C-900, Verification and Documentation
C-910, Required Verification
C—911 Required Verification for TANF
Revision 19-3; Effective July 1, 2019
TANF
Mandatory Verifications | At Application | When a Change Occurs | At Redetermination |
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Household Composition – Out of State Disqualifications for Felony Drug Convictions | All household members applying | Any new household members applying | Any new household members applying |
Citizenship | All household members applying who claim to be U.S citizens | Any new household members applying who claim to be U.S. citizens | Any new household members applying who claim to be U.S. citizens |
Alien Status | Household members identified as aliens | New members identified as aliens |
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Social Security Number (SSN) | Household members who cannot provide an SSN, verify they applied for an SSN | New members who cannot provide an SSN, verify they applied for an SSN | Household members who cannot provide an SSN, verify they applied for an SSN |
Age/Relationship | All children applying | New children applying | New children applying |
Identity | Person being interviewed | If not previously verified | If not previously verified |
Residence |
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New Texas resident applying, verify the last month any new member received benefits in another state |
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Domicile |
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Child Support – Good Cause Claims | Any good cause claim | Good cause claim for new children applying | Good cause claim for new children applying |
Resources |
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Income – Nonexempt including Lump Sums | Total gross amount | Total gross amount |
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Income - Terminated | When terminated in the application month or prior two months, verify:
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Verify source, final gross amount, date received, reason terminated, and termination date for:
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Verify source, final gross amount, date received, reason terminated, and termination date for:
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Deductions – Dependent Care Costs | Total amount | New amount | Total amount |
Deductions – Child Support | Total amount | New amount | Total amount |
Deductions – Alimony and Payment to Persons Outside the Home | Total amount | New amount | Total amount |
School Attendance | School age children applying | New school age children applying |
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Management | If the household's basic expenses are paid or delinquent, when management is questionable | Not Applicable | If the household's basic expenses are paid or delinquent, when management is questionable |
Employment Services | All exemptions | Any new exemptions | All exemptions |
Federal Time Limits (FTLs) |
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Personal Responsibility Agreement (PRA) |
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Not Applicable | All certified members are complying with all PRA components:
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PRA – When in Pay for Performance | All certified members are complying with all PRA components:
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Not Applicable | Not Applicable |
Workforce Orientation | Compliance by caretaker and second parent applying who are not disqualified and reside in a full service Choices county | Compliance by any new caretaker or second parent being added who are not disqualified and reside in a full service Choices county. | Compliance by any new caretaker and second parent applying who are not disqualified and reside in a full service Choices county |
One-Time Temporary Assistance for Needy Families (OTTANF) | Crisis criteria | Not Applicable | Not Applicable |
C—912 Required Verification for SNAP
Revision 17-3; Effective July 1, 2017
SNAP
Mandatory Verification | At Application | When a Change Occurs | At Redetermination * |
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Household Composition |
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Citizenship |
If questionable, or if a regional requirement. |
If questionable, or if a regional requirement. |
If questionable, or if a regional requirement. |
Alien Status |
Household members identified as aliens. |
New members identified as aliens. |
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Social Security Number (SSN) |
Household members who cannot provide an SSN, verify they applied for an SSN, unless exempt. |
New members who cannot provide an SSN, verify they applied for an SSN, unless exempt. |
Household members who cannot provide an SSN, verify they applied for an SSN, unless exempt. |
Identity |
Individual being interviewed (also, identity of case name if authorized representative is interviewed). |
Individual being interviewed, if not previously verified, or if questionable. |
Individual being interviewed, if not previously verified, or if questionable. |
Residence** |
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The last month any new member received benefits in another state. |
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Resources** |
Note: If the total combined balance for all checking/savings accounts does not exceed $1,000 on the day of the reported change and is not questionable, accept the individual's statement. Pend the Eligibility Determination Group (EDG) only if the reported account balance is questionable or it exceeds $1,000. |
Note: If the total combined balance for all checking/savings accounts does not exceed $1,000 on the day of the reported change and is not questionable, accept the individual's statement. Pend the EDG only if the reported account balance is questionable or it exceeds $1,000. |
Note: If the total combined balance for all checking/savings accounts does not exceed $1,000 on the day of the reported change and is not questionable, accept the individual's statement. Pend the EDG only if the reported account balance is questionable or it exceeds $1,000. |
Income – Nonexempt including Lump Sums |
Verify total gross amount. |
Verify total gross amount. |
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Income – Terminated |
If terminated in the application month or prior two months, verify:
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Verify source, final gross amount, date received, reason terminated and termination date for:
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Verify source, final gross amount, date received, reason terminated and termination date for:
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Deductions – Child Support |
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Deductions – Dependent Care Costs |
Total amount if verification can be obtained at the interview. |
A new amount. |
Total amount if verification can be obtained at the interview. |
Deductions – Actual and Standard Medical Expenses |
Refer to A-1428.2, Budgeting Medical Deductions. |
Refer to A-1428.2, Budgeting Medical Deductions. |
Refer to A-1428.2, Budgeting Medical Deductions. |
Deductions – Shelter |
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Management |
If the household's basic expenses are paid or delinquent, when management is questionable. |
Not Applicable |
If the household's basic expenses are paid or delinquent, when management is questionable. |
Employment Services |
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Federal Time Limits – 18-50 Work Requirement, Able-Bodied Adult Without Dependents (ABAWD) |
Individual's exemption from requirement is based on:
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Individual's exemption from requirement is based on
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Elderly or Household Members with a Disability |
If not previously verified:
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If not previously verified:
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If not previously verified:
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* Requirements are the same for all redeterminations whether filed timely or untimely.
** Categorically eligible households in which all members receive Temporary Assistance for Needy Families (TANF) cash assistance (TP 01/61) and/or Supplemental Security Income (SSI) are exempt from verification.
Note: Verify the eligible status of the facilities listed below as required in B-400, Special Households:
- homeless shelters;
- group living arrangements;
- drug and alcohol treatment centers; and
- family violence shelters.
C—913 Required Verification for Medical Programs
Revision 15-4; Effective October 1, 2015
Medical Programs
Mandatory Verifications | At Application | When a Change Occurs* | At Redetermination |
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Citizenship (except TA 31, TP 32, TP 33, TP 34, TP 35, and TP 36) | All household members applying | Any new member applying | Any new member applying |
Alien Status Exception: The Systematic Alien Verification for Entitlements (SAVE) procedures do not apply to an alien in TA 31, TP 32, TP 33, TP 34, TP 35, and TP 36 who does not meet citizenship or alien status requirements, unless the individual potentially meets the citizenship or alien status requirement for another program |
Any person identified as an alien who wishes to be certified | Any new person identified as an alien who wishes to be certified | Any new person identified as an alien who wishes to be certified |
Social Security Number (SSN) (except TA 31, TP 32, TP 33, TP 34, TP 35, TP 36, and TP 45) |
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Age/Relationship | All children applying; if not available, accept self-declaration For TP 08, if not available, follow the policy in A-523.1, How to Make an Evaluative Conclusion. |
Newly added children; if not available, accept self-declaration For TP 08, if not available, follow the policy in A-523.1. |
Newly added children; if not available, accept self-declaration For TP 08, if not available, follow the policy in A-523.1. |
Identity (except TA 31, TP 32, TP 33, TP 34, TP 35, and TP 36) | All individuals requesting benefits When an interview is required, the identity of the person being interviewed must be verified. |
Any new member requesting benefits | Any new member requesting benefits When an interview is required, the identity of the person being interviewed must be verified. |
Residence Note: Accept self- declaration for Children's Medicaid and TP 56 for a child |
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Not Applicable |
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Three Months Prior |
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Not Applicable | Not Applicable |
Third-Party Resources |
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Pregnancy (TP 40 and TP 36) | Accept self-declaration for pregnancy, pregnancy start date, number of children expected and the anticipated date of delivery. | Not Applicable | Not Applicable |
Medicaid Eligibility of Mother (TP 45 only) | For each certified child | For a newly certified child | For each certified child |
Emergency Medical Condition Treatment (TA 31, TP 32, TP 33, TP 34, TP 35, and TP 36) | For each certified undocumented alien or ineligible alien treated for an emergency condition | Not Applicable | Not Applicable |
Resources* (Children on TP 56, Children on TP 32, and TP 02 only) |
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Income – Nonexempt including Lump Sums* |
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Income – Terminated | If terminated in the application month or prior two months, verify:
Note: For Children’s Medicaid***, verify only income that terminated in the month of application. |
Verify source, final gross amount, date received, reason terminated, and termination date for:
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Verify source, final gross amount, date received, reason terminated, and termination date for:
Note: For Children’s Medicaid, verify only income that terminated in the application month for new members. |
Modified Adjusted Gross Income (MAGI) Expenses | Total amount | New amount | Total amount |
School Attendance (TP 08 only)** | For the only dependent child(ren), if they are age 18 | For the only dependent child(ren), if they are age 18 | For the only dependent child(ren), if they are age 18 |
Child Support — Good Cause Claims (TP 08 only) | Any good cause claim | Good cause claim for new children applying | Good cause claim for new children applying Note: All good cause claims must be re-evaluated at redetermination. |
Domicile (TP 08 only) | For a dependent child | When a change impacts the living situation or care and control of the dependent child | For a dependent child |
Household Composition — Family Violence Exemption | Any family violence exemption | Any new family violence exemption | Any new family violence exemption |
Management (Except: TP 40 and Children's Medicaid***) | If the household's basic expenses are paid or delinquent, when management is questionable | Not Applicable | If the household's basic expenses are paid or delinquent, when management is questionable |
* Children certified on TP 43, TP 44, and TP 48 are continuously eligible for the first six months of the 12-month certification period; children certified on TP 45 are continuously eligible for 12 months. Address changes in income as explained in B-600, Changes.
** School attendance is only verified if the only child that makes the parent or caretaker relative eligible for TP 08 is age 18 years. *** Children's Medicaid simplified verification requirements also apply when processing a Medically Needy with Spend Down (TP 56) or Medically Needy with Spend Down — Emergency (TP 32) EDG for a child under age 19. |
C-920, Questionable Information
Revision 15-4; Effective October 1, 2015
All Programs
Consider the individual's statements on the application or during the interview questionable if they:
- are contradictory;
(Example: The individual states he has had no income for several months, but his application shows $30 cash on hand.)
- do not agree with information in the case record;
(Example: The individual states he has no resources. An earlier application was denied because bank accounts and property were over the resource limits.)
- do not agree with other information the advisor has;
(Example: The individual provides paycheck stubs showing a 40-hour week in an industry such as construction that has frequent overtime.)
- do not adequately explain the household's circumstances; or
(Example: The individual states he has not paid rent or utilities for several months, but he has not been evicted or had his utilities cut off.)
- do not agree with information obtained from precertification activity, such as information retrieved from the Data Broker System's Employer New Hire Report (ENHR) or another automated source.
Note: The ENHR and other sources in Data Broker may list the corporate name and address instead of the local business name and address. Before denying an EDG, consider that the commonly known name of a business may be different from the corporate name.
Before taking adverse action, allow the individual an opportunity to resolve any discrepancy by providing documentary proof or designating a suitable collateral source.
After the initial application or redetermination interview, if the advisor obtains unverified information from a source other than the individual which contradicts the individual's statement, then the advisor may:
- allow the applicant an opportunity to resolve the discrepancy, or
- verify the information by directly contacting a collateral source.
Example: The individual states on the application and at the interview that the household has no income from wages. The advisor contacts the landlord to verify residence, and the landlord reports the applicant is working. The advisor may either contact the individual or the employer to verify the information.
Sources of verification are listed at the end of each applicable section in the Texas Works Handbook.
C-930, Providing Verification
C—931 Household Responsibility for Providing Verification
Revision 19-1; Effective January 1, 2019
All Programs
Households or the independent child's representative have the primary responsibility for providing documented or collateral evidence needed for proof of their circumstances. Households do not need to designate a collateral source if that source is named on the application form or during the interview or application processing. The advisor may assist the household in designating a collateral contact by suggesting a source that may be reliable.
If documented evidence is not available or not sufficient, the household must:
- designate an alternate source of verification; or
- permit a prescheduled home visit.
Exception: Law enforcement have the primary responsibility for providing verification that a person is a fleeing felon, a probation violator or a parole violator. Households are not responsible for providing proof of their fugitive status.
C—932 Advisor Responsibility for Verifying Information
Revision 20-4; Effective October 1, 2020
All Programs
When verifying information, follow these guidelines:
- Photocopy and send for imaging all paper documents a person provides as verification. If the household indicates that a document is verification for more than one case, send for imaging for each case.
- Do not reverify eligibility factors previously verified and not subject to change, if the previous verification is available in the electronic case record. (Examples: relationship, birth or citizenship proof, and deprivation due to death.)
- Do not request additional information or documentation from households unless such information is not available electronically or the information obtained electronically is not consistent with the information on the application.
- Do not ask a person to provide additional proof if:
- verification is available through the Texas Integrated Eligibility Redesign System (TIERS) inquiry, Texas Workforce Commission (TWC) inquiry, the Birth Verification System (BVS), Child Support inquiry, or other automated systems that are acceptable verification sources and accessible to staff, or if the person indicates that verification is readily available in the electronic case record; and
- the information is sufficient to establish current eligibility.
- Do not verify income information by using 1-900 telephone numbers. Accessing these numbers results in a substantial charge ($2 - $20 per call) to the Texas Health and Human Services Commission (HHSC).
- Accept any reasonable evidence provided by the household whether it is provided in person, by mail, fax, other electronic device or via an authorized representative. Verification should be reliable and sufficient to prove a person’s statement.
- Determine what types of verification are readily available to the household and request that verification first if it is anticipated to be sufficient proof. If preferred sources of verification are not readily available, alternate sources of proof must be accepted if they are reliable and provide sufficient proof. Sources of documentary proof and collateral sources are listed at the end of the applicable section of the Texas Works Handbook.
- Do not disclose any information the household provides when contacting a third party for verification. Do not disclose that the household has applied for any specific program or suggest the household is suspected of any wrong doing.
Note: If the collateral source asks why the information is necessary, inform the collateral source that HHSC is required to verify eligibility for assistance. If the collateral source asks for specific information regarding the person, inform the collateral source of the person's confidentiality rights. - Evaluate the documented evidence or collateral source the household provides and determine if it is reliable and sufficient to determine eligibility and benefit amount. If a source of verification is unreliable:
- designate another collateral source;
- ask the household to designate another collateral source; or
- schedule a home visit. Do not conduct a home visit solely because the household meets error-prone criteria.
Note: HHSC may also designate a collateral source if the person fails to provide one.
- Contact the designated collateral source unless the person claims it will result in negative consequences, such as eviction or loss of job.
- Offer reasonable assistance in obtaining verification if the person has difficulty in obtaining the required verification. Also, offer assistance if discrepancies exist in the documentary information the person provides or if they request assistance in clearing the discrepant information.
- Accept collateral sources or documents from the household that are reliable and provide sufficient proof. Do not deny or delay benefits if this requirement is met, or if:
- a collateral source refuses to provide verification; and
- there is no reasonable alternate verification available.
- There may be unusual circumstances in which a person's statement must be accepted as proof if:
- there is a reasonable explanation why documentary evidence or a collateral source is not available; and
- the person's statement does not contradict other statements or other information received by staff.
Exception: For verification of relationship, follow procedures in A-522, Legal Parent-Child Relationship, and A-540, Documentation Requirements.
- If a person can cooperate but clearly indicates orally or in writing that they refuse to take action necessary to complete the certification process, deny the EDG. This also applies to evaluations such as audits, quality control or investigations. See A-1324.18, Temporary Assistance for Needy Families (TANF), for action required on a SNAP EDG when the associated TANF EDG is denied due to any of these reasons.
- Have the person sign Form H0003, Agreement to Release Your Facts, for collateral sources that will not release information without the person's written consent.
Note: Do not request signatures on blank forms for future use. For people born in Puerto Rico, HHSC can submit a birth verification request by mail, fax or email to the Department of Healthcare Demographic Registry Office of Puerto Rico. Include in the request the person's name as it appears on the birth certificate (including both last names if more than one last name), the person's date of birth and place of birth.
To submit a request by:- email, send the request to Registrodemografico@salud.gov.pr. In the request, indicate the government email address to which the response should be sent.
- fax, make the request on official letterhead and fax it to the attention of Validation Office at 787-767-8605 or 787-766-1299. Indicate in the fax the government fax number to which the response should be sent.
- regular mail, make the request on official letterhead and mail it to the attention of Validation Office, Demographic Registry Office of Puerto Rico, Department of Health, P.O. Box 11854, San Juan, Puerto Rico 00910. Indicate in the letter the full mailing address to which the response should be sent.
Within two business days, the Registry Office will verify the person's submitted demographic information or will advise that the submitted information is inconsistent with the information in the Registry Office.
Document collateral sources that are designated orally by the individual or by HHSC.
Exception: Do not pend for, or attempt to obtain, the verification of fugitive status for fleeing felons or probation or parole violators from the household. Law enforcement provides verification of fugitive status to HHSC when they are actively seeking to apprehend people.
Medical Programs except Emergency Medicaid
Assist a person in obtaining documentary evidence of citizenship. Identify if they cannot to provide documentary evidence of citizenship in a timely manner because of incapacity of mind or body or the lack of a representative to assist. Assisting a person consists of referrals to appropriate entities that can help them. Follow A-358.1, Citizenship, when assisting a person with providing documentary evidence of citizenship and identity.
Related Policy
Citizenship, A-358.1
Legal Parent-Child Relationship, A-522
Documentation Requirements, A-540
Temporary Assistance for Needy Families (TANF), A-1324.18
C-940, Documentation
Revision 15-4; Effective October 1, 2015
All Programs
Document in TIERS Data Collection and in Case Comments information to support all decisions about eligibility and allotment, whether at application, change, or redetermination. Documentation must be sufficient so that anyone can understand all computations and advisor decisions, including denials.
Always include the following:
- mandatory verifications;
- why information is questionable;
- how questionable information is cleared;
- why alternate methods are used rather than standard methods;
- why one collateral contact was rejected in preference for another;
- name, address, and/or telephone number for all collateral contacts; and
- documentation in the Agency Use Only section of the application or redetermination forms or change report form for address changes regarding voter registration actions provided to the individual.
Document contacts between redeterminations that may affect eligibility or benefit amount. Note: Documentation requirements are listed at the end in the applicable section in the Texas Works Handbook.
SNAP
Always document why another verification source such as a collateral contact or home visit was necessary (except when using a collateral contact to verify where the household lives or its size).
Related Policy
Registering to Vote, A-1521
The Texas Works Documentation Guide
C—941 Texas Works Documentation Guide
Revision 13-1; Effective January 1, 2013
All Programs
TIERS Data Collection pages handle the majority of required documentation for a case record. The documentation requirements not captured by these pages have been compiled into a comprehensive documentation guide, The Texas Works Documentation Guide.