Revision 17-3; Effective July 1, 2017

 

 

 

C—910 Required Verification

Revision 04-7; Effective October 1, 2004

 

 

 

C—911 Required Verification for TANF

Revision 15-4; Effective October 1, 2015

 

TANF

Mandatory Verifications At Application When a Change Occurs At Redetermination
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
  • New members identified as aliens
  • When the U.S. Citizenship and Immigration Services (USCIS) document has expired.
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 Individual being interviewed If not previously verified If not previously verified
Residence
  • Physical address
  • Intent to remain in Texas
  • New Texas residents applying, verify the last month a member received benefits in another state
New Texas resident applying, verify the last month any new member received benefits in another state
  • Physical address
  • Intent to remain in Texas
  • New Texas residents applying, verify the last month any new member received benefits in another state
Domicile
  • All children applying
  • Unmarried minor parents applying
  • Temporary absence for all household members applying
  • New children applying
  • New unmarried minor parents applying
  • If questionable, all certified children
  • Temporary absence for any new household members applying
  • All certified children
  • Certified unmarried minor parents
  • Temporary absence for all certified household members
Child Support – Good Cause Claims Any good cause claim Good cause claim for new children applying Good cause claim for new children applying
Resources
  • Checking/savings/
    retirement/ education account(s)
  • Other – if within $300 of the maximum
  • New checking/savings/ retirement/education account(s)
  • Other – if within $300 of the maximum
  • New checking/savings/ retirement/education account(s)
  • Other – if within $300 of the maximum
Income – Nonexempt including Lump Sums Total gross amount Total gross amount
  • Total gross amount
  • Accept self-declaration of interest, unless from a new source or the amount changed by more than $50
Income - Terminated When terminated in the application month or prior two months, verify:
  • Source
  • Final gross amount
  • Date received
  • Reason terminated
  • Termination date
Verify source, final gross amount, date received, reason terminated, and termination date for:
  • Any loss of income
  • Loss of income for new member
Verify source, final gross amount, date received, reason terminated, and termination date for:
  • Any loss of income
  • Loss of income for new member
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
  • Certified school age children
  • New school age children applying
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)
  • Out-of-state benefits received on or after October 1999
  • Hardship exemptions for adults applying
  • Out-of-state benefits received on or after October 1999
  • Hardship exemptions for new adults applying
  • Out-of-state benefits on or after October 1999
  • Hardship exemption for new adults applying
Personal Responsibility Agreement (PRA)
  • Child Support cooperation
  • Voluntary quit
  • School Attendance
  • Household was in cooperation with PRA requirements according to policy in A-2131.1, Initial Application
Not Applicable All certified members are complying with all PRA components:
  • Choices
  • Child Support
  • Drug/Alcohol
  • Immunizations
  • Parenting Skills
  • School Attendance
  • THSteps
  • Voluntary Quit
PRA – When in Pay for Performance All certified members are complying with all PRA components:
  • Choices
  • Child Support
  • Drug/Alcohol
  • Immunizations
  • Parenting Skills
  • School Attendance
  • THSteps
  • Voluntary Quit
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 *
Household Composition
  • household size, if questionable;
  • eligible status of each household member whose individual eligibility is questionable;
  • new Texas residents applying, verify any out-of-state disqualifications for intentional program violation and/or a felony drug conviction;
  • compliance with parole or community supervision for individuals with a felony drug conviction on or after September 1, 2015;
  • whether a felony drug conviction is:
    • subsequent to another felony drug conviction on or after September 1, 2015; and
    • received while the individual was receiving SNAP.
  • if change reported makes household size questionable;
  • new members who are new Texas residents, verify any out-of-state disqualifications for intentional program violation and/or a felony drug conviction;
  • new members with a felony drug conviction on or after September 1, 2015, verify compliance with parole or community supervision;
  • new members with a felony drug conviction, verify whether the conviction is:
    • subsequent to another felony drug conviction on or after September 1, 2015; and
    • received while the individual was receiving SNAP.
  • household size, if questionable;
  • new members who are new Texas residents, verify any out-of-state disqualifications for intentional program violation and/or a felony drug conviction;
  • compliance with parole or community supervision for individuals with a felony drug conviction on or after September 1, 2015;
  • whether a felony drug conviction is:
    • subsequent to another felony drug conviction on or after September 1, 2015; and
    • received while the individual was receiving SNAP.
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.

  • new members identified as aliens; and
  • when the U.S. Citizenship and Immigration Services (USCIS) document has expired.
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**
  • physical address; and
  • the last month a member received benefits in another state.

The last month any new member received benefits in another state.

  • physical address; and
  • the last month any new member received benefits in another state.
Resources**
  • checking, savings,
    retirement, education account(s); and
  • other, if within $300 of the maximum.

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.

  • new checking, savings,
    retirement, education account(s); and
  • other, if within $300 of the maximum.

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.

  • new checking, savings,
    retirement, education account(s); and
  • other, if within $300 of the maximum.

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.

  • Verify total gross amount; and
  • accept self-declaration of interest, unless from a new source or the amount changed by more than $50.
Income – Terminated

If terminated in the application month or prior two months, verify:

  • source;
  • final gross amount;
  • date received;
  • reason terminated; and
  • termination date.

Verify source, final gross amount, date received, reason terminated and termination date for:

  • any loss of income; and
  • loss of income for new member.

Verify source, final gross amount, date received, reason terminated and termination date for:

  • any loss of income; and
  • new member (See A-1370, Verification Requirements, for streamlined reporting requirements).
Deductions – Child Support
  • legal obligation to pay;
  • amount of obligation; and
  • amount actually paid.
  • amount actually paid; and
  • a change in legal obligation.
  • amount actually paid; and
  • a change in legal obligation.
Deductions – Dependent Care Costs

Total amount if verification can be obtained at the interview.
Note: If verification cannot be obtained during the interview and the total expense does not exceed $300 a month, total for the entire EDG, and is not questionable, then accept the individual's statement. Pend the EDG only if the claimed expense is questionable or exceeds $300 a month, total, for the entire EDG.

A new amount.
Note: If the amount cannot be verified and is less than $300, accept the individual's statement. Pend the EDG only if the reported expense is questionable or exceeds $300 a month, total, for the entire EDG.

Total amount if verification can be obtained at the interview.
Note: If verification cannot be obtained during the interview and the total expense does not exceed $300 a month, total for the entire EDG, and is not questionable, then accept the individual's statement. Pend the EDG only if the claimed expense is questionable or exceeds $300 a month, total, for the entire EDG.

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
  • Rent or mortgage, if questionable, or if this information is a regional requirement.
  • The total amount of shelter cost for an unoccupied home.
  • If change in rent or mortgage is questionable, or if this information a regional requirement.
  • The total amount of shelter cost for an unoccupied home, if amount changed.
  • Rent or mortgage, if questionable, or if this information is a regional requirement.
  • The total amount of shelter cost for an unoccupied home.
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
  • exemptions that are questionable;
  • any member claiming to be physically or mentally unable to work, if not obvious;
  • any member claiming an exemption based on caring for a person with a disability living in the home;
  • at least 30 hours worked if a self-employed individual does not receive earnings equal to 30 hours multiplied by the federal minimum wage (Code P); and
  • a refugee is participating, at least half-time in a training program administered by a refugee contractor or Match Grant Program (Code S).
  • new exemptions that are questionable;
  • any new member claiming to be physically or mentally unable to work, if not obvious; and
  • any new member claiming to be caring for a person with a disability living in the home.
  • exemptions that are questionable;
  • any new member claiming to be physically or mentally unable to work, if not obvious; and
  • any new member claiming to be caring for a person with a disability living in the home.
Federal Time Limits – 18-50 Work Requirement, Able-Bodied Adult Without Dependents (ABAWD)

Individual's exemption from requirement is based on:

  • pregnancy or being physically or mentally unfit to work 20 hours a week;
  • participation in the Workforce Innovation and Opportunity Act (WIOA) or  the Trade Adjustment Act Program;
  • participation in the Supplemental Nutrition Assistance Program (SNAP) Employment and Training (E&T) program using Form H1822, ABAWD E&T Work Requirement Verification
  • that the employee works an average of 20 hours a week, if employed;
  • verify the individual worked or complied with a work program for at least 80 hours in a 30-day period for eligibility of the second three months of time-limited benefits;
  • volunteer employment hours
  • countable months of benefits received in another state.

Individual's exemption from requirement is based on

  • pregnancy or being physically or mentally unfit to work 20 hours a week;
  • participation in WIOA, the Trade Adjustment Act Program, or the SNAP E&T program using Form H1822
  • that the employee works an average of 20 hours a week, if employed;
  • verify the individual worked or complied with a work program for at least 80 hours in a 30-day;
  • volunteer employment hours;
  • countable months of benefits received in another state.
  • individual's exemption from requirement is based on pregnancy or being physically or mentally unfit to work 20 hours a week;
  • participation in WIOA, the Trade Adjustment Act Program, or the SNAP E&T program using Form H1822
  • that the employee works an average of 20 hours a week, if employed;
  • verify the individual worked or complied with a work program for at least 80 hours in a 30-day;
  • volunteer employment hours; and
  • countable months of benefits received in another state.
Elderly or Household Members with a Disability

If not previously verified:

  • household members are age 60 or older; and
  • household members meet the disability criteria in B-432, Definition of Disability.

If not previously verified:

  • household members are age 60 or older; and
  • household members meet the disability criteria in B-432, Definition of Disability.

If not previously verified:

  • household members are age 60 or older; and
  • household members meet the disability criteria in B-432, Definition of Disability.

* 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
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)
  • All household members who are applying
  • Household members who are applying who cannot provide an SSN, verify they applied for an SSN, unless exempt
  • New members who are applying
  • New members who are applying who cannot provide an SSN, verify they applied for an SSN, unless exempt
  • Household members who are applying
  • Household members who are applying who cannot provide an SSN, verify they applied for an SSN, unless exempt
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
  • Physical address
  • Intent to remain in Texas
  • New Texas residents, verify the last month the member received Medicaid in another state
Not Applicable
  • Physical address
  • Intent to remain in Texas
  • New Texas residents, verify the last month any new member received Medicaid in another state
Three Months Prior
  • Unpaid medical bills
  • Income for each of the months of prior coverage (see A-831.2, Eligibility for Three Months Prior Coverage, for TP 40)
Not Applicable Not Applicable
Third-Party Resources
  • Any household member applying who has private health insurance
  • For each certified household member whose coverage has changed
  • New members applying who have private health insurance
  • For each certified household member whose insurance coverage has changed
  • New members applying who have private health insurance
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)
  • Checking/savings/
    retirement/education account(s)
  • Other – if within $300 of the maximum
  • New checking/savings/
    retirement/education account(s)
  • Other – if within $300 of the maximum
  • New checking/savings/
    retirement/education account(s)
  • Other – if within $300 of the maximum
Income – Nonexempt including Lump Sums*
  • Total gross amount

    Note: Frequency is self-declared for Children's Medicaid***
  • Total gross amount

    Note: Frequency is self-declared for Children's Medicaid***
  • Total gross amount
  • Accept self-declaration of interest, unless from a new source or the amount changed by more than $50

    Note: Frequency is self-declared for Children's Medicaid***
Income – Terminated If terminated in the application month or prior two months, verify:
  • Source
  • Final gross amount
  • Date received
  • Reason terminated
  • Termination date

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:
  • Any loss of income
  • Terminated income of new member
Verify source, final gross amount, date received, reason terminated, and termination date for:
  • Any loss of income
  • Terminated income of new member

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

Revision 02-6; Effective July 1, 2002

 

 

C—931 Household Responsibility for Providing Verification

Revision 15-4; Effective October 1, 2015

 

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 need not specifically 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.

 

C—932 Advisor Responsibility for Verifying Information

Revision 15-4; Effective October 1, 2015

 

All Programs

When verifying information, follow these guidelines:

  • Photocopy and send for imaging all paper documents an individual 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 that were previously verified and are not subject to change, if the previous verification is available in the electronic case record. (Examples: relationship, birth proof/citizenship, and deprivation due to death.)
  • Advisors may not request additional information or documentation from applicants or clients unless such information is not available electronically or the information obtained electronically is not consistent with the information on the application.
  • Do not ask an individual 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), TALX, Child Support inquiry, or other automated systems that are acceptable verification sources and accessible to the advisor, or if the individual 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 an individual'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. The advisor cannot 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 individual, inform the collateral source of the individual's confidentiality rights.
  • Evaluate the documented evidence or collateral source the household provides and determine if it is reliable and sufficient to decide eligibility and benefit amount. If a source of verification is unreliable:
    • designate another collateral source, or
    • 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 individual fails to provide one.
  • Contact the designated collateral source unless the individual claims it will result in negative consequences, such as eviction or loss of job.
  • Offer reasonable assistance in obtaining verification if the individual has difficulty in obtaining the required verification. Also offer assistance if discrepancies exist in the documentary information the individual provides or if the individual requests 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 an applicant'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 applicant's statement does not contradict other individual statements or other information received by the advisor.

      Exception: For verification of relationship, follow procedures in A-522, Legal Parent-Child Relationship, and A-540, Documentation Requirements.
  • If an individual is able to 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 individual sign Form H0003, Agreement to Release Your Facts, for collateral sources that will not release information without the individual's written consent.
    Note: Do not request signatures on blank forms for future use.
  • For individuals 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 applicant's name as it appears on the birth certificate (including both last names if more than one last name), the applicant's date of birth and the applicant's 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 1-787-767-8605 or 1-787-766-1299. 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.

    The Registry Office will provide findings within two business days that verify the individual'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.

Medical Programs except Emergency Medicaid

Assist an individual in obtaining documentary evidence of citizenship. Identify if the individual is unable 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 an individual consists of referrals to appropriate entities that can assist the individual. When assisting an individual in providing documentary evidence of citizenship and identity, use any available document, regardless of level of evidence.

Related Policy
Processing Special Reviews, B-125

 

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.