Library: Policy

340:61-1-3. Program eligibility and responsibilities

REVISED 9-15-22

(a) Applicant eligibility. The Office of Human Services Emergency Preparedness and Response (OHSEPR) or contracted agency staff determines the repatriated individual's eligibility for the Repatriation Program (RP). • 1 To determine RP eligibility, it is necessary to assess the repatriate's available resources and to identify the services or assistance the repatriate receives or is able to receive.

(1) Temporary assistance is not an entitlement.

(2) The RP is voluntary and the repatriate may refuse to accept services. • 2

(3) The repatriate may be eligible for temporary assistance for up to 90-calendar days from the date the repatriate re-enters the United States (U.S.). The temporary assistance is considered a loan and the repatriate must sign a repayment agreement before receiving the assistance.

(4) Minors and adults found not competent to make decisions are not obligated to sign a repayment agreement. • 3

(5) The repatriate is not eligible for repatriation assistance when he or she has access to necessary services or assistance through alternative resources.

(6) Certain temporary assistance may be furnished after the 90-calendar day period ends when the:

(A) repatriate submits an extension request with supporting documentation included prior to the end of the 90-calendar day eligibility period; and

(B) OHSEPR finds that the circumstances involved necessitate or justify furnishing such assistance beyond the 90-calendar day limit.

(7) The repatriate must notify the repatriation coordinator of address changes during the time period the repatriation case is open. The repatriate is expected to continue to notify OHSEPR of address changes after case closure until the repatriation loan is paid in full.

(8) The repatriate's case may be closed before the 90-calendar day period expires when the:

(A) repatriate's case contains an unaccompanied child and the child enters foster care upon arrival in the U.S. or is released to a parent or relative not requesting services;

(B) repatriate becomes self-sufficient and has access to necessary benefits, housing, and other services and no longer needs the temporary assistance;

(D) repatriate dies upon arrival in the U.S.; or

(E) repatriate, who was destitute or without available resources in the foreign country, is able to regain access to financial resources such as Social Security or Supplemental Security Income benefits or is staying in a hospital or nursing facility.

(b) Referral information packet. OHSEPR emails a referral information packet to the Oklahoma Human Services (OKDHS), Adult and Family Services (AFS) Temporary Assistance for Needy Families (TANF) Unit for processing. The referral information packet contains documents for the repatriate and OKDHS. Items in the packet include: • 4

(1) a welcome letter that informs the repatriate:

(A) any funds issued are considered a loan that must be repaid by the repatriate;

(B) upon request, OKDHS or other appropriate agency staff explains the documents included in the welcome packet; • 5

(C) OKDHS or other appropriate agency staff refers the repatriate for services available within the community or gives the repatriate information about available services; and

(D) when needed and requested, the repatriation coordinator coordinates other service requests for the repatriate; • 6

(2) a welcome letter for the State;

(3) the repatriate's rights and obligations;

(4) a repatriation brochure;

(5) documents requiring the repatriate's signature prior to funds being issued;

(6) an International Social Services-USA contact list;

(7) assessment information regarding the repatriate and his or her service needs; and

(8) procedural information and sample letters for OKDHS staff.

(c) OKDHS responsibilities regarding the RP. Upon receipt of the referral information packet, the repatriation coordinator in the OKDHS AFS TANF Unit is responsible for:

(1) confirming the repatriate's arrival date and time and arranging for OKDHS or other appropriate agency staff to meet the repatriate at the airport; • 7

(2) being the contact person for the repatriate and OHSEPR or its contracted agency staff; • 8

(3) coordinating services for the repatriate during the 90-calendar day temporary assistance period;

(4) coordinating form and document completion necessary to issue funds and receive reimbursement from the OHSEPR or its contracted agency; • 9

(5) monitoring the repatriate's case at different intervals to ensure the repatriate continues to meet eligibility requirements and determine if further assistance is needed; • 10

(6) providing periodic updates regarding the repatriate to OHSEPR or its contracted agency staff;

(7) submitting extension requests as quickly as possible; • 11

(8) maintaining all records concerning the repatriate for at least three years from the date the final expenditure report is submitted; and

(9) upon case closure, completing a survey and submitting a closing summary to OHSEPR that includes information about the funds expended and services provided to the repatriate and the repatriate's current address.

INSTRUCTIONS TO STAFF 340:61-1-3

REVISED 9-15-22

1. The Office of Human Services Emergency Preparedness and Response (OHSEPR) currently contracts with International Social Services (ISS) USA.

2. Prior to signing a decline of services form, a determination is made regarding the repatriate's competency. If the repatriate chooses not to meet the Oklahoma Human Services (OKDHS) or other agency representative at the airport, he or she can request services at a later day within the 90-calendar day eligibility period.

3. When an escorted minor is transferred to a parent's or other relative's care and the parent or relative is not requesting services, the ISS-USA case may be closed upon arrival or placement confirmation. The parent or relative, if requesting services, signs a repayment agreement.

4. Necessary documents may also be accessed at iss-usa.org by clicking on Repatriation Resources listed under the Services tab.

5. The person who meets the repatriate at the airport explains the documents to the repatriate if requested.

6. In addition to the welcome packet, the person who meets the repatriate at the airport gives the repatriate the repatriation coordinator's name and telephone number as the person to contact if additional services are needed. Refer to Oklahoma Administrative Code 340:61-1-4(c) for social services information.

7. (a) The repatriation coordinator requests assistance in choosing a representative from the county director or other appropriate agency representative of the county where the repatriate plans to live.

(1) An Adult Protective Services (APS) staff member is chosen when the assessment information indicates the repatriate has mental health issues. In addition to providing information included in the welcome packet to the repatriate, the APS staff is asked to help determine the adult's competency and service needs.

(2) A Child Welfare Services (CWS) staff member is chosen when the repatriate is an unaccompanied minor. Prior to arrival, when the assessment information indicates a parent or relative is meeting the child at the airport, the repatriation coordinator requests CWS staff complete a child abuse background check and a brief home study on the parent or relative. When a parent or relative is not meeting the child, CWS arranges the child's placement.

(b) Prior to the repatriate's arrival, the repatriation coordinator:

(1) sends a copy of the referral information packet to OKDHS or other agency staff meeting the repatriate at the airport;

(2) reviews the assessment information provided in the referral information packet with the representative or other county staff with knowledge of local community resources to develop a plan to meet the stated service need requests prior to the repatriate's arrival; and

(3) discusses forms and procedures included in the referral information packet with the representative meeting the repatriate at the airport so he or she is able to answer questions, if asked.

(c) When the assessment information indicates the person needs transportation from the airport to the final destination, the repatriation coordinator arranges for a car seat, wheel chair, or ambulance service if indicated. When free transportation is not available from the repatriate's friends, family, or a local agency, the repatriation coordinator arranges for a bus pass or taxi service.

8. Prior to the repatriate's arrival, the repatriation coordinator advises OHSEPR or its contracted agency staff of the name of the person who will meet the repatriate at the airport, the suggested plan to meet the repatriate's stated needs upon arrival, and the repatriation coordinator's contact information in the event of an emergency.

9. (a) The repatriation coordinator notifies OKDHS Financial Services staff of the need to issue funds for the repatriate. OKDHS Financial Services staff issues cash assistance to the repatriate. Payment for other expenses is paid to the service provider, not the repatriate.

(b) ISS-USA sends an email to the repatriation coordinator with a link to access encrypted files or documents sent through ShareFile, a file sharing system for secure encrypted email and document exchange. OKDHS uploads and completes the required forms and documents needed to be reimbursed for expenses into ShareFile and sends an encrypted email to ISS-USA requesting reimbursement on a monthly basis. Blank forms and documents are available at https://www.iss-usa.org/ ISS-USA downloads the submitted forms and documents and processes the request. To be reimbursed for expenses paid for the repatriate, OKDHS staff submits:

(1) a cover letter requesting reimbursement that contains the:

(A) contact person's name, address, telephone number, and email address; and

(B) name and mailing address of the person the check is made payable to, and the time period the request covers;

(2) RR-05, Signed Privacy and Repatriation Form or RR-06, Refusal of Temporary Assistance Form;

(3) RR-04, Non-Emergency Financial Form;

(4) a detailed written explanation of all costs associated with the reimbursement request;

(5) supporting documentation including originals or copies of all receipts, signed cash disbursement acknowledgement forms, vouchers, and case notes.

(c) Reimbursement requests not submitted within the federal fiscal year may not be reimbursed.

10. (a) The repatriation coordinator contacts the repatriate to determine if:

(1) the repatriate's service needs were met;

(2) additional services are needed;

(3) the repatriate changed addresses; and

(4) the repatriate wishes to request an extension or a waiver or payment deferral.

(b) The repatriation coordinator documents information in the case record and notifies OHSEPR or its contracted agency staff.

11. When the repatriate requests an extension within the 90-calendar day eligibility period, the repatriation coordinator sends the request to OHSEPR or its contracted agency indicating why the extension is needed and attaches all supporting documents the repatriate supplied.