4.3.2 Marking Vital Records, “Administrative Use Only”

Vital records are maintained by the Wisconsin Department of Health Services and are official records of:

Births;

Deaths;

Marriages; and

Divorces.

These documents are referred to as:

Birth Certificates;

Death Certificates;

Marriage Certificates;

Divorce and Annulment Certificates; and

Any data related to the above documents, e.g., printed birth query information from CARES Client Assistance for Reemployment and Economic Support .

Agencies must refer questionable verification or reporting supplied by applicants or participants for fraud investigation. (See 13.4.1 )

To mark a vital record with “Administrative Use Only,” the FEP Financial and Employment Planner must:

Make a photocopy of the original document;

Stamp the photocopy with “Administrative Use Only”; and

Scan the stamped photocopy into ECF Electronic Case File .

Originals must not be stamped or scanned into ECF, but must be returned to the W-2 applicant.

Following this process will ensure compliance with Wis. Stat. s 69.30 (2) which requires that vital records be marked, “Administrative Use Only.”

Although Certificates of Naturalization and Certificates of Citizenship are not considered vital records, W-2 agencies must also use the vital records process for these documents.