Library: Policy

340:50-9-4. Delayed applications

Revised 6-1-13

(a) Delayed applications.  When applications are not approved or denied by the 30th calendar day, they are considered delayed applications.  On the 30th calendar day following the application date, every delayed application is assessed to determine whether the Oklahoma Department of Human Services (OKDHS) or the household caused the delay.  The purpose of this assessment is to determine:  • 1

• (1) whether to immediately deny the application or leave it pending in application status; and

• (2) what date to certify benefits if the household is determined eligible at a later date.

(b) Delay caused by OKDHS.  When the processing delay is caused by OKDHS, the application remains in pending status.  At the end of the first 30 calendar days, the worker sends the household Form 08MP038E, Client Notice of Action Taken, explaining why the application is still pending.  If the household is later determined eligible, food benefits are approved back to the date of application.  • 2  OKDHS caused delays include, but are not limited to, the circumstances in (1) through (6) of this subsection.

• (1) The household's first interview was scheduled on or before the 20th day following the date of application.  The household appeared for the interview, but subsequently failed to provide the required verification.  During the interview the worker did not provide to the household Form 08AD092E, Client Contact and Information Request, and explain:

  • (A) what factors must be verified;

  • (B) what is considered acceptable verification; and

  • (C) the date verification must be supplied.

• (2) The worker never scheduled an interview for the household.

• (3) The worker did not offer to provide assistance to the household in obtaining the verification or offered assistance, but failed to follow through on collateral contacts or release of information.

• (4) The worker discovered that additional information was required after the interview, but the household did not have 10 calendar days between the request for the verification and the 30th calendar day of the application to provide the verification.

• (5) The household missed their first interview on or before the 30th calendar day and requested the interview be rescheduled.  The worker was unable to schedule the second interview date until after the 30th calendar day.

• (6) The household provided all the required verification on or before the 30th day and the application was not approved or denied timely.

(c) Delay caused by the household.  When the processing delay is caused by the household, the application must be denied by the 30th calendar day.  The household receives a computer-generated denial notice.  When the household provides the required verification in the second 30 calendar days, a new application is not required.  If the household is determined eligible, the food benefit allotment is prorated from the date the household provided the verification.  Household caused delays include, but are not limited to, the circumstances in (1) through (3) of this subsection.

• (1) The household's first interview was scheduled on or before the 20th calendar day following the date of application.  The household appeared at the interview, but subsequently failed to provide the required verification.  The worker provided the household with Form 08AD092E showing required verification, offered to assist the household in obtaining the verification, and allowed the household sufficient time to provide the verification. • 3

• (2) The household missed their first interview and requested the interview be rescheduled on or before the 30th calendar day.  The worker rescheduled the interview on or before the 30th calendar day; however, the household did not provide all the required verification by the 30th day.

• (3) The household missed their first interview and requested on or before the 30th calendar day that the interview be rescheduled.  The household stated they could not come in or complete an interview over the telephone until after the 30th calendar day.

Instructions to staff 340:50-9-4

Issued 7-1-12

1.The worker records the assessment in Family Assistance/Client Services (FACS) Case Notes.

2.(a) Food benefit certifications for the current or future month may be teleprocessed through the last day of the month.

(b) The worker can use the FSSR transaction to issue benefits back to the date of application, but no more than two months prior to the month the worker certifies food benefits.

(c) The worker uses the FSLB transaction to request retroactive certifications that are more than two months prior to the current month.

(d) Instructions for the FSSR and FSLB transactions are found by entering M space FSSR or M space FSLB on the IMS network.

3.If the household was not notified of needed verification prior to the interview date or additional information is needed, the application must remain pending for ten calendar days after notification of needed verification per OAC 340:50-3-3.For example, if the worker first notified the client of the needed verification at the interview and the interview was conducted after the 20th day from the application date, the household must be given at least ten calendar days to provide the verification.