340:50-5-10.1
340:50-15-25

During a recent audit with FNS, an issue was found with lack of written authorization from the SNAP household for an authorized representative in the OnBase case file. Staff must ensure when a household is applying, at mid-certification renewal or reapplying and have an authorized representative on the case that written documentation from the SNAP household is in OnBase case file. The following are points of guidance concerning authorized representatives:

• An authorized representative is an adult non-household member who can act on behalf of the SNAP household.
• The authorized representative may complete the application process, report changes, obtain benefits, and/or purchase food for the household.
• The The authorized representative designation must be made in writing and be signed by the head of the household, spouse, or other responsible household member. The written designation must clearly state what actions the household wants the authorized representative to perform for it. The written designation may be made using Form 08MP001E, Request for Benefits or Form 08MP008E, Authorized Representative Request, or by signing a written statement.
• It is not necessary to have written authorization for the spouse or non-payee to request information, complete applications, or conduct interviews since they are in the SNAP household.
• The worker only allows the authorized representative access to the household’s food benefits when the written statement clearly grants such access.
• A household may allow any SNAP household member or non-household member, when authorized, to purchase food or meals for the SNAP household with the electronic benefits transfer (EBT) cared.
• A non-household member may be designated as an authorized representative for the application process provided the person is an adult who is knowledgeable of the relevant household circumstances. In the event the only adult member of the household is classified as a non-household member, he or she may be designated as the authorized representative for minor household members.
• When a household member designates an authorized representative in writing to apply for SNAP benefits on the household’s behalf, the worker informs the household it will be held liable for any over-issuance that results from erroneous information given by the authorized representative. When possible, the head of the household or spouse prepares or reviews the application, even though the authorized representative files the application and is interviewed.

Restriction on authorized representatives. The worker ensures an authorized representative is properly designated and has not been disqualified for an intentional program violation or is not restricted from serving as an authorized representative. Refer to policy 340:50-5-10.1, 340:50-15-25, and 7.C.F.R. § 273.2(n)(4).

• Limits are not placed on the number of households an authorized representative may represent. The worker takes care to ensure the household:
  • freely requested the authorized representative’s assistance
  • circumstances are correctly reported; and
  • receives the correct amount of benefits.

• OKDHS employees involved in certification or issuance processed and retailers authorized to accept food benefits may not act as authorized representatives without the specific written approval of the Field Manager and only after the Field Manager determines no one else is available to serve as the authorized representative.
• A person disqualified for an intentional program violation may not act as an authorized representative during the disqualification period unless the person disqualified is the only adult member of the household able to act on its behalf and the worker determines there is no one else available to serve as an authorized representative. The worker must separately determine if the person is needed to apply for or to obtain benefit on behalf of the household.
• An authorized representative is disqualified from serving as an authorized representative in SNAP for up to one year when evidence demonstrates he or she misrepresented a household’s circumstances, knowingly provided false information pertaining to the household, or made improper use of benefits.
  • Information indicating that a person should be disqualified as an authorized representative is forward to Adult and Family Services (AFS) SNAP, for a decision. The worker is notified in writing of the decision.
  • When the person is disqualified, appropriate notification is mailed to the household by AFS SNAP staff.
  • This provision does not apply to persons serving as authorized representatives for group homes or drug and alcohol treatment centers. However, authorized representatives for group homes or drug and alcohol treatment centers who intentionally misrepresent household circumstances may be prosecuted under applicable federal and state statutes for their acts.
• Homeless meal providers, such as soup kitchens, temporary shelters, or contracted restaurants, are known as authorized or private, non-profit establishments. These authorized or private, non-profit establishments may not act as authorized representatives for homeless food benefit recipients.