SECTION 340:65-3-2. Definitions

  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 Department of Human Services (DHS) 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:

(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 defined as the date the applicant requests subsidized child care benefits verbally or in writing.

(ii)   "Certification date" is defined as the date the applicant or the applicant's authorized representative completes the child care interview and provides all necessary verification to the county 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 DHS, the application date is the date the application is stamped in the county office or received electronically through okdhslive.org.

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

(C)   When DHS staff receives a verbal request prior to the signature date on the application, staff enters the verbal request date in red above the signature date. The verbal request date is the application date for TANF, SSP, and SoonerCare (Medicaid) eligibility groups for which DHS determines eligibility.

(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 the local county office because of a situation beyond the applicant's control, such as illness, disability, or lack of transportation; and the applicant is unable to file the application online at www.okdhslive.org or by phone at 405-487-5483 to file.

(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.

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

(D)   When the applicant comes to the county office to request benefits and cannot stay to complete the application with a worker or no appointment times are available that day, 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.

(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.

(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.

[Source: Amended at 10 Ok Reg 1445, eff 4-26-93; Amended at 11 Ok Reg 4079, eff 6-21-94 through 7-14-95 (emergency); Amended at 13 Ok Reg 353, eff 12-11-95; Amended at 18 Ok Reg 2096, eff 7-1-01; Amended at 19 Ok Reg 656, eff 2-1-02 (emergency); Amended at 19 Ok Reg 2207, eff 6-27-02; Amended at 23 Ok Reg 2189, eff 7-1-06; Amended at 24 Ok Reg 2189, eff 7-1-07; Amended at 26 Ok Reg 1272, eff 6-1-09; Amended at 28 Ok Reg 880, eff 6-1-11; Amended at 33 Ok Reg 1629, eff 9-15-16; Amended at 36 Ok Reg 1849, eff 9-16-19]