Child Care Bureau: Improper Payments: State Survey Analysis Report: Appendix 15

State Survey Analysis Report

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APPENDIX 15. STATES DATA SOURCES USED AND CONSIDERED MOST EFFECTIVE TO ENSURE ACCURATE PAYMENTS

15. Data sharing: Indicate whether or not your State utilizes this source to better ensure accurate payments under the program. (This question also asked States to indicate when in the process the source is used, and/or how often that source is used, and the 3 items considered the most effective.)

State	Sources	What stage in the process	Frequency	Effective
24 State agencies responded to Question 15 (Appendix 15: pp. 87–103)
Alabama	b. Other human services programs in your agency/State	At Initial Application and redetermination	As often as changes are reported
	r. K-12 school systems	Before payment is issued/changes reported	Changes are reported
	s. Community colleges	Before payment is issued/changes reported	Changes are reported
	t. Other providers of services, education, training	Before payment is issued/changes reported	Changes are reported
	u. Child support	Before payment is issued/changes reported	Changes are reported
	v. Social Security Administration (SSA) form W-2 (wage statements)	Before payment is issued/changes reported	Changes are reported
	w. SSA Social Security number verification	Before payment is issued/changes reported	Changes are reported
	x. SSA Supplemental Security Income (SSI) data	Before payment is issued/changes reported	Changes are reported
Arizona	a. Income Eligibility Verification System (IEVS)	Our system interfaces with a system called AZTECS which houses the eligibility information for TANF, FS, and Medicaid (MA) in the State of Arizona. The AZTECS system interfaces with IEVS, so we can obtain this information through our interfaces, in addition child care staff have direct access to inquire into the AZTECS system. At initial interview, at 6 month review intervals, and as changes occur in the TANF case (we receive electronic alerts through an interface with the AZTECS system which interfaces with IEVS)	On an individual case at least every 6 months, more often if changes in the TANF case occur.
	b. Other human services programs in your agency/State	Referrals from the TANF Jobs program, Child Protective Services (CPS), Division of Developmental Disabilities (DDD), tribal Native Employment Works (NEW), verification of Child Support income through the Division of Child Support Enforcement (DCSE), background checks for providers in the CPS system (all prior to issuing payment)	Normally at least every 6 months, at client review, depending on the program and our agreement with them	ü
	c. State department of labor or employment security	Through quarterly cross match reports, at initial interview, and reviews every 6 months. (both before and after issuance of payment)		ü
	e. State department of motor vehicles	During investigation for potential program violations (after issuance of payment)	As needed based on the investigation
	j. Lottery agencies	For recoupment of overpayments (after issuance of payment)	As needed
	k. Prisons and criminal justice agencies at State level	During investigation for potential program violations/ potential prosecution (after issuance of payment)	As needed based on the investigation
	l. National Criminal Information Center (NCIC)	During investigation for potential program violations/ potential prosecution (after issuance of payment)	As needed based on the investigation
	m. Local jails	During investigation for potential program violations/ potential prosecution (after issuance of payment)	As needed based on the investigation
	n. Credit bureaus	During investigation for potential program violations/ potential prosecution (after issuance of payment)	As needed based on the investigation
	o. Financial institutions	In situations where the client’s accounts provide information regarding their income (business accounts for self-employment, verification of interest income, etc.) During investigation for potential program violations/ potential prosecution (after issuance of payment)	As needed
	p. State tax intercepts	During recoupment of overpayments (after issuance of payment)	As needed
	q. Immigration authorities	When information provided by the client is of a questionable nature (before issuance of payment in most cases)	As needed
		When clients are students requesting child care assistance, and during potential fraud investigations. (before issuance of payment in most cases)	As needed
	s. Community colleges	When clients are students requesting child care assistance to attend school. (before issuance of payment)	As needed
	t. Other providers of services, education, training	When clients are students requesting child care assistance to attend school. (before issuance of payment)	As needed
	u. Child support	At initial application and at review	At least every 6 months	ü
	v. Social Security Administration (SSA) form W-2 (wage statements)	When the W-2 is the best indicator of the clients income.	As needed
	w. SSA Social Security number verification	At initial application	Initially
	x. SSA Supplemental Security Income (SSI) data	At initial application and at review for clients who receive social security SSI income	As needed
	z. Other	When a client is employed by a company contracting with the WORK number to verify employment. When an applicant is applying for other-related children and need assistance verifying relationship	As needed
California (DE)	r. K-12 school systems
	s. Community colleges
	t. Other providers of services, education, training
California (DSS)	a. Income Eligibility Verification System (IEVS)	Pre and post approval	Monthly and quarterly	ü
	b. Other human services programs in your agency/State	Approval	Monthly
	c. State department of labor or employment security	Pre and post payment	Monthly	ü
	d. State directory of new hires	Pre and post payment	Monthly	ü
	g. State data (from other States) on length of TANF receipt	Pre-approval	At the time of application
	h. State data (from other States) on potential concurrent TANF receipt		Quarterly
	i. State data (from other States) on client or provider debarment from benefits, for fraud or other infraction		Daily
	k. Prisons and criminal justice agencies at State level	Post approval	Monthly
	l. National Criminal Information Center (NCIC)		Monthly
	m. Local jails	Post approval	Monthly
	p. State tax intercepts	Post approval	Monthly
	q. Immigration authorities	Pre-approval	Monthly
	v. Social Security Administration (SSA) form W-2 (wage Statements)	Pre-approval	Monthly
	w. SSA Social Security number verification	Pre-approval	Daily/monthly/ quarterly/annually
	x. SSA Supplemental Security Income (SSI) data	Pre-approval	Daily
	y. SSI death information	Pre-approval	Monthly
Connecticut	b. Other human services programs in your agency/State	Application, Redetermination, Interim changes	Ongoing	ü
	c. State department of labor or employment security	Questionable circumstances and error prone cases	Ongoing
	e. State department of motor vehicles	Investigation and questionable cases	Ongoing
	k. Prisons and criminal justice agencies at State level	When unknown unregulated provider is added	Ongoing
	l. National Criminal Information Center (NCIC)	When unregulated, non-relative provider is added	Ongoing
	m. Local jails	When unregulated, non-relative provider is added
	p. State tax intercepts	DAS Collections	Annual
	q. Immigration authorities	Child status is questionable	As needed
	t. Other providers of services, education, training	Application, Redetermination, Interim Changes	Daily
	u. Child support	Application, Redetermination	6 month	ü
	w. SSA Social Security number verification	Provider data match	Quarterly
	x. SSA Supplemental Security Income (SSI) data	Available EMS Interface	As needed
Georgia	b. Other human services programs in your agency/State	prepayment	6 month	ü
	c. State department of labor or employment security	Pre/postpayment	6 month review; 12 month redetermine
	v. Social Security Administration (SSA) form W-2 (wage statements)	prepayment	6 month review; 12 month recent	ü
	w. SSA Social Security number verification	prepayment	application	ü
	x. SSA Supplemental Security Income (SSI) data	prepayment	Application; 6 month review
Kansas	b. Other human services programs in your agency/State	post payment pre payment	yearly	ü
	q. Immigration authorities	pre approval post approval	yearly	ü
	u. Child support	pre approval post approval	yearly	ü
	x. SSA Supplemental Security Income (SSI) data	pre approval post approval	yearly
Kentucky	b. Other human services programs in your agency/State	Initial interview TANF	12 months
	g. State data (from other States) on length of TANF receipt	Initial interview
	i. State data (from other States) on client or provider debarment from benefits, for fraud or other infraction	Initial interview
	p. State tax intercepts	Before check issue	Weekly payment run
Maryland	a. Income Eligibility Verification System (IEVS)	Pre and post payment	At least once yearly
	c. State department of labor or employment security	Pre and Post payment	At least once yearly	ü
	f. Public Assistance Reporting Information System ( PARIS)
	q. Immigration authorities	Prepayment	As needed
	u. Child support	Pre and post payment	At least every 12 months	ü
	v. Social Security Administration (SSA) form W-2 (wage statements)	Pre and post payment	When available
	x. SSA Supplemental Security Income (SSI) data	Pre and post payment	At least once every 12 months	ü
	y. SSI death information	Postpayment	As needed
Massachusetts	a. Income Eligibility Verification System (IEVS)	On Web site	Prior to services
	b. Other human services programs in your agency/State	Pre-payment (for eligibility determination of their clients to receive child care	Department of Transitional Assistance (DTA) & Department of Social Series (DSS) DTA – every six months. DSS – as cases are open and closed
	h. State data (from other States) on potential concurrent TANF receipt
	i. State data (from other States) on client or provider debarment from benefits, for fraud or other infraction
	k. Prisons and criminal justice agencies at State level	Pre- licensing and payment (for family child care) and prior to employee providing direct care services (center-based)	CORI Check
	u. Child support	Request child support info from applicant but not from other agencies
	v. Social Security Administration (SSA) form W-2 (wage statements)	Ask income but no test of SSA
Minnesota	a. Income Eligibility Verification System (IEVS)	For TANF families applying for child care assistance	As needed
	b. Other human services programs in your agency/State	Initial application, & Redeterminations	every 6 months or as needed	ü
	c. State department of labor or employment security	If fraud referral is made	As needed
	d. State directory of new hires	For child support purposes	As needed
	g. State data (from other States) on length of TANF receipt	Currently used for TANF families and available to child care program
	h. State data (from other States) on potential concurrent TANF receipt	For TANF families applying for child care
	i. State data (from other States) on client or provider debarment from benefits, for fraud or other infraction	For TANF families applying for child care
	k. Prisons and criminal justice agencies at State level	Background check for child care providers	Initial application Every 2 years	ü
	o. Financial institutions	Fraud referral	As needed
	p. State tax intercepts	County can get a judgment to recover overpayments	As needed
	q. Immigration authorities	During fraud investigation	When necessary
	t. Other providers of services, education, training	If related to eligibility or when they occur	As needed
	u. Child support	Initial eligibility & redetermination	Initial, 6 months intervals if changes	ü
	v. Social Security Administration (SSA) form W-2 (wage statements)	If needed to determine eligibility
	w. SSA Social Security number verification	When TANF families apply for child care assistance
	y. SSI death information	TANF families only
Mississippi	b. Other human services programs in your agency/State	Approval & Redeter.	Throughout eligibility	ü
	c. State department of labor or employment security	Approval & Redeter.	Throughout eligibility
	o. Financial institutions	Pre-approval	Initial
	p. State tax intercepts	Pre-approval	Initial	ü
	u. Child support	Throughout	Monthly
	v. Social Security Administration (SSA) form W-2 (wage statements)	Approval & Redeter. at 6 months	Initial and every 6 mos.
	w. SSA Social Security number verification	Pre-approval	Initial
	x. SSA Supplemental Security Income (SSI) data	Pre-approval	Initial	ü
Missouri	a. Income Eligibility Verification System (IEVS)	Pre and post payment	At least yearly	ü
	b. Other human services programs in your agency/State	Pre and post payment	At least yearly	ü
	c. State department of labor or employment security	Pre and post payment	At least yearly
	d. State directory of new hires	As information is available	As information is available
	f. Public Assistance Reporting Information System ( PARIS)	As information is available	As information is available
	h. State data (from other States) on potential concurrent TANF receipt	Pre and post payment	One time at initial approval
	i. State data (from other States) on client or provider debarment from benefits, for fraud or other infraction	As information is available	As information is available
	j. Lottery agencies	As information is available	As information is available
	k. Prisons and criminal justice agencies at State level	Pre and post payment	At least yearly
	l. National Criminal Information Center (NCIC)	Pre and post payment	At least yearly
	p. State tax intercepts	As information is available	As information is available
	r. K-12 school systems	As information is available	As information is available
	s. Community colleges	As information is available	As information is available
	t. Other providers of services, education, training	As information is available	As information is available
	u. Child support	Pre and post payment	At approval, re-determination, and interim contacts	ü
	w. SSA Social Security number verification	For self-employment and as needed	As information is available
	x. SSA Supplemental Security Income (SSI) data	At approval, re-determination, and interim contacts	At approval, re-determination, and interim contacts
	y. SSI death information	As information is available	As information is available
Montana	b. Other human services programs in your agency/State	Application	1x/year
	e. State department of motor vehicles	Application	1x/year
	i. State data (from other States) on client or provider debarment from benefits, for fraud or other infraction
	k. Prisons and criminal justice agencies at State level	Application	1x/year
	l. National Criminal Information Center (NCIC)	Application	1x/year
	m. Local jails	Application	1x/year
	p. State tax intercepts	Application	1x/year
	s. Community colleges	Application	1x/year
	t. Other providers of services, education, training	Application	1x/year
	u. Child support	Application	1x/year
	w. SSA Social Security number verification	Application	1x/year
	z. Tribal Court check	Application	1x/year
Nebraska	a. Income Eligibility Verification System (IEVS)	At approval	Once
	b. Other human services programs in your agency/State	At approval, redetermination, and whenever a new program is added	Our computer system is integrated so we know what other services within our agency the client is receiving
	c. State department of labor or employment security	At approval
	d. State directory of new hires	At approval
	e. State department of motor vehicles	Pre approval & redetermination	annually
	f. Public Assistance Reporting Information System ( PARIS)	At approval	once
	h. State data (from other States) on potential concurrent TANF receipt	At approval	quarterly
	o. Financial institutions	Pre approval & redetermination
	p. State tax intercepts	Worker can check a separate system if there is reason to believe the client will receive intercepted State tax	Annually
	q. Immigration authorities	Pre approval & redetermination	Whenever it is an issue
	s. Community colleges	Pre approval & redetermination
	t. Other providers of services, education, training	Pre approval & redetermination	Whenever applicable
	u. Child support	Pre approval & redetermination	Whenever applicable
	w. SSA Social Security number verification	At approval
	x. SSA Supplemental Security Income (SSI) data	At approval
	y. SSI death information	At approval
	z. (1)State Vital Statistics data match for births, marriages, and SSNs for newborns, match with IRS (2)Verify with employers	Pre approval & redetermination	Once for Vital Stats; quarterly for IRS
New Hampshire	a. Income Eligibility Verification System (IEVS)		Monthly
	b. Other human services programs in your agency/State	Our Eligibility System is an “ All in One” system
	c. State department of labor or employment security		Monthly
	d. State directory of new hires		6 & 12 Months
	g. State data (from other States) on length of TANF receipt	At application
	h. State data (from other States) on potential concurrent TANF receipt	If alleged fraud
	j. Lottery agencies	Child Support Only
	o. Financial institutions	For verification of eligibility
	q. Immigration authorities	At time of application
	r. K-12 school systems
	s. Community colleges
	t. Other providers of services, education, training
	u. Child support
	w. SSA Social Security number verification	At time of application
	x. SSA Supplemental Security Income (SSI) data
	y. SSI death information
North Carolina	b. Other human services programs in your agency/State	Varies based on local purchasing agency policy	Varies based on local purchasing agency policy	ü
	c. State department of labor or employment security	Varies based on local purchasing agency policy	Varies based on local purchasing agency policy	ü
	d. State directory of new hires	Varies based on local purchasing agency policy	Varies based on local purchasing agency policy
	e. State department of motor vehicles	Varies based on local purchasing agency policy	Varies based on local purchasing agency policy
	g. State data (from other States) on length of TANF receipt
	h. State data (from other States) on potential concurrent TANF receipt
	i. State data (from other States) on client or provider debarment from benefits, for fraud or other infraction
	k. Prisons and criminal justice agencies at State level	Varies based on local purchasing agency policy	Varies based on local purchasing agency policy
	r. K-12 school systems
	s. Community colleges
	u. Child support	Varies based on local purchasing agency policy	Varies based on local purchasing agency policy	ü
	v. Social Security Administration (SSA) form W-2 (wage statements)
	w. SSA Social Security number verification
	x. SSA Supplemental Security Income (SSI) data	Varies based on local purchasing agency policy	Varies based on local purchasing agency policy
Ohio	b. Other human services programs in your agency/State	This occurs in some counties, and within the same county.
	r. K-12 school systems	At county level
	s. Community colleges	At county level
	t. Other providers of services, education, training	At county level
	u. Child support	At county level
	v. Social Security Administration (SSA) form W-2 (wage statements)	At county level
	w. SSA Social Security number verification	At county level
	x. SSA Supplemental Security Income (SSI) data	At county level
	y. SSI death information	At county level
Oklahoma	a. Income Eligibility Verification System (IEVS)		Ongoing	ü
	c. State department of labor or employment security		Ongoing	ü
	d. State directory of new hires		Ongoing
	e. State department of motor vehicles		At Worker discretion
	f. Public Assistance Reporting Information System ( PARIS)
	g. State data (from other States) on length of TANF receipt		Ongoing
	h. State data (from other States) on potential concurrent TANF receipt
	i. State data (from other States) on client or provider debarment from benefits, for fraud or other infraction
	j. Lottery agencies		In process of establishing
	l. National Criminal Information Center (NCIC)		Fraud investigators at OIG have access
	o. Financial institutions		IRS part of IEVS
	q. Immigration authorities		At worker discretion
	u. Child support
	w. SSA Social Security number verification
	x. SSA Supplemental Security Income (SSI) data
	y. SSI death information
	z. State Worker’s Comp. Court
Puerto Rico	b. Other human services programs in your agency/State	Pre-approval during the year	During the year
	v. Social Security Administration (SSA) form W-2 (wage statements)
	w. SSA Social Security number verification
	x. SSA Supplemental Security Income (SSI) data
	y. SSI death information
Utah	b. Other human services programs in your agency/State	Pre-payment and post-payment	Every 3 months	ü
	d. State directory of new hires	Pre-payment and post-payment	Every 3 months
	f. Public Assistance Reporting Information System ( PARIS)	Pre-payment and post-payment	Every 3 months	ü
	k. Prisons and criminal justice agencies at State level	Pre-payment and post-payment	Every 3 months
	l. National Criminal Information Center (NCIC)	When warranted
	m. Local jails	When warranted
	p. State tax intercepts	When warranted
	t. Other providers of services, education, training	Pre-payment and post-payment	Every 3 months
	u. Child support	Pre-payment and post-payment	Every 3 months
	v. Social Security Administration (SSA) form W-2 (wage statements)	Pre-payment and post-payment	Every 3 months
	w. SSA Social Security number verification	Pre-payment and post-payment	Every 3 months
	x. SSA Supplemental Security Income (SSI) data	Pre-payment and post-payment	Every 3 months
	y. SSI death information	Pre-payment and post-payment	Every 3 months
Washington	a. Income Eligibility Verification System (IEVS)	On-going		ü
	b. Other human services programs in your agency/State	On-going
	c. State department of labor or employment security	Approval & Reapproval	Every 3 to 6 months
	d. State directory of new hires	Approval & Reapproval	Every 3 to 6 months
	f. Public Assistance Reporting Information System ( PARIS)	Approval & Reapproval	Every 3 to 6 months
	h. State data (from other States) on potential concurrent TANF receipt
	s. Community colleges	Application and Reapplication	Every 3 to 6 months	ü
	t. Other providers of services, education, training	Application and Reapplication	Every 3 to 6 months
	u. Child support	Application and Reapplication	Every 3 to 6 months	ü
	x. SSA Supplemental Security Income (SSI) data	Ongoing
	y. SSI death information	Ongoing
West Virginia	b. Other human services programs in your agency/State	As needed	As needed
	h. State data (from other States) on potential concurrent TANF receipt	As needed	As needed
	i. State data (from other States) on client or provider debarment from benefits, for fraud or other infraction	As needed	As needed
	k. Prisons and criminal justice agencies at State level	As needed	As needed
	m. Local jails	As needed	As needed
	r. K-12 school systems	As needed	As needed	ü
	s. Community colleges	As needed	As needed
	t. Other providers of services, education, training	As needed	As needed
	u. Child support	As needed	As needed	ü
	v. Social Security Administration (SSA) form W-2 (wage statements)	As needed	As needed
	x. SSA Supplemental Security Income (SSI) data	As needed	As needed	ü
Wisconsin	a. Income Eligibility Verification System (IEVS)	Application and at batch with valid SSNs	Daily, quarterly, yearly	ü
	c. State department of labor or employment security	Application and at batch with valid SSNs	Quarterly and on request	ü
	d. State directory of new hires	In batch for established cases	Weekly	ü
	e. State department of motor vehicles	Established cases	On request
	f. Public Assistance Reporting Information System ( PARIS)	Established cases	PARIS sets the timeframe
	h. State data (from other States) on potential concurrent TANF receipt	Established cases	PARIS sets the timeframe
	k. Prisons and criminal justice agencies at State level	Established cases	On request
	m. Local jails	Established cases	On request
	p. State tax intercepts	Established cases with 3 dunning notices of non payment of overpayment	On request
	q. Immigration authorities	Application and New Person Add	On-line
	r. K-12 school systems	Established cases	On request
	u. Child support	Established cases	Daily
	v. Social Security Administration (SSA) form W-2 (wage statements)	Established cases	Annually
	w. SSA Social Security number verification	Established cases	Daily
	x. SSA Supplemental Security Income (SSI) data	Established cases	Weekly
	y. SSI death information	Established cases	Bi-monthly


Those that did not provide an answer:
District of Columbia

Appendix 17 >>

State Survey Analysis Report

APPENDIX 15. STATES DATA SOURCES USED AND CONSIDERED MOST EFFECTIVE TO ENSURE ACCURATE PAYMENTS

24 State agencies responded to Question 15 (Appendix 15: pp. 87–103)