340:40-9-2 Case changes

(a) Change reporting. The household reports income changes that exceed the income eligibility threshold for the family size, per Oklahoma Human Services (OKDHS) Appendix C-4, Child Care Eligibility/Copayment Chart, within 10-calendar days of the change occurring, per Section 98.21(e)(1) of Title 45 of the Code of Federal Regulations (45 C.F.R. § 98.21(e)(1)). (1) A computer-generated notice issues at certification and renewal to inform the client of the current income eligibility threshold for the client's family size and instructs the client to report when the household income exceeds this amount. (2) When the client fails to report an income increase timely that, if reported, would have resulted in benefit closure, the worker makes an overpayment referral to Adult and Family Services Benefit Integrity and Recovery Unit, per Oklahoma Administrative Code (OAC) 340:40-15-1. (b) Action taken on reported changes. The worker acts on all changes the household reports between renewal periods. Benefits do not decrease unless the client requests a decrease to avoid or reduce an overpayment or the reported change results in the child care benefit closing, per (f) of this Section. (c) Changes that increase subsidized child care benefits. When the client reports a change within 10-calendar days of the change that increases the amount of child care approved or decreases the family share copayment, the client and the worker jointly plan the change's effective date. When the client does not report the change within 10-calendar days of the change, the earliest date the worker increases the subsidized child care benefits is the first day of the month in which the client reports the change. (d) Additional child request. When an additional child requires subsidized child care benefits, the worker completes the request within two-business days of the client providing all necessary verification to determine eligibility. When eligible, the child may be approved for subsidized child care benefits beginning on the request date. (e) Change in provider. When a client reports a change in provider, the change is effective the date the change in provider occurs, regardless of whether the client reports the change timely. The worker completes provider changes within two-business days of the date the client reports the change. (f) Child care benefits closure. When the client is no longer eligible for subsidized child care benefits, the closure date varies depending on circumstances. Refer to OKDHS Appendix B-2, Deadlines for Case Actions, for advance-notice deadline dates. (1) The worker closes the subsidized child care benefits effective 10-calendar days from the date action is taken, when the: (A) payee for the child care benefit changes. When this occurs, a new application is needed, per OAC 340:40-3-1(a)(1)(C); (B) only child(ren) approved for subsidized child care leaves the home; (C) client already received income in excess of the income threshold, per OKDHS Appendix C-4; (D) client moves out-of-state; or (E) client was approved for child care in error. (2) The worker closes the child care benefit effective the last calendar day of the current calendar month when the client's anticipated income for the next month is expected to exceed the income eligibility threshold, per 45 C.F.R. § 98.21(e)(1) and OKDHS Appendix C-4. (3) The worker closes the child care benefit effective the last calendar day of the renewal month when: (A) the client does not meet a need factor; (B) the client is not pursuing potential income, per OAC 340:40-7-9; (C) the child reached the maximum age limit, per OAC 340:40-7-3; or (D) an adopted child turns 6 years of age and the family income must now be considered, per OAC 340:40-7-12. In this circumstance, a new application is required, per OAC 340:40-3-1(a)(1)(D). (4) The worker closes the child care benefit effective three months from the approval date for job search child care, per OAC 340:40-7-8(a)(6). (5) When the client receives Temporary Assistance for Needy Families related subsidized child care, per OAC 340:40-7-8(e) and stops meeting a need factor, the worker closes the child care benefit effective 90-calendar days from the date the client stops participating. (6) When a client stops participating in Oklahoma Supplemental Nutrition Assistance Program Works component assignments and activities, per OAC 340:40-7-8(d) and does not meet another need factor, the worker closes the child care benefit effective 90-calendar days from the date the client stops participating. (7) When the client requests the child care benefit be closed, the earliest date the worker closes the child care is the date action is taken. (8) When the client does not complete the benefit renewal timely, the system closes the child care benefit effective the last calendar day of the renewal month. (g) Reopen action. When a client's subsidized child care benefits close, benefits may be reopened within 30-calendar days of the closure effective date using current eligibility information unless the client must complete a new application, per OAC 340:40-3-1(a)(1). Child care benefits are not decreased unless the renewal is due, per 45 C.F.R. § 98.21(a).