According to B-631, Actions on Changes, advisors must document the:
- reported change,
- date the change occurred,
- date the change was reported, and
- date the verification is provided.
For new income changes, advisors document the date of the first payment.
Refer to A-1380, Documentation Requirements, for further requirements related to income.
Advisors must document:
- the reason for shortening certification as a result of a change. See B-635, Shortening Certification Periods as a Result of a Change.
- that the individual failed to provide required information to add a newborn when based on the TP 45 certification according to B-641.1, Adding Newborns to the Case.
Clients are not required to report a change in tax status or tax relationship during the certification period because tax status and tax relationships are self-declared based on what the client expects to happen on their federal income taxes. If a change is reported, advisors should document the change in case comments and it will be addressed at the time of redetermination.
However, if multiple individuals self-declare to claiming the same person as a tax dependent, the advisor must clear the discrepancy with all individuals attempting to claim the same person as a tax dependent and update the tax statuses as a change in the eligibility system if necessary. For example, a change is reported that a child certified on Children’s Medicaid will no longer be claimed as a tax dependent. This change will be addressed at redetermination.
Advisors must document the reason for denying a TP 08 EDG and opening a TP 07 EDG when new or increased income makes the household ineligible.