A county agency shall use the systematic alien verification for
entitlements (SAVE) program established by the department of homeland security
United States citizenship and immigration service (USCIS). The county agency
can access this system through the web-enabled SAVE system to verify the
validity of documents provided by aliens applying for supplemental nutrition
assistance program (SNAP) benefits. When accessing the SAVE system the county
agency shall ensure that the individual's privacy is protected to the maximum
degree possible.
(A) What is the SAVE
system?
The SAVE system is an information-sharing initiative allowing
authorized staff to validate a noncitizen's immigration status by accessing
USCIS data. The USCIS protects the individual's privacy in accordance with the
Immigration and Nationality Act (INA) of 1952 and other applicable statutes. No
consent for release of information is required to use the SAVE system.
(B) What are the methods of
verifying the authenticity of documents using the SAVE system?
There are two
three
web-based
verification methods for verifying documents provided:
(1)
Initial or primary verification uses the alien's alien registration number, or
"A-number" to provide alien status verification. This verification is used for
most applicants. The county agency is to compare the information provided
through the SAVE system with the documents provided by the individual. When the
documentation matches in the SAVE system, the process is complete and the
county agency is to include a copy of the "Initial Verification Result" in the
case record.
(2) Additional or
secondary verification provides a more extensive validation when problems
appear in the verification of alien status. Secondary verification is required
in any of the following situations:
(a) The
document appears to be counterfeit or altered.
(b) An individual presents unfamiliar USCIS
documentation or a document indicates immigration status, but does not contain
an "A-number."
(c) The document
contains an "A-number" in the A60 000 000 series.
(d) The document contains an "A-number" in
the A80 000 000 series.
(e) An
alien has no immigration documentation and is hospitalized, medically disabled,
or can otherwise show good cause for the alien's inability to present
documentation, and for whom securing such documentation would constitute an
undue hardship.
(f) An alien
presents a foreign passport and/or a I-94 "Arrival-Departure Record" form and
the "Admission for Permanent Residence" endorsement is more than one year
old.
(g) When an individual claims
lawful permanent (or conditional) resident status because they are a battered
alien, a parent of a battered child(ren) or a victim of domestic
violence.
(h) A "Certificate of
Naturalization" or a "Certificate of Citizenship" is presented, and
verification of U.S. citizenship status is required.
(i) When an automated check through the SAVE
system returns with a response "institute additional verification" or when
there is a material discrepancy between an individual's documentation and the
record contained in the SAVE system.
(j) When an additional verification request
is submitted to the SAVE system, the county agency is to include a copy of the
"Additional Verification Result" for the case record.
(3)
A third-level
review is to be completed when SAVE needs to review a copy of the applicants
immigration documents to issue a verification response. When submitting a
third-step verification, the county agency is to scan and upload any relevant
immigration/citizenship documents to SAVE.
(C) How does SAVE verification affect
eligibility?
SAVE verification only provides information regarding alien
status and eligible alien status is to be determined in accordance with rule
5101:4-3-07 of the
Administrative Code.
(1) No
eligibility determination is delayed, denied, reduced or terminated solely
because of pending SAVE verification.
(2) When an individual appears eligible with
available USCIS documentation and all other program eligibility criteria are
met, the county agency shall issue benefits to the assistance group while
awaiting a response from USCIS.
(3)
When the county determines an alien is ineligible after using the SAVE system,
the county agency shall send prior notice of adverse action to the assistance
group in accordance with the provisions described in rule
5101:6-2-04 of the
Administrative Code.
(4) The
provisions described in accordance with rule
5101:4-8-15 of the
Administrative Code are applicable when payments have been erroneously issued.
(D) What is the process to request
verification manually?
(1) The manual verification process
is required when the automated check or initial inspection of an individual's
documentation, or information provided from such documentation, reveals
discrepancies.
(2) To conduct a manual verification
the county agency shall mail the following documents to USCIS:
(a) Request and receive pre-approval
from the SAVE system to submit the "Verification Request" (G-845) and/or the
"Form G-845 Supplement, Verification Request" (G-845 Supplement). The G-845
"Document Verification Request". These forms may be found at
http://www.uscis.gov/forms.
(b) When approved, the county agency
is to mail the following documents to USCIS:
(i) The G-845 is used to verify the
status of an alien for official purposes of a government agency not
participating in the SAVE program.
(ii) A copy of the individual's
original immigration documentation.
(iii) When necessary, the G-845
supplement "Document Verification Request Supplement" should be used to request
additional information regarding the alien's immigration status in order to
make an eligibility determination. The G-845 supplement shall be submitted with
the G-845 and cannot be used alone.
(c) Whenever the county agency
initiates a manual third step verification, the case record is to contain a
copy of the G-845, photocopies of documentation, and a copy of the G-845
supplement, when necessary.
(d) Once the SAVE response is
received, the case record is to contain a copy of the annotated
G-845.
(E)(D) What are allowable
uses of information received through the SAVE program?
The county agency shall use information obtained through the
SAVE program only for:
(1) Verifying
the validity of documentation of alien status presented by an
applicant;
(2) Verifying an
individual's eligibility for benefits;
(3) Investigating whether participating
assistance groups received benefits to which they were not entitled, when an
individual was previously certified to receive benefits on the basis of
eligible alien status; and
(4)
Assisting with or conducting administrative disqualification hearings, or
criminal or civil prosecutions based on receipt of SNAP benefits to which
participating assistance groups were not entitled.
Notes
Ohio Admin. Code 5101:4-7-14
Effective:
12/1/2023
Five Year Review (FYR) Dates:
6/1/2026
Promulgated Under:
111.15
Statutory
Authority: 5101.54
Rule
Amplifies: 329.04,
329.042,
5101.54
Prior
Effective Dates: 06/01/1993, 05/01/1999, 03/01/2002 (Emer.), 04/11/2002,
04/01/2004, 12/08/2005, 10/06/2008, 03/01/2011, 02/01/2016,
06/01/2021
