CT: 4 Identity / Residency Determination & Documentation (New.v2)

Effective Date: 12/02 Downloads: PDF Version    Revised Date: 05/17
   

Policy

To ensure a clients identity/categorical eligibility and to establish that the participant resides within Nevada.

Procedure

Proof of Identification

  1. At certification, clinic staff will request and verify each applicant’s identification.
  2. At subsequent certifications, staff may use visual recognition to determine identity once the initial proof of identity has been established. Visual recognition must be documented.
  3. Transfers: A person who transfers from another area (in or out of State) must present proof of identification.
  4. The following is accepted documentation of identity:

Infants or Children

  • Immunization record
  • Hospital birth record
  • Birth certificate
  • Medicaid Card

Women or Adult (parent, guardian or proxy)

  • Photo ID (such as drivers license, passport)
  • Work or School ID
  • Medicaid Card
  • Military ID
  • Health benefits or Social Services card
  • Pay stubs
  • Voter registration
  • Tribal ID card

Proof of Residency

  1. At certification, clinic staff will request and verify where each applicant lives (resides) within the jurisdiction of the State.
  2. Transfers: A person who transfers from another area (in or out of State) must present proof of current residency.
  3. The following is accepted documentation of residency:
    • Current utility bills for the residence reported
    • Rent or mortgage receipts for lodging/housing
    • Statement from landlord
    • State of Nevada driver’s license or state I.D. with current physical address
    • Health benefits or Social Services letter
    • Pay Stubs
    • Voter Registration
    • Tribal ID card
  4. A P.O. Box address is not acceptable for proof of residence.
  5. The parent/guardian’s proof of residence applies to the infant/child. The child’s name does not have to appear on the statement.
  6. If the applicant has no proof of residence with their name, e.g., living with a friend, that individual can sign a statement confirming the applicant’s residence.

Documentation of Identification and Residency

All proof of identification and residency must be documented within the applicant’s chart. Clinic staff will record a specific description of the documents on the “Rights and Responsibilities” form. If not receiving benefits, verification of sponsor or proxy identification will be documented by checking the ‘Sponsor or Proxy Identification Verified’ box on the “Rights and Responsibility” form.  One proof of residency may be used to certify the entire family if the member charts are cross referenced. Routine photocopying of documents is not allowed.

 

Missing or Insufficient Proof of Identification/Residency

WIC staff will routinely and clearly communicate to applicants the kinds of information they are required to bring to their appointments, however if an applicant/participant fails to provide the necessary documentation, local agencies are instructed to implement following:

 

  1. If determined that the applicant meets other eligibility criteria, screen for residency and/or identity criteria based on self-declaration, provide one month (30 days) of food benefits and require that appropriate documentation be brought in before more benefits are issued.
    • If the participant returns within the 30-day period with the missing and appropriate documentation, their certification period will continue from the original date that the applicant was certified. Use same R&R to document residency/identity, initial and date and provide remaining months of benefits due.
    • If the participant fails to return within the 30-day period, the certification period expires. If that same person returns after the 30 day period, a new certification process must be conducted as outlined in CT: 1. The certification cannot be back-dated to the first date the participant presented themselves at the clinic.
  2. Applicants with no proof of identity/residency, such as a victim of theft, loss, or disaster, a homeless individual, or a migrant worker, must sign the “Rights and Responsibility” form: confirming his/her identity and residency, accompanied by a brief notation by the WIC staff explaining why the applicant could not produce sufficient proof. The applicants file will be flagged, for follow-up at subsequent appointment to secure proof.

 

All applicants must complete the “Rights and Responsibility” form if temporarily self‑declaring. Clinic staff will follow-up and document