Revised 6-1-11

1.  (a) Except for children in the Oklahoma Department of Human Services (OKDHS) or tribal custody whose cases remain in the county of jurisdiction, applicants may apply for and/or receive services in a human services center (HSC) of their choice.

(b) The extent to which eligibility is determined during the application process varies according to the capabilities of the applicant and the amount of verification that must be supplied.

(c) If the applicant does not have the kinds and sources of information that are acceptable as a basis for establishing eligibility, the worker discusses with the applicant where information may be obtained and an agreement is reached regarding responsibility for further action.

2.  (a) The role of the authorized representative is defined in Supplemental Nutrition Assistance Program (SNAP) rules at OAC 340:50-3-1 and in Child Care Subsidy Program rules at OAC 340:40-3-1.

(b) Due to the Temporary Assistance for Needy Family (TANF) Program requirement to assess barriers to employment and service needs of the family, the applicant must complete the application.  The worker makes a home visit if it is difficult for the applicant to come to the HSC.

3.  (a) For the Child Care Subsidy Program, if this is not possible due to the severe incapacitation of the parent, the other person must provide proof of the parent's inability to apply per OAC 340:40-3-1 (a)(3)(E).

(b) For SNAP, any responsible household member may apply or designate an authorized representative.  If children are living with someone else while the parent is temporarily out of the home, the responsible person they are living with applies based on his or her own eligibility.

4.  (a) Methods the applicant may use to apply for SNAP 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.okdhslive.org;

(2) downloading a paper application from www.okdhslive.org 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.

(b) Methods the applicant, who is part of the Oklahoma Heath Care Authority (OHCA) Online Enrollment population, may use to apply for SoonerCare (Medicaid) include:

(1) completing the application electronically by:

(A) using OHCA Online Enrollment;

(B) accessing www.okdhslive.org; or

(C) getting help from a community partner to complete the application on www.okdhslive.org or OHCA Online Enrollment;

(2) downloading Form SC-1, SoonerCare Health Benefits Application, from OHCA - Forms and Instructions and completing, signing, and mailing it to OHCA or bringing or faxing it to OKDHS; or

(3) going into the local HSC to complete the application with a worker using FACS.

(c) Methods the applicant may use to apply for the Child Care Subsidy Program, SoonerCare (Medicaid) for all populations not in Online Enrollment, State Supplemental Payment, Supplemental Security Income-Disabled Children's Program (SSI-DCP), and TANF include:

(1) downloading Form 08MP001E, Request for Benefits, Form 08MP002E, Eligibility Information for Benefits, and Form 08MP003E, Responsibilities and Signature for Benefits from OKDHS - Forms and Applications for Service and completing, signing, and bringing or mailing them to the local HSC; or

(2) going into the local HSC to complete the application with a worker using FACS.

(d) Methods the applicant may use to apply for the Low Income Home Energy Assistance Program (LIHEAP) include:

(1) downloading Form 08LH002E, Low Income Home Energy Assistance Program (LIHEAP) Walk-In Application, from OKDHS - Forms and Applications for Service and completing, signing, and bringing, mailing, or faxing it to OKDHS; or

(2) going into the local HSC to complete the application with a worker.

5.  (a) A signature submitted on Form 08MP001E, Request for Benefits, through e-mail or a fax machine is acceptable to establish a request or application date for the Child Care Subsidy Program, SNAP, TANF, and SoonerCare (Medicaid) for those populations not in Online Enrollment.  Form 08MA005E, Notification of Needed Medical Services, or the electronic Notification of Date of Services may also preserve the application date for those SoonerCare (Medicaid) populations not in Online Enrollment.

(b) A signature submitted through an imaged document by e-mail or a fax machine is acceptable on an initial application for the Child Care Subsidy, SNAP, SoonerCare (Medicaid), or TANF Programs if there is an access issue for an applicant to apply for benefits in person.  When an application is e-mailed or faxed and the applicant comes to the office for an interview, the worker obtains an original signature during the interview.

(c) An electronic signature is considered the same as a pen and ink signature.

6.  In rare situations, an applicant's name may not match with records used to establish Medicare buy-in and/or data exchange.

(1) For initial applications, if an applicant has Medicare, using the name on the Medicare Health Insurance Benefits (HIB) card facilitates matching Medicare records and completing Medicare buy-in activities if the application is approved.  If the applicant does not receive Medicare, the worker uses the name on the Social Security card.

(2) Once the Medicare buy-in is established, if the worker later determines that the case name does not match the HIB card, it is not necessary for the worker to change the case name to match the HIB card.  Instead, the worker may report to the State Buy-in Coordinator in Family Support Services Division (FSSD) any discrepancies between the name shown on Family Assistance/Client Services (FACS) and the name used for Medicare purposes.

7.  (a) OAC 340:50-3-2 addresses when a face-to-face interview may be waived due to hardship and when an interview may be postponed and benefits approved for household eligible for expedited services.

(b) Once the applicant has been approved for food benefits, the recertification interview may be completed face-to-face or over the telephone.

8.  OKDHS staff take applications but the OHCA rules engine approves SoonerCare (Medicaid) benefits for households that are part of the Online Enrollment population.

9.  The worker is also responsible for:

(1) explaining the availability of child care subsidy benefits and other OKDHS services such as Early and Periodic Screening, Diagnosis and Treatment (EPSDT), and child support enforcement services which may help the applicant achieve the expected outcomes of self-support and self-sufficiency;

(2) giving applicants with children applying for SoonerCare (Medicaid) or cash assistance for a child under 21 years of age the OKDHS Pub. No. 87-36, Early and Periodic Screening, Diagnosis and Treatment (EPSDT), and the OKDHS Pub. No. 91-25, Child Support Enforcement Handbook; and

(3) giving applicants applying for Soonercare (Medicaid) and a State Supplemental Payment (SSP) for a child under 18 years of age OKDHS Pub. No. 86-150, Supplemental Security Income (SSI)-Disabled Children's Program.

10.The worker is responsible for determining the month and effective date of the applicant's eligibility or ineligibility.  Computer-generated notices are issued based on the reason for the case action.  In case of the applicant's death or commitment to a mental health facility, the worker completes a hand-written notice.

11.Refer to OAC 340:2-5 for fair hearing information.

12.When the worker completes Form 08AD092E, Client Contact and Information Request, he or she individualizes it and only checks the items required to determine eligibility for that client based on program specific policy.  For example, the worker would not check resources when resources are not a factor of eligibility or self-employment when the client did not report that someone in the household was self-employed.

13.When the household has lived in another state(s) within the last 12 months, the household must not be approved for the same type of assistance until the worker contacts the former state(s) to determine if the household is currently receiving assistance from that state(s).  When the household is receiving assistance, the worker confirms when it will be terminated.  The worker does not approve the household for assistance in Oklahoma for the same month.

(1) Receipt of TANF is limited to 60 months when an adult is included in the benefit.  Refer to OAC 340:10-7-1 for further information.

(2) Child care subsidy benefits may be approved for the same month since the benefit is paid to the child care provider instead of the client.

(3) Per OAC 340:50-5-28, residents of shelters for battered women and children may be eligible for additional food benefits.

(4) SoonerCare (Medicaid) may be approved for nursing care in Oklahoma for the same month the person received nursing home care in the other state when the client intends to remain in Oklahoma.

14.To help make appropriate referrals, the worker may give the client the OKDHS Pub. No. 09-454, Statewide Helpline Card, or OKDHS Pub. No. 09-454SV in Spanish.

15.Refer to OAC 340:2-5 and 340:65-3-7.

16.The worker informs the person that the Social Security number (SSN) of each person whose needs are included for benefits is used for matching with data from the Social Security Administration (SSA) on benefits and wages, Oklahoma Employment Security Commission on unemployment benefits and wages, Internal Revenue Services on unearned income, records from Workers' Compensation Court, and other agencies.

17.(a) A SSN is not required for illegal aliens who are eligible for SoonerCare (Medicaid) emergency services described in OAC 317:35-5-25 (a)(3) and (4).

(b) There is no SSN requirement for a newborn child deemed eligible for SoonerCare (Medicaid).  Refer to OAC 317:35-6-60 (4)(B) for additional information on a newborn child deemed eligible.

(c) Refer to OAC 340:40-7-4 for child care benefits.

18.(a) When there are facts or observations which cause the worker to question the statement of an applicant who is applying for or receiving TANF, food benefits, or SoonerCare (Medicaid) benefits, the worker is required only to verify the SSN is valid and that the name and SSN given by the applicant appear on the document used for verification.  The worker verifies the SSN by checking the applicant's Social Security card, award letter, W-2 form, or other record that contains the applicant's name and SSN.  Documentation in other public assistance case records or the data exchange files may be used.  The source of the documentation is entered in FACS Case Notes.

(1) When an initial document used to verify the name and SSN appears to be false or altered, the worker requests a secondary verification document.

(A) If the applicant's name and SSN are the same in both documents, the information is accepted and, if all other factors of eligibility are met, the applicant's needs may be included for benefits.

(B) Further verification may be required if a discrepancy message is received because the SSN cannot be verified through the SSN enumeration process.

(C) Refer to additional information at the OKDHS InfoNet FSSD Information Privacy and Security Enumeration Process Web site.

(2) The worker takes appropriate action as described in paragraph (3) of this Instruction when the applicant:

(A) does not provide the initial or secondary verification document;

(B) provides secondary documentation that appears to be false or altered; or

(C) states he or she is using a name and/or SSN that is not his or hers.

(3) When the applicant meets any of the conditions described in paragraph (2) of this Instruction, the worker:

(A) applies a 25% program penalty to the TANF benefits per OAC 340:10-12-1;

(B) determines the applicant ineligible for food benefits per OAC 340:50-5-68; and

(C) determines the applicant ineligible for SoonerCare (Medicaid) per OAC 317:35-5-27.

(b) When the applicant's citizenship status is in question, refer to (f) of this Section and OAC 340:65‑3‑4 (5).

19.(a) To make the referral to SSA for a SSN, the worker uses Form 08AD092E, Client Contact and Information Request, giving the applicant at least ten calendar days to provide proof of applying for a SSN, and Form 08AD101E, SSN Enumeration Referral.  The SSA does not assign a SSN to an alien who does not have authorization from the United States Citizenship and Immigration Services (USCIS) to work in the United States unless the alien has a valid non-work reason for needing a SSN.  The SSN requirement for receiving benefits or services is a valid non-work reason.  When making a referral to SSA for a SSN, the worker indicates the alien status on Form 08AD101E.

(1) When the applicant fails to return Form 08AD101E, no further referral is necessary.  Appropriate action is taken.

(2) When Form 08AD101E is returned to the HSC, it shows whether SSA accepted the SSN application.

(A) If SSA accepted the SSN application, a Social Security card is usually issued within two weeks if the person is younger than one year of age.  It may take up to 14 weeks to issue an original Social Security card for a person who is one year of age or older.  The worker advises the applicant to notify the worker when the Social Security card is received so the SSN may be recorded in the case record.

(B) If SSA did not accept the applicant's SSN application because the applicant:

(i) was unable to provide the required evidence, the worker makes every effort to assist the applicant in obtaining the evidence; or

(ii) failed to cooperate or was not eligible for a SSN, the person's needs are not included for benefits.

(b) Case Worker Activity (CWA) Report 21 lists the names of recipients who are one year of age or older, have received benefits for at least 60 days, and have no SSN shown on FACS.  Children younger than one year of age who have no SSN shown on FACS are listed on the CWA report after receiving benefits for six months.

(1) The worker must contact recipients listed on the CWA report to determine whether a number has been received.

(2) If the number has not been received, a second request is made to have the SSN returned within ten calendar days.

(3) If the SSN is not received in ten calendar days, the worker takes appropriate negative action.

(4) Initial referrals using Forms 08AD092E and 08AD101E are made for children who were not required to provide a SSN or proof of a SSN application at certification.

20.Refer to OAC 340:10-3-57 (g) for TANF benefit reduction as a result of program violation.

21.(a) There is no SSN requirement for a newborn child deemed eligible for SoonerCare (Medicaid).  Refer to OAC 317:35-6-60.

(b) For food benefits, when it is determined that failure to provide or apply for a SSN is due to non-cooperation, refer to OAC 340:50-5-68.

22.It is the worker's responsibility to advise the applicant that only the household members applying for benefits must declare whether they are residing in the U.S. lawfully.  If the applicant does not wish to state whether other persons living in the household are in the U.S. lawfully, he or she is not required to do so in order to receive benefits for the household members applying for benefits.  The worker must still determine whether the income and resources of the excluded household members must be considered using specific program policy.  Persons who must be considered household members are found at:

(1) OAC 340:40-7-6 for the Child Care Subsidy Program;

(2) OAC 340:50-5-1 for the SNAP Program;

(3) OAC 340:20-1-10 for the Low Income Home Energy Assistance Program (LIHEAP);

(4) OAC 340:15-1-5 for the SSP Program;

(5) OAC 317:35-6-36 and OAC 317:35-7-37 for SoonerCare (Medicaid) Programs for pregnant women and families with children;

(6) OAC 317:35-7-36 for SoonerCare (Medicaid) Programs for persons categorically related to the aged, blind, or disabled; and

(7) OAC 340:10-3-56 for TANF.

23.Form 08MP022E, Declaration of Citizenship Status, must be completed by the payee for the additional household member prior to benefits being added regardless of the person's age unless the request is made on OKDHSLive.  When the additional household member is reported on OKDHSLive, Form 08MP022E is not required as the client declares the citizenship status of the person on the system and electronically signs the request.  For persons 14 years of age and older, a data match with SSA must occur or they must meet requirements at (g)(4) of this Section prior to approving the person for benefits.

24.Only the identity of the applicant must be verified prior to the issuance of expedited food benefits per OAC 340:50-11-5.  All reasonable efforts are made to verify other eligibility factors prior to issuance of benefits.

25.Refer to (e)(2) and Instructions to staff (ITS) # 6 through 11 of this Section and OAC 340:65-3-4 (4)(A) and ITS # 9 for information about SSN enumeration and the penalty for not furnishing a verifiable SSN.

26.(a) Notary services must be made available at the HSC office.

(b) When the worker is unable to match the SSN for a person under 14 years of age, benefits may be approved when allowed by the program.  Refer to (f) and ITS # 12 in this Section for further information.

(c) Benefits are not issued for persons 14 years of age and older until lawful status is verified.

27.When benefits for the entire household must be denied or closed, the worker uses the reason code of 31 or 40 from OKDHS Appendix U, Reasons for Negative Case Actions.  When the worker is denying or removing one or more persons from the benefits, the worker goes to the Household Tab in the Family Assistance/Client Services (FACS) Interview Notebook and removes the person from the benefit using the reason "failed or refused to provide proof of citizenship."