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Minnesota Department of Human Services Child Care Assistance Program (CCAP) Policy Manual
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7.24 Verification - DHS Systems

ISSUE DATE: 07/2017

Child Care Assistance Program participants are required to verify certain information as a condition of eligibility and to authorize care. See Chapter 7 (Verification).

For families who have received public assistance benefits through the Minnesota Department of Human Services and/or the county human service agency(s), this may mean certain information can be verified through MAXIS or various other Department systems or interfaces. This happens in two ways:

  • · Information is verified directly through a third-party interface. Examples of information that can be verified directly through a third-party interface include, but are not limited to:
  • - Social Security numbers (SSN): An interface between MEC² and the Social Security Administration (SSA) will verify all Social Security Numbers by entering a validation code on the MEC² Member window. If the client information does not match the Social Security Number, the worker will get an Alert. The message will list the discrepancy that needs to be clarified. To clarify the information, compare the information on the Member window to the case file or contact the client for more information.
  • - Social Security income: The State Verification Exchange System (SVES) interface on MAXIS is an exchange with the Social Security Administration (SSA), which allows workers with access to verify Retirement, Survivors, and Disability Insurance (RSDI) and Supplemental Security Income (SSI) benefit information. Information coded on the STAT/UNEA panel in MAXIS does not qualify as being verified directly from the Social Security Administration; verification must come from the SVES interface.
  • - Disbursed Child Support income: For child support tracked and verified through PRISM, the last six months of information is recommended. See Chapter 7.9 (Income Verification). Income coded on the STAT/UNEA panel in MAXIS does not qualify as being verified directly from Child Support Enforcement; verification must come from PRISM.
  • - Identity and/or citizenship information: The “SSA/MA Citizenship Verification” field on the STAT/MEMI panel in MAXIS interfaces directly with the Social Security Administration. If this field is coded with an “A” (indicating that citizenship was verified through the Social Security Administration), the Child Care Assistance Program recognizes this as acceptable verification of identity for that family member and/or citizenship for that child.
  • - Earned Income: Earned income can be verified through the Work Number/Equifax which provides wage and employment verification. The Child Care Assistance Program recognizes this as acceptable verification of earned income.
  • · Verification information is shared through integrated fields in the MAXIS and MEC² systems. When verification information from an integrated MAXIS field carries over to MEC², but there is no documentation in the child care file, the worker must:
  • - Confirm that verification exists within the agency. The worker can obtain a copy of the verification or document in Case Notes the action taken to confirm this information, the type of documentation, and how it was used to establish eligibility. It is recommended that the worker attempt to confirm that verification exists within the agency prior to requesting verification from the family.
  • OR

  • - Request verification from the family. It is recommended that the worker request verification from the family only if they cannot confirm that verification exists within the agency.
  • Agencies are responsible for developing best practices for inter-agency communication to determine whether system documentation exists and meets Child Care Assistance Program verification requirements. These practices must be applied consistently.
  • CASE FILE VERIFICATION

    The Internal Revenue Service has special requirements for safeguarding federal tax information (FTI) generated by the Income and Eligibility Verification System (IEVS). For more information about what qualifies as federal tax information and how to prevent unauthorized use and disclosure of this information, see Combined Manual 0010.24.21 (IEVS Safeguarding Responsibilities).

    Social Security information gathered from the State Verification Exchange System (SVES) interface is NOT considered federal tax information. Specific protocols for safeguarding federal tax information when gathering and documenting information do NOT apply to information gathered through the SVES interface.

    Generally, child care workers must obtain hard copies of income verification for the child care file. See Chapter 7.9 (Income Verification). Exceptions occur when income is verified through a third-party interface. When information is verified using a third-party interface, record the source of the verification and make a screen print of the third-party interface for the case file.

  • · When income from Social Security is verified using the SVES interface:
  • - Make a screen print of the SVES interface information for the child care case file.
  • - Record a generic reference in Case Notes that includes the type of income, the date of the SVES interface response, and that a printed record of the interface information is available in the case file. As a precaution, do not include detailed information in Case Notes. For example, do NOT copy and paste any information gathered from the SVES interface and/or TPQY result messages into Case Notes.
  • · When income from Child Support is verified using PRISM, screen prints are not required.
  • · When earned income is verified using The Work Number, screen prints are not required.
  • LEGAL AUTHORITY

    Minnesota Statutes 119B.025
    Minnesota Rules 3400.0040
    Minnesota Rules 3400.0170

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    © 2017 Minnesota Department of Human Services Updated: 7/11/17 10:03 AM | Accessibility | Terms/Policy | Contact DHS | Top of Page | Updated: 7/11/17 10:03 AM