Quarterly File Review

Why do we do the quarterly file review?

• To make Jodi happy

• To make sure we are all on the same page and to look for additional training opportunities

• To win a gift card

If The Work Number verification does not show the pay frequency and there are not enough pay periods reflected to confirm it, the best practice would be to:

• Get a self-declaration from the applicant/resident

• Look at the pay period end dates and assume the pay frequency is bi-weekly

• Ask for paystubs

For late recerts:

• Any date is acceptable on the paperwork provided

• All forms and paperwork must be dated within 120 days of the effective date

• All forms and paperwork must be dated within 120 days of each other

For new hires at time of recertification:

• A minimum of 4 stubs are required

• 4-6 stubs are needed depending on the pay frequency

• A minimum of 1 stub is required (2 preferred)

If an agency is reducing a family's benefits to adjust for a prior overpayment (e.g., social security, SSI, TANF, or unemployment benefits), we will:

• Count the full amount including overpayment

• Count the amount that is actually provided after the adjustment

• Ask for a new letter that does not show any overpayment

What amount would we use to document SSI income for this resident?

• $519.94

• $611.34

• $91.40

When no child support income was documented at time of move-in and it is reflected at time of recert, we will:

• Ask for a self-declaration from the resident confirming the start date of child support payments

• As for a management clarification confirming the start date of child support payments

• Ask for the child support court order

When SS/SSI income is being verified at time of recert but was not documented at time of move-in, we will:

• Ask for a Notice of Award to document the date this benefit was awarded

• Ask for a self-declaration from the resident confirming the start date of this benefit

• Accept a management clarification confirming the start date of this benefit