Page Income Eligibility Verification System IEVS 44100N 1of 6 Revision Date November 1 2022 Background The Income Eligibility Verification System IEVS is a computerized information system which performs data matches against several agency data bases to verify income and property Purpose The purpose of this section update is to provide clarification on the processing requirements for the Recipient IEVS matches for open and closed cases along with changes to the Integrated Fraud Detection IFD match threshold level Policy IEVS matches use the customers name and Social Security Number SSN and match with the following Employment Development Department EDD Wage Information EDD Unemployment Insurance Benefits UIB and State Disability Insurance SDI Internal Revenue Service IRS and Franchise Tax Board FTB Social Security Administration SSA Title II Social Security Benefits SSA Title XVI Supplemental Security IncomeState Supplementary Payment SSISSP Benefits State Welfare Information Files InterCounty Duplicate Benefit Intentional Program Violation IPV Disqualification Information Outstanding Overpayment Information IEVS Report Components There are two components to IEVS Applicant IEVS Verifies eligibility of individuals who are applying for multiple social services programs Recipient IEVS Verifies ongoing eligibility of current or former CalWORKs customers A series of matches that is received throughout the year The matches contain data regarding income assets incarceration employer or other data that might affect program eligibility or benefit level The IEVS reports consist of the following data matches Beneficiary Earnings Exchange Record BEER Provides wage information that includes outofstate wages selfemployment and wages not previously reported to the EDD Franchise Tax Board Asset Match System FTB Provides information on interest and dividends from asset accounts Integrated Fraud Detection IFDEarning Clearance System ECS Match Provides wage information reported to the EDD by California employers It also provides a list of possible customers who simultaneously receive CalWORKs CalFresh SSISSP benefits Effective March 2020 the IFD match tolerance level is 3000 2of 6 Internal Revenue Service Asset Match System IRS Provides information on unearned income such as interest or dividends reported to the IRS and other income information not on the FTBs file Payment Verification System PVS SSA provides information on Retirement Survivors and Disability Insurance EDD provides information on UIBSDI California Youth Authority CYA Provides the CDSS with a file of minors incarcerated in juvenile hall or other county juvenile facilities Deceased Persons Match DPM Provides information from SSA on deceased individuals and uses the information to verify and otherwise ensure that CalWORKs and CalFresh benefits are not issued to deceased individuals or individuals who are using the SSN of a deceased person Fleeing Felon Match FFM Department of Justice provides the CDSS with a computer file of all felony warrants from the Wanted Persons System New Hire Registry NHR Provides information on welfare customers who were recently hired rehired or returned to work Nationwide Prisoner Match NPM Provides information on individuals currently incarcerated Requesting IEVS Reports IEVS reports must be requested for customers applying for or receiving assistance and whose income and resources are considered in determining eligibility if the SSN is obtained At intake IEVS reports must be requested at the first available opportunity following the receipt of the necessary information from the customer but no later than 5 working days after the signed statement of facts is completed For redetermination IEVS reports must be requested at least 15 days prior to the redetermination interview in order to assist with the determination of ongoing eligibility Processing IEVS Reports Upon receipt of an IEVS match the data must be reviewed and compared to the case record to determine whether it affects eligibility or benefit level Any information that is significantly different from the information provided by the customer must be clarified Significantly different means the difference could affect current or prior eligibility or benefit level IEVS information must be verified before any case action can be taken to terminate deny or reduce benefits based on this information If the IEVS information is consistent with the information provided by the customer verification from the customer or thirdparty source will not be requested If there are no changes to eligibility or benefit level a case comment will be entered documenting that determination 3of 6 IEVS as A Primary Source Verification IEVS information which is received directly from the agency which provides the incomebenefit is considered as primary source verification Independent verification is not required unless the IEVS data is questionable IEVS information which can be considered verified from primary sources includes Social Security and SSISSP benefit information received directly from SSA CalWORKsTANF benefits information UIBDIB benefit information IEVS Information Requiring Independent Verification IEVS information received from a source other than the agency which provides the incomebenefit is not considered adequate for verification purposes This information must be independently verified IEVS information which is not adequate for verification purposes includes Wage information received from the FTB rather than the employer Interestdividend information received from the FTB rather than the bank or financial institution Independent verification must include The amount of the asset or income involved from the employer or institution A determination as to whether the customer hashad access to the asset or income Identification of the period when the customer had the asset or income limited to the period covered on the match received o If an appropriate thirdparty payroll source provides information beyond what was reported in an IEVS match showing the customer potentially missed a mandatory report for example over IRT staffstillwillattemptto verifythe discrepancybysending a letter tothecustomer If thecustomer fails or refuses to respond with sufficient information to clear the discrepancy the income reported by the appropriate thirdparty payroll source will be considered as verified and a determination of its effect on eligibility will be made in accordance with program rules Overpayments may be assessed in accordance with program rules for the months the customer failed to report income over their IRT If the thirdparty payroll source information shows current income program rules will be applied to determine if the income affects current benefit levels Discrepant Information Information received before the application interview Discrepancies will be discussed and resolved during the interview if possible A thirdparty contact may be necessary Resolution of the discrepancies must be thoroughly documented in case comments For information received after the application interview or after granting the case a customer contact will be made The request for clarification must explain what information the county has how it affects the customers eligibility or benefit level and what action will occur if the customer does not respond The customer will be given 10 days to respond to the request for IEVS clarification If the customer requests an extension of time to obtain the information a reasonable extension will be allowed If the customer is unable to obtain the information assistance will be provided by staff through seeking verificationfroma thirdparty Acustomerswritten authorizationwill be obtained only when 4of 6 requesting information from banking institutions If neither the customer nor staff can get the information a sworn statement will be accepted as verification The determination to accept a sworn statement must be documented in the case comments Since FTB information may be old the financial institution may be unable to provide the information or may request a fee As a last resort a sworn statement from the customer will be obtained and a referral to the Bureau of Public Assistance Investigation BPAI will be made Eligibility will be determined based on the sworn statement pending the BPAI investigation results The determination to accept a sworn statement must be documented in the case comments Customers must be denied or discontinued without further inquiry if a determination is made that the customer is ineligible Response Received Once the verificationis receiveda determinationwill be made on the effectoneligibility or benefitlevel and action will be taken If the customer is ineligible the case will be denieddiscontinued and an evaluation will be done for past or current overpayments No Response If the customer fails or refuses to respond to the request for information the appropriate income or benefit source will be contacted Employers or thirdparty payroll sources such as the Work Number are appropriate income sources for the purpose of verifying IEVS discrepancies If the source provides information to verify the IEVS discrepancy case action will be taken or a case comment will be made that no action is required on the case If the customer fails to assist in clearing the IEVS discrepancy staff must document the discrepancy for resolution with the customer by the next SAR 7 or redetermination If the customer still does not provide sufficient information at the next SAR 7redetermination whichever is sooner the SAR 7redetermination will be considered incomplete and the case will be terminated Processing Timeframes for IEVS Matches An IEVS match followup must be completed within 45 calendar days of the match being received Potential discrepancies are considered DiscoveredIdentified on the run date or date of receipt of the IEVS match whichever is later Further federal rules state that IEVS matches are considered Initiated and Pursued when the county has received the match and determined whether it may affect eligibility or benefit level If there is no discrepancy based on the customers reporting requirements a case comment will be entered documenting that determination If a potential discrepancy exists a request for verification form will be mailed to the customer within 45 days of receipt of the IEVS match Completion of IEVS Match Processing For open cases a case is considered open if the customer is receiving aid when the county receives the IEVS match abstracts all of the ten IEVS matches are considered Completed when the county has either established the overpayment by the quarter after the quarter in which the discrepancy was DiscoveredIdentified or determined that no discrepancy exists based on the customers reporting 5of 6 requirements A case comment must be entered documenting that determination All IEVS match abstracts that are 36 months old or less from the date of receipt must be processed This guideline does not apply to cases where fraud is suspected Example On 100122 an IFD match is received The county has until 111422 to review the match and determine if a potential discrepancy exists based on the customers reporting requirements SAR IRT etc This includes the mailing of a verification letter to the customer whose eligibility or benefit levelmaybe affected notifying them By033123a determinationmust be made using the information obtained directly from the customer or from a third party as to whether to reduce or discontinue the case The initial 45day processing timeframe does not apply to CYA DPM FFM and NPM matches However if the cases that the abstract pertains to are open a determination must still be made whether there is an overpayment by the quarter after the quarter in which any one of these matches are received IEVS matches for closed cases However the worker must still process these matches as soon as administratively possible A case is considered closed if the customer is not receiving aid at the time the county receives the IEVS match abstracts A pending investigation by BPAI for potential criminal prosecution or IPV determination cannot delay the processing of the IEVS match The worker must determine if an overpayment has occurred Overpayments If an overpayment occurs establish the overpayment by the quarter after the quarter in which the discrepancy was discoveredidentified The customer cannot be subject to criminal prosecution for any overpayment of benefits received any month following the 45th day if the county does not provide the customer a Customer Verification Letter by the 45th day from the receipt of the IEVS data match showing a potential discrepancy requesting the customer confirm the information on the match Timely and adequate notice for the establishment and collection of the overpayment by the quarter after the quarter of the IEVS showing a potential discrepancy When generating a referral to BPAI for potential prosecution ensure the following criteria are met 1 Customer was sent a Verification Letter by the 45th day from the receipt of the IEVS data match or New Hire Report whichever comes first requesting the customer confirm the information on the match 2 Timely and adequate notice for the establishment and collection of the overpayment was sent to the customer within the quarter after the quarter of the IEVS showing a potential discrepancy 3 There are two completed perjured documents in the overpayment period signed by the income earner dated and filled out completely 4 The overpayment period dollar amount is over 1500 after the first perjured document was submitted to the county County of San Diego Health and Human Services Agency HHSACalWORKs Program Guide Income Eligibility Verification System IEVS Number Page 44100N 6 of 6 Procedures CalWORKs Processing Guide 44100N1 Integrated Fraud Detection EPPG New Hire Registry NHR Report Processing References Manual Policies and Procedures MPP 20006 22071 22072 222014 2230545 All County Letters ACL No 1741 17118 1822 1978 2084 2103 2116 All County Information Notice ACIN No I3022 Sunset Date This policy will be reviewed for continuance by November 30 2025 Approval for Release Rick Wanne Director SelfSufficiency Services