Current through Vol. 42, No. 1, September 16, 2024
(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.
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
