Expected to Work/Barriers to Full Employment Policy & Procedures

Published Date: July 29, 2016
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11 Income

Substantiation and Verification

INTENT

Applicants declare the type and amount of income received by all members of the household unit. By signing the EMP 3428 Income Support Application, applicants declare the information they have provided is true and complete.

Recipients report the type and amount of income received by all members of the household unit using the Automated Reporting for Clients (ARC).  When a recipient is not yet using the ARC, they report using a Client Reporting Card (CRC) which must be signed.  Through the monthly reporting, recipients declare the information they have provided is true and complete.

In addition to the above, clients provide the standard documents required by policy, and any additional documents the worker determines necessary.

Recipients who are exempt from monthly reporting provide changes in their income to their worker either verbally, in writing or by submitting documents substantiating the income.

Workers advise clients they are required to disclose all household income including income not specifically requested for monthly reporting.

POLICY

All IS clients are required to provide substantiation when requested and are subject to a post payment verification and eligibility review.

IS clients using the ARC are not required to submit verification of any income they report in the ARC however they may be asked to verify at a later date if selected for a post verification review.  When requested by the worker, or when reporting by a CRC, IS clients will provide all relevant documentation to substantiate income.

Employment Income
Clients that report their circumstances using a CRC or when requested by worker must substantiate employment income. Employment income is substantiated by providing documents such as a letter from their employer, paystubs, or direct deposit statement which contain:      

  • Name of employer
  • Pay period
  • Date pay was received 
  • Gross pay 
  • Description and amount of mandatory and statutory deductions
  • Net pay

The worker records the information in Mobius Notes and returns the documents to the client.

Note
For tips and other casual employment which there is no paystub or record, clients make a verbal statement at intake or declare the amount on their monthly reporting.     

Other Income
When requested or when reporting by CRC, clients who have other income, which varies from month to month, may be required to provide documents to substantiate these variances.  The worker records the information in Mobius Notes and returns the documents to the client.

Clients who have other income, which remains constant, are required to provide the initial documents and further substantiation is only required when a change occurs. This income must still be reported during each monthly reporting.

When the other income has no supporting documentation then the client’s verbal statement, ARC entry or CRC declaration is sufficient. The information is:

  • Source and type of income
  • Pay period
  • Date income was received
  • Gross income
  • Description and amount of deductions, if applicable
  • Net income
  • Family member it applies to

The following are various types of income and examples of acceptable substantiation. This is not a complete list and workers are expected to determine what is reasonable. Asterisks indicate internal sources for verifying income.

Income Substantiation
Self Employment,
Farm, Business
Latest income tax assessment
Audited financial statement
Accounting books
Receipts for income and expenses
Written statement from customer
Business Contract
EMP 5515 Statement of Net Sef-Employment Income
Employment Insurance Direct Deposit Statement
EI stubs
Statement from EI
*EI Post-audit Data Match:
(Infopac Report SEIP2330-2 – EI Payment Detail)
*EI On-line inquiry system: (WebAOBLink or SSE)
Government Pensions Latest income tax assessment
Cheque stub
Direct deposit statement
Bank statement
Private Pensions,
Insurance and
Retirement Savings
Statement from source
Cheque stub
Latest income tax assessment
Policies, Agreements
Direct deposit statement
Bank statement
Workers’ Compensation Direct Deposit Statement
Cheque stub
Written statement from WCB
Training Allowance Direct Deposit Statement
Cheque stub
Written statement from source
Scholarships,
Bursaries, Grants,
SF
Direct Deposit Statement
Written statement from payer
Bank statement
*SF data match
Court/Voluntary
Maintenance and
Alimony
Decree Nisi
Separation Agreement
Court Order
Written statement from payer
Written statement from client or declaration on CRC or the ARC
*Confirmation from Child Support Services
Windfall Gains Written statement from payer
Written statement from client or declaration on CRC or the ARC 
Rental and
Room and Board
Latest income tax assessment
Rent book
Rent receipts
Lease or rental agreement
Written statement from tenant or boarder or declaration on CRC or the ARC 
Dividends, Interest,
Royalties, Investments
Written statement from payer, broker, bank
Cheque stubs
Direct Deposit statement
Deeds, agreements, warrants, certificates, vouchers
Bank statement
Latest income tax assessment

CCTB Retroactive payment



NCBS Retroactive payment

Canada Child Benefit

Canada Child Tax Benefit Notice OR
National Child Benefit Supplement (NCBS) Verification completed by the NCBS Help Desk



Canada Child Benefit Notice of Determination OR
National Child Benefit Supplement (NCBS) Verification completed by the NCBS Help Desk

Other
e.g. Money in Trust for Children, Gifts
Written statement from source or payer stating amount and recipient’s name
Written statement from client or declaration on CRC or the ARC or Bank Statement

PROCEDURES

Workers verify a client’s income by:

  • ensuring the documentation received is sufficient to determine eligibility and level of benefits and

  • considering information obtained from data matching or other sources and

  • documenting all relevant observations and information in Mobius Notes.