3035 Verification | SNAP

Verification is the use of documents, collateral contacts, home visits, computer matches and documentation, which confirms the accuracy of statements and information.

Third-party verification is contact with an individual or outside entity to obtain information about an AU’s circumstances.

Third-party verification includes the following:

When possible, documents are used as the primary source of verification. Documents provide written evidence of the AU’s statements. Certain documents or copies of documents are filed in the case record as proof of the AU’s circumstances.

A collateral contact is an oral or written confirmation of the AU’s circumstances by a non-AU member. The collateral contact may be made in person, over the telephone, or in writing.

When taking a collateral statement on the telephone or in person, document in the case record the name, address or telephone number of the contact, the date of the contact and the collateral contact’s statements regarding the AU.

If a written statement is provided by the collateral contact, the individual completing the statement must sign the statement. The statement should be dated but if it is not dated, DFCS is to date stamp or record on the statement the date it is received.

The telephone number, address or another way to contact the collateral contact must be furnished.

This information may be provided as a part of the written collateral statement or recorded in the case file.

If a collateral statement is unacceptable to the agency because it is not completed correctly or lacks the required information and the AU is cooperating with providing information, the agency must offer assistance to the AU.

The agency may ask the AU to provide another collateral contact, select another one for the AU if the AU fails to designate one or designates one that is unacceptable to the agency, or contact the collateral contact directly. Examples of acceptable collateral contacts include employers, landlords, neighbors, social service agencies, etc.

The agency may substitute a home visit or select an alternative form of verification if circumstances warrant.

The agency must make sure that the AU understands what information is needed from the collateral contact.

When talking with a collateral contact, the agency must disclose only the information that is absolutely necessary to get the information being sought. Avoid disclosing the following information:

Home visits may be used as verification. DFCS employees may use home visits if one of the following situations occur:

The home visit must be prearranged with the AU.

Refer to 3500 Computer Matches Overview; 3505 Income and Eligibility Verification System (IEVS); 3515 Clearinghouse; 3520 Social Security Administration (SSA) Prisoner Verification Inquiry and 3525 Social Security Administration (SSA) Death Verification Inquiry.

These sections provide policy regarding verification of case information via computer matches.

Consider information received from the Social Security Administration (BENDEX and SDX), TANF, DOL Unemployment Compensation Benefits (UCB) match, the Division of Child Support Services (DCSS) Child Support interface, and Vital Records Inquiry, as verified. No other follow-up is required.

Effective July 1, 2024, consider information received from Truv as verified IF the data has been certified by the customer and does not appear to be questionable.

Before July 1, 2024, the Work Number was a computer match used and was considered to be verified upon receipt unless questionable.

If information from these sources appears to be questionable or inconsistent, request verification from the AU or source.

The agency must not require the AU to present verification in person at the SNAP office.

The AU’s statement may be accepted for some basic eligibility criteria such as AU composition, certain work registration statuses, and enumeration.

The AU’s statement may be accepted as verification if the AU has made all efforts to obtain third-party verification and it cannot be obtained, there is no available source, and the information provided is sufficient to make an eligibility determination or benefit level.

Document the following information when the AU’s statement is accepted as verification:

All attempts must be made to verify an AU’s eligibility for benefits. Verify gross earned income using Truv (if available), pay stubs, Form 809, or a letter from the employer. Verify gross unearned income using a letter, statement from the source, or Form 139 for contributions/vendor payments.

If verification of income may not be obtained because an employer, agency, or organization has failed to cooperate with the AU and all other sources are unavailable, use the best available information and determine an amount to use to establish eligibility.

Use the SAVE system to verify the eligible status of immigrants applying for benefits.

If an immigrant does not want to verify his/her immigration status, the AU may withdraw its application or participate in the program without that member.

Consider the following when verifying an immigrant’s status:

Refer to 3320 Citizenship/Alien Status, for policy on how to determine eligibility for citizens and aliens.

Residency should be verified using information such as a mortgage statement, lease, and utility bills. Residency can also be verified by the Georgia Department of Driver Services (DDS) interface if the results from the interface verify that the customer has a current and valid Georgia Driver’s License or Identity card. If residency cannot be verified with these sources, use a collateral contact or other document. Verify utility expenses only when the AU claims an actual expense. Otherwise, the AU’s statement is accepted as verification of utility expenses. Refer to Section 3340, Residency.

An applicant’s identity must be verified. If an authorized representative or another individual applies on behalf of the AU, both the authorized representative and the applicant’s identity must be verified. Refer to Section 3335, Identity.

If a student claims to be physically or mentally unfit for purposes of the student exemption, verification may be required. Verification of unfitness may consist of a permanent disability such as the receipt of SSI or SSA benefits or a temporary disability, which consists of a statement from a doctor or certified psychologist. Refer to Section 3245, Students.

Verify the legal obligation to pay child support, the obligated amount of support, and the actual monthly amount that is paid. The court-ordered document showing the legally obligated support cannot be used to verify the AU’s actual payments. The non-custodial parent or other person responsible for paying the support must verify the actual payments.

The Division of Child Support Services (DCSS) files may be used to verify the legally obligated and actual child support amounts if paid/received through this system. Refer to Section 3616, Child Support Deduction.

Verify an ABAWD’s participation, work hours, and countable months using Form 516, Attendance Sheet, Form 809, check stubs, Employer Statement, etc. If an ABAWD has participated in another State’s employment and training (E&T) program, verify the number of countable months the ABAWD has obtained in that state.

An AU may provide verification using any of the following methods:

The agency may request verification of any eligibility factors that are questionable, or unclear, and that may affect on the AU’s eligibility and benefit level.

The AU has primary responsibility for providing verification to support statements or to resolve questionable information.

If the agency receives conflicting information or there is a discrepancy in the information provided by the AU, then verification must be requested to clarify the AU’s circumstances.

Examples of household circumstances that may require additional information are:

Follow the procedures below to resolve questionable or unclear information or discrepancies in information.

There are some instances in which the AU has verified questionable information such as when expenses exceed income by providing current utility bills with past due amounts.

Although the AU is unable to pay its household expenses with reported income, the discrepancy regarding household expenses and income has been resolved.

In instances where an AU member has reported earnings and provided paystubs with a different name on the stub, the AU member has verified earnings as required by policy. The purpose of documenting the paystubs is not to verify identity but earnings.

The household may attest to the accuracy of the stubs by providing a reasonable explanation for the discrepancy with the name on the stub.

The agency may use these stubs to determine the AU’s eligibility.

The agency must ensure that the Verification Checklist, Form 173, is inclusive of all mandatory verification needed as determined during the interview process.

If the verification returned is not complete, a reminder notice may be sent to the AU. If the AU submits verification that does not include all items indicated on the verification checklist, additional contact with the AU may be necessary such as a reminder notice.

Sending a reminder notice provides good customer service to the AU, while still allowing the agency to take action within the appropriate SOP.

The reminder notice could be a copy of the original, Form 173, Verification Checklist, highlighting verification that was not received, copies of what was provided, and the postmarked envelope.

The original checklist and the portion of the verification that was returned should be retained in the case file.

If it is determined that the original Verification Checklist did not list all mandatory verification, a 2^nd Verification Checklist with a new deadline is required. Negative actions may not be taken on a case until the day after the verification deadline, even if the deadline is beyond the appropriate SOP.

Documentation of ineligibility factors is important. If an application is denied or a case is closed, documentation of the reason for termination or denial is required. The correct system code should be used when documenting the reason for case closures.

If the termination or denial is due to failure to verify information, there must be documents such as a verification checklist or other documentation to support that specific information, documents, or verification was requested and not returned within the required time frame. The verification deadline and the specific information that was not returned are documented to establish the cause of ineligibility.