Page 45

DEO LIHEAP Policies and Procedures Manual Page 45

Part 1100 -- Verification and Documentation .01 Verification Verification is the use of documents, systems, information or contact with third parties to establish the accuracy of information provided by the applicant in their interview and on their application form. The subrecipient must use due diligence to verify LIHEAP eligibility requirements. A. The applicant has the primary responsibility for providing all required verification. B. In situations where it is difficult for the applicant to obtain verification needed to complete the eligibility determination, the subrecipient can offer assistance in obtaining the verification. C. Three acceptable methods of verification are: 1. An official document or photocopy of a document placed in the case record, such as: a check, a check stub, an award letter, letter from employer (letterheaded or with a phone number for verification), a lease, a notice, etc. is the preferable method. 2. Self-Declaration: A written statement declaring income and the reason for lack of documentation. 3. A telephone call or personal contact with the employer, state, federal, or private subrecipient, or if the client is receiving money from any individual not in the same household. D. When the subrecipient obtains verification through a telephone call or personal contact the name, date of contact, and title of the contacted person’s source of income, as well as the amount and dates received must be recorded. E. When verification is by written letter, statement, or a document, the verification must be included in the client file along with any notations. .02 Documentation The case file must contain all the documents by which eligibility criteria was verified. Documentation must support eligibility, ineligibility, and the services to be provided and must have the sufficient detail to permit a reviewer to analyze the accuracy of the eligibility determination. A. Client’s name, address, sex, and age B. Names, ages, and current identification documentation (no more than one year expired; third party verifiable with a photo) of all household members C. Social Security Numbers and documentation of such numbers for all household members or the citation to the applicable exemption