Preauthorization

Policy:

• 340:20-1-14. Actions, method of payment, and notifications
• 340:20-1-19. Winter Heating
• 340:20-1-20. Summer Cooling

The Energy Assistance program preauthorizes households who meet certain criteria. These beneficiaries receive a payment without needing to apply. Policy 340:20-1-14 (1).

The system preauthorizes households who: Policy: 340:20-1-20(a)

• Received a State Supplemental Payment (SSP), Temporary Assistance for Needy Families (TANF), or Supplemental Nutrition Assistant Program (SNAP) payment consecutively 12 months without any break in benefit.
• Received pre-authorization on the same Energy Assistance component last year.
• Have the same mailing and servicing address as last year.
• Have the same utility account and supplier as last year.
• Have the same household members as last year.
• Do not have income greater than the eligibility guidelines this year.

Households must meet ALL the system criteria listed to be preauthorized. Households cannot be preauthorized for summer cooling and winter heating in the same federal fiscal year, October through September. Households needs to apply if they did not meet all the preauthorization criteria. Policy: 340:20-1-20(b)

Preauthorization Timeframes:

The preauth notice for winter heating or summer cooling is mailed out to the client in advance of the benefit payment. The preauth notice allows the household 10 calendar days to report any errors listed on the notice. If the household does not report errors on the preauth notice timely, they will have to apply during open enrollment to correct any errors. Policy: 340:20-1-14. (I)(B)

AFS Field Staff

Select Energy Assistance households are sent a preauthorization notice to inform them where the benefit will be issued. If you receive a client request regarding an Energy Assistance preauthorization, transfer the client to the energy assistance queue or let them know to call 405-522-5050 and select the Energy Assistance options.

Preuthorization How to Check if it is Correct:

Energy Assistance (EA) Staff:

Selected Energy Assistance households are sent a preauthorization notice to inform them where the benefit will be issued. The notice lists the name of the utility vendor, and the account number. If this information is correct the household does not need to do anything.

Energy Assistance preauthorization notices will be going out soon to selected households. Preauthorized households have 10 days from the notice to submit timely requests for correction. Policy: 340:20-1-14(1)(B)(ii)

Timely Correction Request

Timely preauthorization correction requests follow the process below:

EA staff check the NL screen, and the NI screen in IMS when the household:

• Is uncertain whether OKDHS preauthorized them or
• Needs you to determine whether OKDHS preauthorized the correct utility provider and account.

EA staff access the NL/NI screens in IMS.

• Enter NL <space> and the case number to access the notices.
• The notice type for the summer cooling preauthorization is PSNEN37T, winter heating is PSNEN37K Pre-Auth Notice.
• To read a specific notice tab next to it type NI, and press enter under the transaction code heading.
• There are usually 3 to 4 pages of the notice. Select enter to go to the next page.

EA staff submit timely preauthorization correction requests by using the Pre-Auth Corrections App.

Note: If the preauthorization correction deadline has passed the correction app will NOT work. If the app does not work, follow the instructions shown here for Untimely Correction Request.

There are certain circumstances that correction cannot be made to a pre-authorization and the household will have to apply during open enrollment. Two examples include:

• When the fuel source is one that is direct payment such as firewood
• When the household composition has changed

Request a refund if needed and the household will have to apply during open enrollment so their eligibility can be determined.

Energy Assistance program (state office) staff will process the timely requests for a preauthorization correction that are submitted through the Pre-Auth Corrections App.

Untimely Correction Requests

Untimely preauthorization correction requests follow the process below:

If the household waits until after the 10 days from the preauthorization notice, it is too late to correct the error. Preauthorization’s cannot be corrected once open enrollment begins.

EA staff if it is after 10 days from the preauthorization notice, let the client know they will have to apply and provide the correct account number. If the client needs assistance with the application, please proxy the application for them.

EA staff if a refund request is needed, submit the request using the Refund Request App.

If the household waits until the summer cooling program has closed to report an error on a preauthorization, follow the refund request process. A refund will be requested, and the benefit will not be reissued.