Emergency Home Energy Assistance for the Elderly Program (EHEAP) Annual Training July 28, 2015

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Topics of Discussion Program Review  Eligibility  Verifying a crisis  Filling out the Application Highlights  Documenting Eligibility  File documentation Contract Review

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References 

EHEAP Technical Assistance Guide 2014 ◦ Located on SCC’s Website  seniorconnectioncenter.org  Guide is stored under NOI tab under “site map” on bottom of home web page

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2015/16 EHEAP Contract

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EHEAP Program

Review

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Who can receive EHEAP? o o o o o

At least one member of the household must be age 60 or older. Household total gross income equal or less than 150% of Federal Poverty Level. Applicant is resident of county. Has verifiable energy crisis. Household has not received LIHEAP or EHEAP benefits during application period.

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Definitions of Crisis 

Heat or cooling system has been cut off.

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Household has been notified that energy source will be cut off.

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Household received a delinquent or past due notice.

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Unable to get fuel, out of fuel, or in imminent danger of being out of heating fuel.

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Other problem causing lack of access to energy source (such as broken furnace or a/c). 6

EHEAP Benefits Can Pay For: Continuance of heating or cooling.  Repair of heating or cooling system. 

*approval to repair must be given prior to repairs. No reimbursements.

Pay deposits to turn on utilities for heating or cooling.  Purchase of space heater, blanket, wood, fuel, fan, A/C, etc. 

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Eligibility Benefit Periods 

Heating- October 1st to March 31st

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Cooling- April 1st to Sept. 30th

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Eligible for 1 benefit each season. 8

Verifying the Crisis

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How is Energy Crisis Verified? Cut off, delinquent, or past-due notice : AND 

Contact with energy supplier and documentation of cut off date (be sure to ask what the minimum amount due is to resolve the crisis).

or

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Acceptance of applicant’s statement of need for heating or cooling supplies (blankets, fan repairs, wood, gas, fuel oil, etc.)

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Ways to handle bills over $600 

Ask the client if they can pay any of the bill?

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Ask to speak to a supervisor at the energy company to see if they will waive small amounts over $600.

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Ask if a family member or friend can help.

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Ask other local sources such as Salvation Army, Catholic Charities, etc. if they can pay a portion.

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Bills Over $600 ?

 Obtain

proof that amount over $600 was paid.  If excess amount can not be obtained and the crisis resolved, application must be denied. 12

Filling Out the Application

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Full Application Instructions Complete application instructions located in Attachment I in the Technical Assistance Guide.

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Highlights of the Application Instructions

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Documenting Eligibility 

SSNs are required.

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Each file must contain copy of all household member Social Security card.

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All household members & income must be listed

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Documenting Eligibility

continued  Identification for all members of the household is required. Applicant should present valid photo ID with a signature.  Two separate valid acceptable forms of ID may be presented, such as a Student ID with a picture and a credit/debit card with a signature. In either case valid ID will include at least one form of photo ID and identification with a signature. Note: All applicants must receive SSN confidentiality disclosure forms and a signed copy must be kept in the file.

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Acceptable forms of ID include:

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Florida Driver’s License; Florida Identification Card issued by the Department of Motor Vehicles; United States Passport; Debit or Credit Card; Military Identification; Student Identification; Retirement center identification; Neighborhood association identification; and

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Public assistance identification.

      

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Documentation of Income 

To verify earned income an applicant must present wage stubs, award letters, or similar documents that document the household’s gross income.

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Unearned income (TANF, SSA, SSI, Child Support, etc.) must be verified by supporting documentation. If the applicant is unable to supply complete documentation, the client must be directed to make contact with the entity that provides source of income.

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Documentation of Income continued •Info for each adult household member should be listed. •Self-declaration form is completed by adult applicants attesting to “0” income. NOTE: Self- declarations cannot substitute for documents that could be replaced or reordered

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Average Annual Home Energy Usage in Kilowatt Hours and Avg. Home Energy Cost  Check the bill to see if information is listed, if it is not listed, ask the energy company when verifying crisis & amount due.  Use partial information on the bill, i.e. annualize the kilowatt hours and home energy cost using the utility bill or online portal.  If you only have a single month’s data to work with, you will multiply the kilowatt hours and cost by 12. 21

Corrections

NO white out or correction tape

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Legal corrections 1. Cross out the error 2. Correct the error 3. Date the correction 4. Initial the correction

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THIS IS A CRISIS PROGRAM ! 

18 hours- Within this amount of time of application approval, actions must be taken to resolve an energy crisis. The 18 hour rule for crisis resolution begins when the application is date stamped, which means that a completed application and all required documentation is presented in acceptable form to intake staff. 24

APPROVING THE APPLICATION •When all required documents are received: •Sign and date the app. •Your signature and date indicate approval. •Don’t sign or date if incomplete!

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Dates 

Client Application Date- The date the application is completed and signed by the applicant. This date shall not be changed. Signatures must be in ink. Rubber-stamped signatures will not be accepted.

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Date Stamp- This is the date the application and all required documentation is presented in acceptable form to intake staff. An inked stamp must be used and shall not be changed. The 18 hour rule for crisis resolution begins when the application is date stamped.

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Dates Continued 

Date of Resolution- Date that a documented commitment to pay was made to the utility vendor to resolve the energy crisis. This date is also used as the EHEAP Client Enrollment date in CIRTS. This date shall not be changed.  The amount of time elapsed between the Date Stamp and the Date of Resolution shall determine whether or not the 18 hour has been met.

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Dates Continued 

Case Worker Signature Date- If the applicant is eligible for services, this reflects the date the client’s completed application was processed, eligibility determined, and the date that the crisis was resolved. This date shall not be changed. Signatures must be in ink. Rubber-stamped signatures will

not be accepted. 

The Supervisor/Peer Date- A supervisor or peer must review the application and documentation prior to vendor payment. After the review, the supervisor/peer will sign the application indicating vendor payment can be made. The intent of the supervisor/peer review is to avoid errors in eligibility determinations, payment amounts and to alleviate the possibility of fraud. This date shall not be changed. Signatures must be in ink. Rubber-stamped signatures will not be accepted.

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File Documentation 29

Client Files Separate files for each applicant

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EHEAP Client File Contents:     

Application Names, ages, social security card and ID copies of all household members Income amount and method of verification for all household members Age and income docs to support eligibility Statement of self-declaration of income when applicable

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Client File Contents continued     

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Statement of how living expenses are being provided if at less than 50% of current Federal Poverty rate Documentation of consumer’s obligation to pay energy bill Copies of bills of services provided Copies of approval or denial letters to applicant Documentation of referrals to WAP if applicable (If a homeowner with an energy crisis, who has received three episodes of energy assistance (EHEAP or LIHEAP) within the last 18 months a referral to WAP must be documented. Documentation of payment to vendors

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Client file contents continued    

Documentation of calculation of benefits for consumers living in subsidized housing SSN disclosure form Award Letter for public assistance Must contain DOEA form 211 in client file (EHEAP File Checklist)

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Proof of home ownership or rental agreement? 

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The DOEA has indicated that the TA Guide will be reflected to state, “ Proof of home ownership or rental agreement, including Section 8 lease, if applicable.” Asking an applicant to bring proof of home ownership or lease agreement may be necessary for WAP referrals, energy subsidy verification, or to verify any other information obtainable from these documents, such as physical address, household composition. These documents are not required in the client file and should only be asked for if applicable.

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Questions and Comments

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