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19.2.7 Documents 19.2.7.1 Date Stamping Documents All paper documents received by an agency must have the received date on the face or first page of each document. If you do not have a date stamp, write out the date the document was received on the front of the document prior to scanning. 19.2.7.2 Photocopying Vital Records Wis. Stats. §69.30 permits DHS, county, W-2, and tribal social and human service agencies to photocopy vital records for administrative use. Vital records include: • Birth certificates • Death certificates • Marriage documents • Divorce and annulment certificates • Data related to any of the above documents This statute exempts agencies from its restrictions if there is an administrative need for the copy and it’s marked "For Administrative Use." Penalties for improperly photocopying vital records include fines and imprisonment. This page last updated in Release Number: 23-02 Release Date: 04/17/2023 Effective Date: 04/17/2023 20.1 Verification Proof of certain information is required to determine eligibility for Medicaid. Mandatory (see SECTION 20.3 MANDATORY VERIFICATION ITEMS) and questionable (see SECTION 20.4 QUESTIONABLE ITEMS) items must be verified at application, renewal, person addition or deletion, or when there is a change in circumstance that affects eligibility or benefit level. One time only verification items do not need to be re-verified. For changes in circumstance and timely renewals, current benefits are maintained until a redetermination of benefits is completed. Verification means to establish the accuracy of verbal or written statements made by or about an individual's circumstances. Case files or case comments must include documentation for any information required to be verified to determine eligibility or benefit levels. 20.1.1 Verification Definition Verification is part of determining eligibility. To verify means to establish the accuracy of verbal or written statements made by or about an individual's or group’s circumstances. If the member is applying for other programs of assistance see the verification chapters of those program handbooks. 20.1.2 Documentation Documentation includes storing received information in the case record. Documentation also includes adding case comments. For collateral contact or any other information that cannot be stored in the case record, case comments must describe the nature and source of