A-190, Documentation Requirements

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Revision 26-2; Effective April 1, 2026

All Programs

Document the date and method that advance notice of a home visit was given and the date and time of the visit. An imaged copy of the appointment notice given to the person is enough.

Document why a certain file date was used to determine eligibility when:

  • the file date used differs from the received date on the application; or
  • the application has two received dates.

Document:

  • A household requesting more programs after filing an application. This includes the requested program and the date of the request.
  • The reasoning to make a prudent person principle decision and any applicable handbook references.
  • That form VR30, Texas Voter Registration Application was given to the applicant, AR representative payee under the Agency Use Only section of the application.
  • On the application and on Form H1350, Opportunity to Register to Vote, in the Agency Use Only section, the actions taken when a person notifies HHSC that they declined the opportunity to register to vote after receiving Form H0025.
  • Detailed information to support the eligibility decision so others can understand all computations and advisor decisions.

TANF and SNAP

For all interviews, staff must document:

  • if the person met phone interview criteria;  
  • if a phone interview was not done; and
  • how interpreter services were provided when the application shows the person requested these services, including when staff conducted the interview and acted as an interpreter.

Medical Programs

Document when designated staff request that a child born to a woman in prison be certified for TP 43.

Interviews are not required for medical programs but can be requested by the applicant or recipient. Document how the person’s identity was verified if an interview is conducted for a non-interview required program.

TANF

Document the specific reason for designating a protective payee, who is also the authorized representative (AR).

When a grandparent, aunt, uncle, brother or sister requests to be the protective payee, document the:

  • information the relative gives to support the claim that the parent is not using the TANF benefit for the child's needs;
  • information obtained from collateral contacts, documents or both; and
  • decision whether to designate the relative as the protective payee and AR.

SNAP

Document:

  • the name and address of the AR;
  • that no one else is available, if a person disqualified for intentional program (IPV) or a nonmember living with the household is appointed as AR;
  • the tax-exempt status [Section 501(c)(3)] for public or private homeless shelters, if applicable;
  • expedited service eligibility by marking the appropriate box on Form H1010, Texas Works Application for Assistance - Your Texas Benefits, and explain if eligibility is questionable;
  • the decision on the length of certification and reporting requirements for expedited service EDGs;
  • if a migrant is in or out of the workforce;
  • the reason for entering a late determination date; and
  • the reason why an appointment for an expedited applicant is not scheduled for an interview within the expedited time frame.

Related Policy

Prudent Person Principle, A-137
Registering to Vote, A-1521
Documentation, C-940
The Texas Works Documentation Guide (PDF)