INSTRUCTIONS TO STAFF 340:40-7-9
1. When the child is a sibling to
other children that must be included in the child care household, the client
must be willing to pursue child support for all children in order to be
eligible for subsidized child care benefits for some of the children.
2. When the client receives
court-ordered child support, he or she must complete required child support
forms. Once the electronic referral is
sent to Child Support Services (CSS), the client may call CSS and request the
child support case be closed because he or she is receiving court-ordered child
support. CSS staff decides whether the
child support case may be closed without penalty to the client. When CSS staff decides no penalty is
required, CSS staff closes the child support case.
3. When there is a court order
stating child support was not ordered, CSS staff determines whether the order
is being followed as written and whether it is feasible to pursue support. CSS closes the child support case when staff
determines it is not feasible to pursue child support.
4. The termination of parental
rights does not eliminate the obligation of either parent to provide financial
support for his or her minor child. Per
Section 1-4-906 of Title 10A of the Oklahoma Statutes, termination of parental
rights affects the parent's rights, not his or her responsibility to support
the child except in the case of adoption.
5. When one or both of the child's parents is
absent from the home, the worker informs the client that he or she must
complete the required child support forms prior to adding the child to the
child care benefits. When the client
does not complete the required forms, the worker closes child care benefits for
all siblings of this child.
6. When one parent leaves the home, Form
08AD092E, Client Contact and Information Request, is sent to schedule an
appointment to complete required child support forms. If both parents leave the home, a new child
care application is required that would include completion of child support
7. The worker documents in Family
Assistance/Client Services (FACS) Case Notes the case number where child
support is being pursued and cross references that case number on the system.
8. An example is when a client's
household consists of his or her own children as well as other children, such
as nieces, nephews, or grandchildren. If
the client only wants child care for the other children, the client is not
required to pursue child support for his or her own children.
9. When the minor parent turns 18
years of age, he or she must pursue child support at the next renewal.
10. The worker enters information
from Form 08TA001E, Absent Parent (AP) Information Sheet, in the Deprivation
tab of the FACS Interview Notebook. The client must give enough information so
that the electronic referral crosses over to CSS. Required entries in the Deprivation
(1) the "name of the absent parent"
field I4. This may be shown as unknown;
(2) "sex" field I13;
(3) "deprivation factor" field F48;
(4) "client assignment of child support" field I25. This is marked "refused to assign
support" for child care;
(5) "cooperation" field I26.
This is marked as "agreed to cooperate" or "pending
determination of good cause";
(6) "person number for the child" field I61; and
parent legal status" field I64.
11. (a) When the client requests
good cause, the worker:
(1) clicks on the "absent parent information" button within
the Deprivation tab in the Interview Notebook of FACS and updates the
"cooperation" field to indicate good cause is pending;
(2) documents the circumstances in case notes;
(3) gives the client Form 08AD092E requesting proof of good cause; and
(4) approves the child care request for 30-calendar days pending receipt
of proof of good cause when the client provided all other required
(i) When the client
provides good cause proof within the 30-calendar day approval period or within
30-calendar days of closure, the worker reopens the child care.
(ii) When the client provides good cause proof more than 30-calendar
days following closure, the client must complete a new application.
(b) After the client
provides proof, the worker and supervisor evaluate all evidence to determine
whether good cause is justified. The
worker completes Sections I, II, and III of Form 08TA009E, Good Cause Report,
checks whether good cause claim is valid, and forwards Form 08TA009E and
documentation supporting the good cause claim to the appropriate CSS district
(c) CSS staff reviews the evidence and the worker's recommendation,
completes Section IV giving his or her recommendation, and returns the form to
the local county office.
(1) When local county staff and CSS district office staff agree with the
client's claim for good cause, the worker updates the appropriate entries in
the "absent parent information" button located within the Deprivation
tab of FACS to indicate good cause approval.
(2) When local county staff and CSS district office staff do not agree
with the client's claim of good cause, the worker informs the client good cause
is not approved. If he or she continues
to refuse to cooperate, the worker closes the child care benefit at renewal. The worker updates the
"cooperation" field located within the "absent parent
information" button of the FACS Deprivation tab to indicate the client
refuses to cooperate.
(3) When the client agrees to cooperate at this point, the worker and
client sign a new Form 08TA012E, Cooperation Agreement and Request for Good
Cause, and the worker updates the "cooperation" field located within
the "absent parent information" button of the FACS Deprivation tab to
indicate the client agrees to cooperate.
(4) When local county staff and CSS district office staff do not agree
on the determination of good cause, CSS staff submits all pertinent information
including Form 08TA009E to Adult and Family Services (AFS) Child Care Subsidy
where a final determination regarding good cause is made. The offices make every effort to reconcile
decisions before referring the decision to AFS Child Care Subsidy. AFS Child Care Subsidy staff returns Form
08TA009E with Section V completed to the worker for appropriate action and
sends a copy to the CSS district office.
(d) When the client reapplies for child care and good cause was
previously approved, the worker interviews the client to determine if any
changes have occurred from the circumstances that resulted in the previous good
(1) When there are no changes, the worker completes Sections I, II, and
III of Form 08TA009E and forwards it to the CSS district office.
(2) When changes occurred that may affect the good cause determination,
the worker asks the client to furnish sufficient documentary evidence to
substantiate the reported changes. Upon
receipt of the documentation, the worker completes Sections I, II, and III of
Form 08TA009E, attaches a copy of the documentation, and forwards it to the CSS
(e) At each child care renewal, the worker asks the client whether any
circumstances have changed regarding good cause.
(1) When circumstances have not changed, the worker takes no further
action regarding good cause.
(2) When it appears circumstances have changed and good cause may no
longer exist, the worker completes the AFS portion of Section VI of the
original Form 08TA009E, attaches documentation of the change(s) to Form
08TA009E, and sends the information to the CSS district office for concurrence
of the good cause consideration.
(3) When there is no Form 08TA009E in the case record, the worker
completes Sections I and VI of a new Form 08TA009E. The CSS district office completes the CSS
portion of Section VI and returns the form to the worker.
(4) When local county staff and CSS staff jointly agree that good cause
no longer exists, the client is informed he or she must pursue child support
through CSS or the child care benefit will be closed at renewal.
(A) When the client agrees to cooperate, refer to (c)(2)(A) of this
(B) When the client refuses to cooperate, refer to (c)(2)(B) of this
(f) When the client requests child care for an additional child, the
worker and client complete and sign Form 08TA012E for the additional child.
(1) When the client requests good cause and it is already approved for
the absent parent, the worker does not submit Form 08TA009E to CSS unless good
cause circumstances changed. The worker
updates the "cooperation" field located within the "absent
parent information" button of the FACS Deprivation tab to indicate good
cause for not cooperating was determined.
(2) When the client does not request good cause, but it was previously
approved for this absent parent, the worker follows appropriate procedures per
(e)(2) of this Instruction.
(3) When the client requests good cause and it was not previously
requested for the absent parent, the worker follows procedures per (a) through
(c) of this Instruction.
12. (a) CSS staff informs the AFS
worker of non-cooperation by phoning or emailing. AFS Business Process/ Business Knowledge
sends a CSS Non-Cooperation Report to county staff monthly.
(b) The worker checks the client's current cooperation status at renewal.
(1) The worker
first finds the client's family group number (FGN) by entering PY space and the
clients Social Security number.
(2) The worker
enters CSML space FGN to locate the appropriate custodial parent (CP) for the
(3) The worker tabs
down to the appropriate CP and accesses the CCPI transaction by typing CCPI
next to the FGN for the appropriate CP and hitting enter.
(4) When the
"cooperation" field is marked Y, the client is cooperating. When the "cooperation" field is
marked O, the client is not cooperating and the subsidized child care benefits
(c) When the client
is in non-cooperation status at renewal, no further care is authorized.
(1) When the
(A) completes the
renewal before negative action deadline in the renewal month, the worker closes
the child care effective the last day of the current month using the reason
code "failure to cooperate with child support requirements"; or
(B) does not
complete the renewal until after negative action deadline, the child care
benefit automatically closes on a 36S reason code. The worker sends the client Form 08MP038E,
Client Notice of Action Taken, to inform the client of his or her
(2) The worker
enters a FACS Case Note documenting the reason the subsidized child care
13. The worker checks the CCPI
transaction to confirm cooperation before reopening the subsidized child care
benefits. The "cooperation"
field must show a Y before the penalty is lifted. If CSS staff contacts the worker to confirm
cooperation, but CCPI was not updated, the worker asks CSS staff to update the
CCPI transaction before subsidized child care benefits are approved.
14. When the worker reopens the
subsidized child care benefits more than 10-calendar days from the date of the closure action, the provider must submit a manual claim. Refer to Oklahoma Administrative Code
(OAC) 340:40-10-4(e) regarding the manual claim process.
15. (a) The worker and the client
jointly determine which sources of income may be available to the client and
develop a plan to pursue identified potential income. The worker records the plan in the FACS
Interview Notebook under the Child Care tab and in FACS case notes.
(b) Refer to OAC340:40-7-8(a) and Instructions to Staff
# 5 for information about counseling with the client to increase income.
16. When the client does not
provide verification he or she is pursuing potential income at renewal, the
worker closes the child care benefit.
The only exception is when a person outside of the household receives
Social Security benefits as the payee for a minor in the household. Per OAC 340:40-7-11(c)(2), when the parent or caretaker does not take
action to become the payee, the worker counts the total Social Security benefit
as income rather than closing the child care benefit.
17. If the client tells the worker he or she
decreased pay to reduce the family share copayment
or to remain eligible for child care, the child care benefit is closed at
renewal. If the client tells the worker
that pay was decreased for other reasons, the worker contacts the employer to
gather information about why the client's pay was decreased. The worker consults with his or her
supervisor prior to closing the client's subsidized child care benefits for
this reason. FACS Case Notes must
clearly document why subsidized child care benefits were closed at renewal.