for children in Oklahoma Department of Human Services (DHS) or tribal custody
whose cases remain in the county of jurisdiction, applicants may apply for and
receive benefits in a local county office of their choice or, when known to
DHS, apply online via okdhslive.org.
Known to DHS means the applicant was previously listed as a payee or
spouse on an existing case.
(b) The timeframe needed to determine eligibility varies
depending on the capabilities of the applicant and the amount of verification
required. Refer to Oklahoma
Administrative Code (OAC) 340:65-3-5 for application processing time limits for
all Adult and Family Services (AFS) benefits.
(c) When the applicant informs the worker he or she does not
have the information needed to determine eligibility, the worker offers to
assist the applicant in obtaining the information. The worker's assistance may range from
explaining how or where to obtain proof to the worker obtaining proof when the
applicant is unable to do so. The worker
is not required to obtain proof for an applicant who is simply unwilling to do
2. (a) The authorized representative's role is
defined in Supplemental Nutrition Assistance Program (SNAP) rules per OAC340:50-3-1
and in Child Care Subsidy program rules per OAC 340:40-3-1.
to the Temporary Assistance for Needy Family (TANF) program requirement to
assess employment barriers and service needs of the family, the applicant must
complete the application. The worker
makes a home visit when it is difficult for the applicant to come to the county
3. (a) For the Child Care Subsidy program, when
the natural or adoptive parent lives in the home but is too incapacitated to
apply, another person living in the home may apply for the parent. The other person must provide proof of the
parent's inability to apply per OAC 340:40-3-1(a)(2)(E).
(b) For SNAP, any responsible household member may apply or
designate an authorized representative.
When children live with someone else while the parent is temporarily out
of the home, the worker determines the children's eligibility based on the
responsible person's eligibility.
4. (a) Methods the applicant may use to apply for
SNAP and Child Care Subsidy include:
(1) completing the application electronically by:
(A) accessing www.okdhslive.org; or
(B) getting help from DHS or a community partner to complete
the application on www.okdhslive.org;
(2) downloading a paper application from
DHS-Forms and Applications for Service and
completing, signing, and bringing, mailing, or faxing it to DHS; or
(3) going into the local county office to complete the
application with a worker using the Family Assistance/Client Services (FACS)
(b) Methods the applicant may use to apply for SoonerCare
(Medicaid) when the Oklahoma Health Care Authority (OHCA) is responsible for
determining eligibility per OAC 317:35-5-63, include:
(1) completing the application electronically by:
(A) accessing OHCA online enrollment at www.okhca.org;
(B) accessing www.okdhslive.org; or
(C) getting help from DHS staff or a community partner to
complete the application on www.okdhslive.org or online enrollment; or
(2) going into the local county office
to complete the application with a worker using FACS.
(c) Methods the applicant may use to apply for SoonerCare
(Medicaid) when DHS is responsible for determining eligibility, State
Supplemental Payment, Supplemental Security Income-Disabled Children's Program
(SSI-DCP), and TANF include:
(1) downloading Form 08MP001E, Request for Benefits, Form
08MP002E, Eligibility Information for Benefits, and Form 08MP003E, Rights,
Responsibilities, and Signature for Benefits from DHS-Forms
and Applications for Service and completing, signing, and bringing
or mailing them to the local county office; or
(2) going into the local county office to complete the
application with a worker using FACS.
(d) Methods the applicant may use to apply for the Low
Income Home Energy Assistance Program (LIHEAP) include:
(1) downloading Form 08LH002E, Low Income Home Energy
Assistance Program (LIHEAP) Walk-In Application, from DHS-Forms
and Applications for Service and completing, signing, and bringing,
mailing, or faxing it to DHS;
(2) going into the local county office to complete the
application with a worker; or
(3) completing and signing the computer-generated form sent
to certain recipients per 340:20-1-19 and 340:20-1-20 and bringing,
mailing, or faxing it to DHS.
5. (a) The nursing facility may prefer the
application be handled locally, but the needs of the applicant take precedence.
(b) Cases for children in DHS or tribal custody must remain
in the county of jurisdiction.
6. (a) When the applicant applies for TANF in a
county other than the one in which he or she lives, the worker and applicant
together determine whether the applicant is best served by referring him or her
to TANF Work activities in the county of residence or in the county in which he
or she applied. Determining factors may
include the availability of:
services that best fit the applicant's skills and
appropriate child care; or
where the applicant's support network
(b) When indicated, workers in both counties confer to
develop the most appropriate TANF Work plan for the applicant.
7. (a) A signature submitted on Form 08MP001E
through email or a fax is acceptable to establish a request date for the Child
Care Subsidy program or the application date for the SNAP, TANF, and SoonerCare
(Medicaid) programs. Form 08MA005E,
Notification of Needed Medical Services, may also preserve the application date
for SoonerCare (Medicaid) eligibility groups for which DHS is responsible for
determining eligibility per OAC 317:35-5-63.
addition to an original signature, a signature submitted on an imaged document
by email or fax is acceptable.
(c) An electronic signature submitted through OKDHSLive is considered
the same as a pen and ink signature.
8. In rare situations, an applicant's name may
not match records used to establish Medicare buy-in and/or data exchange.
(1) When an applicant
has Medicare, the worker uses the name on the Medicare Health Insurance
Benefits (HIB) card as the case name to facilitate matching Medicare records
and completing Medicare buy-in activities.
(2) When, after certification, county staff or the state
buy-in coordinator discovers that the case name and the Medicare HIB card name
do not match, he or she changes the case name to match the HIB card. When county staff changes the name, he or she
reports the name change to the state buy-in coordinator to avoid or resolve
Medicare buy-in issues.
(3) When the applicant
does not receive Medicare, the worker uses the name on the Social Security
9. (a) When an interview is required for SNAP,
(1) county worker sends Form 08AD091E, Interview Notice, to
schedule the interview because:
(A) it provides the
option of an office or telephone interview; and
(B) advises the
applicant to send proof to the local county office address; and
(2) support center worker sends Form 08AD093E, Support Center Interview Notice, because it only provides
the telephone interview option and advises the applicant to send proof to the
Customer Services Center address.
scheduling interviews for all programs except SNAP, send Form 08AD092E, Client
Contact and Information Request, because Form 08AD092E allows the worker to
schedule an office or a telephone interview and request required proof at the
10.(a) Per OAC 340:50-3-2, staff may conduct SNAP
initial and certification renewal interviews by phone. When a household meets expedited services
criteria per OAC 340:50-11-1, staff may approve benefits and postpone the
interview for up to 30-calendar days.
(b) The worker conducts a face-to-face interview when the
household does not have a phone or requests a face-to-face interview.
11. When OHCA is responsible for determining eligibility,
the OHCA rules engine approves SoonerCare (Medicaid) benefits.
12. The worker is
(1) explaining the availability of child care subsidy
benefits and child support services that may help the applicant achieve the
expected outcomes of self-support and self-sufficiency;
(2) giving applicants applying for SoonerCare (Medicaid) or
cash assistance for a child under 21 years of age the DHS Pub. No. 87-36, Early
Periodic Screening, Diagnosis and Treatment, and the DHS Pub. No. 91-25,
Oklahoma Child Support Services Handbook; and
(3) giving applicants applying for Soonercare (Medicaid) and
a State Supplemental Payment (SSP) for a child under 18 years of age the DHS
Pub. No. 86-150, Where to Turn for Help for Children with Disabilities.
worker determines the month and effective date of the applicant's eligibility
or ineligibility and the system issues the notice based on the reason for the
(1) The system does not issue a computer-generated
notice when the worker denies an application using the reason code of
"death or code 01" or "other or code 69."
(2) When the worker uses the reason code of "other
or code 69," the worker issues Form 08MP038E, Notice of Action Taken, to
explain the reason for the denial.
14. Refer to OAC 340:2-5
for fair hearing information.
15. When the worker completes Form 08AD092E, he or
she only checks the items required to determine eligibility based on program
specific policy. For example, the worker
does not require proof of resources to determine eligibility for a SNAP food
benefit application or self-employment records when no one is self-employed.
16.When the household
lived in another state(s) within the last 12 months, the worker contacts the
former state(s) to determine if the household currently receives assistance
from that state(s). When the household
receives cash assistance or food benefits from the other state, the worker does
not approve the household for assistance in Oklahoma until the month after the
assistance ends in the other state.
OAC 340:10-1-4, TANF receipt is limited to 60 months when an adult is included
in the benefit. Refer to OAC 340:10-7-1
for residency information.
When the applicant plans to remain in Oklahoma, Child Care Subsidy benefits may
be approved for the same month benefits are approved in the other state
provided there is a planned closure date.
This is possible because the benefit is paid to the child care provider
not the recipient.
OAC 340:50-5-28, a person residing in a domestic violence shelter included in
an active food benefit household may participate as a separate household in the
same month when the active household includes the person who subjected the
shelter resident to abuse.
SoonerCare (Medicaid) may be approved for nursing care in Oklahoma for the same
month the person received nursing home care in another state when the applicant
intends to remain in Oklahoma. When approved, the
worker subtracts the verified nursing home vendor payment paid by the client in
the other state from the vendor payment in Oklahoma.
17. When the applicant requests help with social
service needs, the worker may give or send the applicant DHS Pub. No. 09-454,
Statewide Helpline Numbers, or DHS Pub. No. 09-454SV, in Spanish. The publication contains statewide hotline
numbers and space for the worker to enter the statewide 211 information and
referral phone number and contact information for local community services.
to OAC 340:2-5 for fair hearing information and OAC 340:65-3-7 for denial
19.The worker informs the applicant that DHS
matches the Social Security number (SSN) of each person included for benefits
with data from the:
(1) Social Security Administration (SSA) on benefits and
(2) Oklahoma Employment Security Commission on unemployment
benefits and wages;
(3) Internal Revenue Services on unearned income;
(4) Workers' Compensation Court on workers' compensation
(5) financial institutions that participate in the Asset
Verification System when the applicant requests a SoonerCare (Medicaid) program
for aged, blind, and disabled populations; or
(6) other agencies.
20.(a) A SSN is not required for undocumented
aliens who are eligible for SoonerCare (Medicaid) emergency services per OAC 317:35-5-25(a)(3) and (4).
(b) Per OAC 340:50-5-68 for food benefits, a newborn child
is not required to have a SSN or pending SSN application until the next
certification renewal or within six months following the baby's birth month,
whichever is later.
(c) Per OAC 340:40-7-4 for Child Care Subsidy benefit rules,
the applicant is not required to provide a SSN for any member of the household.
21.(a) When the worker questions the applicant's
statement, the worker is required only to verify that the SSN is valid and the
name and SSN given by the applicant appear on the document supplied as
proof. The applicant may provide a copy
of each household member's Social Security card or another document that
contains the person's name and SSN, such as an award letter or W-2 form as proof. The worker may use documentation in other
public assistance case records or the data exchange files as proof. The worker documents the source used in FACS
(1) When the document provided appears to be false or
altered, the worker requests a secondary proof document.
(A) When the person's name and SSN match on both documents,
the worker accepts the information. The
worker includes the person in the benefit when he or she meets all other
factors of eligibility.
(B) When the SSN enumeration (ENU) transaction returns a
discrepancy message because the SSN was not verified through data matching with
SSA, the applicant must supply a copy of the person's Social Security card or
proof from SSA that a SSN application is pending for the person.
(C) Additional information ENU regarding the SSN process is
located on the Infonet under Job Functions/Adult and Family
Services/Tools/Systems Help/Data Exchange.
(2) The worker takes appropriate action per paragraph (3) of
this Instruction when the applicant:
(A) does not provide the initial or secondary proof
(B) provides secondary documentation that appears to be
false or altered; or
(C) states he or she is using a name or SSN that is not his
(3) Appropriate action includes:
(A) applying a 25 percent program penalty to the TANF
benefits per OAC OAC 340:10-12-1;
(B) denying or closing food benefits for the person per OAC 340:50-5-68; and
(C) denying or closing SoonerCare (Medicaid) benefits for
the person per OAC 317:35-5-27.
(b) When the applicant's citizenship
status is in question, refer to OAC 340:65-3-1(g) and OAC 340:65‑3‑4(5).
22.(a) The worker gives or mails Form 08AD101E,
SSN Enumeration Referral, and Form 08AD092E, Client Contact and Information
Request, to the applicant to request proof the applicant applied for a SSN.
(b) The SSA does not assign a SSN to an alien who does not
have authorization from the United States Citizenship and Immigration Services
(USCIS) to work in the United States (U.S.) unless the alien has a valid
non-work reason for needing a SSN. The
SSN requirement for receiving benefits or services is a valid non-work
reason. When making a referral to SSA
for a SSN, the worker indicates the alien status on Form 08AD101E.
(1) When the applicant fails to return Form 08AD101E, no
further referral is necessary.
Appropriate action is taken.
(2) When SSA staff accepts Form 08AD101E for processing, the
returned form indicates SSA staff acceptance of the SSN application.
(A) When SSA accepts the SSN application, a Social Security
card is normally issued within two weeks for persons younger than 1 year of
age. It may take up to 14 weeks to issue
an original Social Security card for a person 1 year of age or older. The worker advises the applicant to notify
the worker when the Social Security card is received so the SSN may be recorded
in the case record.
(B) When SSA does not accept the applicant's SSN application
because the applicant:
(i) was unable to provide the required evidence, the worker
makes every effort to assist the applicant in obtaining the evidence; or
(ii) failed to cooperate or was not eligible for a SSN, the
person's needs are not included for benefits.
(c) The Case Worker Activity (CWA) Report 21 lists the names
of recipients who received benefits for at least 60-calendar days, are 1 year
of age or older, and do not show a SSN on FACS.
Children younger than 1 year of age do not appear on the CWA report
until they receive benefits for six months.
(1) The worker contacts recipients listed on the CWA report
to determine if they received a SSN number.
(2) When a SSN number was not received, the worker gives or
mails Form 08AD092E requesting the recipient provide a SSN within 10-calendar
(3) When the recipient does not provide the SSN within
10-calendar days, the worker takes appropriate, negative action.
(4) Initial referrals using Forms 08AD092E and 08AD101E are
made for children not required to provide a SSN or proof of a SSN application
23. Refer to OAC 340:10-3-57(g) for TANF benefit
reduction as a result of program violation.
24. (a) There is no SSN requirement for a newborn
child deemed eligible for SoonerCare (Medicaid). Refer to OAC 317:35-6-60.
food benefits, when it is determined failure to provide or apply for a SSN is
due to non-cooperation, refer to OAC 340:50-5-68.
25. The applicant is
not required to declare the citizenship or alien status of household members
not applying for benefits. The worker
must determine if the income and resources of the excluded household members
are considered using household composition rules, per:
(1) OAC 340:40-7-6 for the Child Care Subsidy program;
(2) OAC 340:50-5-1 through 340:50-5-10.1 for SNAP;
(3) OAC 340:20-1-10 for LIHEAP;
(4) OAC 340:15-1-5 for the SSP program;
(5) OAC 317:35-7-36 for SoonerCare (Medicaid) programs for
persons categorically related to the aged, blind, and disabled; and
(6) OAC 340:10-3-56 for TANF.
26. (a) Between renewal
periods, the payee must complete Form 08MP022E, Declaration of Citizenship
Status, before the worker adds the person to benefits.
When the payee reports the additional household member at benefit renewal, Form
08MP022E is not required because the payee declares the citizenship status of
the person when completing and signing the benefit renewal.
When the person is 14 years of age and older, a data match with SSA must occur
or the person must meet requirements per OAC 340:65-3-1(g)(3) before the worker
approves the person for benefits.
applicant's identity must be verified prior to the issuance of expedited food
benefits per OAC 340:50-11-5. The worker
and applicant must make reasonable efforts to verify other eligibility factors
prior to benefit issuance.
28.Refer to OAC
340:65-3-1(e)(2) and Instructions to Staff (ITS) # 6 through 11 of this Section
and OAC 340:65-3-4(4)(A) and ITS # 9 for information about SSN ENU and the
penalty for not furnishing a verifiable SSN.
29. (a) The local
county office must make notary services available to the applicant.
When the worker is unable to match the SSN for a person 14 years of age or
younger, benefits may be approved when allowed by the program. Refer to OAC 340:65-3-1(f) and ITS # 12 in
this Instruction for more information.
worker does not issue for persons 14 years of age and older until lawful status
30. The worker uses
reason codes 31 or 40 from DHS Appendix U, Reasons for Negative Benefit
Actions, when denying benefits for the entire household. When the worker denies or removes one or more
persons from the benefits, the worker uses the reason "failed or refused to provide
proof of citizenship" for the person.