109             DOCUMENTATION

All public assistance cases must have documentation that supports eligibility, ineligibility, and benefit level determinations. The documentation must be in sufficient detail to allow a reader or reviewer to determine the reasonableness and accuracy of the determination. Documentation is done by recording information about each action taken, verification used, and contacts made using online case note screen on EIS Eligibility Information System Eligibility Information System (CANO Case NotesCase Notes) or on a Report of Contact sheet (GEN 56A Report of Contact).

The CANO Case NotesCase Notes screen on EIS Eligibility Information System Eligibility Information System allows staff to enter case specific notes. Its primary purpose is for staff to document only factual information regarding client contacts, changes in the household, and eligibility determinations. This includes:

• Actions taken and decisions made on a case relating to eligibility for public assistance programs and the reasons supporting those actions;

• Actions taken by the agency in assisting a family to become self-supporting;

• Contacts with partner agencies and contractors/grantees;

• Factors of eligibility that were verified and how they were verified;

• Contacts the agency has with the client; and

• Contacts with third party sources (collateral contacts).