policy updates 03.04.136 Required Proof

04.	Resources	Proof of resources is required at application. Proof of resources includes bank statements, or other documents verifying thirty (30) days of account activity in a bank or credit union account as well as the resource value. The most recent bank statements available as of date of interview is sufficient, unless questionable. A bank statement may be substituted with a printout that provides the following information: customer name account number account balance thirty (30) days of account activity [5/1/06] Households must be under the resource limit on the date of the interview. If their bank balance shows that they are close to the limit you are required to follow-up. If the household does not provide the required proof, you cannot determine eligibility for the Exception: If all household members receive TAFI, AABD, or SSI, it is not necessary to obtain copies of bank statements at application. Categorically eligible households are exempt from the resource limit. [1/1/06]
05.	Vehicles	Proof of the vehicles owned by the household is required at application. This information is available through our interface with the Idaho Transportation Department. To verify ownership, copies of title or registration are acceptable as appropriate, but use interfaces wherever possible instead of having clients bring in information to which the Department already has access. [1/1/06] Always determine trade-in (not retail) and equity values for vehicles. The following resources may be used to verify trade-in and equity values. Use the source that is in the household’s best interest, or a comparable resource: Edmund’s www.edmunds.com/edweb/used/usedcars.html Car Prices.COM www.carprices.com Intellichoice www.intellichoice.com/ N.A.D.A. (for NADA, wholesale equals trade-in value) www.nada.com If the Department requires proof and it is not provided, you are unable to determine eligibility for the household.
06.	Income	Proof of income is required at application. Proof of income includes the following: wage stubs statements from employers income interfaces award letters Whenever possible, use the last 30 days wages to project income. If the last 30 days are not available or are not the best indication of future income, you may use a work verification form. Your narrative should clearly state why you used the work verification instead of the last 30 days wages. Which 30 days? Ask for proof of wages received for the last 30 days as of the date of the interview. If the interview date is also a payday, you may request that check stub, but narrate why it is important to use that paycheck. Requests for verification of income beyond the interview date are allowable only under the following circumstances: There is not a 30-day history to use (e.g. new job) The 30-day history is not reflective of future earnings You must request proof of income from the employer to justify an increase or decrease in hours or rate of pay; do not ask the household to provide wage stubs that will be received after the date of interview. Example: The household submits the application and verification of the last 30 days on July 15. The household received a wage stub on July 20. The household completes their scheduled interview on July 25. Because the wage stub received on July 20 was received before the interview on July 25, the worker must request this wage stub (or proof of the gross amount). Do not request any wage stubs that will be received after the interview date of July 25. The worker may request wage stubs received on the interview date if needed, but narrate why it is important to use that wage stub. Note: If the household voluntarily provides wage stubs received after the interview, the Department must use them to determine actual income for the current month, and may use them for projecting future months if appropriate. Interfaces: Prior to the interview, or at the time of the interview, you are required to checking the following Department interfaces: DOCL ICSES SOLQ ICCP If other interfaces can assist in obtaining income information such as The Work Number, utilize those sources. It may not be necessary to request proof from the household. If the household does not provided the required proof, you cannot determine eligibility for the household.
07.	Loans	A statement signed by both parties is proof of a loan. A legally binding agreement is not required. The provider of the loan must sign a statement that loan payments received on a regular basis are being made or will be made under a fixed schedule. If the Department requires proof and it is not provided, you are unable to determine eligibility for the household.
08.	Household Size	Establish which household members are required to be included in the Food Stamp budget. Do not require proof unless questionable. If the Department requires proof and it is not provided, you are unable to determine eligibility for the household.

If any of these are not verified, you cannot determine whether the household is eligible or not. The case may be appropriately denied or closed.

APPLICATION VERIFICATION (REQUIRED FOR INDIVIDUAL ELIGIBILITY)
	Proof	Required
09.	SSN	Proof of SSN is required. SSNs are verified by entering the SSN reported by the household into EPICS and receiving verification (N code in EPICS). The SSN is verified. Certification cannot be delayed to an otherwise eligible household solely to verify an SSN. If a person is unable to provide an SSN or does not have an SSN, the Department must require proof of application for an SSN prior to certifying the person. A newborn may participate when the household cannot provide proof of application for an SSN for the newborn. Proof of application for an SSN for that child must be provided at the next re-certification or six (6) months after the month the child was born, whichever is later. If required proof is not provided, make the individual ineligible but evaluate the eligibility of the remaining household members.
10.	Immigration Status	Proof includes INS forms with appropriate notations (I-94, I-151, I-551, etc.), passports, and SAVE inquiry results. If required proof is not provided, make the individual ineligible but evaluate the eligibility of the remaining household members.
11.	Disability Status	To be considered disabled, a person must be receiving either permanent or temporary disability benefits, including SSI, AABD cash, SSD, 100% Veterans Disability benefits, worker’s compensation, etc, or a statement from a physician or licensed or certified psychologist, nurse practitioner, physician assistant, etc. [1/1/06] If the disability is not evident and SOLQ does not indicate a pending or appealed SSI / SSD application, the Department requires proof. If the proof is not provided, make the individual mandatory for work programs (4227.03) and he is not eligible for the temporary disability vehicle exclusion (4335.04)
12.	Individual Member Participation	Identify sanctions, disqualifications, and ineligible status of each household member and provide the household the opportunity to correct (or impose) the sanction, disqualification, or ineligible situation. Either way, evaluate the eligibility of the remaining household members separately.

If any of these are not verified, it affects the eligibility of that individual, but not of the entire household.

	APPLICATION VERIFICATION (EXPENSES – NOT REQUIRED FOR HOUSEHOLD ELIGIBILITY, BUT DOES AFFECT BENEFIT LEVEL) – REQUESTED PROOF
13.	Dependent Care Expenses	The Department will inform the household that benefits will be computed without a deduction for the dependent care costs if proof is not provided. Proof includes child care bills or statements and ICCP payment information. Request verification of the child care expense if it is not available through ICCP system. If the household is on Idaho Child Care, use the co-payment showing on the current month REIM screen. If no payment is in REIM, check the NARS or NARR screen for the reason why. If there is no documentation that indicates that there is a potential problem with continuing the child care, or their renewal has not been completed, then assume their copay will remain the same. If NARS or NARR indicates a provider issue or verification needed to continue the child care, allow the full child care expense as you cannot determine if participation in ICCP will continue. If the household is not on Idaho Child Care and does not provide requested proof of child care costs, do not allow the expense.
14.	Child Support Expenses	The Department will inform the household that benefits will be computed without a deduction for the Child Support costs if proof is not provided. The parent must be legally obligated to make the child support payments. Both the legal obligation to pay child support and the actual amount paid must be verified. If household is paying or expects to pay child support during the certification period, allow the cost. If by the next re-certification, payments still cannot be verified, stop allowing the expense until it can be verified. Proof of the legal obligation includes: a court order, divorce decree, administrative order, proof of paternity establishment, or legally enforceable separation agreement. Proof of child support paid includes: CSS records, canceled checks, wage withholding statements, UI withholding statements or statements from the custodial parent. Proof of legally obligated health insurance coverage on behalf of a child is required. Proof includes: insurance policy, insurance company statement or employer statement. If the household fails or refuses to submit required proof the household's eligibility and Food Stamp allotment without the child support expense. If there is a discrepancy between information provided by the household and CSS, the household must be given an opportunity to resolve the discrepancy. Proof of child support payment is required at each certification. Proof of changes in the amount of legally obligated child support ordered or the amount of child support paid must be obtained at re-certification. (11-1-03) If the household is paying child support through Idaho Child Support Program, determine allowable child support expense [03.04534] at the time of interview. If the household is not paying child support through the Idaho Child Support Program, request verification to establish monthly payments. If verification is not provided, no expense is allowed. NOTE: If paternity has been established and a parent makes voluntary child support payments, allow the child support deduction for those payments, even if no court order exists. A parent is statutorily responsible for a child’s “necessaries”, which meets the definition of “legally obligated” child support.
15.	Medical Expenses	Proof of incurred medical expenses is required for households claiming a medical deduction. Proof includes medical bills, Medicare reimbursement statements and prescription receipts. Proof of anticipated medical expenses is not required provided the participant has informed the Department of the expense and the expense is not questionable. Verification of other factors, such as those listed in Subsections 136.15.a through 136.15.c. of this rule are required if the expense is questionable. The allowability of the medical services provided; The provider qualifications; The individual's eligibility to claim a deduction. Proof of medical costs is required. If verification is not provided, no expense is allowed.
16.	Shelter Expenses	The household must be informed that benefits will be computed, without a deduction for the shelter costs, if proof is not provided. Proof of shelter costs includes mortgage statements, home equity loans, rent receipts, space rent receipts, lease agreements, tax notices (including irrigation), and insurance premium notices.
17.	Heating, Cooling, or other Utility Expenses	Proof includes utility bills, statements from utility companies, receipts from the purchase of wood, a landlord’s statement that they have a utility cost separate from their rent, or proof of LIHEAP payments. If the Department requests proof of utility expenses and they are not provided, no utility allowance is allowed.

If any of these are not verified within appropriate time-frames, do not allow that expense, but do not deny or close the entire household.

04.	Resources	Proof of resources is required at application.Proof of resources includes bank statements or other documents verifying the resource value. The most recent bank statement available is sufficient, unless questionable. A bank statement may be substituted with a printout that provides the following information: customer name account number (if available) account balance Households must be under the resource limit on the date of the interview. If their bank balance shows that they are close to the limit you are required to follow-up. If the household does not provide the required proof, you cannot determine eligibility for the household. Exception: If all household members receive TAFI, AABD, or SSI, it is not necessary to obtain copies of bank statements at application. Categorically eligible households are exempt from the resource limit. [1/1/06]
05.	Vehicles	Proof of the vehicles owned by the household is required at application. This information is available through our interface with the Idaho Transportation Department. To verify ownership, copies of title or registration are acceptable as appropriate, but use interfaces wherever possible instead of having clients bring in information to which the Department already has access. [1/1/06] Both title and registration searches must be completed at initial application for all household members of driving age. Follow up on any discrepancies.[1-1-07] Always determine trade-in (not retail) and equity values for vehicles. The following resources may be used to verify trade-in and equity values. Use the source that is in the household’s best interest, or a comparable resource: Edmund’s www.edmunds.com/edweb/used/usedcars.html Car Prices.COM www.carprices.com Intellichoice www.intellichoice.com/ N.A.D.A. (for NADA, wholesale equals trade-in value) www.nada.com If the Department requires proof and it is not provided, you are unable to determine eligibility for the household.
06.	Income	Proof of income is required at application.Proof of income includes the following: wage stubs statements from employers self-employment documents income interfaces award letters Whenever possible, use the last 30 days wages to project income. If the last 30 days are not available or are not the best indication of future income, you may use other means to verify income (e.g. telephone contact, employer statement, work number, or a work verification form. Your narrative should clearly state why the income you are using is the best projection. Ask for proof of all income received in the application month and interview month, up to the date of the interview. If the interview date is also a payday, you may request that check stub, but narrate why it is important to use that paycheck. Note: If the household voluntarily provides wage stubs received after the interview, the Department must use them to determine actual income for the current month, and may use them for projecting future months if appropriate. Interfaces: Prior to processing, you are required to check the following Department interfaces: DOCL ICSES SOLQ If other interfaces can assist in obtaining income information such as The Work Number, utilize those sources. It may not be necessary to request proof from the household. If the household does not provided the required proof, you cannot determine eligibility for the household.
07.	Household Size	Establish which household members are required to be included in the Food Stamp budget. Do not require proof unless questionable. If the Department requires proof and it is not provided, you are unable to determine eligibility for the household.

If any of these are not verified, you cannot determine whether the household is eligible or not. The case may be appropriately denied or closed.

APPLICATION VERIFICATION (REQUIRED FOR INDIVIDUAL ELIGIBILITY)
	Proof	Required
08.	SSN	Proof of SSN is required. SSNs are verified by entering the SSN reported by the household into EPICS and receiving verification (N code in EPICS). The SSN is verified. Certification cannot be delayed to an otherwise eligible household solely to verify an SSN. If a person is unable to provide an SSN or does not have an SSN, the Department must require proof of application for an SSN prior to certifying the person. A newborn may participate when the household cannot provide proof of application for an SSN for the newborn. Proof of application for an SSN for that child must be provided at the next re-certification or six (6) months after the month the child was born, whichever is later. If required proof is not provided, make the individual ineligible but evaluate the eligibility of the remaining household members.
09.	Immigration Status	Proof includes INS forms with appropriate notations (I-94, I-151, I-551, etc.), passports, and SAVE inquiry results. If required proof is not provided, make the individual ineligible but evaluate the eligibility of the remaining household members.
10.	Disability Status	To be considered disabled, a person must be receiving either permanent or temporary disability benefits, including SSI, AABD cash, SSD, 100% Veterans Disability benefits, worker’s compensation, etc, or a statement from a physician or licensed or certified psychologist, nurse practitioner, physician assistant, etc. [1/1/06] If the disability is not evident and SOLQ does not indicate a pending or appealed SSI / SSD application, the Department requires proof. If the proof is not provided, make the individual mandatory for work programs (4227.03) and he is not eligible for the temporary disability vehicle exclusion (4335.04)
11.	Individual Member Participation	Identify sanctions, disqualifications, and ineligible status of each household member and provide the household the opportunity to correct the sanction, disqualification, or ineligible situation. If necessary, impose the sanction. Either way, evaluate the eligibility of the remaining household members separately.

If any of these are not verified, it affects the eligibility of that individual, but not of the entire household.

	APPLICATION VERIFICATION (EXPENSES – NOT REQUIRED FOR HOUSEHOLD ELIGIBILITY, BUT DOES AFFECT BENEFIT LEVEL) – REQUESTED PROOF
12.	Dependent Care Expenses	The Department will inform the household that benefits will be computed without a deduction for the dependent care costs if proof is not provided. Proof includes child care bills or statements and ICCP payment information. Request verification of the child care expense if it is not available through ICCP system. If the household is on Idaho Child Care, use the co-payment showing on the current month REIM screen. Use this even if you believe the co-pay may change in the future. We use what we are able to verify at this time. If no payment is in REIM, check the NARS or NARR screen for the reason why. Assume their copay will remain the same if: the renewal has not been completed; and there is no documentation that indicates a potential problem with continuing care. If NARS or NARR indicates a provider issue or verification needed to continue the child care, allow the full child care expense as you cannot determine if participation in ICCP will continue. If the necessary documentation has recently come in but is not yet received by the unit to be worked, allow the previous co-pay per above. If the household is not on Idaho Child Care and does not provide requested proof of child care costs, do not allow the expense.
13.	Child Support Expenses	The Department will inform the household that benefits will be computed without a deduction for the Child Support costs if proof is not provided. The parent must be legally obligated to make the child support payments. Both the legal obligation to pay child support and the actual amount paid must be verified. If household is paying or expects to pay child support during the certification period, allow the cost. Proof of the legal obligation includes: a court order, divorce decree, administrative order, proof of paternity establishment, or legally enforceable separation agreement. Proof of child support paid includes: CSS records, canceled checks, wage withholding statements, UI withholding statements or statements from the custodial parent. Proof of legally obligated health insurance coverage on behalf of a child is required. Proof includes: insurance policy, insurance company statement or employer statement. If the household fails or refuses to submit required proof the Food Stamp allotment will be determined without the child support expense. If there is a discrepancy between information provided by the household and CSS, the household must be given an opportunity to resolve the discrepancy. [1-1-07] If the household is paying child support through Idaho Child Support Program, determine allowable child support expense [03.04534] at the time of interview. If the household is not paying child support through the Idaho Child Support Program, request verification to establish monthly payments. If verification is not provided, no expense is allowed. NOTE: If paternity has been established and a parent makes voluntary child support payments, allow the child support deduction for those payments, even if no court order exists. A parent is statutorily responsible for a child’s “necessaries”, which meets the definition of “legally obligated” child support.
14.	Medical Expenses	Proof of incurred medical expenses is required for households claiming a medical deduction. Proof includes medical bills, Medicare reimbursement statements and prescription receipts. Proof of anticipated medical expenses is not required provided the participant has informed the Department of the expense and the expense is not questionable. Proof of medical costs is required. If verification is not provided, no expense is allowed.
15.	Shelter Expenses	The household must be informed that benefits will be computed, without a deduction for the shelter costs, if proof is not provided. Proof of shelter costs includes mortgage statements, home equity loans, rent receipts, space rent receipts, lease agreements, tax notices (including irrigation), and insurance premium notices.
16.	Heating, Cooling, or other Utility Expenses	Proof includes utility bills, statements from utility companies, receipts from the purchase of wood, a landlord’s statement that they have a utility cost separate from their rent, or proof of LIHEAP payments. If the Department requests proof of utility expenses and they are not provided, no utility allowance is allowed unless the interface shows that the household received LIHEAP in this season or last season at the same address. If so, they must be given the SUA.

If any of these are not verified within appropriate time-frames, do not allow that expense, but do not deny or close the entire household.

04.

Resources

Proof of resources is required at application. Proof includes bank statements, or documents verifying 30 days of account activity in a bank or credit union account and the resource value. The most recent bank statements available as of date of interview is sufficient, unless questionable. Since the household must be under the resource limit on the date of the interview, if their bank balance shows they are close to the limit, follow-up is required. A bank statement can be substituted with a printout which indicates the customer name, account number (if available), account balance, and 30 days of account activity. [1/1/06]

If required proof is not provided, you are unable to determine eligibility for the household.

Exception: if all household members receive TAFI, AABD, or SSI, it is not necessary to obtain copies of bank statements at application. Categorically eligible households are exempt from the resource limit. [1/1/06]

06.

Income

Proof of income is required at application. Proof includes wage stubs, statements from employers, income interfaces and award letters.

Proof of the last 30 days income (as of date of interview) or verification to support the amount of income anticipated for the new certification period is required.

For example: The application and verification of the last 30 days are submitted July 15. The household completes their scheduled interview on July 25. The household received a wage stub on July 20. Because the wage stub received on July 20 was received before the interview on July 25, the worker must request this wage stub (or proof of the gross amount), but should not request any wage stubs that will be received after the interview date of July 25.

The only time verification of income beyond the interview date can be requested is when there is not a 30 day history to use (i.e. new job) or if the last 30 days are not reflective of future earnings. You must request proof of income from the employer to justify an increase or decrease in hours or rate of pay, but do not ask the household to provide wage stubs that will be received after the date of interview.

If the household voluntarily provides future pay stubs, the Department must use them.

Checking these Department interfaces prior to the interview, or at the time of the interview, is required: DOCL, ICSES, SOLQ, ICCP. If other interfaces can assist in obtaining income information such as The Work Number, utilize those sources. It may not be necessary to request proof from the household.

If required proof is not provided, you are unable to determine eligibility for the household.

04.

Resources

Proof of resources is required at application. Proof of resources includes bank statements, or other documents verifying thirty (30) days of account activity in a bank or credit union account as well as the resource value. The most recent bank statements available as of date of interview is sufficient, unless questionable. A bank statement may be substituted with a printout that provides the following information:

customer name
account number
account balance
thirty (30) days of account activity [5/1/06]

Households must be under the resource limit on the date of the interview. If their bank balance shows that they are close to the limit you are required to follow-up.

If the household does not provide the required proof, you cannot determine eligibility for the

Exception: If all household members receive TAFI, AABD, or SSI, it is not necessary to obtain copies of bank statements at application. Categorically eligible households are exempt from the resource limit. [1/1/06]

06.

Income

Proof of income is required at application. Proof of income includes the following:

wage stubs
statements from employers
income interfaces
award letters

Whenever possible, use the last 30 days wages to project income. If the last 30 days are not available or are not the best indication of future income, you may use a work verification form. Your narrative should clearly state why you used the work verification instead of the last 30 days wages.

Which 30 days? Ask for proof of wages received for the last 30 days as of the date of the interview. If the interview date is also a payday, you may request that check stub, but narrate why it is important to use that paycheck.

Requests for verification of income beyond the interview date are allowable only under the following circumstances:

There is not a 30-day history to use (e.g. new job)
The 30-day history is not reflective of future earnings

You must request proof of income from the employer to justify an increase or decrease in hours or rate of pay; do not ask the household to provide wage stubs that will be received after the date of interview.

Example:
The household submits the application and verification of the last 30 days on July 15. The household received a wage stub on July 20. The household completes their scheduled interview on July 25.

Because the wage stub received on July 20 was received before the interview on July 25, the worker must request this wage stub (or proof of the gross amount). Do not request any wage stubs that will be received after the interview date of July 25. The worker may request wage stubs received on the interview date if needed, but narrate why it is important to use that wage stub.

Note: If the household voluntarily provides wage stubs received after the interview, the Department must use them to determine actual income for the current month, and may use them for projecting future months if appropriate.

Interfaces: Prior to the interview, or at the time of the interview, you are required to checking the following Department interfaces:

DOCL
ICSES
SOLQ
ICCP

If other interfaces can assist in obtaining income information such as The Work Number, utilize those sources. It may not be necessary to request proof from the household.

If the household does not provided the required proof, you cannot determine eligibility for the household.