13.2.1  Front-End Verification

13.2.1.1 Referrals for Front-End Verification

13.2.1.2 Conducting Front-End Verification

13.2.1.2.1 Timeliness of Front-End Verification

13.2.1.3 Sources for Front-End Verification

13.2.1.3.1 Information by Collateral Contacts

13.2.1.3.2 Suggested Sources of Verification

13.2.1.3.3 Difficulties Verifying Information

 

Front-End Verification (FEV) is a method of prevention that involves additional verification and review of cases that display characteristics of potential program violations or errors. This includes: 

  1. Error-prone case characteristics (see 13.2.2); or

  2. Questionable eligibility information provided by individuals:

    1. When applying for the W-2 program or a JAL;

    2. At eligibility review; or

    3. When reporting a change.

 

13.2.1.1 Referrals for Front-End Verification

A referral for FEV is complete when it is determined that an investigation is needed to verify specific error-prone characteristics relating to program:

·        Applications;

·        Reviews; or

·        Changes in circumstances.

When the W-2 agency suspects fraudulent reporting, the case must be referred for fraud investigation, not FEV.

The W-2 agency must take the following steps to initiate and process an FEV referral:

  1. Compare the case characteristics to the agency’s error-prone profile;

  2. Create a referral for FEV in BRITS and specify the error-prone reason(s) of concern;

  3. Provide specific information regarding the referral in BRITS;

  4. Upload any supporting documentation;

  5. Perform a more in-depth verification than the routine verification for eligibility determination;

  6. Record the results of the investigation in BRITS and proceed with eligibility determination; and

  7. Establish an overpayment, if applicable.

 

13.2.1.2 Conducting Front-End Verification

The W-2 agency is responsible for conducting FEV only when:

  1. The case exhibits error-prone characteristics; or

  2. Information supplied by individuals at application, review, or when reporting changes is questionable.

FEV must not be routinely applied to all cases. W-2 agencies must establish an error-prone profile for use to determine if a case meets the criteria for an FEV referral. (See 13.2.2)

 

EXAMPLE 1: Maya applies for W-2. During her intake appointment, she states she has no income. Maya does not receive other assistance but has no problems making rent. Based on this information, the FEP decides to refer Maya’s application for FEV as her reported income amount is questionable.

 

EXAMPLE 2: Kendra applies for W-2. During her intake appointment, she provides all requested information and there is nothing questionable about her responses. Kendra’s case would not be appropriate to refer for FEV as there are no indicators of fraud.

 

13.2.1.2.1 Timeliness of Front-End Verification

The W-2 agency must conduct front-end investigations within 30 calendar days from the date the referral was created in BRITS. If a front-end investigation is expected to exceed 30 days, the W-2 agency’s fraud representative must record an extension due date in BRITS comments and provide an explanation.

 

The W-2 agency must observe application and payment processing deadlines and must not delay eligibility determination and payment due to FEV. If the FEV results indicate the need for a fraud referral, and a payment has already been issued, the W-2 agency can establish an overpayment after completing a fraud investigation.

 

13.2.1.3 Sources for Front-End Verification

To verify information that prompted an FEV referral, the W-2 agency must determine the appropriate source(s).  

 

13.2.1.3.1 Information by Collateral Contacts

A collateral contact is an oral or written confirmation of a household’s circumstances by a person outside the household.

Examples of acceptable collateral contacts may include, but are not limited to:

·        Employers;

·        Landlords;

·        Social service agencies;

·        Migrant service agencies; and

·        Neighbors of the household who can be expected to provide accurate third-party verification.

 

13.2.1.3.2 Suggested Sources of Verification

See 4.1.2 for suggested sources to verify questionable information.

 

13.2.1.3.3 Difficulties Verifying Information

If the W-2 agency has difficulty verifying the information that prompted an FEV referral, the agency must attempt all methods of communication, including, but not limited to, phone calls, letters, and emails. If the W-2 agency is still unsuccessful in obtaining additional verification, it must contact its DCF Regional Administrator or Coordinator for guidance.

 

 

 

 

History: Release 25-01; Release 20-01; Release 16-01.