INSTRUCTIONS TO STAFF 340:61-1-3
1. The Office of Refugee Resettlement (ORR) currently contracts with International Social Services (ISS) USA.
2. Prior to signing a decline of services form, a determination should be made regarding the repatriate's competency. If the repatriate chooses not to meet the Oklahoma Department of Human Services (OKDHS) representative at the airport, he or she can request services at a later day within the 90 calendar day eligibility period.
3. When an escorted minor is transferred to the care of a parent or other relative and the parent or relative is not requesting services, the ISS case may be closed upon arrival or placement confirmation. The parent or relative, if requesting services, must sign a repayment agreement.
4. Necessary documents may also be accessed at iss-usa.org by clicking on the Repatriations icon.
5. The person who meets the repatriate at the airport must be prepared to explain the documents to the repatriate if requested.
6. In addition to the welcome packet, the person who meets the repatriate at the airport gives the repatriate the refugee coordinator's name and telephone number as the person to contact if additional services are needed. Refer to OAC 340:61-1-4(c) for social services information.
7. (a) The refugee coordinator requests assistance in choosing a representative from the county director of the county in which the repatriate plans to live.
(1) An Adult Protective Services (APS) staff member is chosen if the assessment information indicates the repatriate has mental health issues. In addition to providing information included in the welcome packet to the repatriate, the APS staff is asked to help determine the adult's competency and service needs.
(2) A Child Welfare Services (CWS) staff member is chosen if the repatriate is an unaccompanied minor. Prior to arrival, when the assessment information indicates a parent or relative is meeting the child at the airport, the refugee coordinator requests completion of a child abuse background check and a brief home study on the parent or relative. If no one is meeting the child, CWS arranges the child's placement.
(b) Prior to the repatriate's arrival, the refugee coordinator:
(1) sends a copy of the referral information packet to the OKDHS staff meeting the repatriate at the airport;
(2) reviews the assessment information provided in the referral information packet with the representative or other county staff with knowledge of local community resources to develop a plan to meet the stated service need requests prior to the repatriate's arrival; and
(3) discusses forms and procedures included in the referral information packet with the representative meeting the repatriate at the airport so he or she is able to answer questions, if asked.
(c) When the assessment information indicates the person needs transportation from the airport to the final destination, the refugee coordinator arranges for a car seat, wheel chair, or ambulance service if indicated. When free transportation is not available from the repatriate's friends, family, or a local agency, the refugee coordinator arranges for a bus pass or taxi service.
8. Prior to the repatriate's arrival, the refugee coordinator advises ORR or its contracted agency staff of the name of the person who will meet the repatriate at the airport, the suggested plan to meet the repatriate's stated needs upon arrival, and the refugee coordinator's contact information in the event of an emergency.
9. (a) The refugee coordinator notifies OKDHS Finance staff of the need to issue funds for the repatriate. OKDHS Finance Division staff issues cash assistance to the repatriate. Payment for other expenses is paid to the service provider, not the repatriate.
(b) OKDHS submits requests for reimbursements on a monthly basis to ISS. Blank forms and documents are available at www.iss-usa.org. To be reimbursed for expenses paid for the repatriate, OKDHS staff must submit:
(1) a cover letter requesting reimbursement and containing the name, address and telephone number and/or email address of the contact person, who the check should be made payable to with mailing address, and the period of time the request covers;
(2) Form 2061, Assistance for United States Citizen Returned from Foreign Countries – Report on Referral;
(3) Form SSA 3955, Assistance for United States Citizens Returned from Foreign Countries – Expenditure Statement and Claim for Reimbursement;
(4) a detailed written explanation of all costs associated with the reimbursement request;
(5) supporting documentation including originals or copies of all receipts, signed cash disbursement acknowledgement forms, vouchers, and case notes.
(c) Reimbursement requests not submitted within the federal fiscal year may not be reimbursed.
10. (a) The refugee coordinator contacts the repatriate to determine if:
(1) the repatriate's service needs are being met;
(2) additional services are needed;
(3) the repatriate has changed addresses; and
(4) the repatriate wishes to request an extension or a waiver or deferral of payment.
(b) The refugee coordinator documents information in the case record and notifies ORR or its contracted agency staff.
11. When the repatriate requests an extension within the 90 calendar day eligibility period, the refugee coordinator sends the request to ORR or its contracted agency indicating why the extension is needed and attaches all supporting documents supplied by the repatriate.