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Child Care Assistance Program Policy Manual Issued 07/2023 Verification - DHS systems 7.24 • Verification information is shared through integrated fields in the MAXIS and MEC² systems. When verification information from an integrated MAXIS field carries over to MEC², but there is no documentation in the child care file, the worker must: - Confirm that verification exists within the agency. The worker can obtain a copy of the verification or document in Case Notes the action taken to confirm this information, the type of documentation, and how it was used to establish eligibility. It is recommended that the worker attempt to confirm that verification exists within the agency prior to requesting verification from the family. OR - Request verification from the family. It is recommended that the worker request verification from the family only if they cannot confirm that verification exists within the agency. Agencies are responsible for developing best practices for inter-agency communication to determine whether system documentation exists and meets Child Care Assistance Program verification requirements. These practices must be applied consistently. Case file verification The Internal Revenue Service has special requirements for safeguarding federal tax information (FTI) generated by the Income and Eligibility Verification System (IEVS). For more information about what qualifies as federal tax information and how to prevent unauthorized use and disclosure of this information, see Combined Manual 0010.24.21 (IEVS Safeguarding Responsibilities). Social Security information gathered from the State Verification Exchange System (SVES) interface is NOT considered federal tax information. Specific protocols for safeguarding federal tax information when gathering and documenting information do NOT apply to information gathered through the SVES interface. Generally, child care workers must obtain hard copies of income verification for the child care file. See Chapter 7.9 (Income Verification). Exceptions occur when income is verified through a third-party interface. When information is verified using a third-party interface, record the source of the verification and make a screen print of the third-party interface for the case file. • When income from Social Security is verified using the SVES interface: - Make a screen print of the SVES interface information for the child care case file. - Record a generic reference in Case Notes that includes the type of income, the date of the SVES interface response, and that a printed record of the interface information is available in the case file. As a precaution, do not include detailed information in Case Notes. For example, do NOT copy and paste any information gathered from the SVES interface and/or TPQY result messages into Case Notes. • When income or identity is verified using SOLQ: - Make a screen print of the SOLQ interface information for the child care case file. - Record a generic reference in Case Notes that includes the identity information, type of income and the date of the SOLQ interface response. Do not include detailed information in Case Notes. Do NOT copy and paste any information gathered from the SOLQ interface into Case Notes. • When income from Child Support is verified using PRISM, screen prints are not required. • When earned income is verified using The Work Number, screen prints are not required.