INSTRUCTIONS TO STAFF 340:25-5-123
1. (a) Oklahoma Department of Human Services Child Support Services (CSS) staff follows the Case Initiation and Case Closure Child Support Manual, Case Closure Chapter for information on case closure. CSS staff accesses the Child Support Manual on the CSS InfoNet Home page.
(b) When CSS receives a written request for case closure for good cause by a non-applicant, district office management in consultation with the Family Violence Program Field Representative, determine whether good cause is met per Oklahoma Administrative Code (OAC) 340:10-10-6 criteria.
(c) When a 60 Day Closure Notice is required, CSS staff refers to the Case Closure Training Minute on the CSS InfoNet Home Page.
2. CSS does not close a case because the applicant moves out-of-state.
3. (a) CSS staff manually reviews the CSS CP Day Care Closure (CSDCC) screen on the Oklahoma Support Information System (OSIS) to determine if the amount of child support income in the F95 block on the EF screen of the automated Adult and Family Services (AFS) PS2 system is equal to or greater than the child's court-ordered monthly child support amount on the Obligation Current Support Inquiry (OBCSI) screen.
(b) When the amount in the F95 block is equal to or greater than the amount on the OBCSI screen, a message, "ENTER 'X' TO CLOSE CASE," appears on the CSDCC screen allowing child support staff to close the case when the criteria in OAC 340:25-5-123(c) are met.
(c) When the amount per child in the F95 block is less than the court-ordered amount, the message "IF FSSD HAS VERIFIED CHILD SUPPORT INCOME, ENTER 'X' TO CLOSE CASE" appears. CSS staff emails the Adult and Family Services (AFS) worker and the county director to report the discrepancy and request verification of the monthly amount of child support income reported by the custodial person (CP) to the AFS worker.
(d) CSS staff documents on the Case Log Add (CSLOGA) screen when the email was sent to the AFS program worker. When the AFS worker emails CSS staff confirming the monthly amount of child support income reported by the CP, CSS staff may close the child support case when the criteria in OAC 340:25-5-123(c) are met. CSS staff must document on CSLOGA the date when the AFS worker emailed and the information provided.
4. (a) CSS does not close a child support case in which a CP is receiving a child care subsidy referral at the CP's request, except per OAC 340:25-5-123(c)(2).
(b) When CSS receives a payment on a non-Temporary Assistance for Needy Families (TANF) SoonerCare (Medicaid) benefits only case, CSS staff processes the case as described in (1) through (3) of this subsection.
(1) District office staff:
(A) resolves the payment on OSIS in the CSS Undistributed Payments Select Menu (UNDL) screen by using the CSS Financial Notes Add (UNDR) screen and coding the payment with a 'W' resolution indicator and a note that the payment is a non-Title IV-D pass through; and
(B) closes the case on OSIS with the closure codes 04/01.
(2) Center for Finance and Budget staff logs the payment for issuance to the CP as a non-Title IV-D pass through case per OAC 340:25-5-350.3.
(3) District office staff reviews the child support order for a medical support provision per OAC 340:25-5-168 and, if there is no such provision:
(A) re-opens the child support case to obtain a modification of the child support order to include a medical support provision, document medical insurance actually provided, and/or issue a National Medical Support Notice to an existing employer per OAC 340:25‑5‑171;
(B) updates OSIS with this information; and
(C) closes the case with OSIS closure codes 04/01.
5. When the monthly child support is not set at $0 prior to closing, CSS modifies the order for current support to $0 per month so child support does not accrue.
6. CSS staff follows the Child Support Training Minute: Case Initiation on Resolving Erroneous and Duplicate Referral Information from the Oklahoma Health Care Authority for the process to close the case, update the referral to the appropriate level of child support services, or to remove the referral by indicating that child support services were declined. CSS staff accesses the Child Support Training Minute on the CSS InfoNet Home page.
7. Examples of appropriate and not appropriate for noncooperation in a child-only SoonerCare (Medicaid) case include, but are not limited to:
(1) appropriate: when the CP refuses to bring the child in for court-ordered genetic testing, despite multiple notices to do so. The case may be closed because genetic testing when ordered, is an essential next step for establishing paternity per OAC 340:25-5-114 Instructions To Staff # 2 for noncooperation; or
(2) not appropriate: when the noncustodial parent has requested a review of the order, but the CP fails to appear at the modification hearing after having been served with notice. The court enters an order imputing income to the CP despite the CP's failure to appear. The case may not be closed because CSS was able to proceed with the modification without the CP's appearance per OAC 340:25-5-114 ITS 2(c).
8. (a) When CSS is no longer providing child support services staff resolves enforcement actions by:
(1) releasing liens and levies;
(2) dismissing pending court actions, such as contempt;
(3) reinstating any revoked or suspended licenses;
(4) removing the NCP from the Most Wanted and Missing Parents Program lists; and
(5) requesting the court withdraw bench warrants.
(b) Staff leaves in place actions that affect any case other than the case being closed.
9. When a case is closing and has a Family Violence Indicator (FVI):
(1) without a pass-through, staff follows the Child Support Manual, Address of Record & Family Violence Chapter on the CSS InfoNet Education page for direction to remove the FVI and document the removal on CSLOGA; or
(2) with a pass-through and an Order/Notice to Withhold Income for Child Support (IWO), staff does not remove the FVI.
10. When it is determined a case qualifies for closure, CSS terminates the state's Order/Notice to Withhold Income for Child Support (IWO). At the applicant's request, CSS initiates a new IWO in the applicant's name, at the same time the state's IWO is terminated.
11. When a 60 Day Closure Notice is sent, CSS finance staff sets the child support accrual end date on the Obligation Information Per Child page of the OBLU screen in OSIS, as the last day of the month following the 60-calendar day period. Staff removes balances from the case after the 60-calendar day time period lapses.