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 certain information can be verified through MAXIS or various other state systems or interfaces. This happens in two ways:

1. Information is verified directly through a third-party interface.

Notes:

· The Shared Master Index (SMI) system itself does not meet the criteria as a state system to be used as a verification source for CCAP. The Shared Master Index (SMI) gathers information about people known to state systems based on worker entered information into other systems. The Shared Master Index itself does not perform third-party verifications of a person’s information.

· The state Child Support Enforcement Division has indicated that the PRISM BCRD, BCRM and ROPD screens cannot be used by CCAP workers. Alternatively, CCAP workers can contact child support workers for more information and case note the information received.

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) 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.

· Social Security Administration State Online Query (SOLQ) is a web-based application and can be used to verify RSDI.

· 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.

· Identity can be verified through the Social Security Administration State Online Query (SOLQ). In SOLQ use the SSN verification section that displays after selecting “View VerifyMN.” Identity is verified only when the code in the “SSN Verification Code” is “V.” If a code other than “V” displays do not use SOLQ as verification of identity.

· Citizenship can be verified through the Social Security Administration State Online Query (SOLQ). In SOLQ use the SSI verification section that displays after selecting “View VerifyMN.” Citizenship is verified only when the code in the “Citizenship Indicator Code” field is “A” – proven U.S. born, U.S. citizen. If a code other than “A” displays, do not use SOLQ as verification of citizenship.

· The Child Demographic (CHDE) screen in PRISM can only be used to verify IDENTITY and CITIZENSHIP. The EVS Response Code Field on the “CHDE” screen in Prism interfaces directly to the Enumeration Verification System that verifies Social Security Numbers. If the “EVS Response Code” field is coded with a “V” (indicating that Name and SSN have been verified) the Child Care Assistance Program recognizes this as acceptable verification of IDENTITY and CITIZENSHIP for that child. If the "EVS Response Code is not a "V", IDENTITY and CITIZENSHIP is not verified.

· Relationship information: The Case Status (CAST) screen in PRISM can be used to verify the relationship of children to the parent. Workers can contact the child support workers for more information and case note the information received.

· Earned Income: Some 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.

2. 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, and the type of documentation on file.

OR

· Request verification from the family.

NOTE: 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.

Also see “Guide to Safeguarding Federal Tax and Social Security Information Accessed Through MAXIS”. This publication is available at: SIR > MAXIS > Worker Resources.

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 verification was obtained 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 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 or identity is verified using VerifyMN:

· Make a screen print of the VerifyMN interface information for the child care case file.

· Record a generic reference in Case Notes that includes the identity information, type of income and the date of the interface response. Do not include detailed information in Case Notes. Do NOT copy and paste any information gathered from the VerifyMN interface into Case Notes.

· When income from Child Support is verified using PRISM, screen prints are not required. DCYF recommends the worker case note the information.

· When earned income is verified using The Work Number, screen prints are not required. DCYF recommends the worker case note the information.

Legal authority

Minnesota Statutes 142E.03
Minnesota Rules 3400.0020, subps. 18 & 40e
Minnesota Rules 3400.0040, subp. 3
Minnesota Rules 3400.0170
Minnesota Rules 3400.0180, subp. 3