Library: Policy

340:65-3-2. Definitions

Revised 10-8-24

       The following words and terms when used in this Subchapter shall have the following meanings, unless the context clearly indicates otherwise:

        "Applicant" means a person who directly or through a person acting responsibly on the applicant's behalf, requests a formal eligibility determination for one or more programs administered by Oklahoma Human Services (OKDHS) Adult and Family Services (AFS).

        "Application process" means the process by which the applicant requests benefits, completes program requirements, and provides necessary proof, and the worker determines eligibility.  Any person who fraudulently represents facts, acts without authority, or exceeds his or her authority to perform a transaction may be prosecuted under all applicable criminal and civil laws.

        "Client" means a person applying for or receiving services, cash assistance, or other benefits.

        "Date of application" means:   • 1

(A) the Child Care Subsidy Program does not define the application date, per Oklahoma Administrative Code (OAC) 340:40-3-1.

(i) "Request date" is the date the applicant requests subsidized child care benefits verbally or in writing.  When the household requests child care outside of operating hours, the request date is the next day OKDHS is open.

(ii) "Certification date" is the date the applicant or the applicant's authorized representative completes the child care interview and provides all necessary verification to the OKDHS office, including the name of the child care provider the client chooses to use;

(B) for Temporary Assistance for Needy Families (TANF), Supplemental Nutrition Assistance Program (SNAP) food benefits, SoonerCare (Medicaid), State Supplemental Payment (SSP), and the Low Income Home Energy Assistance Program (LIHEAP), the application date is the date the applicant or a person acting on the applicant's behalf signs the application.

(i) When the application is initiated outside of OKDHS, the application date is the day OKDHS receives the application during operating hours.  When the household applies outside of operating hours, the application date is the next day OKDHS is open.

(ii) Receipt of Form 08MA005E, Notification of Needed Medical Services, preserves the date of application for SoonerCare (Medicaid) eligibility groups for which OKDHS is responsible for determining eligibility, per OAC 317:35-5-63;

(C) when OKDHS staff receives a verbal request prior to the signature date on the application, staff documents the verbal request date in the case record.   • 2    The verbal request date is the application date for TANF, SSP, and SoonerCare (Medicaid) eligibility groups for which OKDHS determines eligibility.  • 3

(i) Per OAC  340:50-3-1,, a verbal request for food benefits does not preserve the application date unless the applicant informs staff a hardship exists that prevents him or her from signing a request on that date.  A hardship may exist when the applicant states no one can come to an OKDHS office because of a situation beyond the applicant's control, such as illness, disability, or lack of transportation; and the applicant is unable to submit the application online or by calling OKDHS to obtain help in submitting the application. • 4

(ii) A verbal request for LIHEAP does not preserve the application date as funding for the program is limited.

(iii) The verbal request date preserves the application date only when the applicant signs the application within 30-calendar days.

(I) When the applicant fails to sign the application within 30-calendar days, no application request is considered made. • 5

(II) When the applicant subsequently contacts OKDHS after 30-calendar days and completes the application process, the application date is the date the applicant completes and signs the application; and

(D) when the applicant comes to an OKDHS office to request benefits and cannot stay to complete the application with a worker, the applicant must submit a completed and signed Form 08MP001E, Request for Benefits, to preserve the application date.  When the applicant does not leave a completed and signed Form 08MP001E, an application date is not preserved and an appointment for an interview is not set.

        "Inquiry" means a request for information but does not imply a request for assistance.

"Payee" means the person in the household in whose name benefits are issued.  The person considered the payee varies depending on the requested programs.  The payee may or may not be included in the benefit. • 6

(A) For the Child Care Subsidy Program, the payee must be the person responsible for the child for whom benefits are requested.  The payee is not required to be related to the child.  When the parent of the child is in the home, the parent must be the payee, per OAC 340:40-3-1(a)(2).

(B) For the TANF Program, the payee must have a certain degree of relationship to the child for whom benefits are requested, per OAC 340:10-3-56 and 340:10-9-1.

(C) For SNAP, the payee may be any responsible adult living in the home, per OAC 340:50-3-1.

(D) For the SoonerCare (Medicaid) Program, the payee is the person for whom benefits are requested or the person responsible for the minor child for whom benefits are requested.  The payee is not required to be related to the child.  When the parent of the child is in the home, the parent must be the payee.

(E) For the SSP Program, the payee is the person for whom benefits are requested.  When the person for whom benefits are requested is a minor child, the child is coded as a payee with a guardian.• 7

(F) For LIHEAP, the payee may be any responsible adult living in the home.  When the household receives other benefits, the payee is the same person shown as payee for the other benefits.

        "Recipient" means a person who receives services, cash assistance, or other benefits.

Revised 10-08-24

1. The applicant or person acting on the applicant's behalf may sign the online application electronically.

2. The worker documents the date of the verbal request in case notes.

3. A verbal request does not preserve the application date for a person in an eligibility group for which the Oklahoma Health Care Authority (OHCA) determines SoonerCare (Medicaid) eligibility.

4. The worker must document in case notes why the verbal request date was used instead of the date the applicant signs the application.

5. When the person has an existing case record, the worker documents the applicant's contact with Oklahoma Human Services in case notes.  When a case record does not exist, the worker documents the contact as information and referral only.  

6. The worker does not change the case name and number when a different household member signs the Supplemental Nutrition Assistance Program (SNAP) certification renewal or other program renewal unless the household specifically requests a change.  Changing the case name and number when it is not necessary may create benefit access or retrieval problems when there are multiple case records for the same household.

7. (a) When capable, a 16 or 17 year old minor child may be the payee of his or her State Supplemental Payment (SSP) benefit.

(b) When the SSP recipient is a minor child or an adult in need of a substitute payee or a responsible adult, the worker must enter household information in the eligibility system for the person and the parent or other responsible adult.  Information about the parent or other responsible adult must be added in order for his or her name to appear on the debit card.  Refer to the "How to Code SSP Cases with Guardians or Representatives" Quest article.