Oklahoma Department of Human Services
Sequoyah Memorial Office Building, 2400 N. Lincoln Blvd. • Oklahoma City, OK 73105
(405) 521-3646 • Fax (405) 521-6684 • Internet: www.okdhs.org
 
340:25-5-123. Case closure system
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Revised 7-1-13

 

(a) Oklahoma Child Support Services (OCSS) closes cases eligible for closure per Section 303.11 of Title 45 of the Code of Federal Regulations (45 C.F.R. § 303.11).     • 1

(b) A child support case may not be closed when there is a pending paternity, establishment, or modification action filed with the court by OCSS and the non-applicant has been served, unless the pending action is withdrawn or dismissed at the discretion of the OCSS state's attorney. • 2

(c) A child support case may be closed when any of the criteria in (1) through (4) of this subsection applies.

  • (1) Less than $500 in courtordered support is owed to the state, unless there has been a:
    • (A) collection during the past six months; or
    • (B) federal or state income tax refund intercept in the past 18 months.   • 2
  • (2) The custodial person (CP) is participating in the Oklahoma Department of Human Services (OKDHS) Child Care Subsidy Program, is not receiving Temporary Assistance for Needy Families (TANF) or non-TANF SoonerCare (Medicaid), requests closure, and (A) and (B) apply.
    • (A) There is a child support order.
    • (B) The CP is receiving the full amount of the current monthly child support obligation and has reported to his or her Adult and Family Services worker receipt of this child support income.   • 3 & 4
  • (3) The CP is participating in the OKDHS Child Care Subsidy Program, is receiving non-TANF SoonerCare (Medicaid) benefits for a child(ren) only, requests closure, and all the criteria in (2) of this subsection apply.   • 1, 3 & 4
  • (4) The noncustodial parent is receiving Supplemental Security Income, has no income or assets to pay arrears, and the child support order is set at or modified to $0 per month due to the parent's disability and lack of income.  • 5

(d) A child support case may be closed when the CP receives non-TANF SoonerCare (Medicaid) child-only benefits when:

  • (1) the case is received from Oklahoma Health Care Authority as a referral, but OCSS learns the CP desires to decline child support services and no service of process is initiated on a legal action filed by OCSS to establish or enforce the child support order, including the medical support portion; or   • 6
  • (2) the CP:
    • (A) cannot be located per 45 C.F.R. § 303.11(b)(10); or
    • (B) fails to cooperate and an action by the CP is essential for the next step in providing child support services per 45 C.F.R. § 303.11(b)(11).   • 7

(e) The case applicant requests that a child support case be closed by submitting OCSS Form 03GN542E, Application for Case Closure.  When an Application for Case Closure is received, OCSS staff determines whether the case meets federal case closure criteria per 45 C.F.R. § 303.11.

(f) When OCSS staff closes a case, OCSS:• 8 & 9

  • (1) terminates the Order or Notice to Withhold Income for Child Support with the employer per OAC 340:25-5-201.1;   • 10 
  • (2) removes case balances; • 11 and
  • (3) documents the date and amounts removed on the automated Oklahoma Support Information System Case Log (CSLOG) screen.

(g) Per 45 C.F.R. § 302.33 when Title IV-A TANF, Title IV-E foster care, and non-TANF SoonerCare (Medicaid) services are discontinued, OCSS notifies the recipient that OCSS maintains a full-service child support case, unless the CP declines services in writing.  If the CP declines services in writing, OCSS closes the case.  If the CP fails to respond, OCSS maintains a full-service child support case.

INSTRUCTIONS TO STAFF 340:25-5-123

 

Revised 9-15-14

 

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.

 

 

Last Updated:  9/19/2014