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DMMHA ACO Final 2017 Page 7-1
Chapter 7
VERIFICATION
[24 CFR 960.259, 24 CFR 5.230, Notice PIH 2010-19]
INTRODUCTION
The DMMHA will verify all information that is used to establish the family’s eligibility and
level of assistance and is required to obtain written authorization from the family in order to
collect the information. Applicants and program participants must cooperate with the verification
process as a condition of receiving assistance. The DMMHA must not pass on the cost of
verification to the family.
Part I describes the general verification process.
Part II provides more detailed requirements related family information.
Part III provides information on income and assets.
Part IV covers mandatory deductions.
All information obtained through the verification process will be handled in accordance with the
records management policies established by the DMMHA (See Chapter 16).
DMMHA ACO Final 2017 Page 7-2
PART I: GENERAL VERIFICATION REQUIREMENTS
7-I.A. FAMILY CONSENT TO RELEASE OF INFORMATION
[24 CFR 960.259, 24 CFR 5.230]
The family must supply any information that the DMMHA or HUD determines is necessary to
the administration of the program and must consent to DMMHA verification of that information
[24 CFR 960.259(a) (1)].
Consent Forms
The DMMHA is required to have all adult applicants and tenants sign form HUD-9886,
Authorization for Release of Information. Adult family members will also sign other consent
forms as needed to collect information relevant to the family’s eligibility and level of assistance.
Penalties for Failing to Consent [24 CFR 5.232]
If any family member who is required to sign a consent form fails to do so, the DMMHA will
deny admission to applicants and terminate the lease of tenants. The family may request an
informal review (applicants) or informal hearing (participants) in accordance with the
DMMHA's grievance procedures (See Chapter 14).
7-I.B. OVERVIEW OF VERIFICATION REQUIREMENTS
HUD’s Verification Hierarchy [Notice PIH 2010-19]
HUD mandates the use of the Enterprise Income Verification (EIV) system to verify family
information and specifies the circumstances in which each method will be used. In general, HUD
requires the DMMHA to use the most reliable form of verification that is available and to
document the reasons when the DMMHA uses a lesser form of verification.
In order of priority, the forms of verification that the DMMHA will use are:
Up-front Income Verification (UIV) using HUD’s Enterprise Income Verification
(EIV) system
Up-front Income Verification (UIV) using a non-HUD system
Written Third Party Verification (may be provided by applicant or resident)
Written Third-party Verification Form
Oral Third-party Verification
Self-Certification
Each of the verification methods is discussed in subsequent sections below.
File Documentation
The DMMHA will document in the file how the figures used in income and rent calculations
were determined. All verification attempts, information obtained, and decisions reached during
the verification process will be recorded in the family’s file in sufficient detail to demonstrate
that the DMMHA has followed all of the verification policies set forth in this plan.
DMMHA ACO Final 2017 Page 7-3
The DMMHA will document, in the family file, the following:
Reported family annual income
Value of assets
Expenses related to deductions from annual income
Other factors influencing the adjusted income or income-based rent determination
When the DMMHA is unable to obtain 3rd party verification, the DMMHA will document in the
family file the reason that third-party verification was not available and will place a photocopy of
any original document(s) in the family file (excluding government checks).
7-I.C. UP-FRONT INCOME VERIFICATION (UIV)
The DMMHA will use the following UIV resources, and any other UIV resource that may
become available, during the admission and reexamination process:
HUD’s EIV system
Child Support Recovery web-site
The Work Number web-site
Any additional UIV resources available to the DMMHA
There may be legitimate differences between the information provided by the family and UIV-
generated information. No adverse action will be taken against a family until the DMMHA has
independently verified the UIV information and the family has been granted an opportunity to
contest any adverse findings through the informal review/hearing process of the DMMHA.
See Chapter 6 for the DMMHA’s policy on the use of UIV/EIV to project annual income.
Use of HUD’s Enterprise Income Verification (EIV) System
DMMHA must use HUD’s EIV system in its entirety as a third-party source to verify tenant
employment and income information during mandatory reexaminations or recertifications of
family composition and income in accordance with 24 CFR 5.236. HUD’s EIV system contains
data showing earned income, unemployment benefits, Social Security and SSI benefits for
participant families.
The DMMHA will obtain income reports for annual reexaminations on a monthly basis.
Reports will be generated as part of the regular reexamination process.
Income reports will be compared to family-provided information as part of the annual
reexamination process. Income reports may be used in the calculation of annual income,
as described in Chapter 6-I.C. Income reports may also be used to meet the regulatory
requirement for third party verification, as described above. Policies for resolving
discrepancies between income reports and family-provided information will be resolved
as described in Chapter 6-I.C. and in this chapter.
DMMHA ACO Final 2017 Page 7-4
Income reports will be used in interim reexaminations to identify any discrepancies
between reported income and income shown in the EIV system, and as necessary to
verify and calculate earned income, unemployment benefits, Social Security and/or SSI
benefits. EIV will also be used to verify that families claiming zero income are not
receiving income from any of these sources.
Income reports will be retained in participant files with the applicable annual or interim
reexamination documents.
When DMMHA determines through income reports and third-party verification that a
family has concealed or under-reported income, corrective action will be taken pursuant
to the policies in Chapter 14, Program Integrity.
EIV Identity Verification
The EIV system verifies tenant identities against SSA records. These records are compared to
Public and Indian Housing Information Center (PIC) data for a match on Social Security number,
name, and date of birth.
The DMMHA will identify participants whose identity verification has failed by
reviewing EIV’s Identity Verification Report on a monthly basis.
The DMMHA will attempt to resolve PIC/SSA discrepancies by reviewing file
documents. When the DMMHA determines that discrepancies exist due to DMMHA
errors such as spelling errors or incorrect birth dates, the errors will be corrected
promptly.
7-I.D. THIRD-PARTY WRITTEN AND ORAL VERIFICATION
HUD’s current verification hierarchy defines two types of written third-party verification. The
more preferable form, “written third-party verification,” consists of an original document
generated by a third-party source, which may be received directly from a third-party source or
provided to the DMMHA by the family. If written third-party verification is not available, the
DMMHA will attempt to obtain a “written third-party verification form.” This is a standardized
form used to collect information from a third party.
The DMMHA will generally allow up to two (2) weeks (or a shorter timeframe as determined by
DMMHA in time sensitive situations) for return of third-party verifications and up to one (1)
additional week to obtain other types of verifications before going to the next method. The
DMMHA will document the file as to how the information was verified including an explanation
for the method utilized if other than a written third party verification.
Written Third-Party Verification [Notice PIH 2010-19]
Written third-party verification documents must be original and authentic and may be supplied
by the family or received from a third-party source.
Examples of acceptable tenant-provided documents include, but are not limited to: pay stubs,
payroll summary reports, employer notice or letters of hire and termination, SSA benefit
verification letters, bank statements, child support payment stubs, welfare benefit letters and/or
DMMHA ACO Final 2017 Page 7-5
printouts, and unemployment monetary benefit notices.
The DMMHA will require four current and consecutive pay stubs (where possible) for
determining annual income from wages.
The DMMHA may reject documentation provided by the family if the document is not an
original, if the document appears to be forged, or if the document is altered, mutilated, or
illegible.
Third-party documents provided by the family must be dated within 60 days of the DMMHA
request date and no more than 60 days prior to offer of a unit.
If the DMMHA determines that third-party documents provided by the family are not acceptable,
the DMMHA will explain the reason to the family and request additional documentation.
Written Third-Party Verification Form
When upfront verification is not available and the family is unable to provide written third-party
documents, or when third-party verification documents are unavailable or are rejected by the
DMMHA, the DMMHA will request a written third-party verification form.
The DMMHA will send third-party verification forms directly to the third party.
For applicants, verifications must be dated 60 days prior to the offer of a unit. For annual
recertifications for participants, verifications will be valid for 120 consecutive days from date of
receipt.
Oral Third-Party Verification [Notice PIH 2010-19]
Oral third-party verification will be used when written third-party verification is delayed or not
possible. When oral third-party verification is used, staff will be required to document the file by
noting the phone number called, with whom they spoke, the date of the conversation, and the
facts provided. If oral verification is utilized the DMMHA must originate the call.
When Third-Party Verification is Not Required [Notice PIH 2010-19]
Certain Income, Asset and Expense Sources
The DMMHA will determine that third-party verification is not required when it is known that
an income source does not have the ability to provide written or oral third-party verification.
The DMMHA also will determine that third-party verification is not required when there is a
service charge for verifying an asset or expense and the family is unable to provide original
documents that provide the necessary information. A self-certification will be acceptable as the
only means of verification.
The DMMHA will document in the family file the reason that the third-party verification was not
available.
The DMMHA will accept a self-certification from a family as verification of assets disposed of
for less than fair market value.
For families with net assets totaling $5,000 or less, the DMMHA will accept the family’s
self-certification of the value of family assets and anticipated asset income when
DMMHA ACO Final 2017 Page 7-6
applicable. The family’s declaration must show each asset and the amount of income
expected from that asset. All family members 18 years of age and older must sign the
family’s declaration.
The DMMHA will use third-party documentation for assets as part of the intake process,
and whenever a family member is added to verify the individual’s assets, and annually
thereafter.
7-I.E. SELF-CERTIFICATION
When verification cannot be made by third-party verification or review of documents, families
will be required to submit a self-certification. Self-certification requires a notarized and
witnessed statement/affidavit/certification/statement under penalty of perjury.
The DMMHA may require a family to certify that a family member does not receive a particular
type of income or benefit.
DMMHA ACO Final 2017 Page 7-7
PART II: VERIFYING FAMILY INFORMATION
7-II.A. VERIFICATION OF LEGAL IDENTITY
The DMMHA will require families to furnish verification of legal identity for each
household member.
Verification of Legal Identity for Adults Verification of Legal Identity for
Children
Certificate of birth, naturalization papers
Church issued baptismal certificate
U.S. military discharge (DD 214)
Current U.S. passport
Voter’s Registration
State Issued Driver’s License or
Identification card
Certificate of birth
Adoption papers
Court ordered Custody agreement
Verification of Guardianship (court
ordered assignment or affidavit of a
biological parent)
If a document submitted by a family is illegible for any reason or otherwise questionable,
more than one of these documents may be required.
If none of these documents can be provided and at the DMMHA’s discretion, a third
party who knows the person may attest to the person’s identity. The certification must be
provided in a format acceptable to the DMMHA and be signed in the presence of a
DMMHA representative or DMMHA notary public.
Legal identity will be verified for all applicants at the time of eligibility determination
and in cases where the DMMHA has reason to doubt the identity of a person representing
him or herself to be a tenant or a member of a tenant family.
7-II.B. SOCIAL SECURITY NUMBERS [24 CFR 5.216 and Notice PIH 2012-10]
Required Documentation
The family must provide documentation of a valid social security number (SSN) for each
member of the household, with the exception of 1) individuals who do not contend eligible
immigration status and 2) existing residents who were at least 62 years of age as of January 31,
2010, and had not previously disclosed an SSN.
Note that an individual who previously declared him or herself to have eligible immigration
status may not change his or her declaration for the purpose of avoiding compliance with the
SSN disclosure and documentation requirements or penalties associated with noncompliance
with these requirements. Nor may the head of household opt to remove a household member
from the family composition for this purpose.
The DMMHA must accept the following documentation as acceptable evidence of the social
security number:
1. An original SSN card issued by the Social Security Administration (SSA)
DMMHA ACO Final 2017 Page 7-8
2. An original SSA-issued document, which contains the name and SSN of the
individual
3. An original document issued by a federal, state, or local government agency, which
contains the name and SSN of the individual.
The DMMHA will only reject documentation of an SSN provided by an applicant or resident if
the document is not an original document, if the original document has been altered, mutilated,
or is not legible, or if the document appears to be forged.
The DMMHA will explain to the applicant or resident the reasons the document is not acceptable
and request that the individual obtain and submit acceptable documentation of the SSN to the
DMMHA within 90 days.
If an applicant family includes a child under 6 years of age who joined the household within the
6 months prior to the date of program admission, an otherwise eligible family may be admitted
and must provide documentation of the child’s SSN within 90 days. A 90-day extension will be
granted if the DMMHA determines that the resident’s failure to comply was due to unforeseen
circumstances and was outside of the resident’s control.
The DMMHA will grant one additional 90-day extension if needed for reasons beyond
the applicant’s control, such as delayed processing of the SSN application by the SSA,
natural disaster, fire, death in the family, or other emergency.
New Household Members
When a resident requests to add a new household member who is at least 6 years of age, or who
is under the age of 6 and has an SSN, the resident must provide the complete and accurate SSN
assigned to each new member at the time of reexamination or recertification, in addition to the
documentation required to verify it. The DMMHA will not add the new household member until
such documentation is provided.
When a resident requests to add a new household member who is under the age of 6 and has not
been assigned an SSN, the resident must provide the SSN assigned to each new child and the
required documentation within 90 calendar days of the child being added to the household. A 90-
day extension will be granted if the DMMHA determines that the resident’s failure to comply
was due to unforeseen circumstances and was outside of the resident’s control. During the period
the DMMHA is awaiting documentation of the SSN, the child will be counted as part of the
assisted household.
Verification
Social security numbers must be verified only once during continuously-assisted occupancy.
The DMMHA will verify each disclosed SSN by:
Obtaining documentation from applicants and residents that is acceptable as evidence
of social security numbers
Making a copy of the original documentation submitted, returning the original
document to the individual, and retaining the copy in the file folder
DMMHA ACO Final 2017 Page 7-9
The social security numbers of household members, such as live-in aids, must be verified for the
purpose of conducting criminal background checks.
7-II.C. DOCUMENTATION OF AGE
A birth certificate or other official record of birth is required for all family members.
If an official record of birth cannot be provided, the DMMHA will require the family to submit
other documents that support the reported age of the family member (e.g.,, state issued driver’s
license or identification card, DD214 form, voter registration card, SS, SSI, SSDI benefit letter
that states the date of birth and name of the family member, or current passport).
7-II.D. FAMILY RELATIONSHIPS
DMMHA’s definition of a family is located in Chapter 3 of this Policy.
Applicants and program participants are required to identify the relationship of each household
member to the head of household.
Family relationships are verified only to the extent necessary to determine a family’s
eligibility and level of assistance.
Marriage
A marriage certificate is not required to verify that a couple is married. The DMMHA
will accept a self-certification as proof of marriage.
Separation or Divorce
The DMMHA will require the family to provide documentation of the divorce or
separation if the document has an effect on household income or custody of children.
Stable Family Relationship The DMMHA defines a Stable Family Relationship as two adults who share residency with their income and resources available to meet the family’s needs and who provide evidence of a stable family relationship.
Evidence may include, but is not limited to, the following: a) Evidence of continuous cohabitation for a period of not less than 6 months within the last
24 months. Evidence of continuous cohabitation includes, but is not limited to:
1. Real estate title in both parties names 2. Lease agreement in both parties names. In the event that a lease agreement is not
available, the DMMHA will accept a notarized statement from the lessor. 3. Property tax statement in both parties names 4. Mortgage documents in both parties names.
DMMHA ACO Final 2017 Page 7-10
Evidence submitted must be current (within 12 months, unless otherwise specified above), and not obtained solely for purpose of securing housing assistance.
SUFFICIENCY OF THE EVIDENCE IS AT THE SOLE DISCRETION OF THE DMMHA.
Absence of Adult Member
If an adult member who was formerly a member of the household is reported permanently absent
by the family, the DMMHA will consider any of the following as verification:
Divorce Decree
Legal separation agreement
Order of protection/restraining order obtained by one family member against another
Proof of another home address, such as utility bills, canceled checks for rent, driver’s
license, or lease or rental agreement, if available.
Written statements from the landlord or manager that the adult family member is no
longer living at that location.
If the adult family member is incarcerated, a document from the Court or correctional
facility should be obtained stating how long they will be incarcerated.
If no other proof can be provided, the DMMHA will accept a self-certification from
the head of household, the spouse or other adult household member if the head is the
absent member.
Verification of Change in Family Composition
The DMMHA may verify changes in family composition (either reported or unreported)
through letters, telephone calls, utility records, inspections, landlords, neighbors, credit
data, school or DMV records, and other sources.
Foster Children and Foster Adults
Third-party verification from the state or local government agency responsible for the
placement of the individual with the family is required.
7-II.E. VERIFICATION OF STUDENT STATUS
The DMMHA requires families to provide information about the student status of all
students who are 18 years of age or older. This information will be verified only if:
The family claims full-time student status for an adult other than the head or
spouse, or
DMMHA ACO Final 2017 Page 7-11
The family claims a child care deduction to enable a family member to further his
or her education.
7-II.F. DOCUMENTATION OF DISABILITY
The DMMHA will verify the existence of a disability in order to allow certain income
disallowances and deductions from income.
Family Members Receiving SSA Disability Benefits or VA Non-Service Connected Pensions
Verification of the receipt of disability benefits from the Social Security Administration (SSA) is
sufficient verification of disability for the purpose of qualifying for certain income disallowances
and deductions.
For family members claiming disability who receive disability benefits from the SSA, the
DMMHA will attempt to obtain information about disability benefits through the HUD
Enterprise Income Verification (EIV) system. If documentation from HUD’s EIV System
is not available, the DMMHA will request a current (dated within the last 60 days) SSA
benefit verification letter from each family member claiming disability status. If the
family is unable to provide the document(s), the DMMHA will ask the family to request a
benefit verification letter by either calling SSA at 1-800-772-1213, or by requesting it
from www.ssa.gov. Once the applicant or participant receives the benefit verification
letter they will be required to provide it to the DMMHA.
Family Members Not Receiving SSA Disability Benefits
For family members claiming disability who do not receive disability benefits from the
SSA, the DMMHA will require third-party verification, using DMMHA’s Disability
Certification form, that the family member meets the HUD definition of disability. See
the Eligibility Chapter (Chapter 3) for the HUD definition of disability.
Family Members Receiving VA Non-Service Connected Pensions.
Verification of the receipt of disability benefits from a VA Non-service connected
pension is sufficient verification of disability for the purpose of qualifying for certain
income disallowances and deductions.
7-II.G. CITIZENSHIP OR ELIGIBLE IMMIGRATION STATUS [24 CFR 5.508]
Overview
Housing assistance is not available to persons who are not citizens, nationals, or eligible
immigrants. Prorated assistance is provided for "mixed families" containing both eligible and
ineligible persons. A detailed discussion of eligibility requirements is in the Eligibility chapter
(Chapter 3). This verification chapter discusses HUD and DMMHA verification requirements
related to citizenship status.
The family will provide a certification that identifies each family member as a U.S. citizen, a
U.S. national, an eligible noncitizen or an ineligible noncitizen and submit the documents
discussed below for each family member.
DMMHA ACO Final 2017 Page 7-12
U.S. Citizens and Nationals
HUD requires a declaration for each family member who claims to be a U.S. citizen or national.
The declaration must be signed personally by any family member 18 or older and by a guardian
for minors.
The DMMHA will request verification of the declaration by requiring presentation of a birth
certificate, United States passport or naturalization paperwork.
Eligible Immigrants
Documents Required
All family members claiming eligible immigration status will declare their status in the same
manner as U.S. citizens and nationals.
The documentation required for eligible noncitizens varies depending upon factors such as the
date the person entered the U.S., the conditions under which eligible immigration status has been
granted, age, and the date on which the family began receiving HUD-funded assistance.
DMMHA Verification
For family members age 62 or older who claim to be eligible immigrants, proof of age is
required in the manner described in 7-II.C. of this plan. No further verification of eligible
immigration status is required.
For family members under the age of 62 who claim to be eligible immigrants, the DMMHA will
verify immigration status with the United States Citizenship and Immigration Services (USCIS).
The DMMHA will follow all USCIS protocols for verification of eligible immigration status.
Acceptable Documents of Eligible Immigration
The regulations stipulate that only the following documents are acceptable to demonstrate
eligible immigration status unless changes are published in the Federal Register.
Resident Alien Card (I-551)
Alien Registration Receipt Card (I-151)
Arrival-Departure Record (I-94)
Temporary Resident Card (I-688)
Employment Authorization Card (I-688B)
Receipt issued by the INS for issuance of replacement of any of the above documents
that shows individual's entitlement has been verified
DMMHA ACO Final 2017 Page 7-13
A birth certificate is not acceptable verification of eligible immigration status. All documents
in connection with U.S. citizenship/eligible immigrant status must be kept for a minimum of
five years.
7-II.H. VERIFICATION OF PREFERENCE STATUS
The DMMHA will verify any preferences claimed by an applicant that determined his or her
placement on the waiting list. See Chapter 4 Section 4-III.B. SELECTION METHOD for
verification requirements for preferences.
DMMHA ACO Final 2017 Page 7-14
PART III: VERIFYING INCOME AND ASSETS
Chapter 6, Part I of this plan describes in detail the types of income that are included and
excluded and how assets and income from assets are handled. Any assets and income reported by
the family will be verified. This part provides DMMHA policies that supplement the general
verification procedures specified in Part I of this chapter.
7-III.A. EARNED INCOME
Employment Income
Acceptable methods of verification of employment income in addition to EIV include:
1. Check stubs or earning statements, which indicate the employee's gross pay,
frequency of pay or year to date earnings.
2. W-2 forms plus income tax return forms.
3. Income tax returns signed by the family may be used for verifying self-
employment income, or income from tips and other gratuities.
4. Employment verification form completed by the employer.
Verification forms request the employer to specify the:
Dates of employment
Amount and frequency of pay
Annual earnings
Year to date earnings
Year to date income from overtime, tips, and bonus pay.
Applicants and program participants may be requested to sign an authorization for release of
information from the Internal Revenue Service for further verification of income, IRS Form
8121. In cases where there are questions about the validity of information provided by the
family, the DMMHA will require the most recent federal income tax statements.
Confirmation may be made on a case-by-case basis.
Tips
DMMHA will use tip information on the applicant/participant pay stubs. If tip
information is not included on the applicant/participant paystubs, the DMMHA will send
a third party verification form to the employer which asks employers to record tips
received.
DMMHA ACO Final 2017 Page 7-15
7-III.B. BUSINESS AND SELF EMPLOYMENT INCOME
In order to verify the net income from a business, the DMMHA will review IRS and
financial documents from prior years and use this information to anticipate the income
for the next 12 months.
Acceptable methods of verification include:
1. IRS Form 1040, including Schedule C (Small Business), Schedule E (Rental
Property Income), Schedule F (Farm Income). Note: If accelerated
depreciation was used on the tax return or financial statement, an accountant's
calculation of depreciation expense computed using straight-line depreciation
will be used.
2. Audited or un-audited financial statement(s) of the business.
3. Documents such as manifests, appointment books, bank statements, and
receipts will be used as a guide for the prior six months (or lesser period if not in
business for six months) to project income for the next 12 months. The family
will be advised to maintain these documents in the future if they are not available.
4. DMMHA’s self-employment certification form, to include both current self-
employment income and the discontinuance of previously reported self-
employment income.
Child Care Business
If an applicant/participant is operating a licensed/non-licensed day care business, income will
be verified in the same manner as with any other business.
If the applicant/participant is operating a day care business which may or may not be
licensed, the DMMHA will require that the applicant/participant complete a written wage
verification from each customer which indicates: name of person(s) whose child (children)
is/are being cared for, phone number, number of hours child is being cared for, method of
payment (check/cash), amount paid, and signature of person. Public Housing residents must
provide evidence that they are in compliance with all state and local licensing, permits and
applicable building code requirements upon request of the DMMHA.
If the family has filed a tax return, the family will be required to provide it.
The DMMHA may conduct interim reevaluations every 120 days and require the participant
to provide a log with the information about customers and income.
If childcare services were terminated, the applicant/participant will be asked to provide a
written verification that the services have been terminated from the parent whose child was
cared for. If the applicant/participant is unable to provide such verification, the DMMHA
will send a third-party verification to the parent whose child was cared for.
If the child care business receives income from the State of Iowa, the applicant/participant
will be asked to provide a written verification from the State of Iowa. If the
applicant/participant is unable to provide such verification, the DMMHA will send a third
party income verification to the State of Iowa Daycare Service Department.
DMMHA ACO Final 2017 Page 7-16
The DMMHA requires advance approval from the Public Housing Administrator for all child
care businesses that are conducted out of the subsidized unit.
The DMMHA shall, in its sole discretion, evaluate the sufficiency of the information
provided and may require additional documentation on a case-by-case basis.
7-III.C. PERIODIC PAYMENTS AND PAYMENTS IN LIEU OF EARNINGS
For policies governing streamlined income determinations for fixed sources of income, please
see Chapter 9.
Social Security/SSI Benefits
To verify the SS/SSI benefits of applicants, the DMMHA will request a current (dated
within the last 60 days) SSA benefit verification letter from each family member that
receives social security benefits. If the family is unable to provide the document(s), the
DMMHA will ask the family to request a benefit verification letter by either calling SSA
at 1-800-772-1213, or by requesting it from www.ssa.gov. Once the applicant has
received the benefit verification letter they will be required to provide it to the DMMHA.
To verify the SS/SSI benefits of participants, the DMMHA will obtain information about
social security/SSI benefits through the HUD EIV System. If current benefit information
is not available in HUD systems, the DMMHA will request a current SSA benefit
verification letter from each family member that receives social security benefits. If the
family is unable to provide the document(s) the DMMHA will ask the family to request a
benefit verification letter by either calling SSA at 1-800-772-1213, or by requesting it
from www.ssa.gov. Once the participant has received the benefit verification letter they
will be required to provide it to the DMMHA.
Unemployment Compensation
Acceptable methods of verification in addition to EIV include:
1. Verification form completed by the unemployment compensation agency.
2. Computer report electronically obtained or in hard copy, from unemployment office
stating payment dates and amounts.
3. Payment stubs.
Welfare Payments or General Assistance
Acceptable methods of verification in addition to EIV include:
1. Computer-generated Notice of Decision provided by the applicant/participant.
DMMHA ACO Final 2017 Page 7-17
2. The DMMHA verification form completed by payment provider.
3. Written statement from payment provider indicating the amount of grant/payment,
start date of payments, and anticipated changes in payment in the next 12 months.
4. E-mail verifications from an established contact person at the Iowa Department of Human
Services.
Recurring Gifts
Acceptable method of verification is a written notarized statement from the gift provider.
DMMHA will send the Agency’s third party gift verification form to the provider of the gift
income. This gift verification form contains the following information:
1. The person who provides the gifts
2. The value of the gifts
3. The regularity (dates) of the gifts
4. The purpose of the gifts
7-III.D. ALIMONY OR CHILD SUPPORT
Acceptable methods of verification, in the following order:
1. If payments are made through a state or local entity, the DMMHA will request that the
applicant/participant provide a record from the state or local entity of payments for the past 12
months and any known information about the likelihood of future payments.
2. A notarized letter of verification from the person paying the support
3. Copy of a separation or settlement agreement or a divorce decree stating amount and type of
support and payment schedules
If no alimony or child support payment is received for thirty (30) consecutive calendar days,
DMMHA will not use child support in the family’s income.
7-III.E. ASSETS AND INCOME FROM ASSETS
The DMMHA will require the information necessary to determine the current cash value of the
family’s assets, (the net amount the family would receive if the asset were converted to cash).
Acceptable methods of verification may include any of the following:
1. Verification forms, letters, or documents from a financial institution or broker.
DMMHA ACO Final 2017 Page 7-18
2, Passbooks, checking account statements, certificates of deposit, bonds, or financial
statements completed by a financial institution or broker.
3. Quotes from a stockbroker or realty agent as to net amount family would receive if
they liquidated securities or real estate.
4. Real estate taxes statements if the approximate current market value can be
deduced from assessment.
5. Financial statements for business assets.
6. Copies of closing documents showing the selling price and the distribution of the
sales proceeds.
7. Appraisals of personal property held as an investment.
8. Family's self-certification describing assets or cash held at the family's home or in
safe deposit boxes.
For families with net assets totaling $5,000 or less, the DMMHA will accept the
family’s self-certification of the value of family assets and anticipated asset income when
applicable. The family’s declaration must show each asset and the amount of income
expected from that asset. All family members 18 years of age and older must sign the
family’s declaration.
The DMMHA will use third-party documentation for assets as part of the intake process,
whenever a family member is added to verify the individual’s assets, and annually
thereafter.
Assets Disposed of for Less than Fair Market Value
For all Certifications and Re-certifications, the DMMHA will obtain the Family's
certification as to whether any member has disposed of assets (cumulatively valued at
$5,000 or more) for less than fair market value during the two years preceding the
effective date of the certification or re-certification.
If the family certifies that they have disposed of assets for less than fair market value,
verification or certification is required that shows: (a) all assets disposed of for less than
fair market value, (b) the date they were disposed of, (c) the amount the family received,
and (d) the market value of the assets at the time of disposition. Third party verification
will be obtained whenever possible.
DMMHA ACO Final 2017 Page 7-19
Savings Account Interest Income and Dividends
Acceptable methods of verification include:
1. Account statements, passbooks, certificates of deposit, or the DMMHA verification
forms completed by the financial institution.
2. Broker's statements showing value of stocks or bonds and the earnings credited the
family. Earnings can be obtained from current newspaper quotations or oral broker's
verification.
3. IRS Form 1099 from the financial institution provided that the DMMHA must adjust
the information to project earnings expected for the next 12 months.
Interest Income from Mortgages or Similar Arrangements
Acceptable methods of verification include:
1. A letter from an accountant, attorney, real estate broker, the buyer, or a financial
institution stating interest due for next 12 months. (A copy of the check paid by the
buyer to the family is not sufficient unless a breakdown of interest and principal is
shown.)
2. Amortization schedule showing interest for the 12 months following the effective
date of the certification or re-certification.
7-III.F. NET INCOME FROM RENTAL PROPERTY
Acceptable methods of verification include:
1. IRS Form 1040 with Schedule E (Rental Income).
2. Copies of latest rent receipts, leases, or other documentation of rent amounts.
3. Documentation of allowable operating expenses of the property: tax statements,
insurance invoices, and bills for reasonable maintenance and utilities, and bank
statements or amortization schedules showing monthly interest expense.
4. Lessee's written statement verifying rent payments to the family and family's self-
certification as to net income realized.
7-III.G. RETIREMENT ACCOUNTS
DMMHA will accept the most recent statement provided by the applicant or
participant.
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If the applicant/participant is unable to provide the most recent statement, the
DMMHA will send a third party verification form to the provider.
7-III.H. INCOME FROM EXCLUDED SOURCES
A detailed discussion of excluded income is provided in Chapter 6, Part I.
HUD guidance on verification of excluded income draws a distinction between income which is
fully excluded and income which is only partially excluded.
Fully Excluded Income
For fully excluded income, the DMMA is not required to follow the verification hierarchy,
document why third-party verification is not available, or report the income on the 50058. Fully
excluded income is defined as income that is entirely excluded from the annual income
determination (for example, food stamps, earned income of a minor, or foster care funds) [Notice
PIH 2013-04].
The DMMHA will accept a family’s signed application or reexamination form as self-
certification of fully excluded income. The DMMHA will not require additional documentation.
However, if there is any doubt that a source of income qualifies for full exclusion, the DMMHA
may require additional verification.
Partially Excluded Income
For partially excluded income, the DMMHA is required to follow the verification
hierarchy and all applicable regulations, and to report the income on the HUD form
50058. Partially excluded income is defined as income where only a certain portion of
what is reported by the family qualifies to be excluded and the remainder is included in
annual income (for example, the income of an adult full-time student, or income excluded
under the earned income disallowance). The DMMHA will verify the source and amount
of partially excluded income as described in Part 1 of this chapter.
7-III.I. ZERO ANNUAL INCOME STATUS
Families claiming to have no income will be required to execute verification forms to
determine that forms of income such as unemployment benefits, TANF, SSI, Child Support,
etc. are not being received by the household. Families claiming to have no income will have
to certify to this status at least every six months when notified by the DMMHA.
DMMHA ACO Final 2017 Page 7-21
PART IV: VERIFYING MANDATORY DEDUCTIONS
7-IV.A. DEPENDENT AND ELDERLY/DISABLED HOUSEHOLD DEDUCTIONS
The dependent and elderly/disabled family deductions require only that the DMMHA verify that
the family members identified as dependents or elderly/disabled persons meet the statutory
definitions. No further verifications are required.
Dependent Deduction
See Chapter 6 (6-II.B.) for a full discussion of this deduction. The DMMHA will verify that:
Any person under the age of 18 for whom the dependent deduction is claimed is not the head
or spouse of the family and is not a foster child
Any person age 18 or older for whom the dependent deduction is claimed is not a foster adult
or live-in aide, and is a person with a disability or a full time student
Elderly/Disabled Family Deduction
See Chapter 3 on Eligibility of this Plan for a definition of elderly and disabled families and
Chapter 6 (6-II.C.) for a discussion of the deduction. The DMMHA will verify that the head of
household or spouse is 62 years of age or older or a person with disabilities.
7-IV.B. MEDICAL EXPENSE DEDUCTION
Policies related to medical expenses are found in 6-II.D. The amount of the deduction will be
verified following the standard verification procedures described in Part I of this Chapter.
Families, who claim medical expenses will be required to submit a certification as to whether
or not any expense payments have been, or will be, reimbursed by an outside source. One or
more of the methods listed below will verify all expense claims:
1. Written verification by a doctor, hospital or clinic personnel, dentist, or Pharmacist,
stating (a) the anticipated medical costs to be incurred by the family and regular
payments due on medical bills; and (b) extent to which those expenses will be
reimbursed by insurance or a government agency.
2. Written confirmation by the insurance company or employer of health insurance
premiums to be paid by the family.
3. Written confirmation from the Social Security Administration of Medicare premiums
to be paid by the family over the next 12 months. A computer printout will be
accepted.
4. For attendant care:
The DMMHA will require (a) a certification from a qualified professional having
knowledge of the person’s need for an attendant and who can verify the attendant
is necessary as a medical expense; and (b) the attendant's written confirmation of
DMMHA ACO Final 2017 Page 7-22
hours of care provided and amount and frequency of payments received from the
family or agency or stubs from the agency providing the services.
5. Receipts, or pay stubs that verify medical costs and insurance expenses likely to be
incurred in the next 12 months.
6. Copies of payment agreements or most recent invoice that verify payments made on
outstanding medical bills that will continue over all or part of the next 12 months.
The DMMHA will use mileage at the IRS rate, or cab, bus fare, or other public transportation
cost for verification of the cost of transportation directly related to medical treatment.
Qualified Expenses
To be eligible for the medical expenses deduction, the costs will qualify as medical expenses in
accordance with Chapter 6 (6-II.D.) of this Policy.
Unreimbursed Expenses
To be eligible for the medical expenses deduction, the costs must not be reimbursed by another
source.
The family will be required to certify that the medical expenses are not paid or reimbursed to
the family from any source. If expenses are verified through a third party, the third party
must certify that the expenses are not paid or reimbursed from any other source.
Expenses Incurred in Past Years
Receipts or other record of medical expenses incurred during the past 12 months that can be
used to anticipate future medical expenses may be used for "general medical expenses" such
as non-prescription drugs and regular visits to doctors or dentists, but not for one time,
nonrecurring expenses from the previous year.
7-IV.C. DISABILITY ASSISTANCE EXPENSES
Policies related to disability assistance expenses are found in 6-II.E. The amount of the deduction
will be verified following the standard verification procedures described in Part I.
Acceptable methods of verification include:
Attendant Care
1. Attendant's written certification of amount received from the family, frequency of
receipt, and hours of care provided.
2. Written certification from family and attendant.
DMMHA ACO Final 2017 Page 7-23
Auxiliary Apparatus
1. Receipts for purchases or proof of monthly payments and maintenance expenses for
auxiliary apparatus.
2. In the case where the person with disabilities is employed, a statement from the
employer that the auxiliary apparatus is necessary for employment.
In addition, the DMMHA will verify that:
The family member for whom the expense is incurred is a person with disabilities (as
described in 7-II.F above).
The expense permits a family member, or members, to work (as described in 6-II.E.). The
DMMHA will seek third-party verification from a Rehabilitation Agency or knowledgeable
medical professional indicating that the person with disabilities requires attendant care or an
auxiliary apparatus to be employed, or that the attendant care or auxiliary apparatus enables
another family member, or members, to work (See 6-II.E.).
The expense is not reimbursed from another source (as described in 6-II.E.). An attendant
care provider will be asked to certify that, to the best of the provider’s knowledge, the
expenses are not paid by or reimbursed to the family from any source.
7-IV.D. CHILD CARE EXPENSES
Policies related to child care expenses are found in Chapter 6 (6-II.F). The amount of the
deduction will be verified following the standard verification procedures described in Part I. In
addition, In addition, the DMMHA will verify that:
The costs incurred are for a child is eligible for care (age 12 or under). The DMMHA will
verify that the child being cared for (including foster children) is under the age of 13 (See 7-
II.C.).
The costs claimed are not reimbursed by another source. The child care provider will be
asked to certify that, to the best of the provider’s knowledge, the child care expenses are not
paid by or reimbursed to the family from any source.
The costs enable a family member to pursue an eligible work activity: work, actively seek
work, or further their education.
The costs are for an allowable type of child care.
The costs are reasonable in accordance with Chapter 6 (6-II.F).
Pursuing an Eligible Activity
The DMMHA will verify that the family member(s) that the family has identified as being
enabled to seek work, pursue education, or be gainfully employed, are actually pursuing those
activities.
DMMHA ACO Final 2017 Page 7-24
Written verification from the person who receives the payments is required. If the childcare
provider is an individual, s/he must provide a statement of the amount they charge and receive
from the family for their services. Verifications must specify the child care provider's name,
address, telephone number, Social Security Number, the names of the children cared for, the
number of hours the child care occurs, the rate of pay, and the typical yearly amount paid,
including school and vacation periods. Family's certification as to whether any of those payments
have been or will be paid or reimbursed by outside sources is also required.
Definition of Reasonable Child Care Expenses
DMMHA defines reasonable child care expenses as child care expenses that do not exceed the
client’s current gross earned income. In the case of clients currently under Earned Income
Disregard (EID), the amount of child care expenses may not exceed the earned income that is
applied towards the rent calculation. DMMHA will allow a family to receive reasonable child
care expense allowance if not working or going to school only if actively seeking employment.
DMMHA utilizes a 9 month time frame for calculation of child care expenses during the school
year and a 3 month time frame for child care during the summer months.
Allowable Type of Child Care
The type of care to be provided is determined by the family, but will fall within certain
guidelines, as discussed in Chapter 6.
The DMMHA will verify that the type of child care selected by the family is allowable,
as described in Chapter 6 (6-II.F).
The DMMHA will verify that the fees paid to the child care provider cover only child
care costs (e.g., no housekeeping services or personal services) and are paid only for the
care of an eligible child (e.g., prorate costs if some of the care is provided for ineligible
family members).
The DMMHA will verify that the child care provider is not an assisted family member.