Investigations

(1) Agent’s Responsibility. (a) In order to ensure the proper level of benefits are paid to the recipient, the veterans’ agent has the legal responsibility to conduct periodic investigations into the applicant’s eligibility and need for such benefits. The purpose of the investigation is to assess changes in the applicant’s need for financial assistance, his or her own ability to meet those needs and his or her eligibility for veterans’ benefits. Hearsay information on the applicant’s reputation or the unsupported opinions of the veterans’ agent shall not be a sufficient basis for the disqualification of an applicant. (b) The veterans’ agent shall not rely on information gathered by any other party in preparing recommendations onthe continuationofbenefits to the applicant. If the veterans’ agent does rely on such information and it is subsequently determined that benefits have been paid contrary to statute or regulation, DVS shall not provide reimbursement for such payments. (c) The veterans’ agent shall respond to all inquiries from DVS concerning the needs of the applicant, his or her work history or ability to work, his or her financial status, and any other information concerning the applicant’s compliance with 108 CMR 8.00. Failure to respond in a timely manner may result in disallowance of benefits. The Secretary may approve benefits contingent upon the veterans’ agent responding to the Secretary’s request for information. Any failure to respond withineither a designated period or with the next regular submission ofrequests for authorization shall be deemed untimely. The recipient shall fully cooperate with the veterans’ agent pursuant to the Secretary’s request for information. (2) Sources of Information. (a) The Department of Public Health, Registry of Vital Records and Statistics, maintains a central repository of records concerning births, deaths and marriages within the Commonwealth. The veterans’ agent may collect such information from that office, rather thancontacting individual cities and towns. (b) The War Records Section of the Adjutant General’s Office maintains complete records on the military service of veterans whose place of residence was Massachusetts at the time of their discharge. When an applicant does not have the necessary discharge or release document in his or her possession at the time of the application, the veterans’ agent shall obtain the basic background details and then request acertificate of military service from the War Records Section. Other sources of military records are the VA Regional Offices and the Military Personnel Records Center in St. Louis, Missouri. (c) Records of divorce, separation, adoption and similar proceedings may be obtained fromthe Probate Court which had jurisdiction over the matter. (d) Information on an applicant’s compliance with support orders may be obtained from the probation officer in the appropriate Probate and Family Court. (e) The veterans’ agent, with the full cooperation of the applicant, shall obtain information on the wages or reasons for unemployment of an applicant from the applicant’s employer. The veterans’ agent also may obtain such information on wages earned by an applicant’s spouse or children, provided that the spouse and children are members of the applicant’s household. If obtaining a wage earner’s report would jeopardize an individual’s employment, the veterans’ agent should obtain a copy of the employee’s pay stubs from the applicant. (f) In accordance with M.G.L. c. 115, § 2, the veterans’ agent has the authority to obtain information upon written request, regarding deposits or loans to the credit of an applicant from the Treasurer designee of a financial institution: 1. savings bank 2. savings and loan association (supervised bythe Commonwealth’s Commissioner of Banks) 3. federal savings and loan association (g) The applicant or spouse shall provide the veterans’ agent with a waiver or authorization allowing release of the information referred to in 108 CMR 8.01(2)(a) through (f).