Verification Chart

Created on: 
Feb 01 2016

In order to determine eligibility at application or reapplication, or if the client requests additional hours or reduced copayment, the Department may request verification using various methods. The following lists examples of verification for various situations that may come up during an interview. It is important to note that not every case will require most of these forms of verification. This chart is provided only to show ways something can be verified if it comes up.

Note that in most situations changes in income, employment, household composition, schedule and able/available status do not need to be reported or verified during an eligibility period, unless the client is requesting additional hours of child care or reduced co-payment.  Clients do need to report changes in income or household composition that put the household at or above 85% of the state median income. 

WHAT TO VERIFY

WHEN TO VERIFY

VERIFICATION SOURCES

Unless noted otherwise, any listed source is acceptable verification

Washington Residency

(consumer lives in WA)

Application, reapplication and change reporting when indications on file that make residency questionable.

Client Statement (verbal or written) and compare to:

Agency records or systems when receiving other benefits (Cash, Medical, Food or Child Support)

Only if different from what is in agency records, and without valid explanation, ask for additional verification: 

  1. Collateral statement from someone outside of subsidy household
  2. Lease, mortgage statement, or utility bill
  3. Other

Parental control of one or more eligible children

(consumer has parental control of children)

Application, reapplication and change reporting if there are indications on file that make parental control questionable.

Client Statement (verbal or written) and compare to:

Agency records or systems when receiving other benefits (Cash, Medical, Food or Child Support)

Only when client statement is questionable or different from agency records, ask for additional verification: 

  1. Birth certificate
  2. School records
  3. Passport
  4. Medical records
  5. Collateral statement from someone outside of subsidy household
  6. Other

 

Additional requirements if legal guardian or in loco parentis

 

  1. Written, signed agreement between the parent and caregiver assuming custodial responsibility
  2. Legal or court document, court order
  3. Collateral statement from someone outside of subsidy household
  4. Receipt of TANF grant
  5. Other

Household Composition

(Required members living in subsidy HH)

Application, reapplication and change reporting if adding/removing HH members.

 

Client Statement (verbal or written) and compare to:

Agency records or systems when receiving other benefits (Cash, Medical, Food or Child Support)

Only if different from what is in agency records, and without valid explanation, ask for additional verification: 

  1. Lease, mortgage document or utility bill
  2. Collateral statement from someone outside of subsidy household
  3. Other

 

If household composition remains questionable, approve and request FRED.

 

If valid collateral statement or other verification is not received, deny application. 

 

Homelessness

(when homeless, and qualifying for HGP)

 

At application

Client Statement (verbal or written) and compare to:

Agency records or systems (ACES e-JAS)

When agency records indicate that the client has reported homelessness within the past 12 months, no further verification is needed.

If homelessness is not indicated in ACES or eJAS, third-party verification is required, either verbal or written.

  1. Case Manager, shelter employee, advocate
  2. Collateral statement from someone outside subsidy household
  3. Other

Ability or availability of other parent to provide care in 2 parent household

Application/re-application

When one parent is not able or available to care

for their children while the other parent is in approved activity: 

 

Written statement from a licensed professional to verify:

  1. Reason the parent is unable to care for the children;
  2. Expected duration and severity of condition
  3. If parent is expected to improve enough to care for children, the statement must indicate that parent is cooperating with treatment and unable to care for children. 
  4. If condition is permanent, or parent is not expected to improve enough to care for children, verification that they are cooperating with treatment is not required. 

 

Child Support income

Application, re-application, and change reporting when reporting a decrease that will reduce copayment

Client statement (verbal or written) and compare to:

Agency records or systems when receiving other benefits (Cash, Medical, Food or Child Support)

Only when unable to verify income in ACES or SEMS, ask for additional verification

  1. Court or administrative order
  2. The amount received by a written agreement signed by noncustodial parent (NCP)
  3. The amount received by a written statement from the consumer that documents why they cannot provide the statement from the NCP

Citizenship (children)

Application and when adding new household members

 

Through agency records or systems when  known to the Department

When not known to Department

  1. Social Security Administration citizenship/identity database (SOLQ)
  2. Department of Health Database
  3. Birth certificate
  4. Social Security Card
  5. Passport
  6. Certification of naturalization or citizenship
  7. Other

 

Income

(earned)

Application, reapplication and change reporting if change will increase benefit amount or decrease copayment.

 

 

New or changed employment (less than 3 months wages received since start date)

  1. TALX
  2. Wage stubs, Payroll printout
  3. Employer statement by telephone or in writing
  4. Consumer written or verbal statement of expected monthly wages.  Must supply third party verification of wages within 60 days of Department request.
  5. Other

 

 

Existing employment (3 or more months wages received since start date)

 

  1. TALX
  2. Wage stubs, payroll printout
  3. Employer statement by telephone or in writing
  4. Tax return
  5. Other

 

 

 

Income

(unearned other than child support)

Application, reapplication and change reporting if change will increase benefit amount or decrease copayment.

 

Client Statement (verbal or written) and compare to:

Agency records or systems when receiving other benefits (Cash, Medical, Food or Child Support)

Only if different from what is in agency records, and without valid explanation, ask for additional verification: 

  1. Award letter
  2. Copy of most recent payment or remittance advice
  3. Tax return
  4. Other

 

 

Schedule – Activity

Application and re-application

Client Statement (verbal or written)

Only when client statement is questionable, ask for additional verification: 

  1. Employer written or verbal statement of anticipated schedule
  2. Copies of past, current or future schedule
  3. Other

School Enrollment - Consumer

Application, reapplication, and change reporting if requesting an increased authorization for school after application snapshot

 

Non-BFET

  1. Copy of registration for current quarter
  2. Written or verbal statement from school official
  3. Other

 

BFET

  1. Through agency records or systems when receiving other benefits (Cash, Medical, Food or Child Support)

 

Self-Employment

Application, re-application, and change reporting if requesting an increased authorization for SE after application snapshot.

All self-employment businesses

TANF:

  1. Approved self-employment plan

 

Non-TANF: 

  1. Washington business license
  2. Tribal, county or city business or occupation license as applicable
  3. For businesses in bordering states, the registration or filing number as applicable
  4. Completed self-employment plan

 

Income for new self-employment venture or business established less than six months 

  1. Projected profit and loss statement
  2. DSHS Self-employment expense/income declaration form

 

Income for self-employment business established six months or longer

  1. Federal self-employment tax reporting forms for the most current reporting year
  2. DSHS self-employment income/expense declaration form; or;
  3. Profit and loss statement

Resources

Application and re-application

Client written or verbal statement 

Special Circumstances

 

 

 

 

Application and re-application

Care not in the same location as parent activity:

  1. Child care center: Written or verbal statement from employer that the consumer does not provide direct care in the same classroom to the consumer's children during work hours.
  2. Written or verbal statement from self-employed consumers to verify their schedule outside of the home or location where care is provided.