INSTRUCTIONS TO STAFF 340:25-5-117
1. (a) When a Temporary Assistance for Needy Families (TANF) case was closed for noncooperation, per Oklahoma Administrative Code (OAC)
340:25-5-114 and a new referral or application is received, Oklahoma Department of Human Services Child Support Services (CSS) staff opens the case without updating the cooperation status. CSS district office staff reviews the cooperation status and determines how to proceed.
(b) When CSS has closed a child care subsidy case, per OAC
340:25-5-118, the custodial person (CP) must submit a new application. CSS reopens the case, but does not update the cooperation status. CSS district office staff reviews the cooperation status and determines how to proceed.
2. (a) When one district office transfers a referral, 15 or fewer calendar days old, to another office through an update on the Oklahoma Support Information System (OSIS) Referral List screen (RFLI), the sending office emails the receiving office the transfer. The email includes the Family Group Number (FGN) and the district court case number, when applicable.
(b) When the referral is more than 15-calendar days old, the initiating office builds or cross-references the case on OSIS prior to transferring the case and emails the receiving office of the transfer. The initiating office updates the OSIS Case Log screen with information about the actions taken.
When a CP does not provide a copy of a child support or other order, it does not automatically constitute noncooperation.
CSS staff attempts to obtain the order, per OAC
340:25-5-114 Instructions to Staff.
When CSS receives a referral where the applicant for benefits is not the biological parent (BP) of the child(ren) on the case, but the BP is listed as a member of the household on the benefits case, CSS staff builds the child support case with the BP as the CP. When there is an order in place naming the applicant non-BP as the legal custodian of the child(ren), CSS staff builds the case with the applicant listed as the CP.
5. (a) When a child has multiple, alleged biological fathers and no acknowledged, presumed, or adjudicated fathers, CSS staff opens cases on all alleged biological fathers. CSS staff:
(1) determines which case to pursue first, per OAC
340:25-5-176 and updates the Paternity Pended Obligation (EPOC) screen with that alleged, biological father;
(2) updates all other cases as secondary alleged biological fathers on the EPOC screen; and
(3) updates the OSIS Case Log in each case to reflect multiple alleged biological fathers and the legal determination made to proceed against one of the alleged fathers.
(b) Secondary alleged biological father cases listed on the EPOC screen are exempt from audit timeframes.
(c) When a case against an alleged biological father is eligible for closure, per
Section 303.11 of Title 45 of the Code of Federal Regulations, the case against that alleged biological father is closed.
6. CSS staff is not authorized to select and update Oklahoma Health Care Authority (OHCA) Agency View with the primary care provider, unless the SoonerCare (Medicaid) client advised CSS what provider to add.
7. The exceptions to the cooperation requirement include:
SoonerCare (Medicaid)-eligible women during pregnancy and postpartum periods;
(2) persons receiving continued medical benefits; and
(3) persons with good cause.
8. (a) When initiating child support cases on non-TANF
SoonerCare (Medicaid) referrals, CSS staff follows the:
(1) Application Process & Building the Case in OSIS Chapter in the Case Initiation and Case Closure section of the Education page on the CSS InfoNet for information on the application process and building the case on OSIS; and
(2) federal Office of Child Support Enforcement (OCSE) Dear Colleague Letter DCL‑00-122, Health Care Financing Administration Letter to State Medicaid Directors, available from the OCSE website,http://www.acf.hhs.gov/programs/cse/pol/DCL/2000/dcl-00-122.htm.
(b) CSS staff follows the Child Support Training Minute: Case Initiation on Resolving Erroneous and Duplicate Referral Information from OHCA, 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 child support services were declined. CSS staff accesses the Child Support Training Minute on the CSS InfoNet Education page.
9. Once the referral is sent to CSS, the CP may call CSS and request the child support case be closed because he or she is receiving court-ordered child support, per OAC 340:40-7-9 Instructions to Staff # 2. CSS staff decides if the child support case can be closed without penalty to the child care subsidy recipient. When CSS staff decides no penalty is required, closure reason code 01 on the CSCU screen of OSIS is used.
10. When CSS receives a referral and the applicant for child care subsidy or SoonerCare Medicaid is the noncustodial parent of the child(ren), CSS does not open a child support case.
CSS accepts an application when an applicant who claims to be a non-biological parent of a child born during a same-sex relationship requests assistance to adjudicate the parentage of the child.
12. CSS does not build the excess payment as part of the case balance. When a court ordered the excess payment to be satisfied by offset against monthly current child support, CSS gives credit each month against the monthly child support obligation until the excess payment is satisfied in full. For example, when the monthly child support obligation is $1,000 and the noncustodial parent paid $600 in excess of the child support order prior to CSS opening the case, CSS staff builds the $1,000 obligation on OSIS and reduces the monthly child support obligation by $200 per month, each month until the $600 is paid in full.
13. When determining to reopen a previously closed case, CSS follows the federal Office of Child Support Enforcement (OCSE) Policy Interpretation Question (PIQ) 05-02 Case Initiation of Previously Closed IV-
D Cases available from the OCSE website, https://www.acf.hhs.gov/css/resource/master-contracts-for-state-it-products-or-services.