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Common Questions about Mid-certification Renewals

How do clients complete the mid-certification renewal?

  • Clients may submit an MCR electronically on www.okdhslive.org or get help from a DHS agent or community partner to access the website.
    • The client must complete and sign this form.
    • Client may bring the form to the DHS office, mail it, or fax it.
  • Clients may complete the renewal in the office with a DHS employee. 

What happens after clients submit the mid-certification renewal?

  • When a client provides an MCR, you must analyze it to determine:
    • What changes have occurred?
    • Did the client sign MCR (either electronically or on a paper renewal form)?
    • What changes do you make in our systems?

Is the MCR complete?

After you analyze the MCR, update the "Benefit Review/ Renewal Action"
(C35) and “Benefit Report Date” (C36) field to indicate the status of the renewal and the date.

  • When the household did not sign the MCR or provide all required verification, code the renewal incomplete. When the renewal is incomplete, contact the client and inform him or her what is missing. Record both what is missing and your attempts to reach the client in case notes. 
  • You must code the renewal as complete or ready to work when the household signs the MCR and provides all required verification. You have 10 calendar days to finish processing the MCR once the household provides any needed verification and submits/signs the MCR. Whether the MCR is complete does not depend on whether you have processed the renewal.
    • When you do not have time to immediately work the case, code the MCR as ready to work. Code the MCR as complete after you finish updating the system.

How do you process the MCR?

  • After the household completes the MCR, you evaluate the mid-certification renewal, any necessary verification, and data exchange screens (IMS and ACES); document all changes; and enter appropriate case notes in FACS.  The information you record in case notes must include how you determined eligibility.
  • When the MCR is due, food benefits will automatically close on reason code 36S. This occurs at the advance notice deadline (“negative action deadline” or “first deadline”). Consult the Appendix B-2 for these dates. When the household submits the MCR prior to this closure, document if the renewal is incomplete and any attempts you made to contact the client.
Remember Check your CWA (Case Worker Activity) reports to track the status of your cases and what case actions you need to take.  A CWA guide can be found here.
  • When SNAP closes on a 36S, you can reopen it through the last date of the review month.
    • When you reopen, use reason 18O.
    • The date you use depends on when the MCR is complete. 
      • When the client submits the MCR before the advance notice deadline and nothing is missing, you must complete the MCR before the advance notice date. When you miss this deadline, reopen the benefit effective the first of the month.  Minimize the use of this.  You should be reopening benefits timely when the client submits a complete MCR before first deadline.
      • If the client provides verification late, reopen the SNAP benefit using the date we received that last piece of verification. The system will prorate the amount of benefits for the month that you reopened based on the number of days left.

How do I code an MCR in FACS?

  • Quest has a great video that you can watch about how to code an MCR.
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