Library: Policy

340:75-13-12. Title IV-E applications for children in OKDHS or tribal custody

Revised 9-14-24

        Custody specialists process applications for Title IV-E eligibility and determine Title IV-E eligibility for children in Oklahoma Human Services (OKDHS) custody or in the custody of Indian tribes that have a contractual agreement with OKDHS for payment of foster care services.  • 1

INSTRUCTIONS TO STAFF 340:75-13-12

Revised 9-14-24

1.  (a) Child welfare (CW) specialist responsibilities for initiating the automated referral for the Title IV-E application.  Within two-business days of a child's removal and placement in out-of-home care, the CW specialist:

(1) completes an Oklahoma Human Services (OKDHS) records search through the Information Management System (IMS) for history related to the child and family members;

(2) opens a KIDS case;

(3) enters the child's removal information via KIDS Removal screen per 340:75-3-300 ITS 10(6).

(A) When the child's removal information is entered into the KIDS Removal screen, a KIDS assignment is automatically generated to the custody specialist.

(B) The KIDS assignment to the custody specialist is considered the referral for:

(i) Title XIX medical benefits; and

(ii) Title IV-E eligibility determination; and

(4) uploads Form 04FC007E, Authorization from Parent or Guardian for Voluntary Foster Home Placement and Medical Care of Child, or the first court order issued that results in the child's removal from the home into the KIDS document management system (DMS) no later than 15-business days following the issuance of the order or signing of Form 04FC007E;

(5) when the child has no Social Security number, completes and submits Form SS-5, Application for a Social Security Card, and uploads the document into the KIDS DMS verifying an application was submitted, per Oklahoma Administrative Code 340:75-13-10;

(6) documents each activity regarding the application process in KIDS Contacts screen;

(7) views the current eligibility status in the child's KIDS Eligibility Determination screen.  The KIDS case is updated with Title IV-E and Title XIX eligibility status through a nightly batch interface between IMS and KIDS; and

(8) uploads each subsequent court order to the KIDS DMS within 15-business days of each hearing.

(b) Application for Title IV-E for the Indian child in tribal custody.  When Form 04TB004E, Indian Child Welfare Program Referral, is received from the tribe, the Child Welfare Services (CWS) tribal IV-E program staff:

(1) completes a search of the child and family's OKDHS history through IMS;

(2) opens a KIDS case;

(3) enters the child's removal information via KIDS Removal screen;

(4) responds to email requests from the tribal custody specialist for all known financial, employment, and medical insurance information regarding the specified relative from whom the child was removed;

(5) uploads into the KIDS DMS:

(A) the tribal court order removing the Indian child from the home or Form 04FC007E, Authorization from Parent or Guardian for Voluntary Foster Home Placement and Medical Care of Child; and

(B) Form 04TB004E; and

(6) documents each activity regarding the Title IV-E application process in KIDS Contacts screen; and

(7) reports to the tribal custody specialist changes in the child's circumstances, such as county of placement, return home, income, and resources.

(c) Custody specialist responsibilities.  Upon receipt of the Title IV-E KIDS workload assignment, the custody specialist:

(1) obtains and uploads all household composition verification documents to the IV-E eligibility determination packet including:

(A) emails from the CW specialist verifying household composition and income at the time of the child's removal from the home;

(B) information from the KIDS system;

(C) information from the CW specialist or tribal representative who has personal knowledge of the household's situation at the time of the child's removal;

(D) Form 04KI003E, Report to District Attorney;

(E) the removal court orders from the KIDS DMS;

(F) all available income verifications including:

(i) Family Assistance/Client Services (FACS) case notes from family support cases open at the time of the child's removal from the home;

(ii) relevant IMS screens including:

(I) PY, an index data exchange information and case data for a particular person;

(II) Oklahoma Wage Link (OWL or OWC) the most current Oklahoma Employment Security Commission wage information and unemployment benefits;

(III) Child Support Services;

(IV) EB, financial assistance program;

(V) EC, food stamp eligibility information;

(VI) ED, medical assistance eligibility information; and

(VII) other relevant sources of income verification;

(2) to complete the initial Title IV-E determination packet, enters into the KIDS IV-E screens the:

(A) income;

(B) household composition; and

(C) court order information;

(3) digitally signs and uploads Form 04KI002E, Title IV-E Eligibility Determination;

(4) completes the initial Title IV-E determination within 45-business days of receipt of the assignment; and

(5) maintains all household composition verification in the initial Title IV-E Determination packet in KIDS DMS.