Okla. Admin. Code § 310:410-3-34

Current through Vol. 41, No. 19, June 17, 2024

Section 310:410-3-34 - Specifications for rejection of food instruments

(a) Food instruments shall be rejected for payment for the following reasons:

(1) Submission of a food instrument before the "First Day to Use."

(2) Submission of a food instrument for payment more than thirty (30) calendar days past the "Last Day to Use."

(3) Submission of a food instrument identified by the department or the department's fiscal processor as invalid vendor.

(4) Submission of a food instrument by an unauthorized vendor, or submission of a food instrument which has an unauthorized, inaccurate, or missing vendor number.

(5) Submission of a food instrument without a participant or proxy signature.

(6) Submission of a food instrument whose value is greater than the maximum value amount of the food instrument.

(7) Submission of a food instrument which has been altered.

(b) Food instruments presented to the department's contract bank without the participant's signature, with a missing, inaccurate, or invalid vendor number, or submitted for payment before the "First Day to Use," altered food instruments, or food instruments which have not been obligated by the local agency (stolen stock) shall not be paid. Appeal procedures for food instruments rejected as "invalid vendor" are:

(1) A notarized letter of request for payment shall be sent to the department with copies of the rejected food instruments. This letter shall state that the actual dollar value on each food instrument which the vendor intends to resubmit, does not exceed the original actual amount of sale which was indicated on the food instrument at the first presentation to the fiscal processor. This request shall be postmarked within fifteen (15) days from the first presentation of the food instruments at the department's contract bank.

(2) The vendor shall pay the department a non-refundable processing fee of fifteen dollars ($15) per occurrence, submission of food instrument(s) on a specific date, and three dollars ($3) for each rejected food instrument resubmitted. The cashier's check or money order shall be made payable to the Oklahoma State Department of Health WIC Program and shall accompany the notarized letter and the copy of the food instruments which the vendor is requesting clearance to resubmit.

(3) The department shall review the request and the food instruments for the actual amount of sale and the date of presentation at the contract bank. If the food instruments pass review, the department shall send a certified letter of clearance to the vendor, which shall provide seven (7) calendar days in which the contract bank is authorized by the department to accept the food instruments for resubmission.

(c) Excessive rejection of food instruments may be grounds for denial of authorization of the vendor's agreement.

Okla. Admin. Code § 310:410-3-34

Added at 10 Ok Reg 4203, eff 8-1-93 (emergency); Added at 11 Ok Reg 3823, eff 7-11-94; Amended at 22 Ok Reg 741, eff 5-12-05; Amended at 25 Ok Reg 870, eff 5-11-08