Appendix D.2 Required Documentation

The following forms shall be used to document DVR’s fraud prevention efforts, suspicious activity, fraud investigations, and the results of any investigation. These documents, along with other available information, may be requested by DVR and CDLE leadership as part of the investigation, as applicable:

1. Rights and Responsibilities Form and/or Application Signature Page.

2. Case notes.

3. Eligibility Determination.

4. Financial Need Analysis (FNA).

5. Individualized Plan for Employment (IPE).

6. Authorizations and associated invoices and receipts.

7. Agency approved forms used to document fraud allegations, investigations, and outcomes.

8. Receipt of State-Purchased Goods Form.

9. Police Report, if applicable (required if an individual claims that goods or funds were stolen).

Documentation of alleged and or/confirmed fraud in the case record is critical and shall include all conversations with the individual about the suspicion of fraud, steps taken to inform DVR and CDLE leadership of suspected fraud, the outcome of the investigation, and anything else related to the suspected or proven fraud. Agency approved forms for documenting fraud allegations and investigations shall be completed and saved as attachments and/or case notes in the electronic database. The DVR Fraud Claim form shall document the suspected fraudulent activity and related evidence of fraud by attaching associated authorizations and receipts, pertinent email messages, and travel logs, as applicable. The DVR Fraud Investigation form shall document the actions taken to investigate the allegation. The DVR Fraud Final Determination, Repayment, and Resolution form shall document the results of the investigation, and if fraud is confirmed, this form shall document the individual’s responsibilities and the timeline to return funds and/or goods to DVR. Each completed document shall be saved in the case record.