Library: Policy
340:65-3-2.1. Counting days for providing proof, interview dates, and application time limits
Revised 9-14-24
When counting days for providing proof, interview dates, and application time limits, the worker does not count the first day in the time period. The worker counts the last day in the time period unless Oklahoma Human Services (OKDHS) is not open for business on that date. When OKDHS is not open on the last day of the time period, the client has until the next business day to comply with eligibility requirements.
(1) Providing proof. When proof is required to determine eligibility, the worker gives the client at least 10-calendar days to provide it. The worker assists the client in obtaining necessary proof, when requested. The worker's assistance may range from explaining how or where to obtain proof to obtaining the proof when the client is unable to do so. The worker is not required to obtain proof for a client who is able, but unwilling to do so. • 1
(2) Interview. OKDHS offers all applicants for Child Care Subsidy, Soonercare (Medicaid), Supplemental Nutrition Assistance Program (SNAP), and Temporary Assistance for Needy Families (TANF) the right to interview at any time during operating hours. The client must contact OKDHS via telephone or in person unless the household qualifies for an interview waiver or the program does not require an interview.
(A) When the client must interview and does not interview while submitting the application, the worker calls the household to conduct an on demand interview within two-calendar days of the application date.
(i) When the client answers, the worker offers to complete the interview.
(ii) When the client does not answer or refuses to interview, OKDHS sends Form 08AD091E, Interview Notice, to inform the client of the interview requirement.
(B) When the client does not interview within 10-calendar days of the application date, the worker again calls the household to conduct an on demand interview.
(i) When the client answers, the worker offers to complete the interview .
(ii) When the client does not answer or refuses to interview, the worker:
(I) denies a Child Care Subsidy, Soonercare (Medicaid), or TANF application; and
(II) uses the FDENY transaction with reason "59" for a SNAP application. • 2
(C) The OKDHS worker does not schedule an interview unless the applicant refuses the immediate interview options and requests a scheduled interview.
(D) The worker uses Form 08AD092E, Client Contact and Information Request, when a scheduled interview is necessary.
(3) Application time limits. Refer to Oklahoma Administrative Code 340:65-3-5 for application processing time limits. To be timely, the worker must certify or deny an application:
(A) no later than the last business day of the time limit; or
(B) when OKDHS is closed on the last day of the time limit, the next open business day. • 3
INSTRUCTIONS TO STAFF 340:65-3-2.1
Revised 9-14-24
1. The worker gives or sends the client Form 08AD092E, Client Contact and Information Request, to request needed proof. The worker only checks the items required to determine the client's eligibility based on program specific policy. For example, the worker does not check resources when resources are not an eligibility factor or self-employment when the client did not report that someone in the household was self-employed.
(1) When the client fails to provide all or part of the requested proof, the worker does not send a new Form 08AD092E before denying the application.
(2) When the worker requests additional proof not listed on the original Form 08AD092E, he or she must provide a new Form 08AD092E giving the client at least 10-calendar days to provide the additional information.
(3) When the client contacts the worker to check the application status and the client has not provided all required proof, the worker verbally informs the client what proof is needed and by what date it must be provided to avoid application denial. The worker may resend the original Form 08AD092E with remaining required proof circled when there is sufficient time for the client to receive the form and respond.
(4) To provide better customer service when time permits, the worker may initiate a call to the client to inform him or her of remaining required proof and by what date it must be provided. The worker does not resend the original Form 08AD092E unless he or she is first able to explain to the client why it is being sent and there is time for the client to receive the form and respond. Per Oklahoma Administrative Code (OAC) 340:65-1-2 Instructions to Staff # 6, an email reminder may also be sent.
(5) The worker records all face-to-face, verbal, and written client contacts in Family Assistance/Client Services case notes including:
(A) the date of the contact;
(B) if the contact was worker or client initiated;
(C) if the contact was face-to-face, verbal, or in writing; and
(D) when verbal:
(i) any information the client provides regarding eligibility;
(ii) what the worker advised the client regarding remaining required proof, when applicable;
(iii) if the worker resent the original Form 08AD092E or sent a new Form 08AD092E requesting additional proof; and
(iii) any other information the worker gave regarding the application process and time frame.
2. The worker uses the FDENY transaction with reason "59" to deny the application 30-calendar days after the application date and issue the Notice of Missed Interview.
3. (a) When the client has at least 10-calendar days to comply with eligibility requirements, the worker denies the application on or before the last day of the application time limit unless one of the reasons apply, per OAC 340:65-3-5(2)(A)-(D).
(1) When the client complies with eligibility requirements on the last day of the time limit, the worker approves benefits back to the first day allowed by specific program requirements.
(2) When OKDHS offices are closed on the last day of the time limit and the client complies with eligibility requirements by the next business day, the worker approves benefits back to the first day allowed by specific program requirements.
(b) When a Supplemental Nutrition Assistance Program application is in FDENY 45 or FDENY 59 and the last day of the application time limit falls on a day OKDHS is not open, the system waits to deny the application until the next business date. When FDENY is used, the timeliness report shows the application was timely.
