Page 14

Nevada Division of Welfare and Supportive Services Energy Assistance Program Manual Case managers must not request verification which has been provided or is available to the case worker such as citizenship, SSN, identification, etc.

All verification must be dated no earlier than thirty (30) days prior to the date of application or application review date with the following exceptions: I. When 12-months of income verification is required; or II. Individuals with fixed income from the Social Security Administration, Railroad Retirement Board, and Veterans Administration are to provide their current award notice/benefit letter as verification. III. Static documentation (i.e., I.D. citizenship, address, etc.) A. Types of Verification I. Hard Copy These documents are original or copies of the original documents including, but not limited to, pay check stubs, rent receipts, utility bills, birth certificates, Social Security cards, driver’s license, AMPS/NOMADS printouts, and appropriately completed and signed DWSS forms. II. Collateral Contacts Collateral contacts are made by staff directly to third parties (i.e., landlords, employers, utility companies, Social Security Administration) by phone, in person or in writing to obtain the information necessary to make an eligibility determination and/or benefit calculation. The results of all collateral contacts must be documented in the case record. The documentation must include: 1. Name, title, and telephone number of the person the case manager spoke to, 2. Agency or organization the person represents, 3. The information that was received (i.e., rental verification, paycheck information, etc.), 4. The date the contact was made, and 5. The content of the information solicited.

III. Visually Viewed Any document that cannot be copied because it is viewed outside the office environment must be recorded. The documents visually viewed must be documented in the case record by the staff member who viewed it. If an AMPS/NOMADS screen is viewed to verify any eligibility factor, the screen used to verify that eligibility factor must be documented in the EAP system. Documentation requirements for “visually viewed” verification must include the following pertinent information: MTL 01/24 June 25, 2024 - 6 - Section 200 – Application Processing