Verify Lawful Presence Job Aid

Version / Date / Intended Distribution To /
0.1 / 07/22/2014 / Worker Portal Caseworkers

The Verify Lawful Presence process has been further modified to introduce updates in the eligibility determination rules and Worker Portal screens.

The current three step VLP process is still in place. Step 1 is the first verification step where the system tries to confirm the lawful presence of the individual. If the system returns information that varies significantly from what the applicant presents or if there is a need for more information from DHS in order to verify status, Step 2 is initiated by the hub which requests that DHS verify the status of a case. It takes three to five business days for DHS to respond to this request. If lawful verification is still not verified, then Step 3 is invoked by the hub. In Step 3, the hub sends out a G-845 form which can be accessed by the caseworker in the ECF tab. The caseworker fills out the information required in the G-845, mails it to the DHS office, and uploads a copy via Knowledge Lake.

As a part of the new enhancements, the user now has the option to retrigger the VLP process from Worker Portal if the user updates existing data on the Immigration Status screen. The only exception to this rule is when the caseworker updates the non-citizen entry date or the G-845 mailing date. Thus, only modifying these two fields before clicking “Next” will not retrigger the VLP step 1 process. For all other changes on the screen, the VLP process is restarted.

The Immigration Status screen on Worker Portal also has the following new fields:

·  Non-citizen entry date – this field is disabled (greyed-out) by default. This field will only be enabled if the “Immigration Entry Date Verification” RFI is sent out to the client. This is to enable the caseworker to enter the client-provided non-citizen entry date.

·  Manual Verification button – If an individual’s immigration verification goes to VLP Step 2 and Step 3 and a definite verified/not verified answer has not been received from the hub, the Manual Verification button is enabled. This button then allows the user to access the Manual Verification screen.

Immigration Status – Already a Citizen

Step Action /
1.  Navigate to the Individual Demographic screen and select Yes to the question “US Citizen?”.
Note: The question, “Has verification of lawful presence?” is currently inactive.
2.  Verify the individual’s citizenship by selecting the appropriate response to Citizenship Verification and Citizenship Acquired Through. The citizenship information is verified by the federal hub.
3.  After completing the application, run eligibility and dispose the case.

Immigration Status – Legally Present Alien

Step Action /
1.  Navigate to the Individual Demographic screen and select No for the question “US Citizen?”.
2.  Verify if the client “Has verification of lawful presence?” If Yes is selected and the individual has the information available to be entered during the interview, verify the information and scan the documents through Knowledge Lake. If No is selected, the individual is not legally present and will be denied coverage. If Pend is selected, the individual has lawful presence information but does not have it at the time of the interview. The caseworker will be able to process the rest of the application, and an RFI will be sent to the individual to bring in documentation. In all cases, the information will be checked against the federal hub and an RFI will be sent if further information is needed.
3.  An individual has 90 days to provide accurate information to the caseworker. Once information is provided, the caseworker can enter in the information into the Immigration Status screen. Click Next to save and continue. Re-run eligibility and dispose the case.
4.  The following table shows the RFIs that will be sent out depending on the information needed and what documents are accepted as proof.
What information is needed? / Documents accepted as proof /
We need additional information to verify your immigration status. / ·  Permanent Resident Card, “Green Card” (I-551)
·  Re-entry Permit (I-327)
·  Employment Authorization Card (I-766)
·  Refugee Travel Document (I-571)
·  Machine Readable Immigrant Visa (with temporary 1-551 language)
·  Temporary I-551 Stamp (on passport or I-94/I-94A)
·  Arrival Departure Record (I-94/I-94A)
·  Arrival/Departure Record in foreign passport (I-94)
·  Unexpired Foreign Passport
·  Certificate of Eligibility for Nonimmigrant Student Status (I-20)
·  Certification of Eligibility for Exchange Visitor Status (DS2019)
·  Certificate of Citizenship in non-US country
·  Naturalization Certificate
There are inconsistencies regarding your name or date of birth, or there are missing records. Please provide supporting documentation to resolve these inconsistencies. / ·  Permanent Resident Card, “Green Card” (I-551)
·  Re-entry Permit (I-327)
·  Employment Authorization Card (I-766)
·  Refugee Travel Document (I-571)
·  Machine Readable Immigrant Visa (with temporary 1-551 language)
·  Temporary I-551 Stamp (on passport or I-94/I-94A)
·  Arrival Departure Record (I-94/I-94A)
·  Arrival/Departure Record in foreign passport (I-94)
·  Unexpired Foreign Passport
·  Certificate of Eligibility for Nonimmigrant Student Status (I-20)
·  Certification of Eligibility for Exchange Visitor Status (DS2019)
·  Certificate of Citizenship in non-US country
·  Naturalization Certificate
You have not provided your SEVIS ID number. It is located in the upper right corner of your Visa. You may upload this information onto your account, send it to the kynect address shown on this notice, call customer service at 1-855-4kynect, or take it to your local Department for Community Based Services local office. / ·  Certification of Eligibility for Nonimmigrant Status (I-20)
·  Certificate of Eligibility for Exchange Visitor Status (DS2019)
We need more current information from your school or program sponsor. Please have your school or program update your student information through SEVIS. / ·  Certification of Eligibility for Nonimmigrant Status (I-20)
·  Certificate of Eligibility for Exchange Visitor Status (DS2019)

Immigration Status – Legally Present Alien – G-845 Needed

If lawful verification is still not verified in Step 2, then Step 3 is invoked by the hub. The hub sends out a G-845 form which can be accessed by the caseworker in the ECF tab. Let us look at an example of when a G-845 is required.

Step Action /
1.  If a G-845 is needed, an RFI will be sent to the individual to provide additional documentation prior to any caseworker action. Once the individual responds, a complete G-845 task will be created for those caseworkers who will be working G-845 cases.
2.  Click on the ECF button to bring up the ECF. This button can be found on several screens throughout the application.
3.  The ECF will show the form and any outstanding verification from RFIs under the Other tab. The G-845 received from the hub will only contain information for fields that have been verified by the hub. The rest of the information will have to be entered by the caseworker.
4.  A caseworker should print out the G-845 from the ECF and fill out the form by hand using the information that the individual provided from RFIs.
5.  Scan the G-845 into the system via Knowledge Lake and select the document type of G-845 – Mailed to DHS.
6.  Input the information from the verification that the individual provided into the individual’s application along with the date the G-845 form will be mailed on the Immigration Status screen.
7.  Mail the G-845 form, along with copies of the verification documents provided by the individual, to DHS. The address is:
U.S. Citizenship and Immigration Services
Attn: Immigration Status Verification Unit
10 Fountain Plaza, 3rd Floor
Buffalo, NY 14202
8.  Re-run eligibility and dispose the case.

Non-citizen entry date field

Step Action /
1.  The non-citizen entry date field is disabled (greyed-out) by default. This field will only be enabled if the “Immigration Entry Date Verification” RFI is sent out to the client. This is to enable the caseworker to enter the client-provided non-citizen entry date.
2.  The caseworker needs to enter the non-citizen entry date field when the client responds to the RFI. As stated earlier, when the user clicks Next after entering the non-citizen entry date, the VLP process is not restarted. The date is used to calculate the client’s eligibility.

Using the Manual Verification screen

Step Action /
1.  If an individual’s immigration verification goes to VLP Step 2 and Step 3 and a definite verified/ not verified answer has not been received from the hub, the Manual Verification button is enabled.
2.  The Manual Verification screen can be used to update the VLP indicators if the Federal Hub has failed to respond and the RFI deadline is close.
Note: When the user saves the values in the VLP Manual Verification and clicks Next on the Immigration Status screen, the federal case will be closed. The system would now consider only the manual verification values.
3.  The VLP Manual Verification screen should be filled out based on the following guide. Based on the values selected for Lawful Presence Verified, Qualified Non-Citizen, Does Five Year Bar Apply and Five Year Bar Met, the eligibility results for the individual will be as described in the Results/Benefits column in the table below:
Lawful Presence Verified / Qualified Non-Citizen / Does Five Year Bar Apply / Five Year Bar Met / Results/Benefits
Not Applicable / Disabled / Disabled / Disabled / Eligibility will be based on Income since Lawful Presence Verified value of “Not Applicable” implies individual is a U.S. citizen.
No / Disabled / Disabled / Disabled / All benefits will be denied.
Yes / No / Disabled / Disabled / Individual will not be eligible for Medicaid. Individual will be evaluated for APTC/ QHP.
Yes / Yes / No / Disabled / Eligibility will be awarded based on Income.
Yes / Yes / Yes / No / Individual will not be eligible for Medicaid. Individual will be evaluated for APTC/QHP.
Yes / Yes / Yes / Yes / Eligibility will be awarded based on Income.

Updated on 07222014 Page 1 of 16 CR 303 Verify Lawful Presence Job Aid