Effective Date: June 1, 2026

Previous Policy

Acceptable Verification

Verify items of eligibility by electronic match before asking an individual to provide verification. If data is not available through any electronic data system or the electronic data received is different than what the individual has told you, ask the individual for an explanation. If needed, ask for hard copy documentation.

Electronic Data Sources

Use the electronic data sources ( 706-1 ) to verify:

Citizenship/identification

Immigration/non-citizen status

Social Security Number

Other financial and non-financial items of eligibility.

Client's Statement

You may accept client statement to verify most eligibility items. Only require other verification from the individual if you have reasonable data to suggest that the client’s statement is not accurate, and for items where client statement is not allowed.

You must accept client statement for proof of pregnancy and the number of children expected.

Accept client statement of residency in Utah unless the agency has information that conflicts with such statement.

Follow policy 803-2 if any electronic data source including the National Change of Address (NCOA) or any imaged documents such as pay checks and/or bank statements show an out of state address.

Exceptions for Special Circumstances

We may accept client statement, on a case by case basis, for almost all eligibility criteria when documentation does not exist at the time of application or review or is not reasonably available. This may apply in the case of individuals who are homeless or have experienced domestic violence or natural disaster.

This special circumstance never applies to citizenship and immigration status.

For a case by case exception:

The eligibility worker will forward the special circumstance request and all supporting documentation to the Office of Eligibility Policy (OEP). OEP will review the request and the supporting documentation to determine if a special circumstance exists.

Eligibility workers must

Verify all eligibility items that are reasonably available.

Document in the case notes:

Why the special circumstance was requested.

If the special circumstance was approved or denied.

OEP will inform the worker when to review the exception for special circumstances.

In the event of a larger scale event that affects more than just one case, BEP may issue a statement to DWS approving this exception for these cases. The statement will also notify DWS of the duration of the exemption.

When Client Statement is not Allowed

Citizenship/immigration status : Citizenship and immigration status must be verified by electronic verification first. Request hard copy verification when a match is not received through the electronic interface. See Table IV for acceptable sources.

Income : Verify household income with electronic data sources first. If income cannot be verified through a computer match, or the electronic data is not reasonable compatible with what the individual has told you, ask the individual for an explanation and request hard copy verification, or make a collateral contact with the employer or the entity providing the income to the individual. For self-employment income see 410-2.

Hard Copy Verification

Request hard copy verification when you cannot obtain the information in another way such as through reliable computer matches. When an eligibility factor has been verified do not re-verify that eligibility factor unless it is subject to change or if you have current information that contradicts the accuracy of the verification. Examples of eligibility factors that are not subject to change are citizenship, date of birth, and relationship (except for when marital status changes).

Collateral Contacts

A collateral contact is when a worker contacts a third party to verify an eligibility factor. A third party may include medical providers and employers, or a family member or friend whom the individual has given the eligibility agency permission to contact to validate information. Contact may be made over the phone and properly documented. A signed disclosure form may be requested by the third party before information can be released to you ( 705-4 ) .