Use a collateral contact when the person cannot get evidence or when the evidence given is not sufficient. The CAO may make a collateral contact in person, through the mail, or by telephone with anyone who can be expected to give reliable information. Sources include, but are not limited to, an employer, a neighbor, a landlord, a community social service agency, or a third party.
The CAO must tell the person to make a collateral contact to get the required verification.
The CAO must make a collateral contact when:
The person has made every reasonable effort to get the information, but without success.
The information from the person needs clarification, and the CAO believes a collateral contact would produce better results.
The person’s circumstances are such that the CAO decides it must expedite the eligibility determination process to avoid unnecessary hardship.
The CAO suspects the person is holding back information or providing incorrect or false information.
The CAO knows that the person cannot get the required verification.
At application, the CAO requests written consent to make collateral contacts. The CAO will request all eligible applicants over the age of 18 to sign an Authorization for Release of Information (PA 4). See Chapter 178, Section 178.2.
The consent of the person should not be needed for some collateral contacts. However, if requested, the CAO must attach a copy of the PA 4 to a written request for verification for the following collateral contacts:
Public records, such as courthouse records, vital statistics, and motor vehicle registration
Employers, for information whose release is required by Section 487 of the Public Welfare Code
Banks, for information whose release is required by Section 487 of the Public Welfare Code
The CAO must try to notify the person before contacting a third party for information about the person.
NOTE: The CAO must never contact or try to contact the alleged abuser in a domestic violence situation. If the person alleges that he or she is a victim of domestic violence, the CAO should not contact a third party for verification unless the person consents.
Exception: The CAO does not need to notify the person if making the contact because fraud is suspected.
The CAO must use collateral contacts on a planned and selective basis. Every effort will be made to have cooperative relationships with sources of information. Appendix A contains a list of forms the CAO may use to request information and verification from a third party. For information on the Past Employ verification service, see Appendix F.
Reissued July 26, 2018; Replacing September 20, 2012