Tc-18Termination of Employment Verificaton

Management HandbookForm Instructions

TC-18TERMINATION OF EMPLOYMENT VERIFICATON

This form is used under the following circumstances:

• When an applicant does not have at least 6 months of employment with the same employer at the time of his/her application processing; or,

• When an applicant/resident claims he/she has lost or changed employment.

NOTE: It may be necessary to send this form to more than one former employer to track the applicant’s/resident’s employment history over a 6 – 12 month period.

These instructions should be followed:

1. Ensure that “page 1” of the form is completely filled out: Employer address, property address, phone and fax for both; expected return date; Owner/Owner’s Agent signature & telephone #; applicant/resident name, date and Social Security number.

1. Please complete the top of “page 2” as indicated: Property name, applicant/resident signature & date; and former employer name. These sections are needed to show the verifying party that the person has given permission for the release of information.

1. The original verification must be faxed or mailed to the appropriate Payroll, Personnel Office or Human Resource Department for completion. Be sure to make a photocopy of the “signed” original for your records if you are mailing the form in case there needs to be a follow up request.

1. If you do not receive a reply within the specified business days (Fax: 1-2 days; Mail: 3 – 5 days) please call the former employer and request the information again. When re-sending the verification form please re-verify the source’s fax number or mailing address to ensure the return of the needed information. Be sure to ask them to sign and return the verification form right away. If sending by mail, another self-addressed stamped envelope will need to be sent.

1. If your attempts to get the verification returned are not successful during the move-in process but the former employer is willing to give you the information over the telephone, you may record the information you receive using the TC-12 “Clarification Record” form. Please be sure that you have documented your attempts to acquire the third-party information. Then, please fill out the TC-12 form with all of the pertinent information. This is allowed so that the move-in will not be delayed and to avoid losing an applicant who may need immediate occupancy.

1. If this is an Annual, Interim or Unscheduled recertification, you will be required (per government regulation) to make at least three (3) attempts with the verifying party over a 30 day period to get the verification completed and returned to you. Again, please be sure to document your efforts. If after the required attempts have been made but the verification form has not been returned, but the former employer is willing to give you the information over the telephone, please use form TC-12 “Clarification Record” to list the needed information so that the recertification can be completed.

1. If the former employer will not return the form or give you the needed information verbally (over the telephone or in person) after the required three (3) attempts, please call the Occupancy Compliance Supervisor for assistance.

1. When the verification is returned to you, please check it for completion. If the form is not filled out completely, comments are unclear, or amounts have been altered, you must call the former employer and verify the information in question. Please use form TC-12 “Clarification Record” to record the information needed. Be sure to complete the TC-12 form thoroughly.

1. IN NO CASE IS A VERIFICATION TO BE HAND CARRIED TO THE VERIFYING PARTY BY AN APPLICANT OR RESIDENT. However, a computer print-out from the former employer that lists the business name, applicant’s/resident’s name and the date, can be accepted.

Also, Property Managers may deliver the form in person to the verifying party. Property Managers may also go in person to pick-up the required form. Be sure to record that the form was handled in this manner. Auditors always look to ensure the “applicants or residents” have not hand-delivered any verifications related to income, assets, and allowances.

If you have any questions or concerns regarding this form, please contact the Occupancy Compliance Supervisor for assistance.

Termination of Employment (9/08) Page 1 of 2TC-18