13.2.3 Referrals for Front-End Verification

13.2.3.1 Timeliness of Front-End Verification

13.2.3.2 Sources for Front-End Verification

13.2.3.2.2 Information by Collateral Contacts

13.2.3.2.4 Vehicles & Assets Information

A referral for FEVFront-End Verification is completed when an investigation is needed to verify specific error-prone characteristics relating to program applications, reviews, or changes in circumstances. When the W-2Wisconsin Works agency suspects fraudulent reporting, the case must be referred for fraud investigation, not FEV.

The steps the W-2 agency must take to initiate and process a FEV referral are as follows:

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; and

3. Provide specific information regarding the referral in BRITS.

13.2.3.1 Timeliness of Front-End Verification

The W-2Wisconsin Works 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 comments and provide an explanation.

13.2.3.2 Sources for Front-End Verification

To verify information that prompted a FEVFront-End Verification referral, the W-2Wisconsin Works agency must determine the appropriate source(s).

13.2.3.2.1 Field Investigation

When documentary evidence is insufficient to determine eligibility or when a case fits the error-prone profile, a visit to the individual’s residence may be appropriate. The W-2Wisconsin Works agency must provide the individual advance notice of the date of the visit and document issuance of the notice in BRITS. Field investigations should take place during normal business hours unless there are special circumstances.

W-2 agencies must follow these steps when conducting field investigations:

1. At the residence, identify yourself to the individual and explain the reason for your visit;

2. Request identification (Social Security card, driver’s license, state ID, etc.) from the individual;

3. Treat the individual(s) and all other persons in the household with respect. Do not coerce the individual(s);

4. Ask permission to enter the residence. Do not attempt to enter if the individual refuses to give consent. Do not tell the individual that there will be automatic denial of the case;

5. Inform the individual who gave consent for you to enter the residence that the consent may be withdrawn at any time; and

6. Ask to see areas of the residence. Do not demand access to or inspect areas or items without the individual’s consent.

13.2.3.2.2 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:

· Employers;

· Landlords;

· Social service agencies;

· Migrant service agencies; and

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

13.2.3.2.3 Surveillance

W-2Wisconsin Works agencies may use legal surveillance in completing an investigation of residence or household composition.

13.2.3.2.4 Vehicles & Assets Information

Examples of sources to verify vehicles and assets include:

· Department of Transportation;

· Register of Deeds for mortgage or debt information;

· Credit bureaus;

· Banking and other financial institutions, including prepaid debit card accounts; and

· Auto appraisers for collector vehicles.

See Chapter 4 for additional sources to verify assets.

13.2.3.2.5 Income Information

Examples of sources to verify income include:

· State wage matches;

· Contact with employer;

· State and federal tax information;

· Child support records;

· SSA; and

· Financial institutions.

See Chapter 4 for additional sources to verify income.

History: Release 16-01.