A self-declaration is a statement from the client, attesting to an expense amount or other circumstances of the case. There are three types of self-declarations:
Verbal - a verbal declaration from the client with no signature; or
Telephonic - a verbal declaration followed by the client providing a signature via the telephonic signature line; or
Written - a signed statement from the client. Acceptable verification requirements for documents that usually require a signature are outlined here: Signatures on Verification.
There are a limited number of items that can be self-declared. Self-declarations must be accepted for these items. Once a self-declaration has been submitted for a qualifying item you must not send a VC-1 for it unless the information reported is questionable.
Any signed document attesting to a self-declarable verification item must be accepted. This includes, but is not limited to, signed Applications, Interim Reports, Recertifications or Reevaluations, and any other written or typed correspondence from a client that contains their signature including a typed or digital signature.
Verbal Self-Declarations
Some eligibility factors do not require a written or telephonic self-declaration. For such items, DTA can rely solely on the client’s verbal attestation. The items that clients can verbally self-declare include, but are not limited to, the following:
Cross Programs
Date of birth
SSN (DTA subsequently verifies this through the SSA)
SNAP
The purchase and prepare arrangement of household members
Name(s) of child(ren) for whom Child Support payments are being made when verified through UI Online
Report loss of food due to household misfortune
Telephonic Self-Declaration
Only the following items can be verified using a telephonic self-declaration:
Cross Programs
Voluntary closure/withdrawal of their case
Dependent care expenses
Request for Heightened Level of Security
TAFDC and EAEDC
Cash on hand
Information of people who have joined or moved out of a household
Past due housing and utility costs
Good cause for refusing a bona fide offer of employment or training for employment
TAFDC housing type
EAEDC living arrangements A, B, H and D
Who they live with
For other verification items needed to determine TAFDC and EAEDC eligibility and benefit amounts, regulations state that only when the client has taken all necessary steps to obtain verification through documentary evidence and collateral contact, and no verification is available, that telephonic verification may be accepted as verification for the following eligibility factors:
ownership of bank deposits
inaccessibility of joint bank accounts and securities
age
relationship
Canadian-born Indian status
good cause for failure to cooperate with the Child Support Enforcement Unit
good cause for refusing a bona fide offer of employment or training for employment
paternity
temporary absence
health insurance coverage
termination of employment.
SNAP
Shelter expenses
Utility expenses
Mileage related to dependent care expenses
Mileage related to medical expenses
Non-receipt of room and board fee in foster care arrangement (if foster care arrangement verification indicates a fee for room and board, but the caregiver tells you that they do not charge for room and board)
40 work quarters
Amount of combat pay made available to the household by deployed service member
Opt-out of mandatory income averaging for Bay State CAP client with fluctuating income
Opt-out of Bay State CAP reporting
Opt-in to Bay State CAP reporting if client had previously opted out
Student Eligibility/Meal Plan
Intent to continue residing in Massachusetts (if the client appears on the Out-of-state EBT Usage Match)
Note |
If a client who appears on the Out-of-state EBT Usage Match provides a telephonic self-declaration of their intent to continue residing in Massachusetts, you must disposition the Out-of-state EBT Usage Match and, if applicable, remove the pending closure for outstanding residency verification. If the client’s residency remains questionable even after they provide the telephonic self-declaration, you must notify your TAO Management to determine whether a fraud referral is appropriate. |
Written Self-Declarations
The following items can be self-declared. Clients must submit a written and signed self-declaration for these items, including a digital or typed signature.
Cross Programs
Earned Income. Earned income must be verified with documentary evidence. If the client cannot obtain documentary evidence, you must assist the client by using collateral contact. Collateral contact attempts must be documented in the narrative. If verification via documentary evidence and collateral contact are not obtainable, a written/typed and signed self-declaration may be accepted as verification as a last resort.
Reminder |
You must attempt to verify earned income information using the Work Number at application, recertification, or Interim Report, prior to sending the client a VC-1. If the client disputes the income available in the Work Number a VC-1 must be sent. |
Unearned Income. Unearned income must be verified with documentary evidence if it is not available through an external data source. If the client cannot obtain documentary evidence, you must assist the client by using collateral contact. Collateral contact attempts must be documented in the narrative. If verification via documentary evidence and collateral contact are not obtainable, a written/typed and signed self-declaration may be accepted as verification as a last resort.
Important |
Earned and unearned income are listed here as examples of verification elements that usually require documentary evidence, but for which a written self-declaration is acceptable as a last resort. Accepting a written/typed self-declaration as a last resort in lieu of documentary evidence and collateral contact is also allowed for most other verification elements. |
SNAP
Household Misfortune. Household Misfortune requires a signed SNAP 9-B form or a written and signed self-declaration attesting to the loss of food purchased with SNAP benefits, including the reason for the replacement request and verification of the loss. Clients can continue to report the loss verbally. For more information, see Household Misfortune Procedures.
Requesting Verifications That Are Preferably Self-Declared
Whenever you attempt to issue a VC-1 or INT-2 for an item for which the preferred method of verification is a self-declaration you will receive a warning edit on the verification page of BEACON which states:
“Some of the verification items listed in the ECF Verification tab can be verified as Self-Declaration or using data from a trusted match. Please review the verification items that are not verified.”
If the verification items are questionable, select the Questionable button to complete your response before printing a VC-1.
The Questionable Verifications page reads: “A self-declaration is the preferred type for this verification. Do you have a self-declaration at this time?”. If No is selected no further action is needed on this page. If Yes is selected, the toggle buttons for “Is this information questionable” must then be answered. If the document is not questionable and you select No, you must verify the item as a Self-Declaration in the Verifications Tab. If Yes is selected, you must click the icon and submit a detailed note explaining why the document is questionable. This will copy into the Narrative.
Note |
If the client submits a written/typed and signed self-declaration for any self-declarable verification item, you must accept the verification. Do NOT direct the client to resubmit the self-declaration using the telephonic signature line. |
If the client provided the Department with a self-declaration that is considered questionable the VC-1 that follows will not list self-declaration as a verification type that can be provided.
Note |
The warning edit and Questionable Verifications page will also appear whenever you attempt to send a VC-1 for a self-declarable item for which telephonic signature is preferable. |
Verifications Policy and Procedures (EAEDC)
Verifications Policy and Procedures (TAFDC)