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340:50-9-5. Changes after application and during the certification period

Revised 10-2-19

(a) Change reporting requirements.Section 273.12 of Title 7 of the Code of Federal Regulations (7 C.F.R. § 273.12) contains change reporting requirements after application and during the certification period described in (a) through (i) of this Section.

(b) Applicant households.Applicant households must report all changes related to their food benefit eligibility and benefit amount.Households must report changes that occur after the interview but before the date of the notice of eligibility, within 10-calendar days of the date of the notice.  1

(c) Annual reporting households.Annual reporting households are households in which all adult members are elderly or disabled with no earned income.  2

(1) Certification period.A 24-month certification period is automatically assigned to annual reporting households.Annual reporting households must complete a mid-certification renewal between certification periods to report current household circumstances.

(2) Change reporting between renewal periods.Between the mid-certification renewal and certification renewal reporting months, the household must report gross income changes when the household's income exceeds the maximum gross income scale for household size shown on Form 08MP006E, Information for Benefit Renewal, and when the household wins substantial lottery or gambling winnings as defined, per 7 C.F.R. § 273.11(r) and Oklahoma Administrative Code (OAC) 340:50-7-1, within 10-calendar days of receipt of the first payment attributable to the change. 3The maximum gross income scale is based on 130 percent of the monthly poverty income guidelines.

(3) Action taken on reported changes.The worker must act on all changes reported by households.  • 4

(A) The computer system determines if the change results in an increase, decrease, or no change in benefits.

(B) Between the mid-certification renewal and certification renewal months, the changes the worker makes do not decrease or close benefits until the mid-certification renewal is due unless the:

(i) household's income increase exceeds the maximum gross income scale for household size shown on Form 08MP006E;  3

(ii) household requested benefit closure;

(iii) worker has information about the household's circumstances considered verified upon receipt, per (g) of this Section;

(iv) a household member is identified as a disqualified or ineligible person, per 7 § C.F.R. 273.12(a)(5)(vi) and OAC 340:50-5-10.1; or

(v) the worker verifies the household won substantial lottery or gambling winnings as defined, per 7 C.F.R. § 273.11(r) and OAC 340:50-7-1. 5

(C) The computer system applies all changes that increase benefits.Before entering a change that increases benefits, verification supporting the change must be provided, when required.   • 6

(d) Mid-certification renewal for annual reporting households.Annual reporting households are sent notification in the 11th month of certification that the mid-certification renewal is due.The notice explains methods the household may choose to complete the renewal and required verification needed. • 7An interview is not required.

(1) When the mid-certification renewal is due.The household must complete the benefit renewal and provide required verification by the last day of the 12th month of certification.

(2) Completion of mid-certification renewal.The worker reviews benefit renewal information and verification provided to determine completeness and continued eligibility. • 8

(A) When the renewal is complete and the household remains eligible, the worker acts on all reported changes and the computer system applies any increase or decrease in benefits.

(i) When the household fails to provide sufficient information regarding a deductible expense requiring verification, the worker processes the mid-certification renewal without regard to the deduction.

(ii) When benefits are decreased, an advance notice is sent, per the Oklahoma Department of Human Services (DHS) Appendix B-2, Deadlines for Case Actions.

(B) When the household is no longer eligible, the worker closes food benefits effective the next advance-notice deadline date, per DHS Appendix B-2.

(C) When the renewal is incomplete, the computer system closes food benefits effective the next advance-notice deadline date, per DHS Appendix B-2.  • 9

(3) When benefits may be reopened.Food benefits may be reopened following closure when criteria is met per (j) of this Section.

(e) Semi-annual reporting households.Food benefit households are considered semi-annual reporting households unless they meet criteria per (b) or (g) of this Section.

(1) Certification period.A 12-month certification period is automatically assigned to semi-annual reporting households.  • 10

(2) Change reporting between renewal periods.Between the mid-certification renewal and certification renewal reporting months, the household must report when:

(A) the household's gross income exceeds the maximum gross income scale for household size shown on Form 08MP006E and when the household wins substantial lottery or gambling winnings as defined, per 7 C.F.R. § 273.11(r) and OAC 340:50-7-1 within 10-calendar days of receiving the first payment attributable to the change.  3The maximum gross income scale is based on 130 percent of the monthly poverty income guidelines; and

(B) a decrease in work hours below an average of 20 hours per week or 80 hours per month occurs for any household member meeting the able-bodied adults without dependents (ABAWD) work rules, per OAC 340:50-5-100by the 10th of the following month.  • 11

(3) Action taken on reported changes.The worker must act on all changes reported by households.  • 4

(A) The computer system determines if the change results in an increase, decrease, or in no change in benefits.

(B) Between mid-certification renewal and certification renewal months, the changes the worker makes do not decrease or close food benefits until the mid-certification renewal is due unless:

(i) the household's income increase exceeds the maximum gross income scale for household size shown on Form 08MP006E;  3

(ii) the household requested benefit closure;

(iii) the worker has information about the household's circumstances considered verified upon receipt, per (h) of this Section;

(iv) an ABAWD must be removed from the food benefit household because he or she does not meet the ABAWD work rule, per OAC 340:50-5-100;  • 11

(v) a household member is identified as a disqualified or ineligible person, per 7 § C.F.R. 273.12(a)(5)(vi) and OAC 340:50-5-10.1;

(vi) a household member is identified as failing to meet work registration requirements, per OAC 340:50-5-85 through OAC 340:50-5-87; or

(vii) the worker verifies the household won substantial lottery or gambling winnings as defined, per 7 C.F.R. § 273.11(r) and OAC 340:50-7-1. 5

(C) The computer system applies all changes that increase benefits.Before entering a change that increases benefits, verification supporting the change must be provided, when required. 6

(f) Mid-certification renewal for semi-annual reporting households.Semi-annual reporting households are sent notification in the fifth month of certification that the mid-certification renewal is due. • 7An interview is not required.

(1) When the mid-certification renewal is due.The household must complete the benefit renewal and provide required verification by the last day of the sixth month of certification.

(2) Completion of mid-certification renewal.The worker reviews benefit renewal information and verification provided to determine completeness and continued eligibility.• 8

(A) When the renewal is complete and the household remains eligible, the worker acts on all reported changes and the computer system applies any increase or decrease in benefits.

(i) When the household fails to provide sufficient information regarding a deductible expense requiring verification, the worker processes the mid-certification renewal without regard to the deduction.

(ii) When benefits are decreased, the worker sends an advance notice, per DHS Appendix B-2, Deadlines for Case Actions, deadline dates.

(B) When the household is no longer eligible, the worker closes food benefits effective the next advance-notice deadline date, per DHS Appendix B-2.

(C) When the renewal is incomplete, the computer system closes food benefits effective the next advance-notice deadline date, per DHS Appendix B-2.  • 9

(3) When benefits may be reopened.Food benefits may be reopened following closure when criteria is met per (i) of this Section.

(g) Change reporting households.Change reporting households are assigned a certification period other than 12 or 24 months.These households are required to report changes within 10-calendar days of when the change occurred.

(1) Household characteristics.Households not approved for a 12- or 24-month certification period include households approved for:

(A) expedited services for one or two months because the interview and/or verification were postponed, per OAC 340:50-3-2; and

(B) a three- or four-month certification period because the household includes one or more ABAWDs that do not meet the work rule, per OAC 340:50-5-100.

(2) Required change reporting.These households must report changes in:

(A) sources of income;

(B) unearned income of $100 per month or more;

(C) earned income of more than $100 per month;

(D) household composition, such as an addition or loss of a household member;

(E) residence and shelter costs;  • 12

(F) the legal obligation to pay child support;

(G) the work hours of an ABAWD subject to benefit time limits, per OAC 340:50-5-100 when they fall below 20 hours per week; and

(H) resources when the household wins substantial lottery or gambling winnings as defined, per 7 C.F.R. § 273.11(r) and OAC 340:50-7-1. 5

(3) Action taken on case changes.The worker must act on changes reported by the household within 10-calendar days of the date the household reported the change and provided necessary verification. • 13

(A) When the household fails to report a change within the 10-calendar day period and, as a result, receives benefits to which it is not entitled, an overpayment claim is referred to Adult and Family Services (AFS) Benefit Integrity and Recovery, per OAC 340:50-15.

(B) When the worker fails to take timely action on a reported change and benefits are lost, the worker supplements the household's food benefits.

(4) Changes that increase benefits.When the household reports a change that increases benefits the household must verify the information before the worker makes the change.The worker gives the household 10-calendar days to verify the information.  • 14

(5) Changes that decrease or close benefits.When the household reports a change in household circumstances that decreases or closes food benefits, the worker gives or sends the household Form 08AD092E, Client Contact and Information Request, giving the household 10-calendar days to provide verification of the change.When the household provides required verification, the worker reduces or closes food benefits based on the verification provided.When the household does not provide required verification, the worker closes the food benefits based on the household's failure or refusal to provide verification.

(A) When a household's benefit decreases or closes, an advance notice of adverse action is required unless exempt from such notice for a reason listed in (i) or (ii) of this subparagraph.Per 7 § C.F.R. 273.13, advance notice of adverse action is considered timely when the notice is mailed at least 10-calendar days before the action becomes effective.The household retains its right to a fair hearing and continuation of benefits when a fair hearing is requested within 10-calendar days of the change notice.An adverse action notice may be mailed just prior to the date the household receives or would have received benefits when the:

(i) DHS receives a clear written statement signed by a responsible household member:

(I) stating the household no longer wishes to receive food benefits; or

(II) giving information that requires closure or reduction of food benefits and stating that the household understands the food benefit will be reduced or closed; or

(ii) worker closes or reduces food benefits per notice requirements at (k)(3)(A) of this Section.  • 15 

(B) When an advance notice is required, the benefit decrease or closure is effective the next advance notice deadline date, per DHS Appendix B-2.When the household reports a change:

(i) 10-calendar days or more before the advance-notice deadline, per DHS Appendix B-2, the worker decreases or closes the food benefit effective the first of the following month; or

(ii) less than 10-calendar days before the advance-notice deadline, per DHS Appendix B-2, the worker must take action before the advance-notice deadline the following month.

(C) When a reported change increases food benefits, the worker makes the change by the non-advance-notice deadline date, per DHS Appendix B-2.

(h) Changes considered verified upon receipt.Verified upon receipt means the information is not questionable and the provider is the primary source of the information.For example, when DHS receives Social Security and Supplemental Security Income verification through data exchange with the Social Security Administration (SSA), it is considered verified upon receipt because SSA is the primary source.When the worker receives information considered verified upon receipt, he or she makes the change within 10-calendar days of notification using DHS Appendix B-2 deadline dates.  • 16 

(i) Required action on unclear information.During the certification period, the worker may obtain unclear information about a household's circumstances that may affect the household's continued eligibility or benefit amounts.The worker may receive the unclear information from a third party, such as a data exchange discrepancy, an employer, or a person claiming knowledge of the household's circumstances.Unclear information is information that is not verified or is verified but the worker needs additional information before acting on the change.

(1) Per 7 § C.F.R. 273.12(c)(3)(i), when the worker receives unclear information in a non-report month for semi-annual or annual reporting households or any month for change reporters, he or she sends Form 08AD092E to the household to verify its circumstances within 10-calendar days only when the unclear information:

(A) significantly conflicts with the information used at the time of the certification, indicating the household may have failed to report eligibility information at application; or • 17

(B) is fewer than 60-calendar days old, relative to the current participation month and when true, must be reported under the household's reporting responsibilities. • 18 

(2) When the household provides the requested verification in a non-report month, the worker determines whether to take action, per requirements at (c)(3) and (e)(3) of this Section.

(3) When the worker sends Form 08AD092E, per (i)(1)(A) or (B) of this Section, and the household does not respond or responds but refuses to provide sufficient information to clarify its circumstances, the worker closes the household's food benefits effective the next advance-notice deadline date, per DHS Appendix B-2;

(4) Per 7 § C.F.R. 273.12(c)(3)(iii), when the worker receives a data match that indicates a household member may have died or may be incarcerated for more than 30-calendar days, the worker sends Form 08AD092E to the household notifying it of the discrepancy and requesting information regarding the household member.  • 19

(A) When the household is a change reporting household and:

(i) fails to respond to Form 08AD092E or responds but refuses to provide sufficient information to clarify the person's household status, the worker closes the household's food benefits;

(ii) responds and verifies the person is not dead or incarcerated, no action is taken; or

(iii) responds and confirms the accuracy of the data exchange information, the worker removes the person from the food benefit and determines if an overpayment referral is needed, per OAC 340:50-15.

(B) When the household is an annual or semi-annual reporting household and:

(i) fails to respond to Form 08AD092E or responds but refuses to provide sufficient information to clarify the person's household status, the worker removes the person and his or her income from the household and adjusts the food benefits;

(ii) responds and verifies that the person did not die or is not incarcerated, no action is taken; or

(iii) responds and confirms the accuracy of the data exchange information, the worker removes the person and his or her income from the household, adjusts the food benefits, and determines if an overpayment referral is needed, per OAC 340:50-15.

(j) When benefits may be reopened following closure.The food benefit may be reopened following closure using current eligibility information, when:

(1) DHS did not administer policy and procedures correctly.The food benefit is reopened effective the first day of the month of closure;   • 20

(2) the household fails to complete the mid-certification renewal timely, but provides all required verification by the first day of the month of closure.The food benefit is reopened effective the first day of the month of closure;  • 21  or

(3) the household fails to complete the mid-certification renewal timely, but provides all required verification by the last day of the month of closure.The food benefit is reopened and prorated from the date the household completes the mid-certification renewal and provides all required verification. • 21 

(k) Notice requirements.DHS is required to send a notice to the household when food benefits increase, reduce, or close.

(1) Advance notice of adverse action required.Prior to reducing or closing food benefits during the certification period, per 7 § C.F.R. 273.13, the worker must provide timely advance notice unless circumstances described in (k)(2) or (3) of this Section occur.

(A) Advance notice of adverse action is considered timely when the notice is mailed at least 10-calendar days before the action becomes effective.Refer to DHS Appendix B-2 for advance notice processing deadlines.

(B) When the household reports a change:

(i) 10-calendar days or more before the advance notice of adverse action deadline, the worker decreases or closes the food benefit effective the first of the following month.For example, when the household reports a change on May 18th, the effective date of the change is June 1st; or

(ii) less than 10-calendar days before the advance notice of adverse action deadline, per DHS Appendix B-2, the worker decreases or closes the food benefit effective the first of the month after the following month.For example, when the household reports a change on May 25th, the effective date of the change action is July 1st.

(2) Notice requirement when benefits increase.When a reported change increases food benefits, the worker makes the change by the non-advance notice deadline date, per DHS Appendix B-2.When the change is reported after the non- advance notice deadline, the worker supplements food benefits.  • 22 

(3) Advance notice of adverse action not required.Advance notice of adverse action is not required for actions (A) through (H) of this paragraph, per7 § C.F.R. 273.12(e) and 7 § C.F.R. 273.13(b).

(A) Mass changes.When DHS initiates mass changes because of changes or requirements in federal or state law, the computer system closes benefits by the non-advance-notice deadline, per DHS Appendix B-2. • 23 In these situations, the individual notification requirement is waived and AFS mails generic notices to the affected households informing them of the changes that are about to be made.  • 24

(B) Deceased household members.When the worker determines, based on reliable information, that all members of the household are deceased, the worker closes benefits by the non-advance-notice deadline, per DHS Appendix B-2.

(C) Moved out of state.When the worker determines, based on reliable information, the household moved out of state, the worker closes benefits by the non-advance-notice deadline, per DHS Appendix B-2.

(D) Unfinished issuance certification.When the unfinished issuance process is used at certification, the worker adjusts the benefit to take into account changes anticipated at the time of certification.The certification notice informs the household of all benefit changes included in this process.

(E) Disqualified household member.When the only household member is disqualified for an intentional program violation or fraud, per OAC 340:50-15-25, food benefits are closed by the non-advance-notice deadline, per DHS Appendix B-2.When there is more than one person in the household, the remaining household members' benefits are reduced or closed because of that household member's disqualification by the non-advance-notice deadline, per DHS Appendix B-2.

(F) Facility loses approval.When a household's food benefit closes because the drug or alcohol treatment center or group home facility where the household resides is no longer approved, the worker closes benefits by the non-advance-notice deadline, per DHS Appendix B-2.

(G) Household provides written statement.The worker closes or reduces benefits by the non-advance-notice deadline, per DHS Appendix B-2, when the household provides a written statement:

(i) stating the household no longer wants to receive food benefits; or

(ii) requesting closure or reduction in food benefits to avoid or repay an overpayment.

(H) Case transfer.When the worker closes food benefits in one case in order to transfer the food benefits to another case without a decrease or disruption in benefits, the worker closes benefits by the non-advance-notice deadline, per DHS Appendix B-2.

(l) Action on changes when fair hearings are requested.When a household requests a fair hearing within 10-calendar days of the date shown on an adverse action notice, the worker must reopen or restore food benefits to the previous level pending the outcome of the hearing unless the household specifically waives continuation of benefits, per 7 § C.F.R. 273.15(k).Refer to OAC 340:2-5 for fair hearing procedures.

INSTRUCTIONS TO STAFF 340:50-9-5

Revised 5-22-20

1.At the interview, the worker must give or send each household, Forms 08FB038E, Changes in Household Circumstances, and 08MP006E, Information for Benefit Renewal.

(1) The worker puts the county office's toll-free phone number on Form 08FB038E and explains the household may call or use Form 08FB038E to report household changes.A change is considered reported the date the worker receives Form 08FB038E or is notified of the change by phone or personal contact.

(2) The worker uses Form 08MP006E to explain benefit renewal requirements, time frames, change reporting rules, and if the household is an annual or semi-reporting household.

(3) After certification, the household receives a notice explaining when the household's mid-certification renewal is due and change reporting rules.

2.(a) The worker is responsible for identifying the household's reporter status and explaining benefit renewal requirements at application and certification renewal.

(b) The computer system recognizes the annual report status, automatically assigns a 24-month certification period, and identifies the household as an annual reporting household by entering "A" in the reporter status field.

3.When the:

(1) household reports a change in income that exceeds income guidelines, per Oklahoma Human Services(OKDHS) Appendix C-3, Maximum Food Benefit Allotments and Standards for Income and Deductions, in a non-report month, the worker must request and receive verification the person already received income from the source before closing the household's food benefits; and

(2) income source is from a new job, the verification must show the person received at least one full paycheck before the worker closes the food benefits.When the household does not provide the verification, the worker documents the new income in Family Assistance/Client Services (FACS) case notes and addresses the income at the next mid-certification renewal or certification renewal.

4.When the household reports the change on Form 08FB038E, the worker must provide the household with another Form 08FB038E.

5.The worker must take prompt action to verify receipt of substantial lottery or gambling winnings and begin closure procedures when the household or a third party reports the household received substantial lottery or gambling winnings, as defined, per Oklahoma Administrative Code (OAC) 340:50-7-1(a)(3), for all types of reporting households.

(1) When the household reports substantial winnings, it is required to verify the winnings.The worker closes the Supplemental Nutrition Assistance Program (SNAP) food benefit for the entire household once verification is received even when the household states all of the winnings were spent.The worker also closes the SNAP food benefit when the household fails to provide verification after being given 10-calendar days to do so.

(2) When the worker receives information from a data match or other third party regarding the household's receipt of substantial lottery or gambling winnings, the action required depends on whether the information is unclear, per (i) of this Section.

(A) When the worker receives a direct match from a lottery or gambling entity and there is no question regarding which client received the winnings, the worker closes the SNAP food benefit effective the next advance notice deadline date, per OKDHS Appendix B-2.

(B) When the worker receives the information from a third party data match or another third party, the worker follows unclear information procedures per (i) of this Section.

(3) When the worker closes the SNAP food benefit due to substantial lottery or gambling winnings, the household must reapply and cannot be considered categorically eligible the first time it reapplies, per OAC 340:50-11-111(d).To regain eligibility, the household must reapply, meet non-categorical resource requirements, per Section 273.8 of Title 7 of the Code of Federal Regulations and OAC 340:50-7-6, and verify how the winnings were spent down below the appropriate resource standard, per Appendix C-3, Maximum Food Benefit Allotments and Standards for Income and Deductions.This applies to all households, including households receiving Supplemental Security Income or Temporary Assistance for Needy Families.Once the household meets non-categorical resource requirements and is certified, it regains categorical eligibility for future applications and renewals unless the household contains a sponsored alien or meets criteria, per OAC 340:50-11-111(d).

6.For example, income changes must always be verified, but a shelter cost change does not need to be verified unless it is questionable.

7.(a) The household receives a computer-generated notice titled, 'Renew My Benefits.'The notice informs the household when the renewal is due, methods the household may choose to complete the renewal, and required verification.

(b) Methods the household may use to complete the mid-certification renewal include:

(1) submitting the benefit renewal electronically by:

(A) accessing www.okdhslive.org; or

(B) getting help from the OKDHS or a community partner to accesswww.okdhslive.org;

(2) downloading Form 08MP004E, Renew My Benefits, from OKDHS - Forms and Applications for Service and completing, signing, and delivering, mailing, or faxing it to OKDHS;

(3) going into a county office for assistance; or

(4) phoning 405-487-5483.

8.(a) Once the household submits the mid-certification renewal, the information is analyzed to determine:

(1) what changes occurred;

(2) if the household signed the mid-certification renewal electronically or on the paper benefit renewal form;

(3) if the household provided all required verification; and

(4) what changes must be made on the computer system.

(b) After the worker analyzes the mid-certification renewal, he or she updates the benefit report action field to indicate the benefit renewal status and the action date using Systems Help Instructions located on Quest.The mid-certification renewal is coded:

(1) incomplete, when the household failed to sign the mid-certification renewal or did not provide all required verification;

(2) ready to work, when the household signed the mid-certification renewal and provided all required verification, but the worker has not completed the mid-certification renewal; or

(3) complete, after the worker:

(A) evaluates information contained on the mid-certification renewal, the verification provided, and on data exchange screens for changes;

(B) enters all mid-certification renewal information including changes, in the FACS Interview and Eligibility Notebooks; and

(C) documents changes made and how continued eligibility was determined in FACS Case Notes.

(c) Case Worker Activity (CWA) reports are available to help workers track the status of pending mid-certification renewals.Information regarding each CWA report is available on the Infonet by clicking on the Job Functions tab, choosing Quest, and typing CWA Specifications in the search field.

9.At negative action deadline, mid-certification renewals not coded as complete, are automatically closed the next effective date with reason code 36S.

(1) When the household submits an incomplete renewal and time permits, the worker may attempt phone contact to inform the household of information needed to complete the renewal.The worker does not send Form 08AD092E, Client Contact and Information Request, unless 10- or more calendar daysremain before the negative action deadline, per OKDHS Appendix B-2, Deadlines for Case Action.

(2) Prior to deadline, the worker records what information is lacking in the FACS Case Notes and any attempts made to obtain needed information.

10.(a) The worker is responsible for identifying the household's reporter status and explaining benefit renewal requirements at application and certification renewal.

(b) The computer recognizes the semi-annual status, automatically assigns a 12-month certification period, and identifies the household as a semi-annual reporting household by entering "S" in the reporter status field.

11.When the household contains an able-bodied adult without dependents (ABAWD), the worker informs the household at the certification and certification renewal interviews of the ABAWD work rule and change reporting requirements.When an ABAWD's work hours decrease below 80 hours per month, he or she must report the decrease by the 10th of the following month.

(1) When the household reports the ABAWD's work hours decreased, the worker determines when the work hours decreased below an average of 20 hours per week or 80 hours per month.

(2) When the worker determines the ABAWD is eligible to receive the initial three 'free' months, food benefits continue.The worker completes a desk review during the third month prior to advance notice deadline to determine if the ABAWD meets work requirements or must be removed from the food benefit.

(3) When the worker determines the ABAWD received all food benefits for which he or she is eligible, the worker removes the ABAWD from the food benefit effective the next advance-notice deadline date, per OKDHS Appendix B-2.When the ABAWD is the only person in the food benefit household, the worker closes the food benefit effective the next advance-notice deadline date, per OKDHS Appendix B-2.

12.When the household reports an address change, the worker must offer voter registration services, per OAC 340:65-11-3.

13.When the household reports a change, the worker determines if the change affects the household's eligibility or the food benefit amount.The worker documents all reported changes in FACS Case Notes.When the household reports the change on Form 08FB038E, the worker must provide the household with another Form 08FB038E.

14.(a) When a change is reported, the worker:

(1) makes the change effective no later than the first issuance to be delivered 10-calendar days after the date the household reports or verifies the change, whichever is later; and

(2) issues a supplement when appropriate.

(b) When the change increases the food benefit and the household:

(1) provides the required verification within 10-calendar days of reporting the change, the worker issues the supplement by the 10th calendar day following the date the change was reported, or the date the regular roll benefit is to be received, whichever is later;

(2) provides the required verification within 10-calendar days prior to the regular roll issuance, but later than the 10th calendar day, the worker issues the supplement within 10-calendar days of the date the household provides the verification; or

(3) does not provide the required verification prior to the regular roll issuance date, the worker does not issue a supplement.

15.A notice of adverse action is computer-generated except when the reason for the change is death, code 01, or other, code 69.When code 69 is used, the worker hand issues Form 08MP038E, Client Notice of Action.

16.(a) Types of information considered verified upon receipt include, but are not limited to:

(1) Beneficiary and Earnings Data Exchange System (BENDEX), from the Social Security Administration (SSA);

(2) Supplemental Security Income (SSI)/State Data Exchange System (SDX), from the SSA;

(3) Systematic Alien Verification for Entitlements (SAVE), from the United States Citizenship and Immigration Services (USCIS);

(4) Unemployment Insurance Benefits (UIB), from the Oklahoma Employment Security Commission (OESC);

(5) workers' compensation documents from Workers' Compensation Court;

(6) changes in household composition reported by the household; and

(7) actions processed for food benefits or other OKDHS programs affecting food benefit expenses, such as:

(A) a decrease in the child care family share co-payment, resulting in a smaller dependent care deduction; or

(B) the determination of an intentional program violation.

(b) Examples of information that are NOT verified upon receipt are:

(1) Oklahoma Wage Link (OWC and OWL), quarterly wage match data, unless criteria per (i)(2) and (4) of this Section applies;

(2) wage data obtained from BENDEX, unless criteria per (i)(2) and (4) of this Section applies;

(3) New Hire List (NHL) matches.For example, an NHL data exchange message is received during a non-report month indicating a household member started working.When counted, the income would decrease the food benefit.However, because the information is NOT considered verified upon receipt, the worker does not take action to decrease food benefits in a non-report month, unless the NHL screen shows the person's salary or rate of pay and scheduled hours and the projected monthly income may make the household over income, per OKDHS Appendix C-3 or criteria per (i) of this Section applies;

(4) changes in shelter and utility costs.For example, when the client reports the rent decreased from $1000 to $600 per month in a non-report month it does not cause a decrease in benefits, as this information is NOT considered verified upon receipt; and

(5) a prisoner's (PRS) or date of death (DOD) data match from SSA as information may be old or incorrect.This is considered unclear information per (i)(4) of this Section.

17.Examples of unclear information that significantly conflicts with information used at certification include when the worker receives:

(1) data exchange information indicating a household member started a new job or was working at a job the month before or the month of application and did not report the information; or

(2) information from the client's neighbor who reports that the client's husband is working and never left the home as reported by the client.

18.(a) Examples of when the worker is required to send Form 08AD092E to the household to clarify its circumstances because the unclear information is fewer than 60-calendar days old include, when:

(1) the client reports that a household member who is an able-bodied adult without dependents stopped working or reduced his or her hours below 20 hours per week;

(2) OKDHS receives a State New Hire (SNH) G1DX discrepancy on July 1, 2018, showing that a household member began working on May 5, 2018, and the employee detail page of the SNH screen indicates the household member's earnings place the household's income above the maximum income standard, per OKDHS Appendix C-3.This situation meets the 60-calendar day requirement even when the worker does not review the discrepancy and send Form 08AD092E until July 15th, because the discrepancy was transmitted to OKDHS within 60-calendar days of the employment start date; (3) an acquaintance of the client calls on June 3, 2018, to report that the client started working 40 hours per week at a job on April 30, 2018, and makes $15 per hour.The caller would need to provide enough specifics, such as the employer's name and where the business is located, in order for the worker to act on the information.The client must verify if he or she works at the reported business, since the report was received within 60-calendar days of the reported start date and, when true, the reported income would make the client ineligible for food benefits; or

(4) the client calls or completes Form 08FB038E to report starting a new job and the reported income would make the household over income for food benefits.The client must verify the income after receiving a full pay check since the job started within 60-calendar days of the report date.

(b) Examples of unclear information that do not require the worker to send Form 08AD092E to request information are included in (1) and (2) of this subsection.The worker must document the circumstances in FACS case notes as a reminder to verify the information at the next mid-certification or certification renewal.

(1) A semi-annual reporting client reports on May 1, 2018, that she started working 30 hours per week at $10 per hour on April 10, 2018.Since the reported income does not make the client ineligible for food benefits, the household is not required to verify the income until the next mid-certification renewal or certification renewal is due.

(2) OKDHS receives a SNH G1DX discrepancy on June 10, 2018, showing the client started working on March 28, 2018, and the employer detail page indicated the earnings may place the household above the maximum income standard, per OKDHS Appendix C-3.The worker does not require the client to verify the income in a non-report month because the unclear information was not received within 60-calendar days of the client's start date.

19.PRS and DOD data matches appear as alerts on G1DX.Whenever the worker receives one of these alerts, he or she must attempt to confirm the accuracy of the information before taking action.SSA receives and sends information to OKDHS:

(1) regarding PRS data matches from some, but not all, prisons, jails, and other penal institutions or correctional facilities, certain mental health institutions, andvarious third parties including media sources.SSA maintains this data to identify Supplemental Nutrition Assistance Program (SNAP) clients who 'are currently' or 'have been incarcerated.'The worker accesses the incarceration dates by typing PRS next to the SSN on the G1DX results and hitting enter.A detail screen displays the incarceration dates; and

(2) regarding DOD data matches from local State Departments of Health.The G1DX screen displays date of death for persons reported as deceased by SSA, but who appear to be receiving OKDHS benefits.

20.When the food benefit closes because of administrative error, the worker:

(1) reopens the FACS SNAP tab using "R" in the Action Taken field and "18A" in the Reason field;

(2) enters any required changes; and

(3) updates the benefit and status fields in the Household tab for persons included in the benefit household.

21.(a) When the food benefit closes because the household did not complete the mid-certification renewal timely, the worker:

(1) reopens the SNAP tab using "R" in the Action Taken field, "18O" in the Reason field, and the date the mid-certification renewal was completed in the Effective Date field;

(2) enters any required changes; and

(3) updates the benefit and status fields in the Household tab for persons included in the benefit household.

(b) When the household waits until after the last day of the month of closure to provide needed information, the household must reapply.

22.The worker uses the FSSR transaction to issue a supplement.To access the FSSR screen, the worker types M space FSSR in the information management system (IMS) and hits enter.The worker enters the appropriate case information on the Request for Supplemental/Retro SNAP benefits screen and hits enter to issue the supplement.

23.Examples of mass changes include changes in:

(1) the maximum income limitation or basis of issuance tables;

(2) cost-of-living increases in SSA, Veteran, Railroad Retirement, or SSI benefits; and

(3) Temporary Assistance for Needy Families cash assistance or State Supplemental Payments.

24.AFS SNAP staff may also announce SNAP changes through the media so the general public and food benefit recipients are notified.

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