1. At the interview, the worker must give each household Form 08FB038E, Changes in Household Circumstances. A change is considered reported the date the worker receives Form 08FB038E or is notified of the change by telephone or personal contact. In order to provide easier access, each county office must have a telephone number where collect calls are accepted. The phone number is:
(1) provided on all notices, such as those for certification, denial, and adverse action; and
(2) shown on Form 08FB038E.
2. When the household reports a change, the worker determines if the change affects the household's eligibility or the food benefit amount. The worker must document all reported changes in Family Assistance/Client Services (FACS) Case Notes. When the household reports the change on Form 08FB038E, the worker must provide the household with another Form 08FB038E.
3. When a change is reported:
(1) the worker makes the change effective no later than the first issuance to be delivered 10 calendar days after the date the household reports or verifies the change, whichever is later;
(2) the worker issues a supplement when appropriate;
(3) that increases the food benefit and the household:
(A) provides the required verification within 10 calendar days of reporting the change, the worker issues the supplement by the tenth calendar day following the date the change was reported, or the date the regular roll benefit is to be received, whichever is later; and
(B) provides the required verification within 10 calendar days prior to the regular roll issuance, but is provided at a later date after the tenth calendar day, the worker issues the supplement within 10 calendar days of the date the household provides the verification; or
(C) does not provide the required verification prior to the regular roll issuance date, the worker does not issue a supplement.
4. When the household reports a change 10 calendar days or more before the advance notice deadline on Oklahoma Department of Human Services (DHS) Appendix B-2, Deadlines for Case Actions, the worker takes action in the same month the change is reported.
5. A notice of adverse action is computer-generated except when the reason for the change is death, code 01, or other, code 69. When code 69 is used, the worker hand issues Form 08MP038E, Client Notice of Action Taken.
6. When the food benefit closes because of administrative error, the worker reopens the SNAP tab of the FACS system using "R" in the Action Taken field and "18A" in the Reason field and enters any required changes in the same action. The worker must also update the benefit and status fields in the Household tab for persons included in the benefit household.
7. (a) When the food benefit closes because the household did not complete the mid-certification renewal timely, the worker reopens the SNAP tab using "R" in the Action Taken field, "18O" in the Reason field, the date the mid-certification renewal was completed in the Effective Date field, and enters any required changes in the same action. The worker must also update the benefit and status fields in the Household tab for persons included in the benefit household.
(b) When the household waits until after the last day of the month of closure to provide needed information, the household must reapply.
8. The worker is responsible for determining which households are identified as annual reporting households. The worker uses normal certification procedures. The computer recognizes the annual report status, automatically assigns a 24-month certification period, and identifies the household as an annual reporting household by entering "A" in the reporter status field.
9. (a) Verified upon receipt means, the information is not questionable and the provider is the primary source of the information. The worker must take action by the next effective date using normal adverse action processes. Types of information considered verified upon receipt include, but are not limited to:
(1) Beneficiary and Earnings Data Exchange System (BENDEX), from the Social Security Administration (SSA). For example, a BENDEX data exchange message is received during a non-report month indicating a household member is approved for Social Security benefits. This income results in a food benefit decrease and the information is considered verified upon receipt;
(2) Supplemental Security Income (SSI)/State Data Exchange System (SDX), from the SSA;
(3) Systematic Alien Verification for Entitlements (SAVE), from the United States Citizenship and Immigration Services (USCIS);
(4) Unemployment Insurance Benefits (UIB), from the Oklahoma Employment Security Commission (OESC);
(5) workers' compensation documents from Workers' Compensation Court;
(6) information from the household when reporting changes in household composition, such as when the household reports a person left the household and the change results in a food benefit decrease. This information is considered verified upon receipt; and
(7) actions processed for food benefits or other DHS programs affecting food benefit expenses, such as:
(A) a decrease in the child care family share co-payment, resulting in a smaller dependent care deduction; or
(B) the determination of an intentional program violation.
(b) Examples of information that are NOT verified upon receipt are:
(1) Oklahoma Wage Link (OWC and OWL), quarterly wage match data;
(2) wage data obtained from BENDEX;
(3) New Hire List (NHL) matches. For example, an NHL data exchange message is received during a non-report month indicating a household member started to work. This income would decrease the food benefit; however, the information is NOT considered verified upon receipt. The action to decrease food benefits is not taken as it is a non-report month; and
(4) changes in shelter and utility costs. For example, when the client reports the rent decreased from $1000 to $600 per month in a non-report month it does not cause a decrease in benefits, as this information is NOT considered verified upon receipt.
10. (a) Methods the household may use to complete the mid-certification renewal include:
(1) submitting the benefit renewal electronically by:
(A) accessing www.okdhslive.org; or
(B) getting help from DHS or a community partner to access www.okdhslive.org;
(2) downloading Form 08MP004E, Renew My Benefits, 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 benefit renewal with a worker using the FACS system.
(b) Once the household submits the mid-certification renewal, the information is analyzed to determine:
(1) what changes occurred;
(2) whether the household signed the mid-certification renewal electronically or on the paper benefit renewal form;
(3) whether the household provided all required verification; and
(4) what changes must be made on the system.
(c) After the worker analyzes the mid-certification renewal, he or she updates the benefit report action field to indicate the benefit renewal status and the date of the action using instructions found on the Adult and Family Services (AFS) Application Development and Operations (ADO) InfoNet web page under Systems Help for FACS and OKDHSLive!. The mid-certification renewal is:
(1) coded incomplete when the household failed to sign the mid-certification renewal or did not provide all required verification;
(2) coded ready to work when the household signed the mid-certification renewal and provided all required verification, but the worker has not completed the mid-certification renewal; or
(3) complete after:
(A) information contained on the mid-certification renewal, in the verification provided, and on data exchange screens have been evaluated for changes;
(B) all mid-certification renewal information, including changes, have been entered in the Interview and Eligibility Notebooks of FACS;
(C) any additional information has been entered in FACS Case Notes to explain any changes made and how continued eligibility was determined; and
(D) the system is updated.
(d) At negative action deadline, mid-certification renewals not coded as complete are automatically closed the next effective date with reason code 36S. Prior to deadline, the worker must record in FACS Case Notes the status of submitted mid-certification renewals and when incomplete, what information is lacking. When the worker tries to obtain needed information, he or she must document the attempts in FACS Case Notes.
(e) Case Worker Activity (CWA) reports are available to help workers track the status of pending mid-certification renewals. Information regarding each CWA report is available on the AFS Business Knowledge and User Support InfoNet web page under CWA and ACES Reports.
11. The worker follows normal certification procedures. The computer recognizes the semi-annual status, automatically assigns a 12-month certification period, and identifies the household as a semi-annual reporting household by entering "S" in the reporter status field.
12. The worker informs the able-bodied adult without dependents (ABAWD) who meets the work rule at the time of certification to report if his or her work hours decrease below 20 hours per week, averaged to 80 hours per month. ABAWDs are required to report this change within 10 calendar days of the date of the change. Refer to OAC 340:50-5-64 for ABAWD work requirements.
(1) When the household reports changes timely or untimely, the worker must review prior ABAWD status to accurately determine if all food benefits for which the ABAWD is eligible were received, including the initial three 'free' months. When the worker determines the ABAWD is eligible for the initial three 'free' months, food benefits continue. The worker completes a desk review during the third month prior to advance notice deadline to review the person's ABAWD status.
(2) When the worker determines the ABAWD received all food benefits for which he or she is eligible, the ABAWD is removed from the food benefit the next effective date. If the ABAWD is the only person in the food benefit household, the worker closes the benefits the next effective date.
13. Examples of mass changes include changes in:
(1) the maximum income limitation or basis of issuance tables;
(2) cost-of-living increases in Social Security, Veteran, Railroad Retirement, or SSI benefits; and
(3) Temporary Assistance for Needy Families (TANF) cash assistance or Sate Supplemental Payments.
14. AFS staff may also announce SNAP changes through the media so the general public and food benefit recipients are notified.