Use documents, when available, to verify a client's statement. This includes documents from public agencies, documents the client has, or any written confirmation of a client's statements from a source outside the unit. If you need a specific document and the client does not have money to get it, your agency must pay for the cost.

Place the original or a copy of the document in the case file if possible. Return original copies of documents, such as, birth certificates and marriage licenses, to the client. Keep original copies of DHS forms or other statements the client or someone else completes in the case file.

When photocopying savings bonds or other negotiable items, you must alter the size of the items by reducing or enlarging. It is illegal to photocopy savings bonds without altering the size.

If it is not possible to get an original or a copy of the document, describe the document in the case notes. Include:

●	The nature or title of the document.
●	The source.
●	The date the document was completed or signed.
●	Identifying numbers or codes.
●	The content.
●	Other pertinent information about the document.

NOTE: If an applicant provides a birth certificate issued by Puerto Rico as a verification, contact the Local Agency Support Policy Center through PolicyQuest.


MFIP, DWP:
Written records or documents are required to verify the familial relationship of a minor child to the child’s parental or non-parental caregiver. Verification must establish the relationship of the minor child to the parent and, if necessary, the parent to the non-parental caregiver. Verification is not limited to birth certificates

Consecutively numbered I-94 cards do not prove relationship of a caregiver to a child. Accept a signed statement when written records establishing relationship do not exist in the former country, or written records exist but attempts to obtain them have not been successful. Contact the Policy Center with questions about whether an INS form other than the I-94 can establish relationship of a caregiver to a child.

The agency can use a signed personal statement as verification of ineligibility based on the income and/or assets an applicant reports on the Combined Application Form. Inform the applicant of the reason they are ineligible.


SNAP:
Follow general provisions.

Allow a verbal statement made during the interview as verification of ineligibility based on the income an applicant reports on the Combined Application Form.


MSA, GA, GRH:
Follow general provisions.

The agency can use a signed personal statement as verification of ineligibility based on the income and/or assets an applicant reports on the Combined Application Form. Inform the applicant the reason they are ineligible.