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VIRGINIA DEPARTMENT OF SOCIAL SERVICES VERIFICATION/DOCUMENTATION

10/25 VOLUME V, PART III, PAGE 9

Whenever a collateral contact must substitute for documentary evidence because documentary evidence is not available, the BPS must generally rely on the household to provide the name of a collateral contact. The household may request assistance in designating a collateral contact. The local department is not required to use a collateral contact designated by the household if the collateral contact cannot provide accurate third-party verification. When the collateral contact designated by the household is unacceptable, the BPS must ask the household to designate another collateral contact, or the BPS will designate the collateral contact. The BPS is responsible for obtaining verification from acceptable collateral contacts.

The BPS may contact only those persons designated as collateral contacts with the permission of the household. In the absence of documentary evidence and any other source of verification, the BPS must determine the amount to use for certification purposes based on the best available information.

In instances when outside knowledge of an application for SNAP benefits may jeopardize the employment or safety of the applicant household, the BPS must determine that that verification source is unavailable. Examples include an employer or a migrant worker’s crew leader who may discourage participation in the Supplemental Nutrition Assistance Program, in which case, the BPS must use another source.

C. DOCUMENTATION (7 CFR 273.2(f)(6))

The BPS must document case files to support eligibility, ineligibility, and benefit level determinations. The documentation must be sufficiently detailed to permit a supervisor or reviewer to determine the reasonableness and accuracy of the determination. The documentation must also indicate that the household received all available options to which it is entitled. At a minimum, the BPS must document the following:

1. The reason for withdrawal of an application, if the household provides a reason and confirmation of the withdrawal. (Part II.B.4.)

2. Details regarding refusal to cooperate. (Part II.C.)

3. The reason the BPS considered information questionable, and the information used to resolve the questionable information. This should include an evaluation of the household's actual expenses, if allowing the utility or telephone standard causes the expenses to exceed the income. This evaluation should address if there are unreported sources of income or resources when the income is insufficient to allow the household to meet its financial obligations. (Part III.A.2.)

4. The reason the BPS considered an alternate source of verification (a collateral contact or home visit) necessary. Note that in verifying residency, a collateral contact is a primary source of verification. (Part III.A.3.)

5. The reason the BPS rejected a collateral contact and requested an alternate or why the agency designated a collateral contact. (Parts III.A.3 and III.B.)

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