Fill Out a Valid Dhs 38 Form

Dhs 38 - Usage Guide

Filling out the DHS 38 form is a straightforward process that requires careful attention to detail to ensure that all the information provided is accurate and complete. This form is a crucial document used for verifying employment details as required by the Michigan Department of Human Services. By following the steps outlined below, employers can ensure they fulfill their legal obligations and support their employees in accessing the services provided by the Department of Human Services.

1. Start by entering the case name, case number, and the date at the top of the form.
2. Fill in the DHS Office location, the specialist's name/ID, and their contact information including phone and fax numbers.
3. Provide the individual ID if known; if not, leave this section blank.
4. In the Verification of Employment section, write down the return date mentioned in the instructions provided by DHS.
5. Enter the employee's name and social security number (SSN).
6. For student employees over 18 years old, ensure the student employee signature and the date are included to authorize the release of employment information.
7. Under Section 1 - Employment Information:
   • Mark the appropriate employment status.
   • Detail the occupation, employment date began, first paycheck dates (both full and partial), and the date employment ended or is expected to end if applicable.
   • State the number of hours expected to work per week or per pay period.
   • Input the rate of pay, differential pay if any, the shift, and the day of the week paid.
   • Answer whether tips, bonuses, or commissions are received and if they are included in the gross pay.
   • Explain the type of employment and provide an estimated work schedule if temporary.
8. Complete Section 2 - Insurance/Retirement Information, providing details on health plans, insurance coverage, retirement plans, and other benefits.
9. In Section 3 - Income Information, accurately record all income received within the specified period, using additional paper if necessary.
10. Fill out Section 4 - Disability/Workers Compensation Information regarding any benefits paid within the specified period.
11. In Section 5 - Additional Information/Comments, provide any further details or explanations requested by the Department of Human Services.
12. For Section 6 - Signature/Business Information:
    • Write the business name, address, and the employer's federal ID (FEIN).
    • Provide the name, signature, title, contact information of the person completing the form, and the date signed.
    • Note the days and hours of operation for the business.

Ensuring the accuracy of every part of this form is essential. Once completed, review the form to confirm all information is correct and up-to-date. The form should then be returned to the specialist at the DHS office as indicated, by the specified return date. Prompt and accurate completion of the DHS 38 form plays a vital role in the efficient processing of the case involved.

What is the DHS 38 form used for in Michigan?

The DHS 38 form, also known as the Verification of Employment form, is utilized by the Michigan Department of Human Services to gather employment, insurance, income, and potentially disability or workers' compensation information from an employer about a specific employee. This form may be part of an inquiry or investigation conducted by the Department to verify an individual's eligibility for assistance programs.

Who is required to complete the DHS 38 form?

Employers are mandated to fill out and return the DHS 38 form when requested by the Michigan Department of Human Services. This requirement is in accordance with the provisions of 1939 P.A. 280. It is a critical step in ensuring that accurate information is provided for the Department’s investigations or inquiries related to an employee’s eligibility for state assistance programs.

Is completion of the DHS 38 form mandatory?

Yes, completion of the DHS 38 form is mandatory once it is requested by the Michigan Department of Human Services. Failure to complete and return the form as required could result in the issuance of a subpoena, compelling the employer to provide the requested information.

What information does an employer need to provide on the DHS 38 form?

The DHS 38 form is divided into several sections, requiring the employer to provide details on the employee's employment status, occupation, pay rate, and employment history. Additionally, information on insurance or retirement benefits, income details, any disability or workers' compensation benefits, along with any additional comments or remarks from the employer, is also requested.

Are there any penalties for providing false information on the form?

Yes, there are legal penalties for intentionally providing false statements or information on the DHS 38 form. If the false claim involves more than $500, it is considered a felony, while amounts of $500 or less are classified as misdemeanors. These penalties aim to deter fraudulent attempts to obtain or help another obtain assistance for which they are not eligible.

How does the DHS handle discrimination?

The Department of Human Services in Michigan is committed to non-discrimination in all its programs and activities. Discrimination based on factors such as race, religion, age, national origin, color, height, weight, marital status, sex, sexual orientation, gender identity or expression, political beliefs, or disability is strictly prohibited.

What should I do if I need assistance with the DHS 38 form due to a disability?

If you require assistance with reading, writing, hearing, or any other necessity related to a disability under the Americans with Disabilities Act, you are encouraged to make your needs known to a DHS office in your area. The Department is dedicated to accommodating individuals with disabilities to ensure equitable access to their services and support.

How should the completed DHS 38 form be returned?

The completed DHS 38 form should be returned to the Michigan Department of Human Services specialist and the address provided on the form, preferably in the enclosed envelope. Timely compliance with the return request supports the Department's efforts in efficiently processing assistance eligibility inquiries and investigations.

One common mistake when completing the DHS 38 form is neglecting to fill out every required field. This form requires detailed information about employment, including dates, pay rates, and insurance or retirement plans offered. Overlooking any section can lead to incomplete submissions, which could cause delays or the issuance of a subpoena.

Another oversight involves inaccuracies with the employee's personal information, such as their social security number (SSN) and contact details. It's crucial that the employer double-checks this information to ensure it matches official records. Any discrepancy in the SSN or incorrect contact details can lead to significant complications in processing the form.

Employers sometimes make the mistake of providing vague or incomplete employment status details. For instance, merely checking the "Temporarily off" box without an explanation is not sufficient. The DHS requires clear, concise reasons for any employment gaps or changes in status to accurately assess the individual's situation.

Incorrectly reporting income, such as failing to include tips, bonuses, or commissions in the gross income, is a frequent error. It's important to accurately report all forms of compensation. This ensures the Department of Human Services can make a correct assessment based on the total income received by the employee.

Failure to obtain the necessary student employee signature for those who are 18 or older is another common mistake. This oversight can block the release of student employment information due to the Family Educational Rights and Privacy Act (FERPA), hindering the DHS's ability to obtain required verification.

Some employers mistakenly believe that certain sections, such as insurance or retirement information, do not apply if the employee is not currently enrolled in these plans. However, the DHS requires information on what is available to the employee, regardless of current participation status.

Not utilizing additional paper or a computer printout for extensive income information can lead to cramped and illegible entries. The form advises to use extra space if necessary, ensuring clarity and completeness of all financial details over the specified period.

Another error is not detailing the nature of disability or workers' compensation benefits if applicable. Simply marking "Yes" without further explanation or reference to supporting documents leaves out crucial context needed for the DHS's evaluation.

Finally, some employers overlook the importance of the signature and title of the person completing the form, which serves as an official attestation to the accuracy of the information provided. Missing or invalid signatures can invalidate the submission, posing legal repercussions for both the employer and the employee.

When dealing with the DHS-38 form, specifically aimed at gathering employment information as required by the Michigan Department of Human Services, it's important to understand that this is often just one piece of a larger puzzle. In many instances, additional forms and documents may be necessary to provide a comprehensive view of an individual's employment status, benefits, and financial situation. These documents can be instrumental in ensuring accurate and effective communication between employers, employees, and the Department of Human Services.

• W-2 Forms: These are Wage and Tax Statements that employers give to their employees annually. They show the amount of taxes withheld from the employee's paychecks throughout the year.
• Pay Stubs: Pay stubs provide detailed information about an employee's gross income, net income, and deductions. They are useful in verifying the current employment status and financial situation of an individual.
• I-9 Form: The Employment Eligibility Verification Form is used by employers to verify an employee's identity and to establish that the worker is eligible to accept employment in the United States.
• Employer Verification Letter: This document is a formal letter from an employer stating an employee's current employment status and salary. It may also include details on the nature of employment (full-time, part-time).
• 1040 Tax Forms: These are U.S. Individual Income Tax Return forms. They're filed annually by citizens or residents of the United States to report their earnings, deductions, and tax credits.
• Health Insurance Documents: Documentation proving health insurance coverage, such as insurance cards or policy documents, may be required to assess eligibility for certain benefits or programs.
• Proof of Citizenship or Residency: Documents such as birth certificates, passports, or green cards may be needed to verify identity and legal residency status.
• Direct Deposit Forms: These forms provide information on an employee's bank account for setting up automatic deposits for paychecks.
• 401(k) or Other Retirement Plan Documents: Statements from retirement accounts provide insights into an employee's long-term savings and financial planning.
• Disability Documentation: This can include forms or letters from physicians or insurance companies that detail an employee's disability status, which is relevant for benefits consideration.

The collection and submission of these documents, alongside the DHS-38 form, enable a thorough analysis of an individual's employment and financial situation. This ensures that the Department of Human Services can make accurately informed decisions regarding eligibility and assistance. As always, safeguarding personal information is paramount, and each document must be handled with the utmost care and confidentiality.

The W-4 form, commonly used in the United States for tax withholding purposes, shares similarities with the DHS-38 form in that both require personal and employment details from individuals. The main purpose of the W-4 form is to instruct employers on how much federal income tax to withhold from an employee's paycheck, which parallels the DHS-38 form's goal of gathering employment and income information, albeit for different end reasons. Both forms are integral in the processes they are designed for, ensuring either accurate tax withholding or eligibility evaluation for certain services or assistance programs.

Another document akin to the DHS-38 form is the I-9 Employment Eligibility Verification form. This form is utilized by employers to verify an employee's identity and to establish that the worker is eligible to accept employment in the United States. Similarly to the DHS-38, the I-9 requires personal details and employment information, though its main focus is on legal work status and identity verification. Both forms are vital in compliance with federal laws, the DHS-38 with state assistance programs, and the I-9 with federal employment regulations.

The FMLA (Family and Medical Leave Act) certification forms also bear resemblance to the DHS-38 form in their function of collecting detailed information for eligibility assessment. Specifically, these forms are used by employers to determine an employee's eligibility for unpaid, job-protected leave for specified family and medical reasons. Like the DHS-38, FMLA forms necessitate thorough personal and work-related information, albeit with a focus on healthcare provider certifications and reasons for leave, showcasing their purpose in supporting individual rights and well-being within the employment context.

The Request for Verification of Employment (VOE) form is another document with objectives parallel to those of the DHS-38 form. Employers or lenders typically use the VOE to confirm an individual's employment status and income when considering loans or monetary benefits. The similarity lies in the need for accurate, detailed employment and income information from the employer, making both forms essential for financial decision-making processes, whether for assistance qualification or loan approval.

Similarly, the SSA-89 form, authorized by the Social Security Administration, is utilized for identity verification purposes, often in the context of mortgage applications. This form allows financial institutions to verify a borrower's Social Security number directly with the SSA. Much like the DHS-38, the SSA-89 collects personal and sensitive information under a specific legal authority, aiming to authenticate information vital for process completion, albeit for different purposes—one for assistance and the other for financial integrity.

Last but not certainly least, the Employee's Withholding Allowance Certificate, specific to state-level income tax withholding (similar to the federal W-4 form but for state taxes), mirrors the DHS-38 form in its objective to collect employment data necessary for tax deduction purposes. Each state's version of this form requires similar detailed employment information to ensure accurate state income tax withholding, paralleling the DHS-38 form's goal of collecting employment details, though for state assistance verification rather than tax purposes.

When completing the DHS 38 form, it's crucial to follow specific dos and don'ts to ensure the process is smooth and the information provided is accurate. This form plays a vital role in the verification of employment and income details necessary for various purposes by the Department of Human Services in Michigan.

• Read instructions carefully before starting to fill out the form to avoid mistakes and ensure all required information is provided accurately.
• Use black or blue ink for clarity and to ensure the form is readable when photocopied or scanned.
• Provide accurate and up-to-date information in every section to avoid delays or issues in the verification process.
• Sign and date the form if you are the student employee, as this authorization is necessary for the release of your employment information.
• Return the form by the specified deadline to ensure timely processing.
• Include additional documentation if necessary, especially if the form requires supporting information or if you need to provide clarification on any section.

• Leave required fields blank. If a section does not apply, indicate with “N/A” (Not Applicable) instead of leaving it empty.
• Use pencil or erasable ink, as changes or errors may lead to doubts about the authenticity of the information provided.
• Guess on dates or figures. Verify employment dates, pay rates, and other numerical information before submitting the form.
• Ignore requests for additional information. If the Department of Human Services requests further details, provide them promptly to avoid processing delays.
• Try to complete the form if you are unsure about certain details. Seek clarification from your DHS specialist or office to ensure the information you provide is correct.
• Alter the form structure or attempt to edit the printed content. If you make a mistake, start with a new form to maintain the integrity of the information.

Understanding the DHS 38 form, commonly encountered by employers in Michigan, is crucial for complying with state requirements related to employee verification and benefits. However, several misconceptions exist regarding its purpose, requirements, and implications. Clarifying these misconceptions ensures accurate and lawful completion of the form.

• Only for Full-Time Employees: A common misunderstanding is that the DHS 38 form is exclusively for full-time employees. However, it applies to all employees, regardless of their employment status—full-time, part-time, temporary, or seasonal. Any employee whose information is requested by the Michigan Department of Human Services must be reported.

• No Need for Student Employees to Consent: Another misconception is that employers can release information for student employees without consent. However, the form explicitly requires student employees over the age of 18 to sign, authorizing the release of their employment information, in compliance with the Family Educational Rights and Privacy Act (FERPA).

• Complete Only If Employee Is Currently Enrolled in Benefits: It's also misunderstood that the insurance/retirement section needs completion only if the employee is currently enrolled in these benefits. Employers must provide information on the availability of these plans to the employee irrespective of enrollment.

• Penalties Apply Only for Intentional Misrepresentation: Employers sometimes believe that penalties for providing false information apply only in cases of intentional misrepresentation. However, any error, intentional or not, that leads to obtaining assistance for which the employee is ineligible can result in legal consequences.

• Submission Deadline Is Flexible: The idea that the form's return date is flexible and can easily be extended upon request is another misconception. While specialists at DHS may grant extensions, the due date on the form is legally binding, and failure to comply can lead to legal ramifications.

• Privacy Concerns Prevent Sharing Information: Employers are sometimes hesitant to complete the DHS 38 due to concerns about violating privacy laws. However, completing this form as required by the Michigan Department of Human Services is not only a legal obligation but also comes with protections for sensitive information, aligning with privacy laws.

Addressing these misconceptions is vital for ensuring that employers fulfill their legal obligations while protecting employees' rights and interests. Correct understanding and compliant completion of the DHS 38 form contribute to the smooth administration of benefits and compliance with state laws.

When filling out the DHS 38 form, which is used primarily for verifying employment in the state of Michigan, there are several key takeaways and considerations that should be kept in mind to ensure the process is handled correctly and efficiently:

• Understand the form's purpose: The DHS 38 form is a crucial instrument for employers in Michigan, designed to provide the Department of Human Services with necessary employment, income, and insurance information for individuals under investigation or inquiry related to assistance eligibility.
• Legal obligation of employers: Employers are mandated by law, under the provisions of the 1939 Public Acts 280, to submit requested information to the Michigan Department of Human Services. This mandate includes providing documents relevant to any inquiries or investigations conducted by the Department.
• Privacy and confidentiality: The Family Educational Rights and Privacy Act (FERPA) protects the release of student employment information. Hence, a signature from the student employee aged 18 or older is necessary to authorize the release of this specific information.
• Necessity for completion: Completion of the DHS 38 form is not optional. Failure to accurately and completely fill out the form may result in the issuance of a subpoena, emphasizing the legal importance of the document.
• Detailed employment information required: The form requires comprehensive details about the employee's work status, including employment status, occupation, pay rate, hours worked, and reasons for leaving if applicable. It aims to create a clear picture of an individual’s employment situation.
• Income and insurance information: Beyond basic employment details, employers are also asked to provide information regarding the employee's income, including tips, bonuses, and commissions, as well as insurance or retirement plan enrollment and benefits.
• Legal implications for inaccuracies: Submitting false information on the DHS 38 form can lead to legal penalties, including felony charges if the provided assistance exceeds $500 or a misdemeanor for lesser amounts. This stresses the paramount importance of honesty and accuracy in the completion process.
• Support for individuals with disabilities: The form and its instructions underscore a commitment to non-discrimination and accessibility, reflecting federal laws like the Americans with Disabilities Act. Support is offered to individuals needing assistance with the form due to disabilities.

The DHS 38 form serves as an essential link between employment verification processes and the provision of state assistance, ensuring that support is correctly allocated based on accurate and verified information. Employers should approach the filling of this form with the seriousness and attention to detail it requires, recognizing its role in the broader social safety net.