(a) An applicant shall provide originals or photocopies of all documents related to determination of eligibility.
(b) LIEAP workers shall assist the applicant, upon request, in obtaining the documents(s) when the individual is or would have difficulty providing them.
(c) The LIEAP office shall determine the accuracy and validity of each statement in the application that affects the eligibility of the applicant or the benefit amount by: - (i) Comparing each document to the others to see if the information is consistent;
- (ii) Assuring the date the document was created supported the factor and does not raise more questions;
- (iii) Examining the document to determine whether it has been tampered with or altered; and
- (iv) Determining whether the document answers the issue in question.
(d) Require the applicant or recipient to provide the documents necessary to verify the eligibility factors except when: - (i) Verification of income for applicants on other assistance can be obtained from the ECS system for Personal Opportunities with Employment Responsibilities, Supplemental Nutritional Assistance Program and Medical recipients; and
- (ii) The verification is available within the LIEAP office in a prior case and the factor is not subject to change, such as a Social Security Number (SSN) or date of birth.
(e) The LIEAP office shall review all items on the application that pertain to eligibility or benefit amounts.
(f) The LIEAP office shall resolve any questions raised from the documents submitted by the applicant before making the eligibility determination, by requesting additional documentation or contacting a knowledgeable source.
(g) Each eligibility factor shall be supported by a photocopy of the original document used for verification. - (i) All photocopied documents, written statements, or notes taken by LIEAP worker from verbal statements shall be documented in the applicant's case file. Documentation shall include:
- (A) The name and title of the person, if applicable;
- (B) The organization's name;
- (C) The date information was requested;
- (D) Type of information or document requested;
- (E) Date information or document was received; and
- (F) Signature of LIEAP worker.
- (ii) Acceptable documents used by the LIEAP office to determine identity, income and vulnerability for the applicant's eligibility for assistance include, but are not limited to, the sources listed below. Photocopies or originals of documents shall accompany prospective applicant's application.
- (A) Identification: Social Security card, birth certificate, driver's license, credit cards, passport, medical records, and school records. The LIEAP office may also use information from the ECS at DFS to verify an applicant's identity.
- (B) Income and student enrollment: wage stubs, award letters for Social Security, Supplemental Security Income, Social Security Disability, income tax returns, Personal Opportunities With Employment Responsibilities, strike benefits, military allotments, Bureau of Indian Affairs, child support, Veteran's benefits, adjusted self-employment, retirement benefits, pensions, railroad retirement, unemployment insurance, workers compensation, dividends, annuities, alimony, rental income, lease income, stipends, prizes (including lottery winnings), interest (derived from: contract for deed, Individual Retirement Accounts, certificates for deposit, cashed savings, bonds, checking accounts, savings account), and bank statements for Social Security Direct Deposit only. The LIEAP office may also use information from the ECS at DFS to verify an applicant's monthly household income.
- (C) Vulnerability: Shut off notice, utility bill for primary heat source, lease or rental agreement, statement from the landlord or a rent receipt.