1. The worker exercises caution when determining whether to multiply income twice per month or biweekly.
2. For example, when a person is paid daily and employed:
(1) five days per week, Monday through Friday, the worker converts daily income to a weekly amount and multiplies the weekly income by 4.3 to arrive at the monthly gross wage; or
(2) three days per week, Monday, Wednesday, and Friday, the worker converts daily income to a weekly amount and multiplies the weekly income by 4.3 to arrive at the monthly gross wage.
3. Examples include, when a person:
(1) is registered with a day labor agency but has only worked two days in the last two full months: May 16, $60, and June 21, $50. The appropriate method for determining monthly gross wage is to average these two months income: $60 + $50 = $110 divided by 2 = $55.
(2) started working for a day labor agency on May 2nd and applied for food benefits on May 10th. The person worked three days before applying and does not know how many more days he or she will work before the end of the month. It is appropriate to total the wages earned so far in the application month and use that amount as the countable earned income for the initial and ongoing months, as there is no reasonable way to anticipate earnings.
4. Examples of when actual income is not used are when:
(1) all income for the month has not been received;
(2) the person is paid every two weeks and received three checks in the month of certification from ongoing employment; or
(3) the person is paid weekly and received five checks in the month of certification from ongoing employment.
5. (a) When income fluctuates to the extent that a 30-day period alone does not provide an accurate indication of anticipated income, a longer period of past income may be requested and used to determine representative income.
For example, the client may state he or she worked additional hours in the most recent 30-day period to cover for an absent employee who has now returned.
(1) When the client and the worker are unable to obtain additional pay information to better anticipate future income, the worker uses the best available information per Oklahoma Administrative Code (OAC) 340:50-7-45(b) to calculate income. This may include basing the computation on the client's explanation for the fluctuation. The worker documents the income computation method used in the Family Assistance/Client Services (FACS) case notes.
(2) When the worker requests additional verification at application, mid-certification, or certification renewal and the client fails to provide the verification without explanation, the worker denies or closes the food benefit.
(b) When the client states he or she received a pay raise or his or her hours increased or decreased and the changes are not reflected on the past 30 days of pay stubs, the worker requests additional pay information from the employer.
The worker fully documents the method used to compute income in FACS case notes.
(b) The worker follows procedures listed in (1) through (5) of this subsection when using pay stubs to compute ongoing earned income.
(1) The worker must use the most recent 30-calendar days of pay stubs.
(2) Pay stubs must be consecutive. Using a calendar to identify the pay dates ensures there are no missing pay stubs.
(3) Gross amounts of income must be used in the calculation process.
(4) When the hours worked fluctuate each pay period, the worker asks the client why hours fluctuate and documents the reason in FACS case notes.
(5) Only those pay periods determined as representative pay for the next certification period are used in the calculation. The worker documents in case notes the reason for excluding any pay stubs.
(c) When a person receives a benefit allowance from his or her employer, count the regular gross earnings, plus any money left after deducting the cost of the reimbursable expenses covered by the benefit allowance as earned income. Count as earned income any amount the employer provides in the employee's pay for a reimbursable expense, when the employee chooses not to use it for the expense.
(d) When a person has not received a full pay check from new employment, it is appropriate to use an employer's statement or Form 08AD094E, Employment Verification, when completed by the employer. The statement or form must include the client's scheduled hours per week, rate of pay, and how often paid. When anticipating new income based on an employer's statement only, the worker converts the income to a monthly amount per calculation methods described in (a) of this Section.
7. The worker verifies if the contract pay is hourly or salaried and:
(1) annualizes salaried contract pay; or
(2) converts hourly pay to a monthly amount per OAC 340:50-7-46(a).
8. (a) The Beneficiary and Earnings Data Exchange System (BENDEX) provides verification of Social Security benefits and Medicare entitlement. To view, enter BEN space Social Security claim number. The worker may view BENDEX code information by clicking on the Infonet Job Functions tab, choosing Adult and Family Services, and clicking on Systems Help under Tools/Data Exchange/BENDEX.
(1) When using BENDEX to verify Social Security benefits, the worker drops any cents from the gross benefit amount in BENDEX Field B27 and uses only the whole dollar figure. For example, round $349.50 to $349.00. (2) When a person is dually entitled to receive Social Security benefits under two claim numbers, the person may receive benefits under one or both claim numbers.
(A) When the person receives a combined benefit, BENDEX displays two records for the person. Each record displays a D for dual entitlement in Field C21 and the cross referenced claim number in BENDEX Field B20.
(i) The worker counts the income displayed under the BENDEX record with a CP payment status code in Field B20. The CP means current pay. The person receives the combined Social Security benefit amount under this claim number.
(ii) The worker does not count the income displayed in the BENDEX record with the AD in payment status code Field B20. The AD means adjusted for dual entitlement and the person does not receive income under this BENDEX record.
(B) The benefit issuance process used by SSA may cause a $1 or $2 difference in the actual payment made to a person who receives combined benefits.
(C) When the person receives benefits under both claim numbers, each BENDEX record displays a CP in the payment status code Field B20. The worker adds the whole dollar figures in Field B20 together and drops the cents to arrive at the person's SSA income. For example, when one record shows $202.51 and the other shows $361.23, the worker adds $202 to $361 to arrive at the person's countable income of $563.