45 C.F.R. 1626.12

Recordkeeping

1. Pursuant to 45 C.F.R. 1626.12, the recipient shall maintain written policies and procedures to guide its staff in complying with 45 C.F.R. Part 1626. The recipient shall maintain records sufficient to document the recipient's compliance with Part 1626.

2. Unless the only service that is provided is brief advice and telephone consultation, the recipient shall maintain in each client's file copies of the documents required by this regulation to determine citizenship or eligible alien status. If the client is a citizen at a minimum, this requires a signed citizenship attestation form maintained in each client's file for verification of citizenship. If the recipient has reason to doubt that the client is a U.S. citizen, then documentation that citizenship was verified in accordance with 1626.6(b) shall be maintained in the client's file. If the client is not a U.S. citizen, then documentation shall exist in the client's file supporting a determination of eligible alien status.

3. Where compliance with 1626.6 or 1626.7 is delayed because of emergency circumstances under 1626.8, the recipient shall include in the client's file written documentation that details the nature of the emergency.

 

 


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