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Effective: March 1, 2008 |
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09.10ar3 - Verification Documentation, Timelines and Retention (Archive) |
Archived: June 1, 2011 |
This section provides an overview of what type of documentation can be used as verification, verification timelines, and retention requirements.
General Documentation Provisions.
Verification Timelines - General.
General Documentation Provisions
The most common sources of verification are documents in the client’s possession, such as pay stubs and immigration documents, and written verification from third parties such as employers. Assist clients in obtaining verification as needed. Any verification that has been received verbally must be clearly documented in case notes.
Do not require more than one type of documentation for the same eligibility factor.
Example:
Alice works for the local hardware store, and provides an employer’s statement which lists her pay amounts for the past month.
Action:
Do not require pay stubs for the same period if the employer statement contains all the required information.
See the following sections for more information on types of documentation for specific eligibility factors.
Verification of U.S. Citizenship.
Verification of Immigration Status.
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.
Some immigration documents, including the certificate of naturalization, state that they may not be copied. However, immigration regulations allow government agencies to make copies.
Verification Timelines - General
Generally, an enrollee has 10 working days from the date of the written request to return requested verification unless it is at application, or renewal.
For more information on verification timelines see:
l Income Changes - MinnesotaCare (MCRE).
l Income Changes - MA and GAMC.
l Removing a Household Member.
l Employer-Subsidized Insurance (ESI).
For more information on verification timelines at application see:
n Processing Periods and Standards.
For more information on verification timelines at renewal see:
n Processing MA and GAMC Renewals.
For more information on verification timelines at the time a new member is added to a household see:
Verifications for ongoing cases should be retained according to your agency’s retention policy. Your agency’s policy should be based on and concurrent with the county human services general records retention schedule, which is available to county staff through CountyLink. The MinnesotaCare record retention schedule is available to DHS staff on InfoLink.
In most ongoing cases, verification can be destroyed after three years.
Exception: Some verification may need to be retained throughout the life of the case file up until three years after the case has closed, such as:
n Alien identification cards (immigration documents).
n Birth certificates and other citizenship documentation.
n Death certificates.
n Divorce decrees.
n Spousal asset determinations.
n Employment information.
n Asset information.
Information on unpaid claims and overpayments, including estate claims and liens against real property, should be retained until paid.
If records are being scanned for electronic filing purposes, the original documents are retained until the scanned documents are verified and backed up.