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. |
