Purpose of Verification and Documentation

When making a determination of eligibility, it is necessary for the worker to document how the determination was made. All points of eligibility must be considered. Certain elements require verification while others require only that they be considered when determining eligibility. Throughout the process, the worker shall record pertinent facts establishing why and how a particular determination was made.

Verification is the process by which the worker establishes the accuracy of the client's declaration. This is usually accomplished by viewing documents, statements, or other pertinent materials which substantiate the client's statement.

Documentation is the process whereby the worker records facts pertaining to the verification process or means by which the worker establishes the point of eligibility or ineligibility.

Documentation consists of, but is not limited to, the following information:

1. A description of what is being verified or considered; i.e., checking account number 123 456 7, ABC Bank;

2. A description of the source and date of verification. In some cases, the worker may make a photocopy of the document for inclusion in the case record. In these cases, it is important to note on the application that a copy of the document is in the file. It may be helpful to date the document for easy reference. Example: "See bank statement from ABC Bank dated 4-10-06 in the case record. Worker received bank statement from ABC Bank on 4-12-06 for the period from 1-1-06 to 3-31-06.";

3. For a resource, description of current ownership, i.e., Mary and/or John Jones; and

4. Current value, i.e., checking account balance $5.12.

For every element of eligibility, the case record must contain an explanation of how a determination regarding that point was made. Generally, documentation is on the application. In some instances, it may be in the narrative.

In all cases the worker shall use the prudent person principle in determining whether to use more than the minimum verifications. If the worker doubts the validity of a particular verification, s/he should investigate further.

(Rev. July 1, 1989)