SNAP Training - Reference Pages

Using an EBT Card Using an EBT ACCESS Card This guide provides high-level information about using an EBT card for SNAP benefits in Oklahoma.

Oklahoma ACCESS Card In Oklahoma, the EBT card is called the ACCESS card. SNAP benefits are automatically deposited on to the card each month that an enrollee is eligible. First time ACCESS users must go to their local DHS office to pick up the card and watch an introduction video explaining how the card works.

Benefits Deposits Benefits are deposited between the 1st and the 10th of the month depending on the SNAP case number of the household. Deposit dates are shown below: Case Numbers Ending In 0-3 4-6 7-9

Benefits Available 1st of the month 5th of the month 10th of the month

Shopping with ACCESS Card Most grocery stores in Oklahoma accept ACCESS cards, and they have a sticker displayed showing that it is an acceptable form of payment. In other states, the Quest sticker will indicate that the ACCESS card will also be accepted.

To use the card: - Swipe it at the card reader and enter the four digit pin on the key pad - Any non-food items that aren’t SNAP eligible will require another form of payment - The receipt will show the remaining SNAP benefits available Fresh EBT Phone App The Fresh EBT phone app allows SNAP participants to see a wide range of information about their benefits. They can see their balance including last deposit, and a recommended weekly budget. It includes an EBT store locator that shows locations accepting SNAP in their area. It also includes historical spending information and coupons to help get the most out of benefits.

The app can be downloaded from the Apple App Store or Google Play Store in either English or Spanish.

Card Questions/Issues To check the balance of a card, confirm or change a pin number, or ask additional questions, the card holder can contact customer service at: 1-888-328-6551.

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Proxy Logins Proxy Login Assistance To assist a family with completing a SNAP application, a proxy login will need to be created on the OKDHSLive! site. The proxy account will allow enrollment points of contact to enter information into the application on someone else’s behalf. Once the login is created, applications can be created, viewed, and submitted for families interested in applying. This guide addresses creating a login and common issues.

Creating a Proxy Account To create a login, navigate to Okdhslive.org and follow the below instructions 1. Select “Create User ID” on the homepage

2. Enter the requested information for yourself to use to assist families apply for SNAP.

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Proxy Logins Creating a New Case or Searching for Existing Case Once logged in with a proxy account, you can create a new application for a family or look up their existing case using the options below:

New Cases Existing Cases

Previously started and completed cases will be listed here

Resetting Password If you forget the password to your proxy account, you can reset your password by following the below instructions. Click on the “Forgot your password?� link and follow the instructions.

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Proxy Logins Unlocking an Account There are two different types of lockouts that can occur with your proxy account for OKDHSLive!

To resolve a lock out, follow the steps below: Password lockout: occurs when you enter the wrong password OR provide the wrong answer to security questions three times. To resolve: 1. Contact the OKDHSLive! help number at 405-487-LIVE 2. You will be asked to validate two of your three security questions 3. If answered correctly, a temporary password will be provided that can be used for the next 24 hours (when used, you will be prompted to reset the password) 4. If you aren’t able to answer two of the three security questions, you will need to create a new proxy login and password Zip code lockout: occurs when a zip code is input incorrectly three times. Zip codes must match the selected case. To resolve: 1. Contact the OKDHSLive! help number at 405-487-LIVE 2. After validating the owner of the account, a help-desk ticket will be created to unlock the account 3. The OKDHSLive! representative will contact you via phone or email to let you know the reset is complete (may take 1 – 2 hours for reset)

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Households Household Member Eligibility This guide provides information to determine each household member’s eligibility.

Who is considered a household member? “A food benefit household is a group of individuals who live together and customarily purchases food and prepares meals for home consumption.”

DHS SNAP Policy

Individuals living in the same house who must be included: • A spouse (ceremonial or common law) • Children, under 22 • Children, under 18, who are under the control of an adult other than their “legal guardian” All other individuals living in the house will be a non-household member or an excluded household member: Non-Household Members: Income and individual will not be included with the exception of foster care and DDS children.

1. Roomer: Person who is living in the house, but not preparing meals or eating with the other members.

2. Boarder: Person who is paying the other members for room and food.

3. Live in Attendant: Person who lives in the house to provide medical, housekeeping, child care, or other similar services.

4. Foster Care and DDS Children: Children in foster care and children placed by Developmental Disabilities Services (DDS) with extended family care providers are considered boarders unless the household requests the child be included as a SNAP household member. Foster Care and DDS children cannot receive food benefits independently.

Note: If the family chooses to include the child in the SNAP household, the child’s income is counted in determining eligibility. If they elect not to include the child as a household member, the child’s income is not considered.

5. Ineligible Students: Person living in the house and enrolled in an institution of higher education and did not meet the SNAP student eligibility criteria. (See Student Status criteria) 6. Separate Household: Person living in the home and does not purchase food or prepare meals with the household.

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Households

Excluded Household Members: Some people may live in your home who may be determined to be an “excluded household member�. This is a person who is part of the SNAP household but who is unable to receive food benefits because of ineligibility or disqualification. Their income will be included, however they may be excluded from the household’s size.

1. Individuals who have committed program violations or fraud.

2. Individuals who have knowledge that a felony warrant has been issued for them AND are acting to avoid prosecution or arrest. (This will not affect other household members.)

3. Individuals who are violating their court order probation or parole.

4. Individuals who refuse to comply with work registration.

5. Individuals who fail to obtain or provide a social security number.

6. Ineligible and undocumented aliens.

7. Individuals without dependents.

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Types of Income Common Types of Income The below table provides a list of common income types that may be encountered when assisting an applicant with SNAP. The list is broken down into four primary areas: -

Earned Income Unearned Income Self-Employment Income Not Counted Income

Proof of income will be addressed in the household interview, but the below can be used to help guide applicants with what to include while completing the application.

Wages (on check stubs) Earned

• •

•

Sick Pay (on current check stubs) Earned Benefit Allowance (found on check stub) Earned

•

•

•

Temporary Disability Insurance Payments Earned Plasma Sales Earned Rental Property Earned

Income from National Guard (or other active / reserve duty military in the home part-time) Earned

• • • • • • • •

Earned Income Need the most recent 30 days gross income For initial application – if you have the complete month, use actual income for the month of application For everything else – average the most recent 30 days to anticipate income Counted as income as you can anticipate this may occur again going forward If paid directly to client, this is earned income and should be counted with the rest of the check stub If going to an insurance company and not to the client, do not count it Gross monthly income needed Counted as earned income if funded by the employer and the client is still employed Need at least the last full calendar month of payments Will be averaged and used to anticipate income Monthly rental amount provided Counts as earned if client actively manages the property 20 hours or more Can claim business expenses Gross monthly amount counted for service members who return to the home on a part-time basis

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Types of Income Income from Active Duty military (outside of the home for long periods) Earned Temporary Disability Insurance Payments Unearned Child Support or Alimony Unearned

Profit Sharing (in a company that the client does not participate in operation) Unearned Rental Property Unearned

SSI or Social Security Unearned SSP or TANF Cash Unearned Pension, Retirement, or Other Employee Benefits Unearned VA Disability and Retirement Payments Unearned Cash Made Through Odd Jobs Self-Employed

Wages Made as an Independent Contractor

•

Only consider the amount that is designated for the household and do not count that household member in the case

Unearned Income • Gross monthly income needed • Counted as unearned income if the check comes from an insurance company and/or the client is no longer employed • Could be ordered through child support services, private, or court-ordered • Count the gross monthly average a client receives • Counted as unearned income • Use the most recent tax return to anticipate income • • • •

Monthly rental amount provided Counts as unearned if they are not actively maintaining the property Can still claim business expenses Use monthly gross amount

•

Use gross monthly amount

• •

Use monthly gross amounts Benefit can be for the person or transferred upon death to a widow or other survivor • Use award letter for gross, unearned amount • Any portion paid to a caretaker outside the home is excluded as income Self-Employed Income • Use as much information as you can reliably get from the client • If client has kept records, take the records up to the previous complete 12 calendar months • If client just began, use what has been made this calendar month • If client has not kept logs and can give an estimate, use this and ask the client to begin keeping logs • Ask about business expenses and give if the client claims them • Independent contractors do not have taxes withheld and are considered self-employed 8|Page

Types of Income Self-Employed

• •

• •

Wages Made Through Traditional SelfEmployment (Small Business Ownership, etc.)

Self-Employed

• • • •

Profit Sharing (in a company that the client participates in operation) Self-Employed Self-Employed Farm Income Self-Employed

Income from Boarders Self-Employed

Sick Pay (Paid Upon Leaving Employment) Not Counted

• • •

If client has filed a full year of taxes as a contractor, use this If client has provided the most recent 30 days of check stubs, use these and ask client to begin keeping logs If client provides logs, use up to the most recent 12 months If client just began, use what has been made that month If client has filed a full year of taxes, use this If client provides logs, use up to the most recent 12 months If client just began, use what has been made that month If client has not kept logs or any information, use an estimate and ask the client to keep going forward Make sure to give business expense Counted as self-employment Use the most recent tax return to anticipate income

•

Client must receive a gross income of $1000 or more to be considered and a loss can’t offset other income • Use the most recent tax return if for a full year or logs • Make sure to give business expense • Count direct payments from boarder as income (if amount is reasonable, see definition for details) • Give a 50% deduction of the payment as a business expense Not Counted Income • If paid as a lump sum upon leaving employment, this is not counted as ongoing income

Source: OKDHS Common Types of Income Cheatsheet http://www.okdhs.org/library/AFSHandbook/Pages/SNAP%20-%20Income/Cheatsheet.aspx

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Types of Income

Oklahoma Maximum Gross Monthly Income Standards

Oklahoma Maximum Net Monthly Income Standards

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Citizen/Alien Status Citizenship and Alien Status This guide provides citizenship and alien status determination information All SNAP recipients are required to provide a social security number. If a person is unable to provide a social security number, they will be considered an ineligible household member. The only exception to this is for newborns. However, even a newborn must have a social security number at the next recertification or within six months.

An ineligible household member is one who is part of the SNAP household but is unable to receive food benefits because they do not meet certain program requirements. There are three types of individuals who are considered ineligible members: 1. Those who fail to obtain or provide a social security number 2. Undocumented aliens 3. Able-Bodied Adults Without Dependents (ABAWDs) who refuse to comply with the work requirements

An individual is eligible for SNAP benefits if they provide documentation of any one of the following: 1. a U.S. citizen; If a household member’s U.S. citizenship is questionable, the member must provide verification: a. Birth certificate b. Baptismal certificate c. U.S. passport, or d. Certification of citizenship or naturalization provided by the U.S. Citizenship and Immigrations Services (USCIS), such as an identification card for use of the resident citizen of the U.S., USCIS Form I-179, or USCIS Form I-197.

2. a U.S. non-citizen national; A person born in outlying possessions of the U.S. on or after the U.S. acquired possession or his/her parent(s) is a U.S. non-citizen national. Examples of outlying possessions are American Samoa or Swains Island.

3. an alien who is both qualified and eligible; See Appendix A, or 4. an alien not required to meet qualified alien status: See Appendix B.

Note: If a member of the household is a citizen, but unable to provide documentation, OKDHS will ask another household member who is a citizen to sign a form stating the other member is a citizen. Their income will be counted but they will not be included to receive benefits.

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Citizen/Alien Status Appendix A In order to be a qualified eligible alien, you must be able to check one item in Table 1 AND Table 2 OR check one item in Table 3.

Table 1: Qualified Lawfully admitted for permanent residence Paroled under Section 212 (d)(5) Immigration Nationality Act (INA) for one year Granted conditional entry under 203(a)(7) of the INA A battered spouse, battered child, or parent of a battered person with a petition pending under 204(a)(1)(A) or (B) or 244 (a)(3)of INA

AND

Table 2: Eligible

OR

Table 3

Legal perm. residence and credited 40 qtr.

Qualified alien in the United States for 5 years from entry date

Granted asylum under Section 208 Refugee admitted under Section 207 of the INA

Military connection (veteran, active duty, spouse and children) Currently receiving disability or blindness payments Oklahoma Administrative Code (OAC) 340:50-54(a)(2) through (a)(8)(b) Amerasian immigrant under 584 of FOEFARPA Act A child under 18 regardless of when admitted

Deportation withheld under 243(h) or 241(b)(3) Cuban or Haitian under 501(e) of Refugee Education Assistance Act

Victim of a severe form of trafficking (T Visa)

Appendix B Aliens who are eligible to receive SNAP benefits without meeting qualified alien status: Certain Hmong or Highland Laotians (and spouse and children) American Indians born in Canada to which Section 289 applies, and Indian tribal members as defined I Section 4(e) of Indian Self-Determination and Education Assistance Act Iraqis admitted in special immigrant status as defined in Section 101(a)(27) of INA Afghans admitted in special immigrant status as defined in Section 101(a)(27) of INA

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College Students College Student Eligibility This guide provides high-level information about SNAP eligibility for students of a higher education institution. To be considered for student eligibility, they must be enrolled at least halftime.

Higher Education Institutions and Half-Time Enrollment An individual is classified as a student if they are enrolled at least half-time in a college, university, business, technical, trade, or vocational school that requires a high school diploma or GED to enroll. For most programs, half-time enrollment is six hours, but it’s determined at the institution level. If a student is enrolled in any of the below programs, they do not need to be considered for student eligibility and will need to be verified through regular program eligibility: -

High school students On-the-Job Training (OTJ) Enrollees in higher education less than half-time Enrolled in programs that do not require a high school diploma or GED

College Student Eligibility Requirements To be eligible for SNAP, students must meet at least one of the below in addition to income and citizen/immigration requirements. If they do not, they will not be eligible for SNAP. Age 17 or younger Age 50 or older Physically/mentally unfit for work Employed on average of 20 hours a week and be paid Self-employed and earnings are equal to average of 20 hours per week times minimum wage Receiving TANF Participating in an on-the-job training program (JOBS or WIA) Participating in a state or federally financed work study program Responsible for a dependent child five years or younger (only one student per child) Single parent, full-time student with a child 11 years or younger

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Work Registration Work Registration Eligibility This guide provides information about work registration and exemptions for SNAP. Everyone who isn’t exempt from work registration must meet the work registration requirements included.

Work Registration Exemptions: Household members who meet any of the below requirements are exempt from work registration requirements: Age

Younger than 16 or older 59 (16 or 17 year olds who are not the head of a household are also exempt) Caretaker Dependent child under 6 or incapacitated person of any age (does NOT have to live in the same household) Medical Physically/mentally unfit for work Unemployment Receiving benefits or has applied for unemployment Drug or Regular participant in a drug or alcohol addiction treatment Alcohol program Student Enrolled at least half time in any recognized school, training program, or institution of higher education TANF Work Participants in the TANF work program Employment Employed a minimum of 30 hours per week or receiving weekly Self-Employed earnings equal to minimum wage times 30 hours per week Work Registration Requirements: If none of the above exemptions apply, the household member will need to comply with ALL of the below work registration requirements.

1. Agree to register to work - in Oklahoma, work registration is a verbal verification with OKDHS 2. Accept any offers of suitable employment - these are any offers made to the household member offering employment that is determined to be suitable by the SNAP participant 3. Not quit a job (30 hours or more) without good cause - good cause is determined by the SNAP household member 4. Provide information on work availability - in Oklahoma, this is a verbal verification with OKDHS Work Registration Failure: If an individual doesn’t meet all of the four listed work registration requirements, they can have their SNAP benefits sanctioned. The sanctions increase as the number of violations progress: First Violation: 30 day disqualification Second Violation: 90 day disqualification Third Violation: 180 day disqualification

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Interview Documentation Interview Documentation Guide Once a SNAP application is completed, it will be processed by the Oklahoma Department of Human Services (OKDHS) within 30 days of submission unless the application is determined to receive expedited status. During processing, OKDHS will require at least one household member included in the SNAP application to attend an interview (either by phone or in-person) and provide documentation for all household members included in the application.

Interview Documentation During the interview, the household member will need to verify and/or provide the following documentation for all household members included on the application: -

-

Identification showing the participant’s name (each household member) Proof of address Social security numbers Proof of income o For Employment Income: ▪ Pay stubs for all checks any household members have received in the last 30 days ▪ Statements from employers showing pay dates and earnings before taxes for report month o For Self-Employment Income: ▪ A federal tax return for the previous year or income and expense record if taxes have not been filed o For Earned Income: ▪ An award letter from the person or agency who provides the income ▪ Check stub or copy of check ▪ Court Order Proof of resources in bank accounts Proof of legal alien status (non-citizens only) Medical bills (age 60 or older/disabled household members) o Prescription print outs for the past 60 days o Insurance premium statements o Copy of hospital/doctor bills o Statement of transportation costs

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SNAP Perks SNAP Perks Listed below are a few additional benefits offered to families/individuals receiving SNAP. Please note these benefits are subject to change at any time and are not guaranteed.

Museums For All offers free/discounted admission to SNAP participants. This offer is valid at Tulsa Historical Society and Museum, Mabee-Ferrer Museum of Art, Edmond Historical Society. museums4all.org

Amazon offers $5.99 per month Amazon Prime memberships for customers who receive either EBT or Medicaid benefits.

COX offers internet services for $9.95 per month through the Connect2Compete program; includes a free Wi-Fi modem and download speeds of at least 10 Mbps. There are no deposits, installation fees, or contracts.

AT&T also offers low-cost internet service In addition to being on SNAP (or another assistance program), you must meet all of the following criteria: • A K-12 student must live in your home • You must not have any debt to Cox Communications for previous bills or un-returned equipment. If you need to, you can pay off your debt or return your equipment before you enroll in the Connect2Compete program.

• You must not have subscribed to Cox High Speed Internet within the last 90 days. If you’re a phone or video customer, you can still apply for this program.

• ACT and SAT fee waivers can be requested through your high school college or guidance counselor. Limit: up to two of each test

College application fee waivers can be requested through the NACAC Request for Application Fee Waiver Form. This form is for students planning to enroll in postsecondary education immediately following high school graduation. nacacfairs.org/learn/fee-waiver/

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Medical Expense Deduction Medical Expense Deduction Who is eligible: A medical deduction is only allowed for household members who meet the definition of elderly or disabled. For these household members, medical expenses exceeding $35 per month are deductible when verified. The medical expense deduction can only be applied once per household and not per individual.

An individual is considered elderly or disabled if he/she meets one of the following criteria: • • • • • •

•

•

Is age 60 or older Receives social security income, disability or blindness payments Receives Medicaid benefits based on categorical relationship to disability Receive a federal, state or local public disability retirement pension with a disability considered permanent under the Social Security Act Receives a Railroad Retirement disability annuity from the Railroad Retirement Board AND qualify for Medicare Is a disabled veteran who meets one of the following conditions: o Receives 100% service connected or non-service connected disability benefits (compensation or pension) o Is considered by Department of Veteran Affairs in need of regular aid and attendance or permanently housebound Is a surviving spouse of a veteran who meets one of the following conditions: o Is considered by Department of Veteran Affairs to be in need of aid and attendance or permanently housebound o Is considered permanently disabled under the Social Security Act and receives or is entitled to veteran compensation or pension benefits Is a surviving child of a veteran and meets one of the following conditions: o Is considered by the Department of Veteran Affairs to be permanently incapable of self-support o Is considered permanently disabled under the Social Security Act and receives or is entitled to veteran compensation or pension benefits

To get the maximum SNAP benefits possible it is best to account for all medical expenses Allowable medical expenses •

Medical and Dental Care – This includes a dentist’s or physician’s charges for: o Office calls o Hospital visits o Nursing home visits o House calls o Special treatments 17 | P a g e

Medical Expense Deduction

•

•

•

•

• •

o Tests o Other medical procedures o Psychotherapy o Rehabilitative services o Chiropractic services Hospitalization or outpatient treatment, nursing care, and nursing home care – Such costs may include but are not limited to: o Room and board charges o Nursing care o Drugs and medical supplies o Therapy o Surgery o Tests Prescription Drugs – This includes: o Drugs prescribed by a licensed practitioner o Over-the-counter medication recommended or approved by a licensed practitioner. This includes over-the-counter medications such as, but not limited to: insulin for diabetics, aspirin for arthritics, creams, powders, shoe inserts, herbal supplements, and vitamins Medical Equipment and Supplies – This includes costs such as: o Needles and syringes used for the injection of insulin or prescribed medication o Sickroom supplies such as: bandages and gauze for a surgical patient or bed pads and protective linens for bedfast patients o Cost for the lease or purchase of medical equipment such as: crutches, wheelchairs, wheelchair ramps, hospital beds, and portable oxygen tanks o Cost for the purchase, maintenance, and training of seeing-eye dogs for the blind and service dogs for people with mobility disabilities. This includes the cost of food and veterinarian’s bills for the dog. o Costs for the purchase and maintenance of a “lifeline” service intended to be used by an elderly or disabled individual to call for assistance in the case of an emergency.

Insurance – Health and Hospitalization Policy Premiums – This includes payments for aged/disabled members for health and hospitalization policy premiums such as, but not limited to: o Medical and hospital insurance o Nursing home insurance o Cancer and intensive care insurance o Health insurance premiums deducted from paychecks o Dental insurance o Prescription drug insurance including “prescription drug cards” o Medicare premiums Medicaid Cost Sharing – These are medical expenses incurred by aged/disabled Medicaid recipients which are not covered by Medicaid.

Corrective Devices: o Dentures – full or partial o Braces worn on the teeth for orthodontic purposes o Eyeglasses and contact lenses prescribed by a physician or optometrist 18 | P a g e

Medical Expense Deduction o o o o

•

•

•

Hearing aids (including batteries) Prosthesis Corrective braces worn on the limbs Corrective shoes and orthotics when prescribed by a doctor or other health care professional Transportation and Lodging – These are reasonable costs for transportation and/or lodging incurred to obtain medical treatment. o These costs are determined on a case by case basis o Transportation costs may include mileage, cost of public transportation, or payment to non-household member for transportation o Lodging expense are allowed if the aged/disabled member is required to spend the night away from home to receive medical services o Lodging expenses are allowable for the parent or parents of a disabled child who is hospitalized or receiving treatment at a site that requires the parent or parents to obtain lodging. The cost of lodging does not include the cost of meals or other incidentals Attendants, home health aides, disabled child care services, or homemakers – These costs are deductible when such services are necessary due to the age, disability, or illness.

Other Possible Deductions - Special equipment and accessibility renovations. Includes: shower seats, grab bars, elevated toilet seats, etc.

Medical Expenses Not Allowed • • • • •

Costs associated with special diets Premiums for health and accident insurance policies, such as those payable in lump sum settlements for death or dismemberment Premiums for income maintenance policies, such as those that continue mortgage or loan payments while the beneficiary is disabled Items that can be purchased with food benefits, such as dietary supplements The cost of meals or other incidentals when the person spends the night away from home to receive medical services

Sources of Verification: • • • • • •

Medical bills Statements from medical providers Receipts Pharmacy printouts Insurance statement Confirmation via phone and/or email

Certification renewal: Upon certification renewal medical expenses must be verified only if the expenses changed more than $25 since certification or the most recent renewal.

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Medical Expense Deduction Certification renewal interviews may be waived for household in which all adult members are elderly or disabled and have no earned income, when: • • • •

The certification renewal is complete and received timely by OKDHS An interview was not requested by the household or an authorized representative All required verification, when requested on form 08ad092e, client contact and information request, is acceptable and received within 10 calendar days; and The household continues to be eligible to receive benefits.

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