Mandatory Verification 430-05-35-40

(Revised 04/01/08 ML3136)

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The worker MUST verify the following information at recertification:

  1. SSN - must be provided for all household members not previously provided.

Exception - Newborn:

A newborn without a SSN must be included in the household. The household must provide the SSN or proof of application at the next recertification or within six months following the month the baby is born, whichever is later.

  1. Identity - Must be verified for a newly designated authorized representative if the authorized representative completes the interview.
  2. Residency - Must be verified if household has moved.
  3. Disability:
  1. Permanent disability, not previously verified, must be verified for any household member.
  2. If the disability is not obvious, the household must provide a statement from a physician, licensed or certified psychologist, certifying that the individual is disabled.
  1. Income:
  1. Changes in the source of income must be verified.
  2. The unearned income for all household members must be verified.

Exception:

Client statement of the household’s interest or dividend income from all sources when it is paid out and is $50 or less per month ($600 or less per year) is acceptable, unless questionable.

  1. Gross earned income must be verified for the following individuals:

(1) Age 18 and older.

(2) Age 16 and older if not attending school at least half time.

 

Actual income from the month of recertification to the date of interview must be verified and documented. Income for the remainder of the month must be established and documented based on client information and prudent person judgement. This may include using verification of last month's income if that is what the household anticipates for the first month of the new certification period.

 

If all income for the month of recertification is available prior to the interview date, that income must be used for the first month of the new certification period. If the household anticipates a change for the first month of the new certification period, that change must be verified and used.

 

If all income for the month of recertification is not available and the household cannot reasonably anticipate the amount of income for the first month of the new certification period, base month income must be used.

 

For all cases where income (both earned and unearned) is received either weekly or biweekly, income must be converted for benefit determination.

 

Biweekly is defined as receiving earnings every two weeks.  

 

Example:

Individual receives a paycheck every other Monday.  

 

To convert weekly earnings, total the weekly checks and divide by the number of checks (4 or 5) to arrive at the weekly average.  The weekly average is then multiplied by 4.3.

 

To convert biweekly earnings, total the biweekly checks and divide by the number of checks (2 or 3) to arrive at the biweekly average.  The biweekly average is then multiplied by 2.15.

 

Exceptions:

  1. Income conversion does not apply to self employment income.
  2. Income will not be converted when it is known the household will not receive the income on each of the weekly or biweekly pay dates.
  3. Income conversion does not apply to child support income as this income is base month budgeted.

If tips, commissions, bonuses or incentives are included in the gross income on the paycheck or pay stub, they are converted.

 

If tips, commissions, bonuses or incentive are included on the paycheck or pay stub, but not in the gross income and the paychecks are received weekly or biweekly, they must be added to the gross income and converted.

 

If tips, commissions, bonuses or incentive are not included in or on the paycheck or pay stub and are not paid weekly or biweekly, they are not converted.  The tips, commissions, bonuses or incentives must be counted separately as earned income.

 

Examples:

  1. Cash tips received daily and reported monthly are not converted.
  2. Tips paid in a separate check that is not paid weekly or biweekly are not converted.
  3. Household files a recertification for November benefits on October 5th and is interviewed on October 17th.  At the interview the household reports they continue to be paid every week on Fridays and verifies all earnings received in September and October to the date of interview.  September earnings were received on the 1st, 8th, 15th, 22nd and 29th.  The household received paychecks on October 6th and 13th and will receive additional paychecks on October 20th and 27th.   They state at the interview that they expect the October 20th and 27th paychecks to be the same as what they received on the October 6th and 13th paycheck.  The October 6th and 13th paychecks must be totaled and divided by two.  This amount must then be multiplied by 4.3 and used to determine eligibility and level of benefits for the month of November.
  4. Household files a recertification for November benefits on October 17 and is interviewed on October 26th.  At the interview the household reports they continue to receive biweekly unemployment benefits and verifies checks received on October 3rd and October 17th.  The household will receive a third check on October 31st.  Unemployment benefits are expected to continue.  The October 3rd and October 17th checks must be totaled and divided by two.  This amount must then be multiplied by 2.15 and used to determine eligibility and level of benefits for the month of November.  
  5. Household files a recertification for February benefits on January 15 and is interviewed on January 17.  At the interview the household reports they are paid weekly, however, they only received three of four weekly paychecks in December due to the weather.  The household does not know if they will receive all of the weekly earnings in February.  Since it is not known whether the household will receive weekly earnings in February, the income must be converted.  The three checks from December must be divided by three and then multiplied by 4.3.

 

In all examples that follow, pay dates are the 5th and 20th of each month.

 

   

Calculation:

Example: Documentation must support the use of these amounts.

March 20 $400.00

April 5    $425.00

             $825.00

a) Current income.

Household submitted a recertification application on April 5 and interviewed on April 9. At interview household provides March 5 check - $250.00 gross income, March 20 check - $400.00 gross income, and April 5 check - $425.00 gross income. During the interview household indicates that March 5 check is short hours due to inclement weather. Household anticipates May income to be the same as March 20 and April 5 checks. These two checks – totaling $825.00 gross income are used to determine May benefits.

 

April 5     $350.00

        X2 $700.00

 

b) Decreased income.

Household submitted a recertification application on April 5 and interviewed on April 9. At interview household provides March 5 check - $500.00 gross income, March 20 check - $500.00 gross income, and April 5 check - $350.00 gross income. April 5 check indicates a decrease in hours. At the interview the household indicates the decrease in hours is ongoing due to employer cutting back all employee's hours. Take April 5 check times two to anticipate May gross income of $700.00. The April 5 check verifies the decrease in hours unless the worker, using prudent judgement, believes it is necessary to obtain additional verification.

 

March 5  $300.00

March 20 $450.00

$750.00

 

c) No change – Base Month.

Household submitted a recertification application on April 5 and interviewed on April 9. At interview household provides March 5 check - $300.00 gross income, March 20 check - $450.00 gross income, and April 5 check - $190.00. At interview household indicates March income is what they anticipate for the month of May. March income totaling $750.00 gross income is used to determine May benefits.

 

April 5  $412.00

Divided by  5.15/hr

80 Hour

 

 5.40

 x 80

$432.00

 

$432.00

 x2

$864.00

 

d) Increased income.

Household submitted a recertification application on April 5 and interviewed on April 9. At interview household provides March 5 check - $412.00 gross income, March 20 check - $412.00 gross income, and April 5 check - $412.00 gross income. At interview household reports and verifies a pay raise from $5.15 per hour to $5.40 per hour that will be reflected on April 20 paycheck. Household indicates no change in 40 hours per week. Take April hours from the April 5 check times the new pay rate times two to anticipate May gross income of $864.00.

 

April 5    $510.00

April 20  $480.00

      $990.00

 

e) Late recert – Current Income.

Household submitted a recertification application on April 5 and interviewed on April 27. At interview household provides March 5 check - $490.00 gross income, March 20 check - $490.00 gross income, April 5 check - $510.00 gross income, and April 20 check - $480.00 gross income. Household indicated that there would be no change in income for May. April gross income totaling $990.00 is used to determine May benefits.

 

 

 

f) Late recert – Pended.

Household submitted a recertification application on April 16 and interviewed on April 27. At interview household provides March 5 check - $200.00 gross income and March 20 check - $600.00 gross income. All April income has been received by household prior to the date of interview. Recertification must be pended for verification of all April income. If not provided by May 16, the recertification must be denied.

If the household provides all April income anytime between April 27 and April 30, the worker has until May 16 to complete the recertification.

 

  1. Deductible Expenses - The worker must document the request for verifications. If not provided the expense is not allowed.

There is no requirement that expenses be paid, only incurred.

Exception:

Child support must be paid.

  1. Rent - Must be verified only if the amount has changed or the household has moved.
  2. Mortgage Payment (including a second mortgage) - Must be verified only if the amount has changed or household has moved.
  3. Mobile Home Lot Rent - Must be verified only if the amount has changed or household has moved.
  4. Condominium and Association Fees
  5. Property Taxes - (if not included in the mortgage payment). Must verify most current year's incurred amount if not previously verified.
  6. Homeowners Insurance - (if not included in the mortgage payment). Must verify most current amount if not previously verified.
  7. Legally Obligated/Actual Child Support Paid – Court ordered amount, child support paid, including arrearages, health insurance premiums and vendor payments, must be verified.
  8. Dependent Care Deduction - Current adult or child care expenses must be verified.
  9. Incurred Medical Expenses for Elderly (60 years of age) or Disabled Individuals must be verified.
  10. Utility Expenses – verification of current expenses must be provided when a household has moved.
  1. Alien Status - Must be verified for any new household members. 
  2. Verification of Questionable Information
  1. Assets
  2. Household Composition
  3. Citizenship - for any new household members.
  4. Any other household discrepancies