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______________________________________________________________________________ DIVISION OF WELFARE AND SUPPORTIVE SERVICES Child Care Policy Manual 131.1 Types of Verification • Primary Source – Hard Copy This type of verification occurs when the case manager makes copies or receives copies of the document(s) the client provides. This includes, but is not limited to, pay check stubs, rent receipts, utility bills, birth certificates, Social Security cards, driver’s licenses, or information verified through other available systems (i.e., NV Kids). The primary source of verification must stand solely on its own. This also includes forms (i.e. 2186-WC, Employment Verification, etc.) which verify any eligibility factor. • Secondary Source – Collateral Contacts These contacts are made by telephone to landlords, employers, utility companies, Social Security Administration, etc., to verify information necessary to make an eligibility determination. The case manager should try to make these types of telephone calls when the client is present, if possible, although it is not necessary. Note: The results of all collateral contacts and other verifications must be documented in the child care system case notes and must always contain the name and telephone number of the person the case manager spoke to and the date the contact was made. Any other identifying information such as company, the person’s title, etc. should also be included. • Visually Viewed Any document that cannot be copied (i.e. naturalization document) must be documented in the Nevada Child Care System (NCCS). If the NV Kids system is viewed to verify child support income information, the case manager must document the information in NCCS. Documentation requirements must include the following pertinent information, as applicable: • Name(s) • Document type(s) • Date(s) • Document/Certificate and/or registration number (if applicable) • Dollar amount(s) (if applicable) • Date the verification was viewed • The worker’s signature and title • Other Verification – Client Statement/Self-Declaration This type of verification can only be used when all avenues of hardcopy or collateral contacts have been exhausted or there is undue hardship to the client if they are required to pursue obtaining certain verifications. Acceptance of this type of verification must be fully justified and the case manager must document in the computer system the reason why they have accepted a client‘s statement. A client statement or the signed application may be used for proof of income when the client does odd jobs from various sources and cannot obtain verification or if the third party who is required to complete a form or statement on behalf of the client refuses to do so (this is known as third party non-coop). If the application is used, it must be signed within the previous thirty (30) days and give enough information to accurately project the household’s ongoing countable income. The client’s statement must not be used to verify identity, citizenship, disability, age if under 19, SSN (when there is a discrepancy) or any information which is questionable. 100-Program Overview [13] MTL 01/24 July 1, 2024