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COMMENT DUE DATE:  

August 8, 2016

DATE: 

July 28, 2016

Laura Brown, Adult and Family Services Policy Liaison (405) 521-4396

Dena Thayer, Legal Services - Policy, Programs Administrator 405-521-4326

Nancy Kelly, Legal Services - Policy, Policy Specialist 405-522-6703

RE:  

APA WF 16-05

It is very important that you provide your comments regarding the DRAFT COPY of policy by the comment due date. Comments are directed to *STO.LegalServices.Policy@okdhs.org

The proposed policy is  Emergency .  This proposal is subject to Administrative Procedures Act

It is important that you provide your comments regarding the draft copy of policy by the comment due date. Comments are directed to Legal Services - Policy, *STO.Legal Services.Policy.

Emergency revisions have a proposed effective date of October 1, 2016.

SUBJECT:CHAPTER 65. PUBLIC ASSISTANCE PROCEDURES

Subchapter 3. Eligibility for Benefits

OAC 340:65-3-5 [AMENDED]

OAC 340:65-3-8 [AMENDED]

(Reference WF 16-05)

SUMMARY:The proposed revisions to Chapter 65, Subchapter 3 amend the rules to:(1) increase timely application processing time for Adult and Family Services (AFS) staff to 30-calendar days for Low Income Home Energy Assistance Program (LIHEAP) winter heating and summer cooling to match Chapter 20, LIHEAP emergency rule changes; (2) add processing time limits for State Supplemental Payment (SSP); (3) update and clarify information regarding Temporary Assistance for Needy Families (TANF) cash assistance certifications for additional persons and proration of benefits; and (4) change the Child Care Subsidy renewal time frame from six to 12 months and remove the interview requirement for renewals based on a protective or preventive need factor to match Child Care Subsidy emergency rules; (5) update benefit renewal notification information; (6) update policy cites and terminology; and (7) simplify language.

LEGAL AUTHORITY:Director of Human Services; Sections 162 of Title 56 of the Oklahoma Statutes, Section 8621 through 8624 of Title 42 of the United States Code, and Section 5N of P.L. 113-186, CCDBG Act of 2014.

Rule Impact Statement

To:Programs administrator

Legal Services - Policy

From:Jim Struby,Director

Adult and Family Services

Date:June 6, 2016

Re:Chapter 65. PUBLIC ASSISTANCE PROCEDURES

Subchapter 3. Eligibility for Benefits

OAC 340:65-3-5 [AMENDED]

OAC 340:65-3-8 [AMENDED]

(Reference WF 16-05)

Contact:Laura Brown 405-521-4396

A.Brief description of the purpose of the proposed rule:

Purpose:The proposed revisions to Chapter 65, Subchapter 3 amend the rules to:(1) increase timely application processing time for Adult and Family Services (AFS) staff to 30-calendar days for Low Income Home Energy Assistance Program (LIHEAP) winter heating and summer cooling to match Chapter 20, LIHEAP emergency rule changes; (2) add processing time limits for State Supplemental Payment (SSP); (3) update and clarify information regarding Temporary Assistance for Needy Families (TANF) cash assistance certifications for additional persons and proration of benefits; and (4) change the Child Care Subsidy renewal time frame from six to 12 months and remove the interview requirement for renewals based on a protective or preventive need factor to match Child Care Subsidy emergency rules; (5) update benefit renewal notification information; (6) update policy cites and terminology; and (7) simplify language.

Strategic Plan Impact.

The proposed rules achieve the Oklahoma Department of Human Services (DHS)goal of complying with the Child Care and Development Block Grant Act (CCDBG) of 2014 [Public Law (P.L.) 113-186] and continuously improving systems, processes, and communication with DHS clients and staff.

Substantive changes.

Subchapter 3. Eligibility for Benefits

Oklahoma Administrative Code (OAC) 340:65-3-5 is amended to:(1) increase timely application processing time for AFS staff to 30-calendar days for LIHEAP winter heating and summer cooling to match LIHEAP rule changes; (2) add processing time limits for SSP; (3) update and clarify information regarding TANF cash assistance certifications for additional persons and proration of benefits; and (4) simplify language and update terminology.

OAC 340:65-3-8 is amended to:(1) change the Child Care Subsidy renewal time frame from six to 12 months and remove the interview requirement for renewals based on a protective or preventive need factor to match Child Care Subsidy emergency rules; (2) update benefit renewal notification information and policy cites; and (3) simplify language.

Reasons.

The proposed amendment to increase timely LIHEAP application processing time for AFS staff is made to align with Chapter 20 LIHEAP proposed emergency rules.The proposed LIHEAP amendment is made because of the significant reduction in Adult and Family Services (AFS) staff due to budget reductions.AFS will not be hiring temporary staff to help process LIHEAP applications and LIHEAP application processing is being centralized and completed by fewer AFS staff.This change will promote improved eligibility determination and documentation in response to several years of deficient audits.Emergency applications will be designated as priority so payment is delivered as soon as possible.

The proposed amendment to add the processing time limits for SSP separate from Sooner Care (Medicaid) is made for clarification purposes.

The proposed amendment to increase the Child Care Subsidy renewal time frame to 12 months is made to align with Chapter 40 Child Care Subsidy proposed emergency rules that are due to passage of P.L. 113-186, CCDBG Act of 2014 that mandates 12-month renewal periods.

Other proposed changes are made to provide clients and staff with clear, concise, and updated rules reflecting current processes to facilitate the accurate delivery of benefits and services to persons in need.

Repercussions.

If the proposed amendment to increase timely LIHEAP application processing time for AFS staff is not implemented, AFS will be out-of-compliance with timely processing rules as well as at risk for inaccurate eligibility determination and/or insufficient documentation.

If the proposed amendment to increase the Child Care Subsidy renewal time frame to 12 months is not implemented, DHS will not meet the CCDBG Act of 2014 federal deadline of September 30, 2016 that may result in financial penalties.

Legal authority.

Director of Human Services; Sections 162 of Title 56 of the Oklahoma Statutes, Section 8621 through 8624 of Title 42 of the United States Code, and Section 5N of P.L. 113-186, CCDBG Act of 2014.

Emergency rulemaking approval is requested to increase timely LIHEAP application processing time for AFS staff because DHS reduced AFS field staff significantly and cannot hire temporary employees to process LIHEAP applications due to budget reductions.As a result, DHS staff will be unable to meet the 10-calendar day processing requirement in the current LIHEAP State Plan.DHS can amend the LIHEAP State Plan to increase processing time to 30-calendar days – allowable under federal law and achievable with the current staff level.

Emergency rulemaking approval is requested effective October 1, 2016 to meet the federal deadline for implementation of P.L. 113-186.

B.A description of the classes of persons who most likely will be affected by the proposed rule, including classes that will bear the costs of the proposed rule, and any information on cost impacts received by the Agency from any private or public entities:The classes of persons most likely to be affected by the proposed rule are clients applying for or receiving benefits administered by AFS.The affected classes of persons will bear no costs associated with implementation of the rules.

C.A description of the classes of persons who will benefit from the proposed rule:The classes of persons who will benefit are clients applying for or receiving benefits administered by AFS.

D.A description of the probable economic impact of the proposed rule upon the affected classes of persons or political subdivisions, including a listing of all fee changes and, whenever possible, a separate justification for each fee change:The proposed rule does not have an economic impact on the affected entities.There are no fee changes associated with the revised rules.

E.The probable costs and benefits to the Agency and to any other agency of the implementation and enforcement of the proposed rule, the source of revenue to be used for implementation and enforcement of the proposed rule and any anticipated effect on state revenues, including a projected net loss or gain in such revenues if it can be projected by the Agency:The estimated cost for implementation of the proposed Chapter 40 Child Care Subsidy emergency rules is $2,750,000, which will be covered by federal funds.There are no anticipated costs regarding the proposed Chapter 20 LIHEAP emergency rule.The probable cost to DHS for implementing the proposed Chapter 65 revisions includes the cost of printing and distributing the rules estimated to be less than $20.The revised rules will result in enhanced delivery of services for clients.

F.A determination whether implementation of the proposed rule will have an impact on any political subdivisions or require their cooperation in implementing or enforcing the rule:The proposed rules do not have an economic impact on any political subdivision, nor will the cooperation of any political subdivisions be required in implementation or enforcement of the rules.

G.A determination whether implementation of the proposed rule will have an adverse economic effect on small business as provided by the Oklahoma Small Business Regulatory Flexibility Act:There are no anticipated adverse effects on small business as provided by the Oklahoma Small Business Regulatory Flexibility Act.

H.An explanation of the measures the Agency has taken to minimize compliance costs and a determination whether there are less costly or nonregulatory methods or less intrusive methods for achieving the purpose of the proposed rule:There are no less costly or non-regulatory methods or less intrusive methods.

I.A determination of the effect of the proposed rule on the public health, safety, and environment and, if the proposed rule is designed to reduce significant risks to the public health, safety, and environment, an explanation of the nature of the risk and to what extent the proposed rule will reduce the risk:Implementation of the proposed rules will reduce health risks for households by facilitating the delivery of benefits and services to persons who are in need.

Implementation of the proposed rules to increase the timely LIHEAP application processing time is not designed to reduce significant risks to the public health, safety, or environment.The proposed rule does not increase health and safety risks as staff can prioritize approving households in danger of a utility cut-off.The proposed rule to increase the Child Care Subsidy renewal time frame to 12 months protects the health and safety of children by allowing children to remain eligible for subsidized child care longer.

J.A determination of any detrimental effect on the public health, safety, and environment if the proposed rule is not implemented:If the proposed rule to increase the timely LIHEAP application processing time for AFS staff is not implemented, no detrimental health or safety effects are anticipated.If the proposed rule to increase the Child Care Subsidy renewal time frame to 12 months is not implemented DHS will be out-of-compliance with federal requirements that may result in penalties further exacerbating limited child care funding and will not decrease safety risks to children who lose stable and licensed child care.

K.The date the rule impact statement was prepared and, if modified, the date modified:Prepared June 6, 2016; modified July 25, 2016.

SUBCHAPTER 3. ELIGIBILITY FOR BENEFITS

340:65-3-5. Application process

Revised 6-1-1310-1-16

The worker certifies or denies an application received online or in the local county office within time limits specified in paragraph (1) of this Section.

(1) Application processing time limits.An application must be processed within program specific time limits.Refer to Oklahoma Administrative Code (OAC) 340:65-3-2.1, when the last day of the time limit falls on a day the Oklahoma Department of Human Services (OKDHS)(DHS) is not open for business.The time limits are:

(A) Temporary Assistance for Needy Families (TANF) - 30-calendar days;

(B) Title IV-E Foster Care - 30-calendar days;

(C) Energy Crisis Assistance Program (ECAP) - 48 hours;

(D) Supplemental Nutrition Assistance Program (SNAP) - 30-calendar days unless the household is eligible for expedited service.When the household is eligible for expedited service, the application must be completed within seven calendar days per OAC 340:50-11-4;

(D) State Supplemental Payment (SSP) for:

(i) persons categorically related to Aid to the Aged - 30-calendar days; and

(ii) persons categorically related to Aid to the Blind or Disabled - 60-calendar days;

(E) SoonerCare (Medicaid) benefits for:

(i) persons categorically related to Aid to the Aged - 30-calendar days;

(ii) persons categorically related to Aid to the Blind or Disabled - 60-calendar days;

(iii) Optional Tuberculosis (TB) Coverage group - 45-calendar days; and

(iv) persons requesting long-term care services - 45-calendar days;

(F) TANF Emergency Assistance - five working days;

(G) Low Income Home Energy Assistance Program (LIHEAP) - 10 calendar days of per OAC 340:20-1-14:

(i) 30-calendar days from the date of application when all required proof is provided at the time of application; or

(ii) hand-delivering or mailing Form 08AD092E, Client Contact and Information Request, to the applicant requesting required proof date for winter heating and summer cooling;

(ii) 18 hours from the application date for an Energy Crisis Assistance Program (ECAP) application involving a life-threatening medical situation; or

(iii) 48 hours for other ECAP applications;

(H) Refugee Medical Assistance - 30-calendar days; and

(I) Child Care subsidy benefits - two business days from the date the interview is completed and required proof is provided or, if when not provided, within 30-calendar days.

(2) Delayed applications. When it is not possible to process the application timely, the worker sends the applicant Form 08MP038E, Client Notice of Action Taken, advising the reason for the delay and the applicant's hearing rights.An application is not denied when it cannot be processed timely due to:¢ 1

(A) circumstances beyond the control of the applicant that result in failure or delay on the part of the applicant to provide needed information;

(B) failure or delay on the part of an examining physician to supply needed information;

(C) failure or delay on the part of the Social Security Administration in making a disability decision; or

(D) administrative or other emergency that could not reasonably be controlled by the worker worker's failure to take timely action.

(3) Certification for cash assistance.When all conditions of TANF eligibility are is established for the month of application month, certification is effective from the date of application date and benefits are prorated from the date of application per (5) of this Section.¢ 2When all conditions of SSP eligibility are is established for the month of application month, certification is effective from the first day of the month and the SSP is not prorated.

(A) Certification cannot be effective prior to the application date.

(B) When an application is taken for a TANF and all other conditions of eligibility are determined prior to a child's entry to the home, the applicant requests benefits for an additional person after the application date, but before certification, the worker approves benefits for the additional person effective the same date cannot be prior to the actual date of entry as the rest of the assistance unit.¢ 3

(B) When a TANF recipient requests benefits for an additional person after certification, the recipient must complete a new application for the additional benefit.When eligible, the worker prorates benefits for the additional person from the application date per (5) of this Section.¢ 4

(C) A retroactive payment may be authorized for any month the worker establishes eligibility is established prior to the current month.An application denied in error must have payment authorized for the period eligibility is established.The applicant is not penalized if the certification is delayed beyond the time limit for disposition due solely to OKDHS failure to take timely action.¢ 5

(D) A certification is valid even if when a month of ineligibility is determined between application and authorization the date the certification action is taken.An applicant, who is ineligible for the month of application but is eligible for a subsequent month, is certified effective the first day of the subsequent month. ¢ 6

(4) Notice of ineligibility.When an applicant is ineligible, a computer-generated denial notice is sent to the applicant providing the effective date and explaining the reason for ineligibility.If the applicant is dissatisfied with the action taken, the The applicant may request a fair hearing within the period of time specified in the notice.¢ 47

(5) Proration of TANF benefits.The proration of When eligible, the worker certifies a TANF benefits applies when the applicant is determined eligible during the month of application from the application date and prorates the initial month's benefit unless the applicant applied on the first day of the month or received a TANF benefit for the previous month and is eligible to be reopened per OAC 340:65-5-6.¢ 8Certification is effective from the date of application.Proration also applies when a for the first month the worker adds an additional person is added to an existing case open TANF cash assistance benefit.¢ 54The family is eligible for the full TANF benefit effective the following month if when applicable.

(A) For the month of application only, the TANF benefits are prorated from the date of application.The TANF benefits the recipient would be eligible to receive if proration did not apply must be determined prior to the computation.The worker refers to Schedule IX on Appendix C-1, Maximum Income, Resource, and Payment Standards, to determine the full monthly TANF benefit before computing the prorated benefit.¢ 6

(B) The formula used to determine worker uses Appendix B, Prorated TANF and Food Benefit Payment, to compute the prorated benefit amount is or the formula: 31 - application date x full monthly TANF money benefit ¸ 30 = the prorated payment.The prorated payment is rounded down to the lower dollar amount.

(i) If When the prorated benefit is below less than $10, the family is not eligible for a money payment but is eligible for SoonerCare (Medicaid) benefits for the entire month.

(ii) When food benefits are requested certified at the same time or after the TANF certification in the TANF case for the month the TANF payment is prorated, the food benefit unearned income is automatically updated to show the TANF benefit before proration.

(iii) The notification to the client is computer-generated and client notice shows the benefit amount for the initial month and following month.

INSTRUCTIONS TO STAFF 340:65-3-5

Revised 12-1-1510-1-16

1.Case Notes in the Family Assistance/Client Services (FACS) system must clearly document what circumstances caused the delay.Temporary Assistance for Needy Families (TANF) and State Supplemental Payment (SSP) delayed application rules are located in this Chapter.For other program specific procedures, refer to:

(1) Oklahoma Administrative Code (OAC) 340:50-9-4 for Supplemental Nutrition Assistance Program (SNAP); and

(2) OAC 340:40-3-1(a)(8) for Child Care Subsidy.

2.Refer to OAC 340:65-3-5(5) for proration of benefits.

3.(a) When the applicant requests TANF benefits for an additional person prior to certification, the applicant is not required to complete a new application.The worker approves benefits for the person as if he or she was included at the time of application.For example, the applicant applies for TANF on June 2, 2015, and requests benefits for an additional child on June 10, 2015.Since the application is pending on June 10, 2015, the worker adds the child to the TANF benefit effective the certification date.

4.(b)(a) When the recipient requests TANF benefits for an additional person after certification, the recipient must complete a new application before adding the person.The worker prorates benefits from the application date OAC 340:65-3-5(5).Refer to OAC 340:65-5-1(a)(2)(3) and Instructions to Staff # 6 regarding household composition changes after certification.

(b) To approve benefits for the additional person, the worker:

(1) enters a change action in the FACS Eligibility Notebook Financial Eligibility tab for the next effective date;

(2) adds the person to the FACS Interview Notebook Household tab;

(3) adds countable income to the FACS Eligibility Notebook Income tab; and

(4) issues a supplement for the application month and, when necessary, the next month using the F17C transaction.

5.(a) The worker must use the F17C transaction to issue a TANF benefit for a prior month when food benefits are open and countable income is different for the prior month than for the current month.The F17C transaction must also be used to issue any months prior to the immediate prior month when food benefits are open and the unfinished issuance process cannot be used.

(b) When the F17C transaction is used, the worker must send Form 08MP038E, Client Notice of Action Taken, to notify the applicant as the F17C transaction does not issue a notice.

6.When a month of ineligibility occurs between application and the date the certification action is taken, the worker:

(1) uses the F17C transaction to issue any prior month benefits;

(2) sends Form 08MP038E to deny the ineligible month and inform the applicant of the retroactive certification; and

(3) certifies the TANF benefit in the FACS Financial Eligibility tab for the next effective month.

47.Refer to OAC 340:2-5 for fair hearing procedures.

58.(a) Refer to OAC 340:50-9-1(c)(1) for initial month food benefit proration procedures.

(b) Oklahoma Department of Human Services DHS Appendix B, Prorated TANF and Food Benefit Payment, may be used to calculate the prorated benefit.

(c) Refer to OAC 340:10-2-2 when reopening the TANF benefit after a sanction.

6.Refer to DHS Appendix C-1, Schedule of Maximum Income, Resource, and Payment Standards, Schedule IXA.

340:65-3-8. Determination of continuing eligibility

Revised 6-1-1310-1-16

(a) Determination of continuing eligibility.Determining continuing The worker determines continued eligibility is a process that must be carried out at appropriate intervals.The appropriate interval for reviewing eligibility depends on the type of benefit received.The worker is responsible for:

(1) advising informing the recipient at each contact of his or her responsibility to report changes within 10-calendar days of the date the change becomes known;

(2) making contact with contacting the recipient when possible changes are indicated to ensure continuing eligibility;

(3) synchronizing the renewal dates for all benefits received by the household when possible;¢ 1 and

(4) determining continuing eligibility.

(b) Benefit renewal time frames.The periodic renewal time frame varies depending on the program.

(1) A benefit renewal must be completed at six-month intervals with a:

(A) Temporary Assistance for Needy Families (TANF) recipient due to:

(i) pending required immunizations per Oklahoma Administrative Code (OAC) 340:10-14-1;

(ii) payment standard reductions because of program violations per OAC 340:10-3-57(g) or (h);

(iii) hardship extension approvals per OAC 340:10-3-56(a)(2)(E);

(iv) earned income per OAC 340:10-3-31 through 340:10-3-40; or

(v) the exemption of a work-eligible person exempt from TANF Work activities because of his or her incapacity or to care for a disabled family member living in the household per OAC 340:10-2-1; or

(B) child care recipient per OAC 340:40-9-1; or

(C) food benefit recipient subject to a mid-certification renewal per OAC 340:50-9-5(i)(d) and (j)(e).

(2) A benefit renewal must be completed at 12-month intervals, unless an earlier renewal date is warranted, with a:

(A) TANF recipient unless (b)(1)(A) of this Section applies;

(B) State Supplemental Payment (SSP) recipient;

(C) child care recipient who is receiving TANF or SSP benefits per OAC 340:40-9-1;

(D) food benefit household subject to an annual mid-certification renewal per OAC 340:50-9-5(g)(b) and (h)(c);

(E) food benefit household whose Supplemental Nutrition Assistance Program (SNAP) certification renewal must be completed at 12-months month intervals per OAC 340:50-9-6; or

(F) SoonerCare (Medicaid) recipient per OAC 317:35.¢ 2

(3) The worker completes a SNAP certification renewal at 24-month intervals for households subject to an annual mid-certification renewal per OAC 340:50-9-5(g)(b) and (h)(c).

(c) Benefit renewal notification.The recipient is sent notification receives a notice when the benefit renewal is due, advising informing the recipient he or she must complete the benefit renewal within a certain specified time frame in order to continue receiving benefits.¢ 3

(1) The worker sends Form 08AD092E, Client Contact and Information Request, to:

(A) SoonerCare (Medicaid) long-term care and other recipient groups not in online enrollment recipients for whom DHS determines eligibility per OAC 317:35-5-63 when they are not eligible to submit their renewals through okdhslive.org;

(B) SSP recipients; and

(C) TANF recipients.

(2) The A computer-generated notice titled "Renew My Benefits" is sent to:

(A) child care recipients;

(B) SoonerCare (Medicaid) recipients in the online enrollment population; and

(C) food benefit recipients due for mid-certification renewal. and

(3) The computer-generated notice titled "Continue My SNAP Benefits" is sent to food benefit recipients due for certification renewal.

(d) Signature requirements.The recipient, guardian, or a person acting on the recipient's behalf, such as an authorized representative or a person with power-of-attorney, must sign the benefit renewal for all programs except TANF.TANF renewals must be signed by the recipient. If When the recipient is living lives with his or her spouse, both must sign the TANF renewal.¢ 4

(e) Interview requirements.Whether an interview is required for a benefit Benefit renewal varies interview requirements vary depending on the program.¢ 5

(1) A face-to-face interview is required for the:

(A) TANF program; or

(B) Supplemental Security Income-Disabled Children's Program (SSI-DCP) service plan renewal per OAC 340:70‑8-1 OAC 340:15-3-1.

(2) A telephone or face-to-face interview is required at SNAP certification renewal except for (e)(3)(C) of this Section.

(3) An interview is not required for:

(A) any of the SoonerCare (Medicaid) programs as long as the client signed and completed the renewal is complete, including the signature, provided all required proof provided, and none of the information is questionable.When information is not complete or is questionable necessary, the worker contacts the recipient to obtain required proof complete the renewal;¢ 6

(B) the Child Care Subsidy program renewals unless the child care recipient receives child care benefits because of a protective or preventive reason per OAC 340:40-7-8; or

(C) food benefit households completing a:

(i) mid-certification renewal, at six- or 12-month intervals; or

(ii) SNAP certification renewal when all household members are elderly or disabled and there is no earned income in the household per OAC 340:50-3-2(a)(2).

(f) Eligibility determination.The worker determines eligibility after the benefit renewal is signed, all required proof is provided, an interview, if required, is conducted, and all information evaluated.¢ 7

(1) The eligibility determination worker may be to:

(A) complete the benefit renewal without changes;

(B) complete the benefit renewal with changes; or

(C) close the benefit or benefits.¢ 8

(2) Benefits closed may be reopened when When benefits close and the recipient provides required proof by the last day of the month of closure, benefits may be reopened.¢ 9

INSTRUCTIONS TO STAFF 340:65-3-8

Revised 6-1-1310-1-16

1.Synchronizing benefit renewal dates for all programs provides better client service as it reduces the number of times the client must complete a benefit renewal.

2.For SoonerCare (Medicaid) rules, refer to:

(1) Oklahoma Administrative Code (OAC) 317:35-6-61 for SoonerCare (Medicaid) benefits for pregnant women and families with children;

(2) OAC 317:35-7-62 for a child in state or tribal custody;

(3) OAC 317:35-7-61 for SoonerCare (Medicaid) programs that categorically relate to the aged, blind, or disabled population, such as:

(A) State Supplemental Payment (SSP);

(B) Qualified Medicare Beneficiary (QMB);

(C) Specified Low-Income Medicare Beneficiary (SLMB);

(D) Qualified Disabled and Working Individuals (QDWI); and

(E) Qualified Medicare Beneficiary Plus (QMBP); and

(F) Tax Equity and Fiscal Responsibility Act (TEFRA);

(4) OAC 317:35-15-7 and 317:35-15-9 for Personal Care;

(5) OAC 317:35-17-12 and 317:35-17-15 for Advantage Waiver; and

(6) OAC 317:35-19-22 and 317:35-19-23 for nursing facility services.

3.(a) Methods the recipient may use to submit the Supplemental Nutrition Assistance Program (SNAP) semi-annual or annual benefit renewal and Child Care Subsidy program semi-annual annual benefit renewal, or SNAP certification renewal include:

(1) accessing www.okdhslive.org and submitting the benefit renewal electronically;

(2) getting help from OKDHS Oklahoma Department of Human Services (DHS) or a community partner to access www.okdhslive.org and submitting the benefit renewal electronically;

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

(4) going into the local county office or another county office a more convenient county office for the client to complete the benefit renewal using the OKDHSLive kiosk available in the lobby or with a worker using the Family Assistance/Client Services (FACS) system.

(b) In addition to the methods outlined in (a) of this instruction, the SoonerCare (Medicaid) population in Oklahoma Health Care Authority (OHCA) online enrollment may also submit the annual benefit renewal by:

(1) using OHCA online enrollment; or

(2) downloading federal Form SC-1, SoonerCare Health Benefits Application OMB No. 0938-1191, Application for Health Coverage & Help Paying Costs, from OHCA - Forms and Instructions, or healthcare.gov and completing, signing, and mailing it to OHCA or hand-delivering it to OKDHS.

(c) To complete a Temporary Assistance for Needy Families (TANF), benefit renewal, the worker and recipient complete Form 08MP001E, Request for Benefits, Form 08MP002E, Eligibility Information for Benefits, and Form 08MP003E, Responsibilities and Signature for Benefits using the Family Assistance/Client Services (FACS) system or paper forms, when completed during a home visit.

(d) To complete a SSP benefit renewal or a SoonerCare (Medicaid) benefit renewal for recipients not in OHCA online enrollment, the worker and recipient complete:

(1) Form 08MP001E, Form 08MP002E, and Form 08MP003E;

(2) Form 08MA001E, Medical Assistance Benefit Review Report; or

(3) Form 08MP004E, Renew My Benefits.

(e) A recipient who is aged, blind, or disabled may access www.okdhs.org to complete the SSP and/or SoonerCare (Medicaid) renewal when the recipient receives SNAP benefits and completes the SNAP certification renewal at the same time.Before completing the SSP and/or SoonerCare renewal when the recipient does not receive Supplemental Security Income, the worker calls the recipient to inquire about current resources and request needed verification.

(f) To complete a Supplemental Security Income-Disabled Children's Program (SSI-DCP) renewal, the worker and family complete Form 08MA017E, SSI-DCP Service Plan.

4.(a) An electronic signature is considered the same as a pen and ink signature.

(b) The worker documents in FACS Case Notes any additional proof received after the recipient signs the benefit renewal.

5.(a) When an interview is required for SNAP and the type of proof needed is unknown, the:

(1) county office worker sends Form 08AD091E, Interview Notice, or Form 08AD093E, Telephone Interview Notice, to schedule the interview.The county office worker uses Form 08AD091E instead of Form 08AD093E, Telephone Interview Notice, because:

(A) it provides the option of an office or telephone interview; and

(B) advises the applicant to send proof to the local county office address; and

(2) support center worker sends Form 08AD093E because it only provides the telephone phone interview option and advises the applicant to send proof to the Customer Services Center address.

(b) Workers scheduling interviews for all programs except SNAP, send Form 08AD092E, Client Contact and Information Request, because this form allows the worker to schedule an office or a telephone phone interview and request proof at the same time.

(c) When an interview is required, information discussed with the recipient to determine if changes are needed includes:

(1) information or changes reported on the benefit renewal and any proof provided by the recipient needs to provide or provided;

(2) information contained on the data exchange screens, when inconsistent with recipient statement; and

(3) for TANF, the recipient's TANF Work plan; and

(4) a reminder of the types of changes the recipient must report.

(d) When information is questionable, the worker may contact with collaterals a person outside of the household to confirm information provided by the recipient or making make a home visit may be advisable.Refer to OAC 340:65-3-4 for information regarding home visit requirements, collateral contacts, and information about data exchange screens.

(e) When the recipient receives some benefits that require an interview and some that do not, for the benefits that:

(1) require an interview, the benefit renewal is not complete until the interview is conducted; and

(2) do not require an interview, the benefit renewal may be completed prior to the interview for the other benefits.

6. Attempts to contact the recipient to determine continued eligibility may be in person or over the telephone phone.FACS Case Notes is documented with The worker documents all factors of eligibility and any contact with the recipient in FACS case notes.

7.(a) Once After the recipient completes the benefit renewal, the worker analyzes the information is analyzed to determine for each program benefit to determine:

(1) what changes occurred;

(2) whether the recipient provided all required proof;

(3) whether an interview, if required, occurred, when required; and

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

(b) The benefit renewal is complete after the worker:

(1) evaluates information contained on the benefit renewal, in the verification provided, and on data exchange screens were evaluated for to determine if changes occurred and clears any discrepancies;

(2) enters all benefit renewal information, including changes, were entered in the Interview and Eligibility Notebooks of the Family Assistance/Client Services (FACS);

(3) any additional information was entered in FACS Case Notes to explain documents any changes made and how continued eligibility was determined in FACS case notes; and

(4) updates the system is updated using instructions found on the Adult and Family Services (AFS) Application Development and Operations (ADO) Infonet web page under Systems Help instructions for FACS and OKDHSLive! okdhslive located on the Infonet under the Job Functions tab/Adult and Family Services/ Systems Help.

(5) CWA reports are available to help workers track the status of pending benefit renewals.Information regarding each CWA report is available on the AFS Business Knowledge and User Support Infonet Systems Help web page under CWA and ACES Reports/CWA and ACES.

8.(a) When it is determined the worker determines the benefit renewal is incomplete because the recipient failed to sign the benefit renewal, did not provide all required proof, or did not complete a required interview, the worker attempts to contact the recipient, when a contact number is available, to advise inform him or her what is lacking, if possible.The worker documents what is lacking the contact and any attempts to obtain needed proof in FACS Case Notes.

(b) When the recipient does not provide required proof timely, the worker closes benefits are closed with the next effective the next advance notice deadline date per Appendix B-2, Deadlines for Case Actions.

9.(a) After closure, benefits may be reopened when the recipient provides the required proof by the last day of the month of closure.

(1) Benefits are reopened to effective the date of closure for SoonerCare (Medicaid) populations not in online enrollment, Child Care Subsidy, TANF, and SSP.

(2) For SNAP, benefits are reopened and prorated to the date the recipient provided all required proof per OAC 340:50-9-5(i).

(b) The recipient must reapply when he or she waits until after the last day of the month of closure to provide needed proof.

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