SECTION 340:50-3-3. Verification

(a)   General standards for verification. Verification is the use of third party information or documentation to confirm the accuracy of statements made on the application. For specific policy regarding required verification of non-financial eligibility criteria refer to OAC 340:50-5, and of financial eligibility criteria refer to OAC 340:50-7. When the household must provide documentation to verify eligibility before receiving or continuing to receive benefits, the worker provides Form 08AD092E, Client Contact and Information Request, to the household allowing at least 10 calendar days to provide needed verification.

(b)   Sources of verification. Sources of verification that provide the worker with evidence that may be used to establish eligibility include, but are not limited to (1) through (4) in this subsection.

(1)   Documentary evidence. The worker uses documents, whenever possible, as the primary source of verification. Examples of documentary evidence include wage stubs, rent receipts, and utility bills.

(A)   Although documentary evidence is the primary source of verification, verification cannot be limited to a single document or source.

(B)   When information from another source contradicts statements made by the household, the household is immediately afforded the opportunity to resolve the discrepancy.

(C)   When documentary evidence cannot be obtained, the worker uses alternate sources of verification, such as collateral contacts and home visits.

(D)   In all cases, the worker records the method of verification in the case record.

(2)   Collateral contacts. The worker has the responsibility to verify all factors of eligibility for food benefits that may require one or more collateral contacts. The client's signature on the application for food benefits grants the necessary authorization for securing required information or verification.

(A)   A collateral contact is a verbal confirmation of a household's circumstances by a person outside the household. The collateral contact may be made either in person or over the phone.

(B)   The acceptability of a collateral contact is not restricted to a particular person, but may be anyone that can be expected to provide an accurate third party verification of the household's statement. Examples of acceptable collateral contacts are:

(i)   employers;

(ii)   community action groups;

(iii)   migrant service agencies;

(iv)   neighbors of the household; or

(v)   other persons outside the household.

(C)   When the collateral source is one that requires written authorization before supplying information to the Oklahoma Department of Human Services (OKDHS), the worker obtains the household member's signature on Form 08AD060E, Request for Release of Information. If information is needed regarding another adult household member, the person may need to sign Form 08AD060E before the collateral source agrees to release information.

(3)   Home visits. A home visit can be used as verification if documentary evidence cannot be obtained from other sources and the visit is scheduled in advance with the household.

(4)   Field investigation. The worker conducts an intensive field investigation when a household is suspected of withholding information or of intentional program violations. A field investigation is made after the worker has exhausted all other methods of verification and still does not have enough evidence to certify, deny, or close food benefits.

(A)   The intensive field investigation includes all questionable factors of eligibility. The worker makes every effort to obtain the most reliable second-party verification available. Contacts may include, but are not limited to, the applicant or recipient, other adult household members, employers, banks, government agencies, landlords, neighbors, and utility companies. The household does not have to provide specific written authorization unless it is required by the collateral source before they can or will furnish the requested information.

(B)   Persons who are contacted for information related to a household's eligibility must be advised of the reason the information is needed and how it is used. When the person providing the information is unwilling to have his or her identity revealed to the household, the information is not used to make an eligibility decision nor is it recorded in the case record. The worker must attempt to verify the information using an alternate source.

(C)   The worker contacts the household when the information gathered during the investigation differs from that given by the household. The household is given the opportunity to clear up conflicting information when possible. When the household cannot be contacted, the worker documents, in the case record, what attempts were made.

(D)   The worker documents in the case record all verified evidence gathered during the course of the investigation. This documentation must include:

(i)   what information was received, dates related to the information, source of the verification, and the date the information was received;

(ii)   a complete explanation of conflicting information and what attempts were made to resolve the differences with the household; and

(iii)   when the household refuses to cooperate in determining eligibility, information to clearly show that the household was given the opportunity to cooperate and was able to do so.

(E)   When the eligibility determination is delayed due to a field investigation, the worker manually issues Form 08MP038E, Client Notice of Action Taken, informing the household of the pending status of the application.

(c)   Responsibility for providing verification.

(1)   Household responsibility. The household has primary responsibility for providing documentary evidence to support its income statements and to resolve questionable information. Households may supply documentary evidence in person, by mail, or through an authorized representative.

(2)   Worker responsibility. The worker assists the household in obtaining this verification provided the household is cooperating with the worker.

(A)   The worker accepts reasonable documentary evidence provided by the household and is primarily concerned with how adequately the verification confirms statements on the application.

(B)   When it is too difficult or impossible for the household to obtain documentary evidence in a timely manner, the worker offers assistance to the household in obtaining the documentary evidence.

(C)   The household is not required to provide multiple sources of verification when the household has provided information that adequately supports the statements on the application. However, the worker may require the household to provide additional verification when the existing verification is incomplete.

(D)   An application is never denied solely because a person outside of the food benefit household fails to cooperate in providing information, verification, or other help needed to process an application. Disqualified or ineligible persons are considered members of the food benefit household for this provision.

(d)   Documenting case files.

(1)   Case files. Case files must be documented in detail to support eligibility, ineligibility, and benefit level determinations.

(2)   Documentation. Documentation must include:

(A)   sources of verification, dates of the sources of verification, and amounts verified;

(B)   computations used to arrive at monthly income deductions;

(C)   why verification is required to resolve questionable information;

(D)   what documentation was used to resolve the questionable information; and

(E)   the reason an alternate source of documentation, such as a collateral contact or home visit, was made.

(e)   Questionable information. Prior to certification, the worker must verify questionable factors of eligibility, including all factors affecting household composition, only when they affect a household's entitlement. A household's report of expenses that exceeds its income prior to deductions may be grounds for a determination that further verification is required.

(1)   Questionable information. To be considered questionable, the information on the application must be inconsistent with:

(A)   statements made by the applicant;

(B)   other information in the case record; or

(C)   other information received by OKDHS.

(2)   Documentation. There must be documentation as to:

(A)   the reason the information was considered questionable;

(B)   what documentation was used to resolve the questionable information; and

(C)   the reason an alternate source of documentation, such as a collateral contact or home visit, was made.

(3)   Determination. When determining if information is questionable, the worker bases the decision on each household's individual circumstances.

[Source: Amended at 10 Ok Reg 3619, eff 7-25-93; Amended at 10 Ok Reg 4343, eff 7-27-93 (emergency); Amended at 11 Ok Reg 2667, eff 6-13-94; Amended at 11 Ok Reg 4587, eff 9-1-94 (emergency); Amended at 12 Ok Reg 1723, eff 6-12-95; Amended at 20 Ok Reg 872, eff 6-1-03; Amended at 25 Ok Reg 937, eff 6-1-08; Amended at 27 Ok Reg 1241, eff 6-1-10; Amended at 29 Ok Reg 794, eff 7-1-12; Amended at 30 Ok Reg 669, eff 6-1-13]