7 Verification Requirements for Wisconsin Shares - NWT

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Verification Requirements for Wisconsin Shares

1. Verification Requirements

1.1 Brought to you by DCF Bureau of Operations and Planning

Notes:

This training is brought to you by the Department of Children and Families.

1.2 Verification Requirements

Notes:


Welcome to the Wisconsin Shares Child Care Subsidy Training.

1.3 Introduction

Notes:

In this module, you’ll learn plenty of new facts about verification, and revisit

some of the things you already know. You’ll also get a handy chart to keep for

later. Click the Help button for instructions on navigating this course or click

the Start button to begin.

1.4 Sound & Navigation Tips

Notes:


This training contains audio. Click the Notes tab to display the script for the

audio portion of this training. Use the Resources tab for links and documents

associated with this training, including the Wisconsin Shares contact

information. If you are unfamiliar with navigating a course, use these buttons

to adjust the volume, start and pause the course, replay a slide, or navigate

forward and backwards. Click Next when you are ready to continue.

1.5 Reading Assignment

Notes:

Before proceeding with this training, print out the accompanying handout.

Then, read and check off each section shown below. By checking each box,

you are attesting that you have completed it.


1.6 Verification Requirements

Notes:

By this point in the application process, the parent has applied and gone

through an interview. To complete the application process, verification must

be provided. A parent gets seven business days from the date the Notice of

Proof Needed (VCL) was mailed to submit verification. If verification is not

received timely, the agency may run eligibility and deny the parent Wisconsin

Shares. However…

1.7 However...

Notes:


When a parent applies for multiple programs at once, the verification due

dates will almost always be different. When this happens, it’s fine to take

action for Shares on the due date, or a few days after. It’s understood that

sometimes documents can take a while to appear in ECF. Anyone can get 30

days from the RFA date anyway. Therefore, a denial that comes a day or two

later than expected is just fine.

However, leave the due dates alone. Don’t align them. It can be tempting to

change them to make them all the same, but this has the potential to have

unwanted effects.

1.8 If an Applicant Needs More Time

Notes:

It can be challenging for a parent to provide all required verification.

Remember that a worker can push out the verification date if needed, and

that foster parents, subsidized guardians, and interim caretakers always get

the 30 days. Assist the parent if they need it. Otherwise, eligibility must be

denied.


1.9 Acceptable Verification

Notes:

With only a few exceptions, parents have to provide actual verification. All

documents should be scanned into ECF. There are three things we allow

parents to self-declare when it comes to eligibility: shared placement

schedule, marital status, and login times for self-paced online classes.

Collateral contact is only acceptable in three scenarios also: employment,

earned income, and receipt of placement payments. Be sure to thoroughly

document anything that is verified through collateral contact!

1.10 FN, PN, WN Codes

Notes:


What if there’s a value that needs to be verified for Wisconsin Shares, but not

for other programs? Think about address for a moment. If a parent is

applying for both Shares and other programs, there needs to be a way to

simultaneously pend, or fail, address verification for Shares as well as pass

address verification for any programs where it’s not required.

There are some special values used to do things such as this: FN, PN, and WN.

In the address example, a worker might use “PN” at initial application, and

then change it to “FN” if address verification is never received. The “WN” code

can get used when Shares has a shorter verification duration than other

programs, and we need to fail Shares eligibility while still pending other

programs. (Example?)

1.11 Non-Financial Eligibility Verification Items

Notes:

Now it’s time to look at the handout that accompanies this module. If you

haven’t already printed it out, it can be found on the “Course Content” tab for

this module’s listing in the PTT Learning Center. In the first table, we

summarize what verification is acceptable and who must verify the

information for Wisconsin Shares Child Care. Take a moment to look over the

table and pause this module until you are ready to continue.


Although most of the table is self-explanatory, there are a few specific things

to be pointed out.

First, note the row near the top that specifies exactly who in the Assistance

Group must verify the item in question. This is extremely handy.

The next item to discuss is Photo identification. ID’s must be current and

unexpired. For Shares, we can’t accept Photo ID’s issued by a village, town,

city, or county. Most ID’s you encounter will be issued by a US state, but we

can also accept Photo ID’s issued by a sovereign nation, such as a tribal ID or

a Mexican consular ID.

Medicaid Birth Record only works as a method of verification if Wisconsin

Medicaid paid for the birth.

Rental agreements can be either formal or informal, and remember the

Doubled-Up Housing policy.

1.12 Verifying Child Placement

Notes:


Anytime there’s foster care, subsidized guardianship, or an interim caretaker,

it must be verified with one of the documents listed in this table. For children

living with a kinship relative, if there’s a court order, it needs to be verified.

This will result in a higher subsidy amount for the parent. But if it’s just a

casual arrangement, meaning there’s no court order, then of course there’s

nothing to verify. The relative can still get Shares for the child, but the

subsidy amount will be a bit lower.

Court orders from other states are allowed. Court orders might have an

expiration date, and if they do, they must be current. The letter from a

caseworker has to include all of the same information as the form 5190, so

it’s usually just easier to use the form. Be aware that form 5190 isn’t valid for

voluntary placements. Also, remember that shared placement can be self-

declared.

One other thing to be aware of is the fact that pending for court order

doesn’t work in CWW - the field itself is broken. Your agency will most likely

have a workaround for this, so be sure to ask your supervisor or a local Child

Care Coordinator for the details.

1.13 How Often to Verify

Notes:

Once again, refer back to the course handout. Read through the second table


and this slide, and click Next when you are ready to continue.

1.14 At Renewal

Notes:

Parents get mailed a VCL at renewal. They have seven business days from

the date it was mailed to provide needed verification. If verification is not

received timely, a worker runs eligibility to generate a Notice of Decision.

If the parent requests more time, the worker must assist the parent in

obtaining verification. The worker may also extend the verification due date

up to one calendar month after the annual renewal date.

If an annual renewal has not been completed and the case is closed more

than a month, a new application is needed and all of the initial eligibility

requirements must be met.


1.15 Rights and Duties as a Worker

Notes:

Sometimes, a parent provides verification that just doesn’t smell right.

If any provided information is questionable, the worker should ask open-

ended questions and request additional verification. For Wisconsin Shares,

there’s no such thing as over-verification. Trust your gut, and don’t be afraid

to ask for that additional piece of information.

If a parent provides additional verification, but things still appear

questionable or falsified, sometimes the worker just has to grit their teeth,

run and confirm eligibility, and then immediately create a referral for FEV in

the Benefit Recovery Investigation Tracking System (BRITS).


1.16 Confidentiality

Notes:

Comments in CSAW must never include confidential information, such as a

diagnosis, treatment plan, or AODA (Alcohol and Other Drug Abuse)

information. Refer to the ECF Handbook for guidance on how to handle these

documents.

1.17 Ending Eligibility

Notes:

There are certain times when eligibility must end for Wisconsin Shares Child

Care, even if it’s the middle of ongoing eligibility. These include:


• The income of the assistance group exceeding 85% of the State Median

Income,

• A parent not being in an approved activity or a break period,

• A determination that a parent committed an Intentional Program Violation,

• An instance of child support non-cooperation, or if

• The primary person moves out of Wisconsin.

1.18 Running Eligibility with Dates

Notes:

Many times, when eligibility must end for a case, we let it end following the

rules of adverse action.

However, there are four reasons workers must ensure that eligibility ends at

the end of the current month. This means if it’s after adverse action, we need

to shut the case down a month earlier than it would otherwise end.

These reasons are: Any instance of Child Support non-cooperation, When

the primary person moves out of Wisconsin, When there are no longer any

eligible children on the case, and the most common - when required

verification isn’t received.


For these scenarios, we need to end eligibility using the following process to

ensure that the correct closure code gets generated. This will also guarantee

that CSAW gets triggered to end the authorization at the end of the current

month.

For example, suppose it’s after Adverse Action in August, and we don’t

receive required verification from a parent. First, a worker runs and confirms

Shares eligibility without dates. This will end eligibility as of October 1st and

also flip the value for Child Care on the “Programs Requested” screen from

“Yes” to “No”. Go back in and change this value back to “Yes”, then run with

dates for September 1st and confirm. This will ensure that the parent doesn’t

get Shares for the month of September.

1.19 Knowledge Assessment

(Multiple Choice, 10 points, 4 attempts permitted)

Correct Choice

Shared Placement Schedule

Marital Status

Begin and end times for

self-paced online classes


X Kinship Care payment approval

Feedback when correct:

You got it! The only three things that can be self-declared for Wisconsin Shares Child Care

verification are:

Marital Status


Begin and end times for self-paced online classes

Feedback when incorrect:

Sorry, that’s not correct. The only three things that can be self-declared for Wisconsin Shares

Child Care verification are:

Marital Status


Begin and end times for self-paced online classes

Notes:


Correct! (Slide Layer)

Incorrect. (Slide Layer)

Try Again (Slide Layer)




Correct Choice

X True

False


That’s right! Medicaid Birth Record only works as a method of verification if Wisconsin Medicaid

paid for the birth.


Actually, Medicaid Birth Record only works as a method of verification if Wisconsin Medicaid

paid for the birth.

Notes:








Correct Choice

Employment

Earned Income

Foster or Kinship Care payment approval

X Parent School Enrollment


Great job! The only three things that can be verified by collateral contact for Wisconsin Shares

Child Care are:

Employment

Earned income



Sorry, that’s not correct. The only three things that can be verified by collateral contact for

Wisconsin Shares Child Care are:


Employment

Earned income


Notes:







Correct Choice

X True

False


That’s right! There’s no such thing as over-verification for Wisconsin Shares. If something

doesn’t seem right, it’s OK to ask for more verification.



Not quite. There’s no such thing as over-verification for Wisconsin Shares. If something doesn’t

seem right, it’s OK to ask for more verification.

Notes:







Correct Choice

The primary person moves out of Wisconsin permanently.

A parent fails to cooperate with Child Support.

A parent fails to provide required verification.

X A parent no longer has any approved activity.

A case no longer has any eligible children on it.



Wonderful! Of the five reasons listed, the only one that doesn’t require running with dates for

the current month is when a parent no longer has an approved activity – in that case, eligibility

may continue according to the Break Period policy.


Sorry, that’s not correct. Of the five reasons listed, the only one that doesn’t require running

with dates for the current month is when a parent no longer has an approved activity – in that

case, eligibility may continue according to the Break Period policy.

Notes:





1.24 Results

(Results Slide, 0 points, 1 attempt permitted)


Results for






Result slide properties

Passing

Score

80%

Notes:


Success (Slide Layer)

Failure (Slide Layer)


1.25 Exit Course

Notes:

Congratulations! You have completed this module. To receive a completed

status, please click Exit Course.

Documents

7 Verification Requirements for Wisconsin Shares - NWT