Verify Lawful Presence

Step 1 is started when the applicant states s/he is lawfully present in the United States on the More About You and Supporting Documentation sections of the application. Step 1 creates Non-Citizenship Status evidence in the External System section of the Evidence Dashboard. NOTE: Determine if Reasonable Opportunity can be granted.

Step 1 returns three possible responses:

1. 1. Verified – Lawfully Present
      1. 1. 1. If Verified, follow the steps in the Verify Outstanding Evidence guide
               1. In Item, select Automatic Federal Data Hub from the Drop Down list
               2. Select External Party in the Participant field
               3. Enter SAVE if verification was obtained manually or DHS if verification was obtained through Department of Homeland Security HUB call in the Name field
         2. Review Case Details, Validate Changes and Check Eligibility
         3. If Eligibility Check is correct, Authorize the Application Case
            1. 1. If eligible, Authorize the Approval
               2. If ineligible, Authorize the Denial
         4. Make a comment on the Head of Household (HoH) Person Page to include any Coverage Changes
         5. Review Notice Queue to make sure appropriate forms generated
            1. 1. IM-33A: Approval
               2. IM-33R: Rejection
               3. IM33AR: Approval and Rejection
               4. IM-33C: Case Action Notice
   2. Step 2 Triggered
      1. 1. See Step 2 below
   3. Step 3 Triggered
      1. 1. See Step 3 below

If the participant does not return documents within 10 days, follow the steps in the Deny Application User Guide using the appropriate code from the Denial Reasons table located below.

Step 2 is triggered when DHS needs additional time for further verification of submitted non-citizenship data. Step 1 creates Non-Citizenship Status evidence in the External System section of the Evidence Dashboard. Responses from DHS are displayed in the Non-Citizenship Status evidence.

Step 2 returns three possible responses:

1. 1. Verified – Lawfully Present
      1. 1. If Verified, follow the steps in the Verify Outstanding Evidence guide
            1. 1. In Item, select Automatic Federal Data Hub for the from the Drop Down list
               2. Select External Party in the Participant field
               3. Enter SAVE if verification was entered manually or DHS if verification was obtained through Department of Homeland Security HUB call in the Name field
         2. If you are working on an Application Case, follow the steps in the following MEDES Resources Guides:
            1. 1. Verify Outstanding Evidence
               2. Review Case Details
               3. Validate Changes
               4. Check Eligibility
               5. Authorize the Application Case
         3. If you are working with an Integrated Case follow the steps in the following MEDES Resources Guides:
            1. 1. Verify All Outstanding Verification
               2. Apply Changes; Check Proposed Determinations; Finalize Proposed Determinations
         4. Make a comment on the HoH Person Page to include any Coverage Changes
         5. Review Notice Queue to make sure appropriate forms generated
            1. 1. IM-33A: Approval
               2. IM-33R: Reject
               3. IM33AR: Approval and Rejection
               4. IM-33C: Case Action Notice
   2. Failed – Not Lawfully Present
      1. If Application Case is already authorized:
         1. Update Citizen Status evidence to correct the Citizen Status field
         2. Verify Outstanding Evidence
         3. Apply Changes; Check Proposed Determinations; Finalize Proposed Determinations
         4. Submit claim if necessary
      2. If Application Case is pending:
      1. 1. 1. 1. Update Citizen Status evidence to correct the Citizen Status field
               2. Verify Outstanding Evidence
               3. Apply Changes; Check Proposed Determinations; Finalize Proposed Determinations
               4. Follow the steps in the Deny Application User Guide using the appropriate code from the Denial Reasons table below

1. 3. Step 3 Triggered
      1. See Step 3 below
      2. A task is generated titled VLP Follow Up Needed

Step 3 occurs when Step 1 or Step 2 was unable to verify whether the non-citizen is lawfully present. Step 3 requires you to upload immigration status documents to the VLP ECM and Department of Homeland Security (DHS) using MEDES. If you are working tasks out of VLP queue or come across a case that is pending VLP Step 3 triggered, (on non-citizenship status):

NOTE: All immigration documents for an individual must fit on two pages or be under 5MB. Individuals requiring Citizen Status verification must have his/her own scan under his/her own DCN, not under the HoH. (Families CANNOT be scanned together) When uploading a document to VLP ECM, insure you upload as a .PDF, .JPEG or .PNG file format. If document is too dark to read, please adjust your scanner settings to lighten.

Upload Document(s) To The VLP ECM

1. 1. Find immigration documents in ECM

NOTE: If you do not find immigration documents under each participant, you must search under the HoH. If located under the HoH, upload immigration documents for the correct participant to the VLP ECM following directions below

1. 2. Separate immigration documents from all other verification, scan and save the scan to your desktop
   3. Label the scanned documents for each individual “VLP step 3, Last Name, First Name, DCN” ex. VLP step 3, Smith, John, 99999999

NOTE: Click here to access the VLP ECM

1. 4. Upload each individual’s immigration status documents to VLP ECM
      1. 1. When the VLP site opens, if the button isn’t open, click the Toggle to open
         2. Under tab, five fields require entries:
            1. 1. Customer DCN
               2. Customer First Name
               3. Customer Last Name
               4. Customer DOB
               5. Document Title
         3. Once all 5 entries are made, close the tab so the arrow is pointing to the right and the Upload File arrow should be pointing down. The Browse and Add Document buttons should be visible.
         4. Click the Browse button and find the scanned document on your desktop for the customer.
         5. Click Add Document button and you are now ready to upload document (s) to DHS from MEDES (Step 5 below).

NOTE: View the document to ensure it is for the correct participant before moving to step 5. If the incorrect person’s document is uploaded then follow the instructions to delete the incorrect document from the VLP ECM using the Delete a Document From The VLP ECM instructions

Upload Document(s) To DHS From MEDES:

1. 5. From the Participant’s Person Page, click External Information
   6. Open the VLP folder
   7. Click the Scan and Upload action wizard
   8. Select the radio button associated with the document stored in the ECM and view document
   9. Then follow direction from Upload Document(s) To The VLP ECM section above to reload the correct document.
   10. Click Upload
   11. MEDES displays the document and upload status in the VLP folder once the document has been successfully uploaded
   12. Once VLP Step 3 has been completed, when the response from Department of Homeland Security (DHS) is received, Non-Citizen Status External Evidence is updated and a new task is created to follow up on VLP

Step 3 returns two possible responses:

1. 1. Verified – Lawfully Present
      1. When verified and evidence is still pending, follow the steps in the Verify Outstanding Evidence guide.
      2. If citizenship evidence has been verified with Reasonable Opportunity, update the verification item on the Citizen Status evidence to reflect the correct verification type:
         1. 1. In Item, select Automatic Federal Data Hub from the Drop Down list
            2. Select External Party in the Participant field
            3. Enter SAVE if verification was entered manually or DHS if verification was obtained through Department of Homeland Security HUB call in the Name field
      3. If you are working on an Application Case, follow the steps in the following MEDES Resources Guides:
         1. 1. Verify Outstanding Evidence
            2. Review Case Details
            3. Validate Changes
            4. Check Eligibility
            5. Authorize the Application Case
      4. If you are working with an Integrated Case follow the steps in the following MEDES Resources Guides:
         1. 1. Verify All Outstanding Verification
            2. Apply Changes; Check Proposed Determinations; Finalize Proposed Determinations
   2. Failed – Not Lawfully Present
      1. 1. If Application Case is already authorized:
            1. 1. Update Citizen Status evidence to correct the Citizen Status field
               2. Verify Outstanding Evidence
               3. Apply Changes; Check Proposed Determinations; Finalize Proposed Determinations
               4. Submit claim if necessary
         2. If Application Case is pending:
            1. 1. Update Citizen Status evidence to correct the Citizen Status field
               2. Verify Outstanding Evidence
               3. Apply Changes; Check Proposed Determinations; Finalize Proposed Determinations
               4. Follow the steps in the Deny Application User Guide using the appropriate code from the Denial Reasons table below
         3. Make a comment on the HoH Person Page to include
            1. 1. Any Coverage Changes
               2. Review Notice Queue to make sure appropriate forms generated, see chart below.