16 Del. Admin. Code § 2000-2022

Current through Register Vol. 28, No. 7, January 1, 2025

Section 2000-2022 - Identification Cards

2022.1 General Information

Issue a serially numbered photo-ID card to each approved Cash Assistance payee as proof of program eligibility.

Issue the ID card in the name of the householdssistance unit member to whom the check is issued. The participant/recipient and any authorized representative will sign the card in ink and it will be laminated in the DSS office.

For Voluntary Protective payees in TANF, GA, or RCA, issue the protective payee an ID card with his/her picture on the front of the ID card. The DCIS number of the case for whom he/she is the protective payee, will also be on the front of the ID card.

Limit issuance of ID cards to the time of initial certification with replacement made only in instances of loss, mutilation, destruction, changes in authorized representative, or when DSS determines that new ID cards are needed. Whenever possible, collect the ID card that is being replaced, and any other old ID cards that are in the client's possession.

Do not issue cards having typographical errors or other defects. Banks will not honor ID cards with characters whited out or strikeovers, and will confiscate these cards.

Use cameras for official purposes only. Destroy any pictures taken to test a camera.

Store cameras in a location which ensures that no unauthorized person can have access to them.

At no time may an ID photo be taken when an individual is wearing sunglasses.

Issue temporary (non-photo, unlaminated) ID cards when camera equipment/supplies are unavailable or inoperable. Using the usual ID card, limit use by indicating:

"valid for _______________________only."

(current month/year)

Do not use letters of identification as they are not serially numbered and compromise the bank's mandated record keeping processes. 16 DE Reg. 874 (02/01/13)

2022.2 Internal procedures for ID card issuance

The following are procedures to be followed uniformly in each DSS office:

1. Supervisors or their designee can obtain ID cards from the Program Implementation Unit as needed. If cards cannot be picked up personally, make arrangements for delivery by way of other responsible DSS staff members. Never transfer ID cards through messenger mail service. The PIU staff member dispensing the ID cards will obtain the signature of the receiving local office representative on the master log attesting that the cards have been inspected and are all present.

2. Supervisors are responsible for securing ID cards at all times. Protect the card supply by a lock. Protect the working inventory while in use.

3. The Pool supervisor will designate one primary person and one backup person to take pictures and issue ID cards to clients. To assure a secure process, limit the responsibility for general handling/issuing of ID cards to as few staff persons as possible.

4. Each supervisor will maintain a record of ID card numbers released to the working inventory.

5. The staff member requesting an ID card for a client must complete an ID card request, in writing, and forward it to the person issuing the ID card.

6. Each location must maintain a log, pre-numbered to correspond with the serial numbers on the ID cards. As cards are issued, the staff member dispensing the card must record on the log the name and DCIS # of the client and the date of issue. The staff member's initials must also appear on the log. Cards voided during the issuance process will be notated by the appropriate number on the log sheet. Punch a hole in any photo(s) and staple the voided card to the log sheet.

7. At the end of the working day, the supervisor (or designee) will assure that the log, and all cards, including voided cards, are returned to the secured storage location. The supervisor (or designee) will review the day's log to assure that every card is accounted for.

8. Any ID cards not accounted for must be reported immediately to Audit and Recovery Management Services (ARMS). Report verbally as soon as the discrepancy is noticed. Submit a Form 714 in writing within two working days.

9. At the end of each month, the supervisor will review the log to assure that every card is accounted for and that all voided cards are attached. The supervisor will reconcile the log by selecting a 10% sample of cards issued during the month. He/she will check the corresponding case records, making sure that the ID card stub has been filed in the front of each record. The supervisor will document the reconciliation by placing his/her initials in the comments section of the log for each card reconciled. Supervisors in offices with more than one unit will share responsibility for this task.

10. On the tenth working day of each month, forward to the Operations Administrator all completed log pages with voided cards attached, for storage. Retain these documents for three years and then discard.

11. The pre-numbered stub attached to the ID card and the written request will be affixed to the front cover of the casefile. Each stub will bear the client's signature and photo, and the photo of any authorized representative.

12. Whenever possible, recover ID cards from clients who are no longer eligible. For example, if a client appears in person to notify you to close a case, request that the client relinquish the card to you. Deface recovered cards by cutting them into at least four pieces, making sure that the photo is cut through. Discard the defaced cards.

2022.3 Do not delay replacement ID cards to eligible participants.

Exercise prudence when issuing replacements due to loss by discussing the possibility of recovery. Request any identification from the client that will assure the identity of the person requesting the card. Discuss suspected cases of misuse of ID cards with your supervisor. The supervisor will report any suspicious client or circumstances to ARMS as soon as possible.

Observe the following procedures prior to issuing a duplicate card:

1. Question client regarding circumstances surrounding need for replacement. If a new ID card is required due to a name change, appropriate legal documents (e.g., marriage license) will be required. Client must surrender obsolete card if in his/her possession.

2. Use the following procedures to verify the client's identity and current eligibility status:

A. Request photo ID from the client such as a driver's license, DMV ID, or military ID. Use the photo to identify the client. If the photo is inconclusive, ask for his/her signature and compare this to the ID signature. As for his/her SSN and use this to obtain his/her DCIS number and eligibility status

B. If the client has no ID, obtain his/her signature, pull the case record and compare the signature and photo in the record to identify the client. Use the case record to obtain the client's DCIS number and eligibility status. Reception staff who are trying to establish identity may request that the worker pull the case record and make the comparisons.

C. If the client has no ID, and the case record cannot be pulled, use the DCIS system to establish identity. Ask the client for his/her SSN. Locate the client in DCIS and ask questions such as birthdate, current/previous address, names and birthdates of children, worker name. Obtain DCIS number and eligibility status. Refer the client to the worker if not satisfied with identification.

3. Have the client sign a dated acknowledgement receipt form (card stub), to be attached to the front cover of the case record.

4. Annotate the ID card log to record the issuance of the duplicate card.

5. Instruct the client to return the original ID card to DSS if located.

16 Del. Admin. Code § 2000-2022