The use of notices is the basic method of communicating information regarding their cases to the client. Examples of these are notice of interview, notice of missed interviews NOMI, verification requests, notice of eligibility or denial, and notices to inform client of renewals or changes in the case.
Interview Notice
After an application is received and screened, if the interview is not completed on the date of application, an interview notice will need to be sent to the client.
The notice is sent for 7 days from the date you are sending. Document the contact with client in case notes and make sure to document that you have sent the interview notice.
If an appointment is missed by the client, you will want to put case in FDENY 59 using IMS system for failure to complete interview. This automatically mails out a notice of missed interview (NOMI) to the client. You will need to FDENY 59 case on date of missed interview to give ample notice to client. The interview must be scheduled by day 20 in order to use FDENY59.
Verification Request
After the interview, if there is any outstanding verification that the client needs to provide in order for case to be processed, you will give or mail an Adm-92 verification request to the client. The Adm-92 is a form where you can specify to your client which verification is needed to process the case. You have to give a 10 day notice for client to provide verification.
The Adm-94 form can be used for times when pay stubs are not available, to verify current ongoing income. Pay stubs are the most representative form of verification for earned income when available.
After an Adm-92 is given or mailed to the client, you need to put the case in FDENY 45 status in IMS. This is a feature that will automatically deny a case on the 30th day if the client fails to return the verification that was requested.
Please see Verification Guide for items we are required to request and First Contact Resolution guidelines for obtaining these documents.
Case Action Notices
The notice of a decision is a letter automatically mailed out to the client after the case is processed as a certification or denial. The certification notice for SNAP will inform the client of the amount of their benefit and basic reporting instructions. The denial notice for SNAP will have the notice of denial with the reason given.
Change Notices
Anytime the amount of SNAP benefits change, or if SNAP benefits are closed, a notice will be mailed out automatically after changes to the case are processed.
Renewal Notices
A notice is automatically mailed out for those SNAP households that are up for their mid-certification renewals or cert renewals.
Hand Generated Notice
There will be times when you will have to prepare a hand generated notice on OKDHS letterhead to notify a household of SNAP actions or changes. These occur if a notice is not mailed out automatically. An example of this would be if a client failed to submit their SNAP renewal timely so that their SNAP benefits closed as a result. The client later submitted their renewal, and then because of income that exceeds agency standards, you are unable to re-open the benefit. You would then send a hand generated notice that states that the reason for the closure is income exceeds agency standards. You would not need to send a handwritten notice for situations where client’s case closed on failure to provide renewal, but did not include necessary documentation to complete. For this transaction, you would attempt to use the LIVE Update Tool and case note what was needed from client to continue receiving benefits.
Comments or Suggestions?
We want Quest to be your source for important information that you need to succeed at in your work but we need your help:
Was this article helpful? Was it missing something you needed to get the job done?
Tell us what you think, what you know about this article. What are we doing well, and what we could do better.
All fields are required.