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Child-Specific Verifications • Head Start enrollment, if any child receiving a subsidy is enrolled. • Special needs/disability of any child for whom subsidy payment is above the MRR. • Immunizations for children, if applicable.

Household and Identity • Residence. • Identity of the applicant/recipient (at initial eligibility only). • Citizenship/legal residency of children (at initial eligibility unless admitted only for temporary legal residency). • Prior receipt of TANF.

B. Required Documentation

LDSS must ensure that case records are maintained accurately in VaCMS in accordance with case management guidance in this chapter. Any required documentation or verification not provided for in VaCMS must be kept in hard copy in the case file or in a scanned file according to departmental guidelines. Documentation must be provided in the case narrative if not included elsewhere in the case record or in the supporting verification. When documenting verification sources in VaCMS, anytime “Other (Document Source)” is selected as the verification source, the type of verification used should be documented in the page level comments. The following documentation is required and must be recorded in VaCMS for initial eligibility determination:

Child Care Forms: Child Care forms are generated from VaCMS and are assigned a correspondence ID number by VaCMS. When a form is provided to the recipient, the Child Care Worker must record the correspondence ID number and date sent to the recipient in the case narrative, if the form is printed locally.

1. Child Care Subsidy Service Application and Redetermination Form. 2. VIEW/SNAP E&T ESP Activity and Service Plan, if needed. 3. Child Care Notice of Action Form. 4. Child Care Communication Form (if applicable).

C. Document Management Imaging System (DMIS) Scanning

The purpose of DMIS is to reduce paper and make workflows more efficient. It is recommended that paper documents be retained for a minimum of 3 days; however, the length of time that paper documents are retained will be at the discretion of the LDSS. LDSS remain responsible for all documentation requirements set out in this guidance. Documents shall be scanned and indexed using the Client ID unless the document is program specific, such as the Child Care Application, Waitlist Screening, etc., which should be scanned and indexed by case number. Child Care Workers shall refer to