Pennsylvania Code › Title 55 - HUMAN SERVICES › Part II - Public Assistance Manual › Subpart E - Verification Process › Chapter 205 - STEPS IN VERIFICATION › STEPS IN VERIFICATION PROVISIONS › Section 205.4 - Procedures

Current through Register Vol. 54, No. 28, July 13, 2024
(a)
General.
Steps in verification procedures will generally be as
					 follows:
(1) Requests for verification of a
					 resource or other specified information will be initiated by designated county
					 office personnel using prescribed forms. The forms may be prepared in pencil or
					 in whatever manner is determined locally. Only one copy will be required. Where
					 no form has been provided to cover a given situation, a Case Message, Form PA
					 85, or a memorandum will be used. Requests will be sent to the person or unit
					 responsible for verification.
(2)
					 The person initiating the request will be responsible for maintaining a control
					 to prevent duplication of requests. Delays in getting the information will
					 often occur and to make additional requests for the same information may
					 further complicate and delay the process of getting a reply. A copy of the form
					 sent requesting the information will be retained in the current case record
					 until the information is received. If it is necessary later to inquire as to
					 the status of a verification request, the initiator should use a case message
					 or memo and list the identifying information given in subsection
					 (a)(1).
(3) Upon receipt of the
					 forms from the persons requesting investigation, the employe or unit delegated
					 to obtain the information will do the following:
(i) Separate them into three groups as
					 follows:
(A) Those which may be handled by
					 telephone.
(B) Those which will be
					 mailed.
(C) Those requiring
					 personal contact.
(ii)
					 For those to be handled by telephone or personal contact, the required
					 information will be obtained and the form returned to the originator.
(iii) For those to be mailed the employe or
					 unit delegated will do the following:
(A) Type
					 the required number of copies which are mailed to the source of
					 information.
(B) File the copy of
					 the initiator in a tickler file for follow-up purposes. Be certain that the
					 name and address of the county office appears on forms and that a stamped
					 return-addressed envelope is enclosed, where appropriate.
(iv) Upon return of the completed form from
					 the source of information the employe or unit delegate will do the following:
(A) Remove the tickler file copy and destroy
					 it, except for recurrent requests.
(B) Send the completed form to the employe
					 who originated it.
(4) The forms and methods contained in this
					 section used for obtaining information are in addition to those which appear
					 elsewhere in Department procedures.
(5) If attempts to obtain information from a
					 particular source have failed, the central location and resources unit will be
					 notified to explain what efforts have been made and the reasons, if any, for
					 refusal to furnish essential data.
(6) Files which are essential to efficient
					 operation of the Resource Verification Unit should be maintained. However,
					 constant study should be directed toward the files so that they may be
					 discontinued or modified when their usefulness no longer exists or is
					 lessened.
(7) Temporary files used
					 to control movement of forms when verifying data will be discussed under the
					 heading pertaining to the situation concerned. Another file which will be
					 useful in certain county offices is the employer card file.
(8) The maintenance of good contacts with
					 employers will often be dependent upon the efficiency of the methods used to
					 obtain information. The Employer's File Card, PA 75, will be used as a record
					 of the plan agreed upon with employers to obtain information.
(9) The reverse side of the PA 75 should be
					 used for pertinent information that might be helpful in maintaining a mutually
					 satisfactory relationship with the employer. Although this information may not
					 be necessary to the county office employe currently contacting employers, it
					 will be very helpful if another employe is designated to handle the contacts.
(10) The forms and methods
					 contained in this section will be used to obtain information.