin. 
• Verification requests cannot target groups or specific populations for more intensive verification. 
• Historical verification requested to determine whether benefits were previously overpaid should not pend or affect the ongoing eligibility determination. 
• Don’t verify information that is already verified unless you believe the information is fraudulent or differs considerably from more recent information. 
• If fraud is suspected, determine if a referral for fraud or for front-end verification (see Process Help, Section 31.3.4 FEV/Fraud Referral vs. Claim Referral).

If requested verification is 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 non-verified item.  Listing each verification item is required  to meet the federal definition of an adequate notice and to reestablish eligibility or gain eligibility without requiring a new application.

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 cannot be used in a fair hearing. The verification notice must identify the required verification, the date the verification is due to the agency, and the consequences of not verifying timely.

If verification is not received, the FoodShare application must not be denied due to lack of verification until whichever date is later:

• The 20th day after requesting the verification, or
• 30 days from the filing date

Example 1

Ed submits an application with a filing date of January 2. However, the interview was not completed until January 26 and verification of income was requested the same day. Ed has until February 15 to provide verification. Do not deny the application until February 15.

If the 20th or 30th day falls on a weekend or postal holidayNew Year's Day (January 1); Martin Luther King Jr Day (third Monday in January); President's Day (third Monday in February); Memorial Day (last Monday in May); Juneteenth (June 19); Independence Day (July 4); Labor Day (first Monday in September); Columbus Day (second Monday in October); Veterans Day Observed (second Monday in November); Thanksgiving Day (fourth Thursday in November); Christmas Day (December 25):

• 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.

An application denied for failing to provide verification or complete the interview within 30 days, must provide verifications and  have completed the interview no later than the 60th day from the filing date for FoodShare to open without requiring a new application or interview (see Section 2.1.2.1 Application Processing 30-Day Time Frame).

After a renewal termination for failing to provide verification, verification can be provided in the month following closure without needing to submit a new application (see Section 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 close of business on the last business day of the month after the SMRF was due 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 required change is reported and if the requested verification is provided in the calendar month following case closure.

In the above situations, FoodShare benefits are prorated from the day all the required actions were completed.

For unclear information, follow Section 1.2.7 Unclear Information to determine the correct verification action. 

1.2.1.3 Responsibility for Verification

7 CFR 273.2(f)(5)

The applicant or member has primary responsibility for providing required verification or information needed to resolve any discrepancies or questionable information, unless specified. The worker must assist the applicant or member in obtaining this verification, provided that the applicant or member hasn't refused to cooperate. 

Some information obtained through CWW data exchanges or outside sources must be verified, such as:

• Out-of-state SNAP participation
• Fleeing felon or probation and parole violator status
• Out-of-state intentional program violations (IPVs)
• Social Security Income and Medicare
• Immigration status
• WHEAP (State database verified upon receipt)
• Out-of-state time-limited benefit months (TLBs)

Use best available information if attempts to verify the information have been unsuccessful (for example, if the person or organization providing the information is charging a fee or refusing to complete a verification form, or is unable to produce requested documentation), and all other verification is unavailable. Clearly document attempts to obtain verification and the reasoning for the best available information that is used. 

Best available information may include an oral or written statement. In the instance of out-of-state TLBs, best available information may include a lack of response by the other state within the standard processing timeframe.

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Publication Number: P-16001