A-1370, Verification Requirements

Revision 23-3; Effective July 1, 2023

All Programs

• Verify all countable income at initial application, redetermination and when a household reports a change unless the amount reported makes the household ineligible.
• Verification of earned and unearned income is not required for any pay amount older than 60 days before the interview date.
• Verify the following:
  • That a child meets the criteria to have their income exempted before exempting the child's earned income.
  • Interest income at redetermination if from a new source or the amount has changed by more than $50. Otherwise, accept the person’s statement of the amount.
  • Tip income not included on a person’s wage statement.
  • All loans or contributions (cash or vendor payments) to determine the countable amount.
  • Whether the person got vacation pay before or after a job ended. If the person got vacation pay after the job ended, verify whether the person got the vacation pay in a lump sum or multiple checks.
  • The death of an alien's sponsor.
  • For people who are striking, contact the union and company officials to:
    • find out the probable length of the strike;
    • verify the striker’s wages from that company; and
    • confirm the striker's benefits or any help the striker is getting from the union.
  • For self-employment use:
    • A-1323.4.4, Determining the Amount of Self-Employment Income;
    • a collateral source as verification if self-employment has ended;
    • a person’s statement as verification only if a collateral source is not available; and
    • refer to C-940, Documentation, for requirements when an alternate method is used rather than a preferred source.
• Verification used for SNAP or TANF in a TIERS EDG is acceptable for:
  • the other program unless it is inconsistent with other information or is questionable; and
  • medical programs unless policy for a specific type of verification specifically says otherwise.
• Verification used for Medicaid in a TIERS EDG is acceptable for SNAP or TANF unless policy for a specific type of verification specifically says otherwise.
• If all attempts to verify income are unsuccessful because the payer fails or refuses to give information and no other proof can be found, use the best available information to determine the budget amount.

Related Policy

Prudent Person Principle, A-137   
Children's Earned Income, A-1323.1   
Strikers, A-1367   
Verification Sources, A-1641   
Verification and Documentation, C-900

TANF and SNAP

Use the following steps to get income information for employable household members with:

• no prior certification history;
• who have had a month or more break in certification; or 
• when adding a new member. 

TANF

The date of marriage between a TANF recipient and the new spouse must be verified and used to determine the six-month period in which the new spouse's earnings can be excluded as income.

TP 08

• Verify the following to establish eligibility for TP 07:
  • increase in gross earnings; and
  • date the earnings or hours increased.
• If verification is not available, accept the person’s statement, unless questionable.
• If the household gives earnings information sufficient to determine ineligibility for TP 08, but does not give proof of the earnings, transfer the household members to TP 07 if they meet the eligibility requirements in A-842, TP 07 Transitional Medicaid.

TANF and Medical Programs

If at application a person claims to have a disability or is caring for a child with disabilities, verify at the first redetermination that the person has applied with the Social Security Administration (SSA) for RSDI or SSI.

SNAP

• A change may be processed based on best available information if: 
  • an increase in earnings results in a decrease in benefits;
  • the person fails to give information; and
  • staff can compute benefits based on the information provided.
• A person’s statement that they do or do not have a sponsor may be accepted unless the sponsor status is questionable.
• If sponsor status is questionable, the household has two options: 
  • contact U.S. Citizenship and Immigration Services (USCIS) for verification of sponsor status; or
  • participate without the alien member.
• Verify a disqualified person's income the same as any other member.
• Do not use the services of people or organizations helping strikers to interview applicants participating in the strike or lock-out. HHSC does not give these third-party representatives or organizations access to Lone Star Cards or other documents and does not use the facilities of these third-party representatives or organizations in certifying strikers.
• Combat pay included in any income made available to the household by an absent military person must be verified as well as the combat zone where the person is deployed. 
• Verify deployment to a combat zone by requesting the orders issued to the military person from the household or by contacting the financial office at the local base.

Note: The military person’s leave and earning statement (LES) is often sent directly to the family, or the deployed military person can mail it to the family back home. The military person’s LES is acceptable verification of any combat pay being received and of deployment to a designated combat zone.

• Verify migrant income through sources such as employment services, farm labor bureaus, rural manpower development, farmer's cooperative service, growers' associations, migrants' service organizations, county agents, and individual growers and crew chiefs. 
• If the household states the migrant workers work for various growers or crew chiefs, give the household a calendar form with space for recording each day's income and hours worked. The household should get the grower or crew chief's signature for validation and present the form at the next interview.
• When reactivating a SNAP EDG at redetermination that was denied for failure to provide information do not request additional proof of income. The original proof of income the person gave at the interview date should be accepted unless the household reports a change in income.
• For streamlined reporting (SR) households, accept the person’s statement that the household exceeded the income limit during the original SR certification. If verification of current earnings shows household income does not exceed 130 percent FPL and there is no indication the household exceeded 130 percent FPL during the original SR certification period, it is not necessary to verify all income between the original SR certification period and the current certification.
• If the person began employment during the original SR certification period and reports it at the SR redetermination, verify the start date of the job. It is not necessary to verify all actual income from the start date. If the household's current income exceeds 130 percent FPL, ask the person to estimate the household's monthly income for the previous months. If the person’s estimate of the income exceeds 130 percent FPL, the person’s statement should be accepted, and an overpayment referral should be submitted. The amount of the overpayment and the overpayment date can be estimated using the policy in B-730, How to File an Overpayment Referral. The Office of Inspector General (OIG) verifies all actual income and recalculates the overpayment.
• If a member of the SR household has earned or unearned income that ends during the certification, verify the last terminated income at the next redetermination.
• If a member of the SR household changes jobs several times during the certification period, then at redetermination, staff must verify termination of the last job and the job the household member had at the start of the previous SR certification period.

Related Policy

Required Verification for SNAP, C-912

Medical Programs

Request additional financial verification or documentation only if:

• acceptable verification is not available through electronic data sources; or
• information obtained electronically is not reasonably compatible with the person’s statement of income provided on the application or at redetermination.

Income from electronic data sources is considered reasonably compatible with income reported by a person when both the income reported by the person and electronic data are at or below the applicable income limit.

The system will determine whether a person's income is reasonably compatible with available electronic data sources.   
If the person's statement of income is not determined to be reasonably compatible with electronic data, income must be verified using other acceptable verifications explained in A-1371, Verification Sources.

A person’s statement of income is not reasonably compatible with electronic data if:

• their statement of income is above the applicable FPL;
• their statement of income is below the applicable FPL, but electronic data indicate that income may be above the applicable FPL;
• the person has unverified countable expenses that need to be verified for the person to be determined income-eligible;
• sufficient information is not provided to calculate a monthly income (the person must provide the income type, income frequency, and income amount);
• income sources are provided that are not available from electronic data;
• the person has unverified countable income other than earned income, RSDI, or unemployment; or
• TIERS is unable to access a third-party system to acquire electronic data, or electronic data was insufficient to complete reasonable compatibility.

When determining ongoing eligibility:

• the person is not required to provide verification of earned or unearned income of any pay amount older than 60 days before the interview date; or 
• the date the action is initiated when an interview is not required.

Do not require a person to provide additional verification if:

• verification is available through TWC inquiry or other automated systems that are considered acceptable verification sources and accessible to staff; or 
• the person confirms the information obtained through data sources is accurate and representative; and
• the information is sufficient to establish current eligibility.

Note: A Data Broker report cannot be requested for children under 16 . Request additional verification if earned income is reported for a child under 16 who does not meet an exception explained in A-1341, Income Limits and Eligibility Tests, for Medical Programs, Step 3, and other electronic data sources are unavailable.

If the person reports that someone living at that physical address receives American Indian/Alaska Natives (AI/AN) income and includes an amount, but does not provide the name of the person receiving the AI/AN income, pend for missing information. If the person:

• Fails to provide the missing information by the final due date, then the EDG will be denied for failure to provide information.
• Provides the name of the person receiving the AI/AN income, but does not provide verification for the income type, then the income will be counted instead of being exempt. However, the EDG will not be denied for failure to provide information. The person will still be eligible for exemptions from cost-sharing if they are eligible for CHIP.

If the person indicates someone is eligible to receive services from Tribal or Indian Health Services, but they did not include the name of the person receiving services, then pend for the name. If the name is not provided by the final due date, then the EDG will not be denied, but the exemption will not be allowed for cost-sharing if the applicant is eligible for CHIP.

TP 40

After certification, a TP 40 EDG must not be denied for failure to provide proof of income unless income verification was postponed at certification.   

 

A—1371 Verification Sources

Revision 23-2; Effective April 1, 2023

All Programs

Alien Sponsor's Death

The Texas Bureau of Vital Statistics (BVS), if available, is considered the primary source of verification of death. If BVS is available but the date of death (DOD) does not match reported information, accept BVS as verification. No additional verification is required.

If BVS verification is not available, verify the DOD using two of the following sources:

• Social Security Administration (SSA);
• statement from guardian or authorized representative;
• copy of death certificate;
• statement from a doctor;
• newspaper death notice (obituary);
• statement from a relative or household member;
• statement from funeral director; or
• records from the hospital or other institution where the person died.

Contributions

• written statement from the person or agency giving the money to or making the payment for the household member;
• copy of the contribution check;
• copy of the canceled check from the person making the contribution; or
• proof of payment records for MyGoals cash payments.

Earned Income

• Completed Form H1028, Employment Verification. Make sure the employer completed all items and the information is consistent with reported information. If information is not consistent, resolve any discrepancies.
• Written letter from the employer that provides current income and frequency of payment(s).
• Signed and dated statement from client for tip income not included on the wage statement.
• View at least two representative gross pay amounts in the period starting 45 days before the file date through the interview date, or the date the EDG is being processed if an interview is not required. Staff should not request more than two pay amounts which are representative of the income the person normally receives. Consider any information the person reports between the application file date and the decision date when determining eligibility as information reported during application processing.
• Verify and document any breaks in pay periods. Do not use pay stubs as the only source of verification if the person:
  • began employment in the application or interview month;
  • reported new employment after certification;
  • ended employment in the application month; or
  • ended employment in the two months before application (TANF and SNAP only).
• Contact with the employer by mail, fax or phone.
• TWC wage records.
• Completed Form H2583, Choices Information Transmittal, if the form indicates the employer verified the information.

Related Policy

Information Reported During Application Processing, B-116   
How to Use Texas Workforce Commission (TWC) Quarterly Wage Information to Budget Earned Income, A-1355.2   
 

Other Income

• check or copy of check;
• statement from the bank paying dividends and interest or the person’s statement on periodic reviews and timely recertifications;
• statement from the company or union providing pensions or union benefits; or
• Form H1050, Check Verification.

Other Government Benefits

• current award notice, letter or official statement;
• check or copy of check;
• agency contract or record; or
• statement from a Texas Department of Family and Protective Services advisor or representative.

RSDI

• WTPY/SOLQ;
• State Data Exchange (SDX) file which also provides sufficient proof of SSI income available for an RSDI recipient;
• current award notice, check, letter or statement from the SSA;
• direct deposit slip from a financial institution; or
• Form H1050.

Railroad Retirement Benefits

• obtain a completed Form H1026, Verification of Railroad Retirement Benefits;
• current award notice, letter, or statement from the Railroad Retirement Board;
• check or copy of check;
• direct deposit slip from a financial institution; or
• phone contact with Railroad Retirement Board representative.

Self-employment

• Internal Revenue Service (IRS) Schedule C, Form 1040 – Profit or Loss from Business;
• previous year’s IRS tax return or business records for self-employment income received less often than monthly;
• most recent business records and receipts;
• Form H1049, Client's Statement of Self-Employment Income; or
• written client statement of estimated earnings or receipts for goods and services provided.   
  
  Note: If collateral contacts or documentary information do not verify the income and expenses, use Form H1049.

Unemployment Compensation

• check or copy of check;
• current award notice, letter or statement from TWC;
• former employer;
• TWC inquiry; or
• statement from TWC verifying the primary wage earner's application for unemployment insurance benefits.

Texas Lottery Commission

• Data Broker System

Application for SSI/RSDI

• WTPY/SOLQ; or
• receipt from the SSA

TANF and SNAP

Child Support

• Texas Child Support Enforcement System (TXCSES) Inquiry;
• Office of the Attorney General (OAG) child support data;
• check or copy of check;
• county clerk records;
• canceled checks (three months if possible);
• wage withholding statements;
• withholding statements from unemployment compensation;
• written statement from the parent providing support; or
• current court records such as court order, court support agreement, or divorce or separation papers.

Related Policy

Data Broker, C-820   
OAG Child Support Data, C-825.14.1   
Office of the Attorney General (OAG) Inquiry, C-832   
TXCSES Web Child Support Portal Inquiry, C-833

Educational Grants, Scholarships or Loans

Statement, letter or records from:

• schools;
• organizations, clubs or agencies providing benefits; or
• Veteran's Administration (VA) (for veteran's educational benefits).

SSI

• WTPY/SOLQ;
• SDX file which also provides sufficient proof of SSI income;
• check or copy of check;
• current award notice, letter or written statement from the SSA; or
• direct deposit slip from a financial institution.

Veterans Benefits

• a current award notice;
• written letter or statement from VA or Defense Finance and Accounting Service (DFAS);
• contact with a VA representative at 800-827-1000;
• contact with a DFAS representative at 800-321-1080; or
• Form H1240, Request for Information from Bureau of Veterans Affairs and Client's Authorization.

Workers’ Compensation

Current award notice letter or statement from:

• claims adjuster;
• attorney;
• insurance company; or
• check or copy of check.

TANF

Ceremonial Marriage

• marriage license or certificate;
• church records;
• statement from clergy; or
• family Bible records.

Common Law Marriage

• Declaration of Informal Marriage filed with the county clerk;
• sworn statement signed by both spouses; or
• Form H1057, Declaration of Informal Marriage.

Medical Programs

Electronic data sources with reasonable compatibility is the preferred method of wage verification for Medical Programs.

Related Policy

Verification Requirements, Medical Programs, A-1370

TP 33, TP 34, TP 35, TP 43, TP 44 and TP 48

Along with the verification sources listed for All Programs, the following are also accepted for earned and unearned income:

• paycheck stub issued in the last 60 days; or
• most recent tax return.

Related Policy

Questionable Information, C-920   
Providing Verification, C-930