PDF 5.4MB - Administration for Children and Families

Recommendation:Each program shall maintain participant files that include sourcedocumentation which verifies compliance with federal regulations andadherence to approved Tribal Family Assistance Plans.Basis for the Recommendation:The program is responsible for maintaining and managing participantrecords that document participant eligibility and activities that assurecompliance with the program's funding source.Action Steps:1. Develop an internal program procedure for management ofparticipant records which incorporates the following:Master Control Log listing all required forms and informationrequired for the recordEligibility and payment documentationRe-determination of eligibility on scheduled periodic basis(recommended no less frequently than annually)Participant activities2. Identify the program staff responsible for establishing theparticipant file, ensuring all required information is included in thefile, and signing off on the Master Control Log, certifying that allrequired information is in the participant file.3. Identify the program staff responsible for performing an intemalreview of all participant files on a periodic basis and signing off on theMaster Control Log, certifying that all required information is in theparticipant file.Additional Information:Internal reviews should be performed at least quarterly. The programstaff member who performs the intemal reviews of the files should notbe the same program staff member who established the file.TANF-ACF-PI-2003-1 dated January 28, 2003 provides specificinformation on Retention of TANF Records.