SECTION 340:65-3-4. Investigation of eligibility conditions and services planning

  The worker is responsible for collecting information necessary for determining the client's eligibility for benefits and addressing the client's social services needs. When proof from a source other than the client's statement is necessary, the sources described in this Section are used.

(1)   Home visits. Home visits are sometimes necessary for Adult and Family Services (AFS) staff to provide services and benefits and promote safety and stability for families. All home visits are planned and coordinated to prevent duplication of efforts.

(A)   AFS staff makes home visits or other client contacts during normal work hours whenever possible. Home visits may be made outside normal business hours when planned with the client and approved by appropriate supervisory personnel.

(B)   The AFS worker makes a home visit when:

(i)   there is a need to confirm the accuracy of statements made by the client and he or she is unable to obtain documentation from other sources;

(ii)   an office visit creates a hardship for the household;

(iii)   a Temporary Assistance for Needy Families (TANF) benefit closes due to failure to cooperate per Oklahoma Administrative Code (OAC) 340:10-2-2;

(iv)   it is the best method to complete or review the TANF employability plan;

(v)   protective services are needed; or

(vi)   the worker deems it necessary for another reason and the supervisor concurs.

(2)   Collateral contact. A collateral contact is a person outside of the household that confirms the household's circumstances. The collateral contact may be made in person or over the phone.

(A)   A collateral contact is not restricted to a particular person, but may be anyone able to provide an accurate third party verification of the household's statement. Examples of acceptable collateral contacts are:

(i)   employers;

(ii)   agencies, businesses, or community action groups;

(iii)   migrant service agencies;

(iv)   neighbors of the household;

(v)   landlords; or

(vi)   other persons outside of the household.

(B)   The client's signature on the application or renewal authorizes the worker to secure the required information or verification from collateral contacts. When the collateral contact requires additional written authorization before supplying information to the Oklahoma Department of Human Services (DHS) regarding:

(i)   the client or a dependent child, the client signs Form 08AD060E, Request for Release of Information, to give authorization.

(ii)   another adult household member, that person signs Form 08AD060E to give authorization.

(C)   The worker informs the person contacted for information how DHS will use the requested information and the reason it is needed. When the person does not want the client to know his or her identity, the worker does not record the person's name in the case record nor reveal the person's name to the client.

(D)   When someone contacts DHS with information related to the client's eligibility and requests anonymity, the worker does not record the person's name in the case record nor reveal the person's name to the client.

(E)   When the collateral contact provides information related to the client's eligibility that conflicts with information provided by the client, the worker gives the client the opportunity to resolve the inconsistency.

(3)   Public records. The worker may obtain information from public records that affects the person's eligibility without obtaining the person's consent.

(4)   Data exchange. Automated data exchange with other agencies provides DHS with information regarding household members' benefits, wages, taxes, Social Security numbers, and current addresses. The system compares information obtained electronically with data stored within DHS electronic records to determine if there are discrepancies to be addressed. Automated data exchange information is also available within the DHS system to determine discrepancies. Refer to OAC 340:65-1-2 for information regarding practices for safeguarding case information and raw tax data. The worker is responsible for:

(A)   reviewing data exchange information at application and eligibility renewal. Available data exchange information screens include:

(i)   Beneficiary and Earnings Data Exchange System (BENDEX);

(ii)   Buy-In Data Exchange (BIL);

(iii)   Supplemental Security Income (SSI)/State Data Exchange System (SDX);

(iv)   Social Security Administration (SSA) Beneficiary Earnings Exchange Record (BEER/BWG);

(v)   New Hire Employee list (NHL);

(vi)   Social Security Number (SSN) Verification - SSN Enumeration;

(vii)   Wage Data Exchange;

(viii)   Unemployment compensation; and

(ix)   Unearned Income Eligibility Verification System (IEVS) income report (IEVS-IRS) and resource data from the Internal Revenue Service (IRS);

(B)   initiating appropriate queries; and

(C)   resolving data exchange discrepancy messages within 45-calendar days of the date the message is posted on the data exchange inquiry screen.

(5)   Systematic Alien Verification for Entitlement (SAVE). All applicants and recipients of the TANF, SoonerCare (Medicaid), Supplemental Nutrition Assistance Program (SNAP), Low Income Home Energy Assistance Program (LIHEAP), State Supplemental Payment (SSP), and Child Care Subsidy Program benefits are required to declare their citizenship status. Persons who declare themselves or their minor child non-citizens must present documentation of their legal alien status from the United States Citizenship and Immigration Services (USCIS) or other acceptable source. The status, as determined from the documentation, must be verified through the Alien Status Verification Index (ASVI) maintained by USCIS.

(6)   Workers' compensation. AFS staff reviews copies of all Workers' Compensation Court documents by matching SSNs with DHS records. Any court action that appears to potentially impact eligibility is forwarded to the servicing DHS office for clearance.

(7)   Birth verification. For persons born in Oklahoma, DHS has an agreement with the Oklahoma State Department of Health to electronically verify birth for persons with an open SoonerCare (Medicaid) benefit.

(8)   Food stamp disqualification (FSD). When a client is disqualified for SNAP food benefits due to fraud, the FSD screen shows the date the disqualification began and the length of the disqualification period.

[Source: Amended at 9 Ok Reg 97, eff 10-17-91 (emergency); Amended at 9 Ok Reg 2755, eff 7-13-92; Amended at 10 Ok Reg 1147, eff 3-9-93 (emergency); Amended at 10 Ok Reg 2303, eff 6-11-93; Amended at 10 Ok Reg 4347, eff 7-19-93 (emergency); Amended at 11 Ok Reg 1687, eff 5-12-94; Amended at 14 Ok Reg 3112, eff 7-1-97 (emergency); Amended at 15 Ok Reg 179, eff 11-1-97 (emergency); Amended at 15 Ok Reg 1644, eff 5-11-98; Amended at 18 Ok Reg 2096, eff 7-1-01; Amended at 20 Ok Reg 2059, eff 7-1-03; Amended at 22 Ok Reg 827, eff 5-12-05; Amended at 24 Ok Reg 1042, eff 6-1-07; Amended at 26 Ok Reg 1272, eff 6-1-09; Amended at 28 Ok Reg 880, eff 6-1-11; Amended at 29 Ok Reg 812, eff 7-1-12; Amended at 33 Ok Reg 1629, eff 9-15-16]