OKDHS - OAC 340:50-3-1. The application process

340:50-3-1. The application process

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Revised 7-1-12

(a) General. The application process for the Supplemental Nutrition Assistance Program (SNAP) begins with a request for benefits and ends with determining the household's eligibility and entering that determination into the computer system.

(1) The application must be processed no later than 30 calendar days after the signed application is submitted to the Oklahoma Department of Human Services (OKDHS). • 1
(2) Expedited services must be available to those households who are in immediate need as defined in OAC 340:50-11-1 through 340:50-11-6.
(3) Persons having lawful alien status must have status verified through Systematic Alien Verification for Entitlements (SAVE) per OAC 340:65-3-4.
(4) Benefits must be provided retroactively to the date of application for households who have timely completed the application process and who have been determined eligible.

(b) Filing applications. Each household wishing to participate in SNAP must file a separate application. Refer to OAC 340:50-5-1 for household definition. The designated head of household is not required to make the food benefit application. Applications may be made by a responsible household member or authorized representative. A responsible household member or authorized representative completes an authorization for release of information at the time of application, if necessary. Applications may be filed in person, electronically, or by mail. • 2

(1) Right to same day filing. Since the time limit for providing benefits is calculated from the date the application is actually received in the human services center (HSC) or submitted online, households are advised of their right to complete and file an application on the same day they contact OKDHS. They are also advised they do not have to be interviewed before filing the application and they may file an incomplete application as long as the application contains the applicant's name, address, and signature of either an adult member of the household or the household's authorized representative. Food benefits households are encouraged to file the application on the same day they or their authorized representative contact OKDHS.
- (A) Form 08MP001E, Request for Benefits, is made readily accessible to potentially eligible households, groups, and organizations that assist persons in completing applications for food benefits.
- (B) If the household contacts OKDHS by telephone but is unable to file an application online at www.okdhslive.org or at the HSC on the same day, or the household has requested food benefits in writing, HSC staff mails Form 08MP001E, Request for Benefits, to the household on the same day the written request or telephone call is received. • 3
- (C) To facilitate participation in SNAP, households in which all members are applying for a State Supplemental Payment (SSP) or Temporary Assistance for Needy Families (TANF) must be allowed to apply for food benefits at the same time they apply for financial assistance. However, the household's eligibility and benefit level are based on food benefit eligibility criteria and the household is certified per SNAP policy. Policy for taking and processing food benefit applications for SSP and TANF households are provided in OAC 340:50-11-20 through 340:50-11-27.
- (D) Immediately upon receipt in an OKDHS office, all applications are screened to determine whether the household is entitled to expedited services. All initial applicant households that qualify under the provisions in OAC 340:50-11-1 through 340:50-11-6 must receive expedited processing if certified for food benefits whether requested by the household or not. When the household appears eligible for expedited services and meets the criteria at OAC 340:50-3-2(c), the worker postpones the interview requirement and approves the household for initial benefits.
(2) Head of household. A household may select, as head of household, an adult parent of children of any age living in the food benefit household, or an adult who has parental control over children 17 years of age and younger living in the food benefit household provided all adult household members agree to the selection.
- (A) Households select their head of household at each certification action or when there is a change in household composition.
- (B) If all adult members do not agree to the selection or decline to select an adult head of household, the household may select another head of household or the worker may designate a head of household.
- (C) In no event does the failure to select an adult who has parental control of children delay the certification or result in the denial of benefits for an otherwise eligible household.
(3) Authorized representative. An authorized representative is a person who is knowledgeable of the household circumstances and who is designated in writing by the head of the household, spouse, or other responsible household member to act on behalf of the household in applying for and obtaining food benefits. In the event the only adult member of the household is classified as a non-household member, that person may be designated as the authorized representative for minor household members.
- (A) When an authorized representative has been designated in writing to make application on behalf of a household, the household is informed they will be held liable for any overissuance which results from erroneous information given by the authorized representative. When possible, the head of the household or spouse prepares or reviews the application, even though the authorized representative actually files the application and is interviewed.
- (B) Employees of OKDHS and their relatives who are authorized to accept food benefits may not act as authorized representatives without the specific written approval of the local county director after a determination has been made that no one else is available to serve as the authorized representative.
- (C) A disqualified person may not act as an authorized representative during the period of disqualification unless the person disqualified is the only adult member of the household able to act on its behalf and the worker determines there is no one else available to serve as an authorized representative.
(4) Documentation and control of authorized representatives. The worker ensures an authorized representative is properly designated and has not been disqualified. • 4 Limits are not placed on the number of households an authorized representative may represent. Care is taken by the worker to ensure the household:
- (A) has freely requested the assistance of the authorized representative;
- (B) circumstances are correctly reported; and
- (C) is receiving the correct amount of benefits.
(5) Disqualification of authorized representative. An authorized representative is disqualified from serving as an authorized representative in SNAP for up to one year when evidence demonstrates the person has misrepresented a household's circumstances, has knowingly provided false information pertaining to the household, or has made improper use of benefits. Information indicating that a person should be disqualified as an authorized representative is forwarded to the Family Support Services Division (FSSD) SNAP Section, for a decision. The HSC is notified in writing of the decision. If the person is disqualified, appropriate notification is mailed to the household by FSSD SNAP Section staff. This provision does not apply to persons serving as authorized representatives for group homes or drug addiction and alcoholic treatment programs.

(c) Processing initial applications. The application date for online submissions is the date the household submits the application via the OKDHSLive! website as shown on the OKDHSLive! report form. When the HSC receives an application that contains the applicant's name and address, and is signed by a responsible member of the household or the household's authorized representative, the household's application date is the date it is received and stamped into the HSC except as stipulated per OAC 340:50‑9‑1(c) and 340:50‑9‑6(e). When the application form has been signed by the responsible person or authorized representative for a household who is also applying for SSP or TANF, the application is processed per OAC 340:50-11. • 5

(1) Normal processing standard for initial applications. The worker must provide eligible households who complete the initial application process with food benefits within 30 calendar days following the date the initial application was filed.
(2) Withdrawing of application. A household may voluntarily withdraw its application at any time prior to the determination of eligibility. • 6

(d) Second 30 days. A new application is not needed when a household fails to complete the application process within 30 calendar days if they provide the required verification within 60 calendar days. This includes verification waived for expedited services. When there is a break in the certification, the worker changes the application and certification dates to the date the verification is provided.

INSTRUCTIONS TO STAFF 340:50-3-1

Revised 7-1-12

1. The worker helps the household complete the application process by:

(1) making applications available;

(2) helping the household complete the application;

(3) interviewing members of the household or the authorized representative;

(4) making necessary collateral contacts or otherwise helping the household gather required verification as requested;

(5) providing Form 08MP006E, Information for Benefit Renewal, to the household and explaining benefit renewal procedures; and

(6) preparing necessary documents to authorize the household to receive and use food benefits.

2. Methods the applicant may use to apply for food benefits include:

(1) completing the application electronically by:

(A) accessing www.okdhslive.org; or

(B) getting help from a community partner to complete the application on www.okdhs.live;

(2) downloading a paper application from OKDHS - Forms and Applications for Service and completing, signing, and bringing, mailing, or faxing it to OKDHS; or

(3) going into the local human services center (HSC) to complete the application with a worker using the Family Assistance/Client Services (FACS) system.

3. If a person makes an oral request for benefits and states he or she cannot come to the HSC to file the application that day, the worker advises the person to file an application electronically at www.okdhslive.org or call 1-877-653-4798 to file an application by telephone. The worker can preserve this date as the date of application when a hardship exists. A hardship exists when the household states no one can come to the local HSC to file a signed application because of a situation beyond the household's control such as illness, disability, or lack of transportation. The worker must document in the Family Assistance/Client Services (FACS) case notes why the oral request date was used as the application date.

4. (a) The worker must enter information about the authorized representative in the Information Management System (IMS) using the computer transaction EBTU before an electronic benefit transfer (EBT) card can be issued and must enter the person's name and authorized representative designation in the FACS Case Information tab of the Interview Notebook.

(b) When the household reports it no longer wants an authorized representative or requests a new authorized representative, the worker must remove the authorized representative as soon as possible. This is done by removing the authorized representative's name from the FACS Case Info tab and deactivating the person on transaction EBTU. Immediate card cancellation helps avoid misuse of the household's food benefits by the current authorized representative.

5. (a) Initial month means the first month the household applies for food benefits following any period of time the household was not certified.

(b) When there is not an existing case number, the application is registered on the computer system through case number assignment.

(c) When there is an existing case number, the worker uses the existing case number and immediately registers the application.

6. The worker documents in FACS case notes the reason for withdrawal, if the household gave a reason, and that contact was made with the household to confirm or attempt to confirm the withdrawal. When the worker makes contact, he or she advises the household of its right to reapply at any time.

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