RocketScan Rolling Verification Plan for SUNBUCKS Collections

RocketScan Rolling Verification Plan for SUNBUCKS Collections

Overview

To comply with CDE’s June 2025 SUN Bucks guidance, this plan outlines procedures for three rounds of verification, each involving a random 3% sample of UBA-based eligibility determinations.

Verification Round

Timeframe

Sample Size Target

Sample Pool

Round 1

June 17–21, 2025

3%

UBAs processed by June 15

Round 2

July 22–26, 2025

3%

UBAs processed by July 20

Round 3

Aug 26–30, 2025

3%

All remaining UBAs by Aug 25

Sampling Method

- Random Selection using Excel/Google Sheets random number generator or data system query.
- Maintain a record of sample methodology for each round.
- Exclude UBAs previously selected in earlier rounds to avoid duplication.

Verification Process (per UBA sample)

1. Initial Admin Match (Direct Verification): Attempt to verify categorical eligibility via CalFresh, Medi-Cal, CalWORKs, foster, or homeless program data.
2. If Admin Match Fails: Send Verification Request Letter with deadline for families to submit income documentation (10 calendar days).
3. Follow-Up & Determination: Review submitted docs. Send Adverse Action Notice with appeal rights if eligibility changes.
4. Document Outcomes: Log results and prepare EDCS upload. Securely store all documentation.

Required Documentation (per UBA)

- Original UBA form
- Proof of eligibility (income/docs)
- Verification letter sent
- Family response or no response
- Final determination record
- Adverse action & appeal info (if applicable)

EDCS Reporting

Upload all verification outcomes (verified, no response, denied, reduced) by September 15, 2025. Ensure all fields align with EDCS Verification Submission Template.

Internal Audit Checklist

- [ ] 3% sample selected per round
- [ ] Randomization method documented
- [ ] Verification process applied to each selected case
- [ ] Timely family communication issued
- [ ] All outcomes clearly recorded and archived
- [ ] Results uploaded to EDCS

Timeline Summary

Task

Date Range

Owner

Round 1 Sample + Verify

June 17–21

Eligibility Team

Round 2 Sample + Verify

July 22–26

Eligibility Team

Round 3 Sample + Verify

August 26–30

Eligibility Team

Final EDCS Upload

By September 15

Program Coordinator

Internal Audit + File Storage

Through October

Data Compliance Lead

Contacts

- CDE SUN Bucks Help Desk: sunsupport@cde.ca.gov
- EDCS Support: edcsupport@cde.ca.gov


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