Heating Assistance Procedures Manual

Transcription

HEATING ASSISTANCE PROCEDURES MANUAL
TABLE OF CONTENTS
1
2
3
Introduction ............................................................................................................... 1
Definitions .................................................................................................................. 2
The Application Process ........................................................................................... 6
3.1
Application For Assistance............................................................................... 6
3.2
Application Form Availability ......................................................................... 6
3.2.1
Minimum Requirements For An Identifiable Application ................... 7
3.3
Complete Applications...................................................................................... 7
3.4
Submitting the Application .............................................................................. 7
3.4.1
Program Season Begins September 1 and ends April 30 of each year. 7
3.5
Application Receipt........................................................................................... 8
3.5.1
Entering Applications ............................................................................... 8
3.5.2
Duplicate household members and resubmitted Applications ............. 9
3.5.3
Tribal Applications ................................................................................... 9
3.6
Expedited Application Processing ................................................................. 10
3.6.1
Expedited Time Frames ......................................................................... 11
3.6.2
Expedited Application Procedures ........................................................ 11
3.6.3
Expedited Processing with Elderly Or Disabled Members ................. 13
3.6.4
Subsidized Rental Housing Utility Deposit (SRHUD) ......................... 13
4
Eligibility Factors .................................................................................................... 14
4.1
Eligible Household .......................................................................................... 14
4.1.1
4.2
Ineligible Household ....................................................................................... 15
5
Eligibility Determination Time Frames ................................................................ 15
5.1
Order Received................................................................................................ 15
5.2
One Award Per Season ................................................................................... 15
5.3
Processing Time Frames................................................................................. 15
5.3.1
Expedited Heating Assistance ................................................................ 16
5.3.2
6
Determining Eligibility ........................................................................................... 17
6.1
Application During Filing Period .................................................................. 17
6.2
Annual heating costs of $200 or less .............................................................. 17
Ineligible Dwelling ...................................................................................................... 17
6.3
No United States Citizen or Qualified Alien ................................................. 18
6.4
Subsidized Housing with No Direct Heating Costs ...................................... 18
6.5
Subsidized Housing with Direct Heating Costs ............................................ 18
6.8
TRIBAL LIHEAP ........................................................................................... 19
6.9.1
Categorical Households .......................................................................... 19
6.9.2
Alaska Poverty Guidelines ..................................................................... 20
6.9.3
Calculating Income ................................................................................. 20
6.9.4
Countable Income (See Income matrix at 8.7 for complete list)....... 20
6.9.5
Non-Countable Income ........................................................................... 21
6.9.6
Seasonal Employment ............................................................................. 23
6.9.7
Self-Employment ..................................................................................... 24
6.9.8 Guidelines for Computing Income ............................................................... 27
6.10 Resources ......................................................................................................... 27
6.11 Over Income .................................................................................................... 27
6.12 Limited heating points – formerly “low Burden” ........................................ 28
6.13 Previously Served ............................................................................................ 28
6.16 Shrud --- See Sec. 9.2.7 .................................................................................. 29
6.17 Denial Codes and Text .................................................................................... 30
7
Determining Benefit Level ..................................................................................... 31
7.1
Children under the age of 6............................................................................ 31
7.2
Assistance Categories...................................................................................... 31
7.3
Household Size and Composition .................................................................. 31
7.4
Household Income ........................................................................................... 32
7.5
Housing (Dwelling Type) ................................................................................ 32
7.5.1 Housing Category codes ............................................................................... 33
7.6
Fuel Type ......................................................................................................... 33
7.7
Housing Percent Share ................................................................................... 34
7.8
Grant Computation ........................................................................................ 34
7.9
Limited heating points (Formerly Low Burden).......................................... 34
7.10 Shrud ................................................................................................................ 34
7.11 Recoupment or Reduction of HAP Grant .................................................... 34
8
Verification Process ................................................................................................ 35
8.1
Physical Residence Address ........................................................................... 35
8.2
Heat or Rent Cost............................................................................................ 35
8.3
60 Consecutive Days Residence in Temporary Shelter ............................... 36
8.4
Household Composition ................................................................................. 36
8.5
Income .............................................................................................................. 37
8.6
Signature Month ............................................................................................. 37
8.7
Income Matrix for Countable and Non-Countable Income, Verification . 39
8.7.1
Unacceptable income documentation .................................................... 57
8.7.2
Little or No Income ................................................................................. 58
8.7.3
Inadequate Income Documentation ...................................................... 58
8.7.4
Alternate Month to Determine Eligibility............................................. 59
9
Cases Requiring Specialized Procedures .............................................................. 60
9.1
HAS Alert Codes ............................................................................................. 60
9.2
Subsidized Heat and Application Processing ............................................... 61
9.2.1
AHFC Subsidized RENTAL Housing Alerts – SR .............................. 61
9.2.4
Annual Heating Cost Exceeds Annual Heat Subsidy > $200 “SE” .... 61
9.2.5 HUD and Other Housing Authorities, mutual help or home purchase…..62
9.2.6
Household Requests Review of Subsidized housing Denial ................ 63
9.2.7
9.3
Multiple Households Residing in the Same Dwelling .................................. 73
9.4
House Sharer/Roommates File ...................................................................... 73
9.5
Pending Applications ...................................................................................... 74
9.5.1
Reasons for Pending ............................................................................... 74
9.5.2
Reasons for Re-pending.......................................................................... 76
9.5.3
Text for Pend Notice-of-Action .............................................................. 77
9.6
Atypical Household Situations ....................................................................... 78
9.6.1
Ionia.......................................................................................................... 78
9.6.2
Office of Public Advocacy ...................................................................... 78
10 Issuing Benefits........................................................................................................ 79
10.1 Time Frames for Assistance Payments ......................................................... 79
10.2 Use of Heating Assistance Program (HAP) Payments................................. 79
10.2.1
Recoupment ............................................................................................. 80
10.3 Distribution of Grant between Home Heating and Electricity ................... 80
10.4 Methods of Payment ....................................................................................... 81
10.4.1
Direct Payment (DP) ............................................................................... 81
10.4.2
Vendor Payment and Direct Payment .................................................. 82
10.4.3
Two-Party Payment (2P) ........................................................................ 82
10.4.4
Applicant and Another Adult in the Household .................................. 82
10.4.5
Applicant and Landlord ......................................................................... 82
10.5 Entering Grant Payment Information Into the HAS .................................. 83
10.5.1
If the heating and/or electric bills are in someone else’s name ........... 83
10.6 Grant Payment Maintenance ......................................................................... 83
10.6.1
Bad Debt .................................................................................................. 83
10.6.2
Grant Changes ........................................................................................ 84
10.6.3
Grant Transfers ...................................................................................... 84
10.6.5
Deceased Household Member ................................................................ 84
10.6.6
Dissolution of Household ........................................................................ 85
11 Fair Hearings ........................................................................................................... 86
12 Administrative Policies and Procedures ............................................................... 87
12.1 Non-Discrimination......................................................................................... 87
12.2 Confidentiality ................................................................................................. 87
12.3 Prudent Person Judgment (PPJ) ................................................................... 88
12.4 Changing Application Information ............................................................... 88
12.5 Hotline (IVR) File Transfer ........................................................................... 89
12.6 Thank You Letters and Notes ........................................................................ 89
12.7 Mysterious Correspondence .......................................................................... 89
12.8 Collect and Toll Free Calls ............................................................................. 89
12.9 Processing Applications of Staff, Friends or Relatives ................................ 89
12.10
Procedures for Application Processing ..................................................... 90
12.10.1 Preliminary Application Review ........................................................... 90
12.10.2 Preliminary HAS Review ....................................................................... 90
12.10.3 Interface Review...................................................................................... 90
12.10.4 Determine Eligibility and Issue Grant .................................................. 91
12.10.5 Clarification from Eligibility Office Manager ..................................... 91
12.10.6 Casework Follow-Up .............................................................................. 91
12.11
Order of Paper Work in Case Files ........................................................... 91
12.12
Case Notes (F-9) .......................................................................................... 92
12.13
Case File Maintenance ................................................................................ 92
12.14
Returning Verification to the Applicant ................................................... 92
12.15
Notices of Action Returned as Undeliverable........................................... 93
12.16
Calculation/Decision Trail ......................................................................... 93
12.17
Quality Assurance ....................................................................................... 93
12.18
Tribal Organization Files ........................................................................... 94
12.19
Staff Comments and Suggestions .............................................................. 94
12.20
Auto-attendant Telephone System and Voice Mail ................................. 94
13 Heating Assistance Benefit Computation ............................................................. 95
14 Service Providersfs.................................................................................................. 98
14.1 Tribal Providers ...................................................................................................... 98
14.2 Housing Authority Providers
……99
14.3 Community List ................................................................................................... 100
15 Worker Tools and Resources ............................................................................... 107
15.2 Fee Agent Manual ......................................................................................... 107
15.3 General Relief Assistance ............................................................................. 107
15.4 Interpreter Provider ..................................................................................... 107
15.5 Lifeline and Linkup Programs .................................................................... 107
15.6 Regulatory Commission of Alaska .............................................................. 108
15.7 Vendor Manual ............................................................................................. 108
15.8 Veterans Benefits .......................................................................................... 108
15.9 VINELink and ACOMS ............................................................................... 109
15.10
The Work Number® ................................................................................. 110
15.11 Workers Compensation……………………………………………………110
Military Pay ............................................................................................... 112
15.12
15.13
National Voter Registration Act (NVRA) ............................................... 120
16 INDEX................................................................................................................... 122
1 INTRODUCTION
The purpose of the Heating Assistance Program (HAP) is to provide assistance under the federal
Low-Income Home Energy Assistance Act to low-income households to offset the cost of home
heating. The Heating Assistance Program has been operating since 1979.
The HAP is federally funded by the Low Income Home Energy Assistance Program (LIHEAP)
block grant for households up to 150% of the poverty income guidelines, and the state-funded
Alaska Affordable Heating Program (AKAHP) for households with income between 151% and
225% of the poverty income guidelines. The LIHEAP program is administered by the U.S.
Department of Health and Human Services, Administration for Children and Families (ACF),
Office of Community Services (OCS), Division of Energy Assistance (DEA). In Alaska,
LIHEAP and AKAHP Funds are administered by the Department of Health and Social Services
(DHSS), Division of Public Assistance (DPA) and, in some areas, by Native- Tribal
Organizations. This manual contains policies and procedures of the state-administered HAP only.
HAP provides the financial assistance to help low-income households pay home heating costs by:
• making a one-time payment or an extension of credit to home heating suppliers on behalf
of eligible households; or
• making a one-time direct payment to households whose heat is included in their rent or
whose fuel is provided by a vendor who does not participate in the program.
1
2 DEFINITIONS
Alaska poverty level – means the poverty guidelines for Alaska updated annually in the Federal
Register by the U.S. Department of Health and Human Services under authority of section 673
(2) of the Omnibus Budget Reconciliation Act of 1981.
Applicant – means an individual who has submitted an identifiable application for heating
assistance for the individual’s household and who represents the household to the division.
Boarder/Room Renter: One or more persons living in the same house and paying rent to the
owner of the home, who also lives in the house.
Categorical Eligibility: For households in which all members receive federally funded
Temporary Assistance to Needy Families (TANF), such as ATAP or Native Family Assistance,
food stamps and/or SS income as already identified by these other public assistance programs,
EIS is used for the income portion of the heating assistance benefit determination. If only a
portion of the household members are on a public assistance program, the worker may use the
income in EIS to verify said members’ income but will still need to obtain proof of income for all
other household members
Complete application – means an application that meets the requirements of 7 AAC 44.020 (d)
or 7 AAC 44.210 (d) which includes answers to Questions 1-34 and the applicant’s signature and
date on line 25. If the application is signed by a representative who is not a member of the
household, legal documentation of Power of Attorney (POA) must be provided unless the
information is on file. (noted in F9 notes in HAS or CANOS in EIS)
Crisis: A situation, in which an applicant is without fuel, has been disconnected, is within 48
hours of being disconnected, or is within one day or running out of fuel and the outdoor air
temperature is above 32 degrees Fahrenheit. The applicant must meet income/expense criteria to
qualify for expedited processing.
Disabled – means a person with a physical or mental impairment, which limits one or more major
life activity, as determined by eligibility for:
• Veterans disability benefits,
• Social Security disability insurance,
• Supplemental Security Income (SSI),
• State of Alaska Adult Public Assistance (APA) and its subtypes including, but not
limited to, Interim Assistance (IA),
• disability retirement benefits from a government agency because of a disability
considered permanent, or
• an annuity payment under the Railroad Retirement Act and either is determined to
be eligible to receive Medicare or is determined to be disabled.
Division – means the division of public assistance in the Department of Health and Social
Services.
Earned income – means income that is paid to a person to compensate them for work performed.
Elderly – means a person who is age 60 years or older.
2
Expedite: See crisis and life threatening crisis definitions.
Fee agent – means a division-paid volunteer who is authorized by the division to conduct face-toface interviews with applicants and assist the household in completing applications and related
forms.
Fully subsidize – means regular monthly financial assistance provided by a government, housing
authority or non-profit entity that covers the annual cost to within $200.
Gross monthly income – means total cash receipts before taxes, earned and unearned, derived
from any source by any member of the household in the calendar month before the date of
signature on the completed application. The division will prorate income from self-employed
occupations and seasonal employment during the 12-month period before the date of signature on
the completed application over a 12-month period to determine the household’s gross monthly
income.
Head of household – means the person who signed the application at item # 25 and is listed on
line # 1 of the application form.
Heating assistance - means any financial assistance granted under the Heating Assistance
Program.
Home heating costs – means an amount that the household pays for its own home heating needs
either directly or indirectly through rent.
Household – means an individual or a group of individuals who are living together as one
economic unit and for whom residential heating is customarily purchased in common, or who
make undesignated payments for heat in the form of rent.
Incidental - secondary, minor, nonessential, inessential, unimportant, insignificant, such as costs
related to systems checks required by a vendor, but not covered by HAP.
Identifiable application – means an individual, who can be identified, has submitted a written
request, in any form, for heating assistance.
Life Threatening Crisis: A situation, in which an applicant is without fuel, has been
disconnected, is within 48 hours of being disconnected, or is within one day or running out of fuel
and the outdoor air temperature is below 32 degrees Fahrenheit. The applicant must meet
income/expense criteria to qualify for expedited processing.
Limited Heating Points –(formerly Low Burden) – means an eligibility denial for a household
whose gross income, household size and estimated annual heating costs are calculated to be less
than the minimum necessary to qualify for heating assistance.
Low Income Tax Credit Programs *(LITC): May be a Home Ownership or Rental program,
such as T&H in Southeast Alaska and is not considered subsidized housing unless there is a
monthly utility allowance. This program’s credit is in favor of the developer.
Mixed Household: A household in which some, but not all, members receive financial
assistance from TANF, APA, SSI or Food Stamps or a household in which one or more members
are Alaskan Native or American Indian and other household member are of a different ethnic
background.
3
Mutual Help – USDA Mutual Self-Help Loan program and HUD Mutual Help Homeownership
Program are used primarily to help low-income households obtain financial assistance for the
construction of individual homes. Except for unusual circumstances, the program is limited to
American Indians and Alaska Natives.
Pay - means to give money to in exchange for goods or services rendered.
Pend notice – means a “Notice of Action” sent by the HAP to the household requesting the
information needed to complete the application in order to make an eligibility determination.
Pledge – means a promise to pay vendor. The ET calls the vendor to pledge an award amount for
a client.
Qualified alien – means legal immigrants as defined in Food Stamp Manual Section 602-1 D.
http://dpaweb.hss.state.ak.us/manuals/fs/fsp.htm. Sources of verification include birth
certificates, information from green card, certificates of citizenship or naturalization provided by
the U.S. Citizenship & Immigration Services (USCIS), U.S. passports, and official identification
cards showing U.S. citizenship. U.S. National status may be verified with a U.S. passport
stamped U.S. National.
Seasonal employment – means employment with a regular work season of 11 months or less on
a salary basis from an employer.
Self-employed occupations – means occupations in which an individual receives income from
the production or sale of goods or services as determined under 7 AAC 45.445 (a) – (g).
Shared household – a home in which more than one household resides. Examples include
multiple, unrelated adults residing in one unit with each contributing towards a portion of the
heating costs or multiple generations/families residing in the same unit and each contributing to a
portion of the overall heating costs.
Shelter costs – means the total of the household’s regular monthly rent or mortgage obligation
for the shelter it occupies, the cost of 30 days of heating fuel or the amount of the natural gas
utility bill, and the amount of the electric bill.
Subsidized housing – means housing subsidized by a government, housing authority, or nonprofit entity, in which tenants pays a portion of their adjusted monthly income for rent, mortgage
and/or home heat.
Subsidized rental housing utility deposit (SRHUD) – means a special grant available to
households that need help with the initial utility deposit required to establish service for Section 8
or subsidized rental housing.
Tax Credit Program: May be rental assistance or purchase assistance, but like LITC, the
applicant may qualify for HAP if there is no monthly utility allowance and out of pocket heat cost
exceeds $200 or more annually.
Unearned Income – means income received that is not compensation for work performed.
Unearned income examples may include but are not limited to: Workers Compensation, Alaska
4
Temporary Assistance, Adult Public Assistance, Unemployment Insurance Benefits, Veteran’s
Benefits, Social Security Benefits, Supplemental Social Security Income, Child Support, etc.
United States citizen – means a citizen of one of the 50 states, the District of Columbia, Puerto
Rico, Guam, or the Virgin Islands; and United States nationals, including nationals from
American Samoa or Swain’s Island.
Utility Allowance – a subsidized allowance for the cost of utilities that is used to calculate rent or
mortgage payments in low income housing programs.
Variable Work Schedule: Workers who are employed in such employment fields as mining
construction, ferry workers, on-call staff, and oil field or service workers who have rotating
schedule, fluctuating payroll schedule, and/or seasonal lay-offs that do not reflect income on a
regular monthly basis.
Vendor – means an individual, business, or private or public agency that sells home heating
related energy.
Verification – means documentation or third-party information that establishes the accuracy of
statements on the application.
5
3 THE APPLICATION PROCESS
3.1
APPLICATION F OR ASSISTANCE
An application for heating assistance may be submitted by any adult or emancipated minor who is:
•
•
Included in the household; or
Authorized by the household to act on the household’s behalf.
An application may be submitted in person to a department office or an authorized fee agent or
may be submitted to the department by United States mail, email, or facsimile.
To be considered for an annual heating assistance payment, an identifiable application must be
postmarked or received by the department on or after September 1, but no later than the following
April 30 of each year.
The department will determine eligibility for heating assistance only when the department
possesses a complete application. The department possesses a complete application when:
1. The application form provided by the department includes:
•
•
•
•
The full name, date of birth, social security number, and citizenship of each
household member;
The amount and frequency of income received by each household member;
A description of the household’s dwelling for which heating assistance is requested;
The signature or witness mark of the applicant; and
2. All supporting documents required by the application form are submitted to the
department, including proof of the household’s regular purchasing and consumption of
energy in the dwelling for which heating assistance is requested.
3.2
APPLICATION F ORM AVAILABILITY
A household must apply for heating assistance benefits on the DPA HAP application form. An
application for heating assistance from the tribal agencies is acceptable as long as all of the
information is available to complete the application process. The application must be signed by
the head-of-household, or an individual authorized by the household to act on its behalf.
At the beginning of each program year, applications are sent directly to all households that
received heating assistance in the previous year, households denied the prior year as “Not
Timely”, and to those that have contacted the program to request one. Applications are also
available at or from: all DPA Offices; Fee Agents; home heating suppliers; senior centers; Special
Supplemental Food Program for Women, Infants and Children (WIC) clinics; Head Start Centers;
concerned agencies; the internet at http://www.hss.state.ak.us/dpa/heat , and
Heating Assistance Program
10002 Glacier Highway, Suite 200
Juneau, AK 99801
Phone: 1-800-470-3058
FAX: 907-465-3319
Electronic Mail: liheap@health.state.ak.us
6
Application forms are mailed to the elderly and disabled in mid-August, to households with
children under 6 and to the remaining households in mid-September. Applications are available
to the public October 1.
3.2.1 MINIMUM REQUIREMENTS FOR AN IDENTIFIABLE APPLICATION
The minimum requirements for an application to be identifiable must include:
1. The name and address of the head of household on page 1
2. The head of household must have signed and dated page 5
As long as the application meets these requirements, HAP will register the application and pend
for additional information.
3.3
COMPLETE APPLICATIONS
Include:
1. Responses to HAP application form questions 1 through 35;
2. The applicant’s signature and the date on line 34 and 35. If the application is signed by a
representative who is not a member of the household, legal documentation of Power of
Attorney (POA) must be provided unless the information is on file; (Noted in <F9> case
notes from the prior year.)
3. Proof of gross income from all household members;
4. A copy of the current heat and electric bills if the household pays for home energy directly,
or wood vendor receipts; and
5. A copy of the rental agreement and a recent rent receipt if the household rents their home
6. A copy of the Head of Household’s social security card or government issued ID.
3.4
SUBMITTING THE APPLICATION
The complete application may be submitted:
• in person,
• to a division office,
• to an authorized fee agent,
• by United States mail, or
• by fax, or
• Scanned and e-mailed.
3.4.1 PROGRAM SEASON BEGINS SEPTEMBER 1 AND ENDS APRIL 30 OF EACH YEAR
An application for heating assistance must be postmarked or received by the division during the
period that begins September 1 (for elderly & disabled) October 1 (to the public) and ends April
30 of each year. Information received on pended cases will be accepted after April 30, as long as
it is received within the pending time frame.
Applications for subsidized rental housing utility deposits (SRHUD) are accepted throughout the
year.
7
3.5
APPLICATION RECEIPT
3.5.1 ENTERING APPLICATIONS
Envelopes are opened and applications date stamped in order of date received. Enter the date
stamped by the DPA offices as date received.
On the last working day of April, the fax machine is set to print the time and date on all incoming faxes. Envelopes are saved and attached to all applications received after the April
30filing deadline. HAP will honor all applications with envelopes date stamped April 30,
regardless of the date it is received in HAP. Use actual date the application was received when
registering the applications.
Applications are entered into the computer in order of date received. The exceptions are expedite
request cases and SRHUD applications, which are given priority in being entered and given,
expedite service.
Applicant last names are entered as all one word, with no punctuation and no spaces, except when
entering a hyphenated last name. The title Jr/Sr follows the first name with a comma and no
space, i.e. Jones, Sam,Jr.
If the applicant’s birth date is not on the application, it is entered as 05/05/55. If the Social
Security Number is missing, it is entered as all fives. Missing fields on the application are
highlighted. Workers are required to locate the missing information and enter it into the
computer.
Ethnicity is entered with the letters A through F. A = White, B = Hispanic, C = Alaska
Native/American Indian, D = Asian/Pacific Islander, E = African American, F = Other. If mixed
households ethnicity changes between years then staff will highlight.
The count of children under age 6 is based on the child’s age as of the date the application was
signed. (See Section 6 Determining Eligibility)
The computer generated file label is checked for accuracy and the application is filed by receipt
date in numerical case number order.
Application data entered into the computer system generates a receipt card. A card is mailed to
the household to notify them of the date their application was received and to advise them to
expect action taken on their case within 45 days of the printed receipt date or that action with be
taken after November 1.
Processing consists of: approving and issuing benefits, pending for additional information or
denying benefits.
An original application received by the HAP cannot be returned to the household. If no action
has been taken on the case, it can be denied as Application Withdrawn. An eligibility
determination must be made on every application.
8
3.5.2 DUPLICATE HOUSEHOLD MEMBERS AND RESUBMITTED APPLICATIONS
The Heating Assistance Software (HAS) screens for duplicate household members or Head of
household members that have previously applied during the application entry process. A warning
screen will flash on the screen if the computer detects a name, date of birth, or social security
number that matches that being entered. The entry worker determines if the application being
entered has a duplicate household member, is a duplicate application already worked, or is a
resubmitted application for an earlier denial requesting a “re-work” by checking to see if the
person already has a file or is in another case file.
If the applicant has a file and the case has already been processed, the first case number is noted
on the subsequent application. Entry of the second application is abandoned.
•
If the first case was approved for a grant, the OA worker will send a letter to the
applicant that explains that only one grant is allowed in a program year and notes this in
<F9> notes. The second application and a copy of the letter will be placed in the original
file. H:\Shared\Prior Served Letter OA.doc
•
If the first case was denied, the OA worker will pull the original file and return to the ET
worker to review and process the more recent application using the already established
case number for the applicant, but using the newly submitted information.
•
If the first case is still waiting or pending processing, the original file is located and the
second file is clipped to it and they are filed together in the drawer under the first case
number or given to the Pend Worker. Put notes in <F9> notes in both cases indicating
case file location.
If the duplicate checker is flashing but it is determined that the person is not known to HAS, the
duplicate checker is overridden and the case is set up to be processed.
If the duplicate checker is flashing because a household member has been served in another
household (but was not the head of household), the second application is entered into the HAS
system, highlighting the duplicate HH member with a note in the margin of the Case number where they
were previously included. The ET worker will verify and review both case files to determine
whether or not that household member was previously served. (See Section 6.13 for handling
applications from applicants in a previously served household.) In this case, the ET will deny as
PS and an NOA will generate this information.
Duplicate applications are defined as identical applications submitted more than once, (i.e, same
app faxed, then mailed); or an applicant applies with both State and Tribal agencies for duplicated
benefits.
3.5.3 TRIBAL APPLICATIONS
Some tribal organizations serve the Alaska Native and American Indian (and in some cases nonnative) households in their communities. For applications with a mixed household in a
community served by the state and a tribal organization, the tribal worker will email the
household members names and their community to the HAP office assistant with a cc to the
Eligibility Office Manager. The Office Assistant will check our database and reply within 24
9
hours. If HAP receives applications with a mixed household, the worker must check with the
tribal providers as well to verify if the households have been served.
Applicants served by tribal organizations are entered into HAS, a denial NOA is generated and
sent to the household letting them know their application was forwarded to a tribal organization.
A cover letter to the tribal organization is generated by the worker. The worker will fax the cover
letter and application to the appropriate tribal organization and enters the name of the applicant
on the “AN” Alert list in HAS. The cover letter, application, and denial NOA are kept together in
the case file to be filed away in the black cabinet.
In situations where the household consists of both native and non-native adults, HAP will serve
the household if the head-of-household is non-native. The person who signs the application is
considered the head-of- household. The worker contacts the appropriate tribal organization to
determine if the household has already been served. If the household has not been served and the
household is eligible for the HAP, the worker sends a copy of the first page of the application to
the tribal organization with the words “Served by the State” written on it. The application will
then be registered in HAS for processing.
If the tribal organization refuses service to a household that should be eligible to be served by
them, the situation is brought to the attention of the Program Coordinator for resolution.
3.6
EXPEDITED APPLICATION P ROCESSING
Expedited service is provided to households facing immediate service termination, or who are
without heat. Expedited service results in a promise of payment (pledge to vendor) to remedy the
heating emergency.
Criteria for Expedited Processing
Expedited service is provided to a household only if all of the following expedited service criteria
are met:
1. the household has requested expedited service;
2. the household’s gross income is less than their shelter cost;
3. the household has suffered or will suffer within 48 hours, termination of fuel or home
heating-related utility services;
4. the household has submitted a complete, verified and signed application, including a rent
receipt or rental agreement if heat is included in the rent; and
5. the household must submit a copy of the shut-off notice or written notification from the
vendor including the date of the proposed action and the past due amount or the most recent
fuel vendor statement or wood receipt.
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Shelter cost includes:
1. the sum of the household’s regular monthly rent or mortgage obligation for the shelter it
currently occupies;
plus
2. the cost of 30 days of heating fuel up to a maximum of $500 for oil or propane heat;
$300.00 for wood or coal heat; the amount of the current natural gas utility bill. May
include a past due amount, delinquent amount, and deposit and reconnect fee.
plus
3. The amount of the current electric bill;
a) May include a past due amount, delinquent amount, and deposit and reconnect fee
b) If not provided, use zero in the calculation
3.6.1 EXPEDITED TIME FRAMES
Expedited eligibility service is available from November 1 through April 30.
Households eligible for expedited service will be provided some form of assistance that will
resolve the heating emergency, no later than 18 hours after they complete a verified application.
3.6.2 EXPEDITED APPLICATION PROCEDURES
R EGISTRATION
All applications are reviewed for expedited service. This would be either a disconnect notice or a
note that describes the emergency.
•
If an application is incomplete, one attempt to contact the household by phone will be
made to let them know. This is documented in <F9> notes with the time the call was
placed, and an indication if the client was reached or a message was left on voice mail
(vm) or with a person. Return the file to be worked in date order.
•
If there is no indication of an emergency, it will be noted in <F9> notes (Faxed
application received, no emergency noted) and the worker will return the file to be
worked in date order.
•
If there is an emergency the file is noted on the ET Rotation List and distributed.
If a household calls to request an expedite and the application is currently waiting processing:
•
Request a current telephone number or best contact number
•
Ask the nature of the emergency
•
Use the worksheet with caller
•
The conversation and time is documented in <F9> notes,
11
•
The file is pulled, and noted on the ET Rotation List
•
The file is distributed to the noted worker.
•
Notify caller to contact vendor by 4 pm
Households requesting expedited processing will be advised by phone contact for denials only.
HAP WORKER
The HAP worker verifies that the application meets the expedited processing criteria.
The vendor(s) is contacted to assess the situation; a utility vendor is asked to hold off on the
disconnection for at least a day, if possible. This conversation is documented in <F9> notes.
If the application is incomplete, the worker will try to contact the household once by telephone.
If leaving a message, the HAP workers will identify themselves as “heating assistance” and ask
the household to call back using the toll-free number. Missing information is documented in
<F9> notes; along with the date and time an attempt was made to contact the household.
If the household has a scheduled disconnect 48 to 72 hours in the future, the clerical worker will
pull the file and enter on the ET Rotation List and distribute to the next staff on list.
Expedites for Seasonal and Self Employed - to determine whether to expedite an application
from a household with seasonal or self-employment income that has not worked in the past two or
more months, the worker will use the prior month income to determine whether income exceeds
shelter cost. If so, the full 12-month income, averaged, is used to determine program eligibility
and grant amount.
If the household does not meet the expedited service criteria, the household is to be notified by
phone by the HAP worker and then this is noted in <F9> notes and the file is returned to drawer
to be worked in date order. HAP worker enters “N” in the expedite field on the registration page
in HAS. The household is referred to community resources. The file is returned to the Expedite
Denial Basket.
If the household meets the expedited service criteria, the HAP worker enters the “Y” in the
expedite field and completes the eligibility and grant determination process according to the
regular program rules.
Expedite Pledge to Vendor
The vendor(s) is contacted by telephone to pledge payment to stop a disconnect or supply fuel to
the household. To pledge payment, the HAP worker will notify the vendor of the total grant
amount for fuel, or pledge the amount needed to prevent electric disconnect (This can be the
entire grant at times if that is what is REQUIRED to prevent disconnect or restore service). In the
event that the amount required to avoid electric disconnect is less than the usual 25% (if requested
on the application) the ET will pledge the entire 25%; in the event that client wants only the
minimum to avoid disconnect pledged and the remainder to go to heat source ET will do so. In F9 add on first line in CAPS: PLEDGE TO (VENDOR) then remainder notes and initials.
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If the household’s primary heat source is scheduled for a disconnect or has been disconnected,
and the grant amount is insufficient to stop the service disconnect or to restore service the
worker will:
•
Negotiate with the vendor to see if they will accept the grant amount to continue or
restore service. If the vendor will not accept the grant amount;
•
A direct payment is issued to applicant. (See Sec 10.4.1--10.4.3)
The pledge amount, time, vendor representative, and worker initials are documented in <F9>
notes. Also note in the Grant Exception Log. (See Shared Folder – EXCEPTION LOG.doc)
3.6.3 EXPEDITED PROCESSING WITH ELDERLY OR DISABLED MEMBERS
Elderly or disabled applicants must be able to apply for and receive some form of assistance to
resolve the emergency situation within 18 hours, without leaving their home. Telephone requests
for assistance are forwarded to a HAP worker who collects name, date of birth and/or type of
disability, Social Security Number (SSN), mailing address, street address, telephone number, a
description of the emergency, and if there are any other household members. The date and time
of the call is noted.
If an application is completed over the phone with the customer, we can use last year’s
application data as a guideline, if available. The worker will use red ink to indicate this was
completed by a worker, not the applicant.
If the household is eligible, they are advised a copy of the application form is being sent to them
for signature on the signature page. The original will remain in the HAP office.
All conversations are documented in <F9> notes, including a note of the time of day.
The worker enters a reminder note in Outlook to call the household back in three weeks if the
signed application has not yet been received.
If the signed application has not been received after another three weeks, it is noted in <F9>
notes. An “X” is also entered for Last Action, and the case number is entered in the Tracking
Alert List.
3.6.4 SUBSIDIZED RENTAL HOUSING UTILITY DEPOSIT (SRHUD)
An application for a SRHUD is made on the regular Heating Assistance Program form with the
SRHUD box checked on page 1.
A household requesting a SRHUD is instructed to provide their utility information sheet and the
worksheet they received from the housing program.
After being entered into the HAS, SRHUD applications are placed in red file folders and taken to
the appropriate worker.
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4 ELIGIBILITY FACTORS
4.1
ELIGIBLE HOUSEHOLD
A household must meet all five of the following requirements to be eligible to participate
in the Heating Assistance Program:
•
the dwelling for which heating assistance is requested is located in the state, and at least
one member of the household is physically present in the state at the time of application
for, and receipt of, heating assistance; and the household
•
physically resides in the dwelling for which heating assistance is requested at the time of
application or award; or is seeking heating assistance to help with the natural gas or
electric utility deposit necessary to move into rental housing in the state;
•
at least one member of the household is a United States citizen or a qualified alien; we do
not count illegal aliens as Household Members, but do include their income. (See,
Section 6.4 No United States Citizen or Qualified Alien and 6.9.3 Calculating Income)
•
the household’s annual unsubsidized home heating costs exceed $200; and the
household’s gross monthly income is not more than 150 percent of the current federal
poverty guidelines for Alaska for LIHEAP or 225 percent for the AKAHP.
•
The household whose gross income, household size and estimated annual heating costs
are calculated to be a minimum of 2.0 heating cost points to qualify for heating
assistance.
HAP will award heating assistance for the minimum amount needed (up to $500) to establish
natural gas or electric utility service required to participate in subsidize rental housing. Unlike
the regular HAP, SHRUDS are available year around. In order to be eligible for a SHRUD,
the household must meet all of the following requirements:
•
the housing program will fully subsidize the household’s home heating costs;
•
the household has requested a subsidized rental housing utility deposit;
•
the household has not received a regular grant within 180 days of the request for a
subsidized rental housing utility deposit;
•
the division has verified the application as required by 7 AAC 44.041; and
•
the amount of the heating assistance, up to a maximum of $500, is sufficient to establish
utility service.
HAP will not award heating assistance under this section more than once to a household in a 24month period.
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4.2
INELIGIBLE HOUSEHOLD
A household is not eligible to participate in the Heating Assistance Program if any of the
following situations apply at the time of eligibility determination:
•
The household is eligible for or has received benefits from an Indian organization
providing heating assistance funded by the Low-Income Home Energy Assistance
Program (LIHEAP), unless an agreement to the contrary has been executed between the
division and the Indian organization. (See Section 14 for a detailed listing of Indian
organizations and communities they serve.)
•
The household resides in a crisis center, hotel, motel, tent, house sitter or other shelter
normally intended for temporary occupancy, and has resided there for less than 60
consecutive days before the date of signature on the completed application; unless they
are seeking a utility deposit.
•
The household resides in a hospital, nursing home, Alaska Pioneers Home, or other public
or private institution to receive treatment for a mental or physical illness.
•
The household resides in a student dormitory, on a military base, or correctional facility
(jail, prison, incarcerated) – Note: If a household member is incarcerated, he/she cannot
not be counted in the household, but their income, if any is countable. If it’s a single
person household and he/she is incarcerated, application needs to be denied; prison
records must be verified at vinelink.com. or ACOMS (See Section 15.8 ).
•
The household resides in subsidized rental housing and has no direct home heating costs.
•
The household whose gross income, household size and estimated annual heating costs
are calculated to be less than the minimum (2.0 heating cost points) necessary to qualify
for heating assistance.
5 ELIGIBILITY DETERMINATION TIME FRAMES
5.1
ORDER RECEIVED
An application for heating assistance is processed in the order in which it is received, unless it
meets the expedited processing requirement or is for a Subsidized Rental Housing Utility Deposit
(SRHUD).
5.2
ONE AWARD P ER SEASON
Only one heating assistance grant is awarded per household for applications received during the
period that begins September 1 and ends April 30 of each year.
5.3
PROCESSING TIME FRAMES
The HAP will make an eligibility determination and mail the “Notice of Action” to the household
as soon as possible, but no later than 45 calendar days after the completed application is received
by the HAP office in Juneau.
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5.3.1 EXPEDITED HEATING ASSISTANCE
A household qualifying for an expedited eligibility determination will have the eligibility
determination completed and assistance awarded within 18 hours after receipt of a completed
application in the HAP office in Juneau.
The HAP will make an eligibility determination and will authorize SRHUD assistance to an
eligible household as soon as possible, but no later than 10 days after receipt of the complete
application in the HAP office in Juneau. If the household’s income is not clearly indicated in the
application, and cannot be ascertained through the other information resources available to the
HAP, the application will be pended for this information.
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6 DETERMINING ELIGIBILITY
6.1
APPLICATION DURING F ILING P ERIOD
An application that is not postmarked or received by the Division of Public Assistance during the
period that begins September 1 and ends April 30 is ineligible and is denied as “NT” – Not
Timely.
6.2
ANNUAL HEATING COSTS OF $200 OR LESS
A household that does not pay in money for heat or rent, or pays $200 or less annually, is
ineligible for heating assistance. The application is denied as “NC” – No Cost. Examples
include:
•
A household that pays directly for heat, but has a heating subsidy (utility allowance) that
covers the cost to within $200 annually.
•
A household receiving State of Alaska General Relief (GA) if the heat is included in the
rent and the State is paying the entire monthly rental payment.
•
An applicant that is living with a parent or other relative who is paying for heat and not
charging the applicant for rent.
•
An applicant that self-harvests wood or coal and provides no receipts to indicate they
have a cost (in money) associated with obtaining their fuel (pend for receipts before
denial). (Examples may include chains, bar oil, files, chainsaw, gas for saw, etc.)
•
An applicant that has a credit balance with a fuel vendor that exceeds the amount the
household will spend for fuel during the next 12-month period. A 12-month history will
be requested to determine the annual heating costs considering heat consumptions are
higher in the winter months.
IF THE HOUSEHOLD PAYS FOR HEAT OR RENT, THE WORKER DOES NOT NEED VERIFICATION
THAT THE AMOUNT EXCEEDS $200 ANNUALLY UNLESS THE HOUSEHOLD LIVES IN SUBSIDIZED
RENTAL HOUSING WITH A UTILITY ALLOWANCE.
INELIGIBLE DWELLING
An application received from a household residing in an ineligible dwelling is denied as “OT” –
Other. The worker will explain the reason for the denial in the notice text. An ineligible dwelling
is:
•
An out-of-state dwelling
17
•
A dwelling the household is not residing in at time of application or receipt of heating
assistance because he or she is out-of-state (this includes out of state for medical
treatment),
•
A dwelling the household is not residing in at time of application or receipt of heating
assistance because they have moved out of the dwelling before their application was
processed. They will need to reapply for assistance at the new address,
•
A dwelling the household does not reside in at the time heating assistance is requested,
unless the household is seeking a utility deposit to move in,
•
a hospital, nursing home, “Alaska Pioneers Home”, or other long-term care facility,
public or private institution to receive treatment for a mental or physical illness, student
dormitory, located on a military base, or correctional facility – Note: If a household
member is incarcerated, he/she cannot not be counted in the household. If it’s a single
person household and he/she is incarcerated, application needs to be denied,- prison
records must be verified at vinelink.com or ACOMS (See Section 15.8)
6.3
NO UNITED STATES CITIZEN OR QUALIFIED ALIEN
An application from a household that does not include at least one U.S. Citizen or Qualified
Alien is ineligible and is denied as “OT” – Other. The worker will type in the following text:
“Your household does not contain a U.S. Citizen or Qualified Alien.”
6.4
SUBSIDIZED HOUSING WITH NO DIRECT HEATING COSTS
A household that is receiving regular monthly financial assistance to fully subsidize their annual
home heating costs is ineligible for heating assistance. A household must show an annual heating
cost of at least $200 to be eligible for heating assistance. The application will be denied “SR” if
it is a rental or “SH” if it is through a housing/home purchase program.
6.5
SUBSIDIZED HOUSING WITH DIRECT HEATING COSTS
A household that is receiving regular monthly financial assistance to subsidize their annual home
heating costs to within $200 annually is ineligible for heating assistance. To be eligible, a
household must demonstrate that their annual heating cost, after subtracting any annual heating
(utility) allowance, exceeds $200 annually. In the absence of such verification, the application
will be denied as “SR”– Subsidized Rental or “SH – Subsidized Housing. The benefit level for a
household with unsubsidized heating costs exceeding $200 is determined in accordance with the
Heating Assistance Benefit Computation. (See Sec. 13.)
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6.7 TEMPORARY SHELTER
A household that is residing in a dwelling normally intended for temporary occupancy, and has
resided there less than 60 consecutive days before the date of signature on the completed
application, is ineligible for the HAP. The application is denied as “OT” – Other. The exception
to this rule is a household in temporary shelter that is applying for a utility deposit to move into
rental housing in Alaska.
An example of the text for this denial is: (The reason is … “that you did not provide written
verification that you were living at XYZ motel for 60 consecutive days or more before the date
you signed your application. A motel is considered a dwelling normally intended for temporary
occupancy.”)
Examples of a temporary shelter include a: crisis center, hotel, motel, Bed & Breakfast, boarding
home, hostel, tent, car, house sitter, van or pick-up camper.
6.8 TRIBAL LIHEAP
This determination of household ineligibility is made at the time the application is entered into
the Heating Assistance Software (HAS). The application is forwarded to the tribal LIHEAP
provider and a letter is sent to the applicant. If an applicant requests an eligibility determination
by the HAP, the application is denied as “OT” – Other.
An example of the text for this denial is: (The reason is … “your household is eligible to be
served by the tribal organization in your area.”)
6.9 INCOME ELIGIBILITY
6.9.1
CATEGORICAL HOUSEHOLDS
Federal regulations call certain households “categorical” because they are enrolled in programs
that are income tested and will usually be eligible for heating assistance. HAP shall use
categorical eligibility when determining the household’s income for the prior income month for
the benefit computation for all household members receiving assistance from public assistance
programs.
The worker will use the gross countable income from the household’s public assistance case in
EIS provided there is an open case in the benefit month being used to calculate the grant for
heating assistance. This income can be found on the CASS screens in EIS for the applicable
DPA programs, which include Food Stamps (FS), Temporary Assistance for Needy Families (TA
or ATAP), Adult Public Assistance (APA), Social Security Disability (SSDI), Supplemental
Security Income (SSI); Interim Assistance (IA) Veteran’s Disability. Note in F9 notes that you
have used Categorical Eligibility (CE) and from which program screen you obtained your income
information with a screen print for the file. The worker will highlight in yellow the income used
in the HAS income computation.
If the client does not have an open case in the prior income month, but the worker can see a
public assistance case open in the signature month, CE can be used for that month rather than
issue a denial that will immediately result in a reapplication and an award.
19
If the household is on a public assistance program (CE) and the client provides all the necessary
income information for the prior month, this income may be used but only if it is in the client’s
best interest considering there is a change in circumstances such as a lost wages, no overtime,
reduced hours, etc. If all necessary income is not provided, the worker will use CE instead of
pending for additional income information and note in F9 notes. NOTE: If you do not use
Categorical Eligibility for a Public Assistance client, you must document your reason in F-9
notes. It is the intent of the program to provide the maximum benefits allowed to the client.
If only a portion of the household members are on a public assistance program, the worker may
use the CE income in EIS to verify said members income but will still need to obtain proof of
income for other household members not on public assistance case. The two income figures shall
be combined.
6.9.2 ALASKA P OVERTY GUIDELINES
A household’s gross monthly household income must be at or below 150 percent of the current
federal Poverty Guidelines for Alaska to be eligible for heating assistance under LIHEAP and
151% to 225% for the AKAHP program.
6.9.3
CALCULATING INCOME
The HAP calculates the household’s gross monthly income by counting:
•
total cash receipts
•
before taxes
•
earned and unearned
•
derived from any source
•
derived by any member of the household, including a non-U.S. Citizen or illegal alien
household member
•
received in the calendar month before the date of signature on the completed application
6.9.4
COUNTABLE INCOME (SEE INCOME MATRIX AT 8.7 FOR
COMPLETE LIST)
a) Alimony, child support, military family allotments, or other support from an absent
family member or someone not living in the household. Child support or alimony
payment made directly to a mortgage company on behalf of a client is considered
income.
b) BIA General Assistance (GA) paid directly to the household
c) Bingo and lottery-type winnings
d) Cash gifts of over $20.00 per person, per month
e) Foster care payments. Households receiving foster care income may choose not to
count foster care income if they do not consider the foster child/adult to be a member
of their household. In these cases, the foster child/adult is not counted as a household
20
member. A foster adult not considered a member of the household must be considered
a household sharer, or room renter.
f) G.I. Bill payments
g) Government employee pensions, private pensions, insurance and annuity payments.
h) Gross regular and adjustments or recoupment payments from public assistance, Social
Security, unemployment insurance, Worker’s Compensation, strike benefits from
union funds, veteran’s benefits, training stipends and Vocational Rehabilitation
payments except payment of tuition or training related expenses.
i)
Income from dividends, interest, rents, royalties, income from estates, trusts and
inheritance.
j)
Income from the sale of stocks or bonds
k) Income received from Native corporations that are not corporate dividends or elder
payments and dividend payments over first $2,000 annually are counted in the month
received.
l)
Jury duty payments issued to the applicant
m) Lump sum payments unless specified as not countable
n) Net self-employment income for the previous 12-month period, after allowable
deductions.
o) Payments from sale of personal property, house, boat, loan repayments, escrow
payments, etc.
p) Permanent Fund Dividends received by a household for a person that is not a
household member.
q) Retirement and SBS payments or cash-outs
r) Subsidized adoption payments
s) Trade Readjustment Act (TRA) payments
t)
Unemployment Insurance Benefits (UIB) Direct Deposit benefits are counted as
income on the date of issuance.
u) Wages and salaries before any deductions or garnishments; cost of living allowance
(COLA), leave cash-outs, vacation pay, bonuses, stipends, and back-pay.
6.9.5
NON-COUNTABLE INCOME
a) Alaska General Relief Assistance payments
b) Alaska Permanent Fund Dividends
c) Alaska Senior Assistance Program payments
21
d) Allowances received under the Alaska Job Opportunities and Basic Skills (JOBS)
program
e) Any payments (salary, wages, stipends or reimbursements) paid to volunteers under the
Senior Corps and AmeriCorps programs of the Corporation for National and Community
Service (CNCS) are exempt income. Senior Corps includes Foster Grandparents, the
Senior Companion Program, and RSVP (Retired and Senior Volunteer Corps).
AmeriCorps programs include AmeriCorps*State and National, AmeriCorps*Vista, and
AmeriCorps*NCCC (National Civilian Community Corps). Volunteer status and
participation in an exempt program must be verified.
Applicants 18 years of Age – When looking at applications with a HH member
that is 18 years old, use the date and signature of application to determine if the
person was 18 years old at the time the application was signed.
Cash gifts that do not exceed a total of $20.00 per month, per individual in the
household
f) Crime Victims Benefits, and Income specifically excluded by federal law
g) Federal income tax refunds or earned income tax credits
h) Food or rent in lieu of wages
i)
Food Stamps and Food Stamp hold harmless payments
j)
Higher Education Act Title IV income (Pell Grants, Byrd Scholarships, etc.)
k) Money received from an educational, personal, commercial, or other loan for which the
borrower has an obligation to repay
l)
Native Corporation Dividends: first $2,000 in received per calendar year is exempt
income.
m) Native Corporation Elder Benefit is non-countable income.
n) Non-cash or in-kind income - means unearned income in the form of food or shelter that
you receive and that is paid for by someone else. In-kind support and maintenance can be
received from someone inside or outside the home. Shelter includes room, rent,
mortgage payments, real property taxes, heating fuel, gas, electricity, water, and sewage
and garbage collection service.
o) Payments for jury duty issued directly to the employer
p) Payments made to, or on behalf of, a household member by the Division of Vocational
Rehabilitation, Department of Education, for purposes related to training programs in
which the individual is enrolled
q) Payments received for reimbursement of expenses incurred in connection with
employment, such as travel, meals, mileage, training, or per diem reimbursement
r) Payments received for reimbursement of medical expenses
22
s) Payments received for support services or reimbursement of out-of-pocket expenses, such
as lunches or transportation, made to an individual serving as a volunteer
t)
Reverse Mortgage Payments
u) Social Security Advance - This income is a loan from a financial institution to a person
receiving direct deposit Social Security income. It is paid to the bank when the monthly
SSA benefit is received.
v) Student study grant
w) The portion of Supplemental Social Security Income (SSI) payment that is deducted as a
payee fee, up to 10% of the monthly benefit not to exceed $35 (or $68 if the disability is
based on drug addiction or alcoholism).
x) Title V Income for seniors (MASST / CSEP) – These are payments received from a
program funded by the senior community service employment program under 20
C.F.R.641.
y) Veterans’ benefits paid to children of women Vietnam veterans born with certain other
birth defects
z) Veterans’ benefits provided to children of Vietnam veterans (including adult children)
who were born with the congenital defect spina bifida
aa) Vista Volunteer Income (Domestic Volunteers Service Act)
bb) Wages received by a student enrolled at least half-time in elementary or secondary school
under 18 years of age (exclusion continues during semester breaks and summer vacation)
and is not the head of household.
6.9.6
SEASONAL EMPLOYMENT
The HAP prorates income from seasonal employment during the 12-month period before the date
of signature on the completed application, to determine the household’s gross monthly income.
To this amount the worker will add all additional income received in the prior month.
T HRESHOLD T EST
Each season the HAP establishes a seasonal income threshold test. This formula is based on the
one person household allowance x 12, i.e., the application for 2015/2016 Federal income limit for
one is: $1839 x 12 = $22,068 (which we round down to $22,000). This approach increases the
efficiency of eligibility determinations for very low-income households. The threshold test is
used to determine if a prior month figure can be used for very low-income households with
seasonal income, rather than the 12-month computation. The threshold test amount is the
maximum annual qualifying income for a one-person household, rounded down to the next lower
thousand dollars.
To apply the threshold test, the worker compares the gross income from the most recent available
four consecutive employment quarters prior to the date of signature on the application, with the
threshold test. If the annual gross income is less than the threshold test, the worker will compute
the seasonal gross earned income using the lesser of either the prior calendar month or the
23
averaged earned income amount. If only one of the above is available, the worker will use that
information rather than pend for additional income verification. To this amount the worker will
add all unearned income received in the prior month. The threshold test method will not be used
if it results in an over income denial. The previous 12-month earned and unearned income
average will be used to determine eligibility in this situation.
Examples of Seasonal Employment: Seasonal employment means employment with a regular
work season of 11 months or less that is compensated on a salary basis. Examples may include:
construction, fish processing, fishing, logging, mining, trapping, oil field/service workers, ferry
system staff, fire-fighters, school district, oil field, or tourism jobs.
Variable Work Schedules: Seasonal and non-seasonal workers may also include trades (such as
but not limited to) mining, construction, ferry workers, oil field/service workers, on-call workers,
with rotating variable or fluctuating payroll schedules, and seasonal lay-offs that do not
accurately reflect income on a monthly (prior month) basis. Workers with these unusual work
schedules will have their income calculated using a 12 month average of all available income,
such as wages, unemployment benefits, child support, native dividends that exceed $2000
annually.
6.9.7
SELF-EMPLOYMENT
Self-employment is the process of actively earning income directly from one’s own business,
trade, or profession. Persons are considered self-employed if they:
•
are responsible for obtaining or providing a service or product; and
•
earn income directly from their own business; and
•
are not required to have federal income tax and FICA payments withheld from their earnings;
and,
•
are not required to complete an IRS W4 form for an employer; and
•
are not covered by worker’s compensation.
Self-employment may include income from a trade or business, hobby, commercial boarding
house, rental property, or other income producing property. Note; It is not acceptable to take a
verbal statement from a client regarding self-employment. It is acceptable to berbaslly clarify
questions about hard copy documents and materials provided and note that conversation in F9
notes.
The HAP prorates income from self-employment ventures during the 12-month period before the
date of signature on the completed application, over a 12-month period, to determine the
household’s gross monthly income.
The countable net income for self-employment is determined by deducting allowable business
expenses from the total gross self-employment income for the 12-months prior to the month of
application.
If the client does not provide an itemized list of deductions but states that they do have business
expenses (See 8.7.2), the standard deduction of 50% of gross income will be used. The client
24
may provide proof of deductions greater than 50% and that figure will be used if documented as
accurate and allowed deductions. If the client provides actual receipts that are less than 50%, the
50% deduction will be used because it is of greater benefit to the client. (See 8.7.3 Verification
of SE Income)
T HRESHOLD T EST
Each season the HAP establishes a self-employment threshold test. This approach increases the
efficiency of eligibility determinations for very low-income households. This formula is based on
the one person household allowance x 12, i.e., the application for 2015/16 Federal income limit
for one is: $1839 x 12 = $22,068 (which we round down to $22,000). The threshold test is used to
determine if a prior month figure can be used for very low-income households with selfemployment income, rather than the 12-month computation. The threshold test amount is the
maximum annual qualifying income for a one-person household under the Federal poverty
guidelines, rounded down to the next lower thousand dollars.
To apply the threshold test, the worker compares the gross amount of the self-employment
venture (before expenses) with the threshold test. If the total annual gross self-employment
income is less than the threshold test, the worker will compute net self-employment income using
only the prior calendar month or the 12-month average whichever will result in a maximum
benefits allowed to the client. The threshold test method will not be used if it results in an over
income denial. The previous 12-month income average will be used to determine eligibility in
this situation.
E XAMPLES OF S ELF -E MPLOYMENT
Examples of self-employed individuals include: artists, basket weavers, carvers, cosmetic sales
persons, craft persons, day care providers, fisher persons, grocers, home party sales, persons that
own and manage rental property, persons providing and charging room and board, store keepers,
taxi drivers, repair persons, trappers, and woodcutters.
A LLOWABLE S ELF -E MPLOYMENT E XPENSES
Allowable expenses are expenses identified as belonging to the self-employment enterprise that
are necessary, non-personal costs of doing business. Expenses must have been paid within the
12-month income period, and include, but are not limited to:
•
wages and benefits paid to other than a household member
•
raw materials, stock, supplies
•
Interest portion of regular payments made for the purchase of income producing real
estate, capital assets, equipment, machinery or durable goods.
•
fishing – interest on boat mortgage, groceries for crew, bait, boat fuel, boat moorage,
vessel insurance, crew wages, boat utility costs, boat repair and maintenance, and gear
purchase.
•
Home child care – expenses directly related to the provision of child care such as food,
toys, supplies, and the cost of transportation of children while in providers’ care, etc.
25
•
advertising
•
licenses to do business
•
mileage and travel expenses directly related to business
•
home expenses directly related to the operation of the business
•
Office rental – allowed only on office space that is located outside the home. Home
office rent is not an allowable business expense.
•
telephone
•
sales tax
•
vehicle expenses if the vehicle is used exclusively for the business
N ON -A LLOWABLE S ELF -E MPLOYMENT E XPENSES
Non-allowable expenses include, but are not limited to:
•
the portion of regular payments on business indebtedness which goes toward the principal
for the purchase of income producing real estate, capital assets, equipment, machinery, or
durable goods
•
class tuition, unless class is required for line of work (i.e. CPR class tuition for child care
providers)
•
Net losses from periods prior to the twelve months used to determine eligibility are not
allowable. Self-employment losses for the current 12-month period may not be used to
offset other income. Any self-employment loss will be considered as zero income.
•
federal, state and local income taxes for self and family
•
retirement plans and health insurance for self and family
•
work-related personal expenses such as transportation to and from work
•
depreciation and amortization
•
entertainment (PPJ, call for info on high amounts)
•
child care expenses
•
payment of wages to another household member
•
personal or home expenses which the household would incur regardless of the business
26
6.9.8 GUIDELINES FOR COMPUTING INCOME
The cents on the final income amounts of 50 cents or more are rounded up to the nearest dollar.
Amounts of 49 cents or less are rounded down. We do not enter cents into the HAS program
when using the grant calculation screen.
If a household member works a variable work schedule, such as workers who are employed (as
an example but not limited to) mining, construction, ferry workers, oil field and service workers,
or on-call workers, who may have rotating schedules, fluctuating payroll schedules, and or
seasonal lay-offs that do not reflect income on a regular monthly basis, HAP will calculate their
income using a 12 month average of all available income for the previous 12 months for that
worker.
If a household member was either self-employed or seasonally employed during the prior 12
months, but is no longer self-employed or seasonally employed, HAP will consider the prior 12month income unless the self-employed or seasonally employed person is now legally disabled.
A household may have submitted incomplete income verification or be over income for the
month of application, but eligible in the subsequent month. In such cases the household does not
have to reapply. The same application is used for the determination of eligibility for the
subsequent month.
Applications dated or postmarked in the month of April must be determined based upon income
received in the month of March unless all income for April is available at the time of processing.
In some cases the application is signed months before it arrives at the HAP. Request a new
application if the original was received more than 60 days after the signature date. The worker
should notify the client by telephone that an updated application is required.
THE APPLICATION MUST BE RECEIVED WITHIN 60 DAYS OF THE DATES
SIGNED AND NO LATER THAN APRIL 30TH
Income from all members in the household, including illegal alien is counted, except earned
income from students under the age of 18 who are currently enrolled at least half-time in
elementary or secondary school (exclusion continues during semester breaks and summer
vacation), and who are not the head of the household. (See Section 6.9)
All unearned income is counted, unless it is specifically listed in (Section 6.9.5 Non-Countable
Income or on Income Matrix at 8.7)
6.10
RESOURCES
The HAP does not use a resource test; therefore resources are not counted.
6.11
OVER INCOME
A household with income that exceeds 225% percent of poverty, as computed in (See Section.
6.9) is ineligible for heating assistance.
27
•
If the household income was based on the prior calendar month, the application is denied
as “OI” – Over Income.
•
If the household income was based on an average of the prior 12-month period, the
application is denied as “OS” – Over Seasonal/Self-Employed.
6.12
LIMITED HEATING POINTS – FORMERLY “LOW BURDEN”
The household’s gross income, household size and estimated annual heating costs are used to
compute the household’s estimated home heating burden – or limited heating points. Expressed
as a point value. A household whose household heating cost points are calculated to be less than
2.0 is ineligible for heating assistance. (See Section 7.8, Grant Computation and Section 13,
Heating Assistance Benefit Calculations.)
6.13
PREVIOUSLY SERVED
HAP awards only one heating assistance grant per household during the program’s season.
Applications from households in the following situations are denied as “PS” – Previously Served.
Household composition is determined at the time of application. Individuals moving into or out
of the household after the grant is determined are considered previously served, as grants are
household not individual based
6.14 HOUSEHOLD SEPARATION
In cases where households have separated after the award has issued and both adults in the
household listed on the application request heating assistance separately, HAP must contact the
vendors to determine if there is a heating assistance credit remaining on the account. If so, the
HAP worker should instruct the vendor(s) to freeze the balance and not issue any further product
to the household until they receive written instructions from the HAP. The HAP worker will then
prepare letters to the original vendors, both adults involved and any new vendors instructing the
original vendors to forward half of the frozen balance to the vendors designated by the member
who left the household (the client will need to provide proof of an account at a new location).
6.15 CHILDREN SERVED IN OTHER HOUSEHOLD
If the applicant lists a child in the household that was served in another household, the child may
not be served again.
Custody in Alaska is divided into two categories: Legal and Physical Custody. Alaska has a
preference for joint legal custody, even though there may be a shared physical custody plan. It is
important to clarify with a client that states they have “joint custody” whether they are referring
to legal or physical custody (and it may be both).
Joint physical custody will generally indicate an “equal” time arrangement. In the event of a
joint, (50-50) physical custody arrangement, the parent who applies first and claims the child will
receive the HAP award.
Shared custody is defined in Alaska as custody that includes at least 110 overnights per year; or
30% of the year. A “shared’ arrangement may be only 30%-70%, and does not rise to the level
of joint custody.
28
Primary custody is defined as the parent with more than 70% of time with the child with the
other parent having “visitation” with the children.
If a parent has primary, physical custody and the other parent has visitation or shared custody less
than 50% of the time, the parent with primary custody, or the greater percentage of shared
custody, is entitled to claim the child... The parent with the larger percentage of time (shared)
will usually be the parent allowed to claim the child on that parent’s tax return as a dependent and
receive children support. This is a general, but not absolute rule, and can vary due to the
settlement agreement between the parents.
6.16 SHRUD --- SEE SEC. 9.2.7
An application from a household seeking a SRHUD that has received a HAP grant within the
prior 180 days, or a SRHUD within the prior 24-month period is ineligible for heating assistance.
29
6.17 DENIAL CODES AND TEXT
We regret that your application for Heating Assistance has been DENIED.
AW
IA
LB
NC
NT
OF
OI
OS
OT
PS
SH
SR
UD
The reason is that your application was withdrawn. If your circumstances change, your case may be redetermined anytime before
April 30th. To reapply please call or write to the office shown above, or visit a fee agent. You will need to provide income
information for the most recent month. If you reapply, send the application to the attention of your worker. Your case cannot be
redetermined after the April 30 filing deadline.
The reason is that your application was incomplete and you did not respond to our request for information. If your circumstances
change, your case may be redetermined anytime before April 30th. To reapply please call or write to the office shown above, or
visit a fee agent. You will need to provide income information for the most recent month. If you reapply, send the application to
the attention of your worker. Your case cannot be redetermined after the April 30 filing deadline. You did not supply
................................................................................................................................................................. .
The reason is that your household does not meet the eligibility requirement for a grant. Eligibility for heating assistance is based
on an “energy burden” point system which considers your type of housing, fuel costs in your area, household size and income. A
household must have a minimum of 2.0 heating cost points to qualify. Your household’s heating cost points were calculated to
be 0.75. If your circumstances change, your case may be redetermined any time before April 30th. To reapply please call or write
to the office shown above, or visit a fee agent. You will need to provide income information for the most recent month. If you
reapply, send the application to the attention of your worker. Your case cannot be redetermined after the April 30 filing deadline.
The reason is you do not pay for home heating. If your circumstances change, your case may be redetermined any time before
April 30th. To reapply please call or write to the office shown above, or visit a fee agent. You will need to provide income
information for the most recent month. If you reapply, send the application to the attention of your worker. Your case cannot be
redetermined after the April 30 filing deadline.
The reason is that your application was neither received nor postmarked by April 30th. That deadline, set by regulation, is
indicated on the application. We have recorded your name and address, and will be sending you an application for next year’s
program in the fall.
The reason is the Heating Assistance Program ran out of grant funds. Applications are processed on a first come, first served
basis per (7 AAC 44.080(n)). Grant funds were exhausted prior to the date your application was received. We have kept your
name and address, and will send you an application for next year’s program in the fall.
The reason is that your household income is over the maximum allowed. Your household’s one month income was calculated to
be $3,000.00. This exceeds the allowable maximum of $2,688.00. If your circumstances change, your case may be redetermined
any time before April 30th. To reapply please call or write to the office shown above, or visit a fee agent. You will need to
provide income information for the most recent month. If you reapply, send the application to the attention of your worker. Your
case cannot be redetermined after the April 30 filing deadline.
The reason is that your household income is over the maximum allowed. Your household’s average monthly income for the prior
12 months was calculated to be $3,800.00. This exceeds the allowable maximum of $2,688.00. If your circumstances change,
your case may be redetermined any time before April 30th. To reapply please call or write to the office shown above, or visit a
fee agent. You will need to provide income information for the most recent month. If you reapply, send the application to the
attention of your worker. Your case cannot be redetermined after the April 30 filing deadline.
The reason is:
* This is a field you fill in manually by selecting “List Denial Notes” through the Actions menu. *
* Don’t forget or your denial will go out without a reason and we surely don’t want that.
*
If your circumstances change, your case may be redetermined any time before April 30th. To reapply please call or write to the
office shown above, or visit a fee agent. You will need to provide income information for the most recent month. If you reapply,
send the application to the attention of your worker. Your case cannot be redetermined after the April 30 filing deadline.
The reason is that your household has already been helped this year.
The reason is that you live in subsidized housing and your annual unsubsidized heating costs do not exceed $200. If your
circumstances change, your case may be redetermined any time before April 30th. To reapply please call or write to the office
shown above, or visit a fee agent. You will need to provide income information for the most recent month. If you reapply, send
the application to the attention of your worker. Your case cannot be redetermined after the April 30 filing deadline.
The reason is that you live in subsidized rental housing which pays your heating costs. We do not assist households in this type
of housing. If you have questions about heating costs in your rental housing, contact your housing manager. If your
circumstances change, your case may be redetermined any time before April 30th. To reapply please call or write to the office
shown above, or visit a fee agent. You will need to provide income information for the most recent month. If you reapply, send
the application to the attention of your worker. Your case cannot be redetermined after the April 30 filing deadline.
The reason is you do not qualify for a Subsidized Rental Housing Utility Deposit. If you have questions about this denial, please
call or write to the office shown above.
30
7 DETERMINING BENEFIT LEVEL
The Detailed HAP Benefit Computation Schedule is included in Section13.
7.1 CHILDREN UNDER THE AGE OF 6
The presence of a child under age 6 in the household is an important factor in determining the benefit level. The
worker will verify that the count of children under age 6 is entered correctly. The age is based on the child’s age as
of the date the application was signed.
7.2 ASSISTANCE CATEGORIES
The presence of an individual that is over age 60 or is legally disabled, is an important factor in determining the
benefit level. The worker will verify that this information is indicated on the <F5> case screen.
The worker enters a “Y” for all applicable Assistance Categories:
•
Veteran’s Benefits
•
Food Stamps
•
ATAP//TANF
•
Disabled
•
Supplemental Security Income
•
Adult Public Assistance
•
Elderly – the “Y” is automatically entered from the birth date typed in at application entry. If the worker
entered or corrected the birth date, the “Y” must be manually entered as appropriate. If a member turned
60 while waiting for their application to be worked, the case worker should assign one extra point to the
calculation.
•
Instead of entering a “Y,” the worker enters the number of household members receiving Unemployment
Insurance Benefits in that checkbox on the grant worksheet.
7.3 HOUSEHOLD SIZE AND COMPOSITION
•
The household composition is an important factor in determining a household’s eligibility and grant
amount. If the household composition is not clearly indicated in the application and cannot be ascertained
through EIS, the application will be pended for this information.
•
An individual may only be included in one household per heating assistance season. If an individual
physically resides with members of more than one household, the individual must declare the household in
which that individual will be included.
•
If the applicant lists a child in the household that was served in another household, the child may NOT be
served again. In the event of shared custody, the parent who applies first and claims the child will receive
the award.
31
•
All U.S. Citizens and Qualified Aliens residing in the household at the time of application are included
when computing the household size.
•
If a person who contributed financial support for the month prior to the application date is no longer in
the household, the person is not counted and their income is not counted. A person moving into the
household prior to the grant determination is included as a household member and their income is
counted.
•
A household may include the following individuals residing in the same dwelling if the applicant
requests that the individual be included:
1. An individual who rents or otherwise pays to live in the same dwelling; however, if the
individual who rents or otherwise pays to live in the same dwelling is not included, that
individual (household) may apply for heating assistance as a separate household . (See
Section 9.4 House Sharers)
2. A child who is receiving state or Title IV-E foster care maintenance payments (if the child
is included, the foster care payments must be counted).
•
If the applicant lists another household member as a house sharer in Question #4 of the application, the
individual(s) that comprise the other household are not included in the applicant’s household size. The
department will determine an award for each household as if it were the sole household in the dwelling
and then pay the household a percentage of that household’s award equal to the percentage of the total
heating cost for the dwelling that the household actually pays.
•
An applicant’s spouse living in the applicant’s dwelling must be included in the applicant’s household.
The spouse cannot be considered as a house sharer.
(See also, Section 7.7 House Percent Share, 9.3 Multiple Households and 9.4 House Sharers)
7.4 HOUSEHOLD INCOME
The household income is an important factor in determining the household’s eligibility and grant amount. If the
household’s income is not clearly indicated in the application, and cannot be ascertained through the other
information resources available to the HAP, the application will be pended for this information. The worker
enters the household’s total gross income as computed and verified in Section 8 Verification Process.
If the household’s gross monthly income exceeds the maximum allowable, the HAS flags the case as “OI” –
Over Income.
7.5 HOUSING (DWELLING TYPE)
As indicated below, the number of bedrooms or mobile home dimensions may be an important factor in
determining a household’s eligibility and grant amount. If this information is not clearly indicated in the
application, is needed to select the correct housing category, and is not available from a prior year HAP, the
application will be pended for the information. Fractions of bedrooms are rounded down to the nearest whole
number.
32
7.5.1 HOUSING CATEGORY CODES
The worker enters the code for the housing category that describes the household’s dwelling. If more than one
factor applies, the code listed first is used:
Code
8
1
2
3
4
5
6
7
0
**
Housing Category
Subsidized Rental Housing Utility Deposit
Mobile home with heated living space of 980 square feet or more.
When square footage is not specified, the worker checks first to see if the
grant amount using the correct number of bedrooms would be the same as
using mobile home option number 1. If the grant amount would be the
same, the worker uses the Housing Category for number of bedrooms and
documents this in <F9> notes.
Travel trailer or mobile home less than 35 feet in length, or in an RV, tent
or pickup camper. If the travel trailer has an attached lean-to for extra
living space, the code for the number of bedrooms is entered instead.
1-room dwelling such as a studio apartment, hotel or boarding home
Some applicants check the “renting a room” box on the application when
they are actually renting their own apartment. If the applicant lists 1
bedroom: check prior year HAS, pend for clarification of the dwelling, or
contact the housing authority to determine if there are efficiency or onebedroom apartments and the rental prices. If the applicant lists 2 or more
bedrooms, use code 7 or 0 based on the number of bedrooms.
a boat
one-bedroom dwelling, or a one-room house or cabin without bedrooms
3- or-more-bedrooms in single family, duplex or triplex home
2-bedroom unit in an apartment building of four or more attached units
2-bedroom single family, duplex or triplex home;
3 or more bedroom unit in an apartment bldg of 4- or more attached units.
A loft counts as one bedroom
Factor
N/A
1.4
0.4
0.15
0.35
0.55
1.3
0.7
1.0
7.6 F UEL TYPE
The primary fuel used to heat the home is an important factor in determining the household’s eligibility and
grant amount. If the primary heat source is not clearly indicated on the application, or if no heating bill has
been included, the application will be pended for this information unless the household provides the name of the
vendor and the account name and number. (See Section 8.2 Heat or Rent Cost)
The fuel types are:
Code
Fuel Name
C
Coal
E
Elec. or Steam
K
Kerosene
N
Natural Gas
O
Oil
P
Propane
S
Pellet Stove
W
Wood
33
For the purposes of identifying the fuel type, it does not matter if the household pays for their own heat, or has
heat included in the rent payment.
If the household uses natural gas and another fuel type for heat, the worker will enter the fuel type as natural
gas.
When a household indicates Steam Heat (Fairbanks) the worker will use E for electric for points.
If the household uses wood or coal for heat, the worker must differentiate between purchased and self-harvest
fuel, based on the type of receipt furnished by the applicant.
If the household uses self-harvested wood or coal for heat, the worker will enter the fuel type as wood or coal
and enter a “Y” for Self-Harvest.
If the household uses purchased wood or coal for heat, the worker will enter the fuel type as wood or coal and
leave the “Self-Harvest” field blank. (See Section 10.2 for Wood Purchase Guidelines)
7.7 H OUSING P ERCENT SHARE
If the household resides in a single residence with one or more other households, the heating cost points are
reduced to the household’s percentage of the total number of households in the dwelling. Each household in the
dwelling should be worked separately and then the share reduction applied. For example, if more than one
household living in the dwelling contains a member age 60 or over, disabled, or a child under 6 years of age,
each household containing a member of this population would be entitled to the extra point before computing
their percentage of the total residence. If there are two households, the worker enters the share as 50%; with
three households the share is entered as 33%, etc. In a house sharer situation, a household’s share should never
exceed 50%. The amount each household contributes to heat or rent is not considered. (See also, 9.3 Multiple
Households and 9.4 House Sharers)
7.8 GRANT COMPUTATION
When all of the above information has been entered into the HAS, the worker uses the F5 key to compute the
household’s benefit amount.
7.9 LIMITED HEATING POINTS (F ORMERLY LOW BURDEN)
If the household’s total points compute to less than 2.0, the household is denied as “Limited Heating Points.”
The calculations used by the computer to make this determination are described in the Heating Assistance
Benefit Computation. (See Section 13 Heating Assistance Benefit Computations)
7.10 SHRUD
If the housing category is Number 8 (SRHUD), a computer window pops up that allows the worker to enter the
amount of the utility deposit(s), up to a maximum of $500. The grant amount is the amount required by the
utility to establish service. The deposit amount is provided by the utility, either via fax or through phone contact
with the worker. After assigning the grant to the appropriate vendor(s), the worker records in <F9> notes if the
amount was obtained via fax, or notes the name of the vendor contact who verified the deposit amount via
phone. The worker then enters the household in the alert list as a “UD” – Utility Deposit. – See Sec. 9.2.7
7.11 RECOUPMENT OR REDUCTION OF HAP GRANT
The amount of heating assistance may be reduced by the amount of the unpaid balance that the household owes
the division for previously awarded heating assistance to which the household was not entitled. The HAP uses
this method of recoupment of overpayments only if the household has not responded to the request for
repayment, or the household defaults on its repayment agreement. The worker enters “RC” in tracking.
If you find a case with this code, bring file to Eligibility Officer Manager, who maintains the RC tracking log.
34
8
VERIFICATION PROCESS
Mandatory Verification See: Policy 3001-4 A
For all households applying for heating assistance, the following verification is required:
a.
Identity of the individual applying;
Households must provide a Social Security Number (SSN) for each household member. If a
household member does not have a Social Security Number, the individual must apply for
one. Applicants must provide a copy of social security card or other form of government issued
ID for the head of household. Copies of other members’ ID or social security cards are preferred
but not mandatory
[When an authorized representative applies on behalf of a household, the identity of both the
authorized representative and the head of household must be verified. Identity may be verified
through readily available documentary evidence, such as pay stubs, utility bills, tax returns, rental
agreements, bank statement or other documents that contain the individual’s name and address.
Verification of identity may also be obtained through a collateral contact or through the EIS
CANO Screen or DOL websites. Policy 3002 1 C.]
b.
Residency;
c.
Alien status of any household member who is not a U.S. citizen;
d.
Countable gross income;
e.
Proof of heating costs; and
f.
Dwelling type.
[ Dwelling type is verified by the client indicating the dwelling type on the application and signing
the application. If the worker questions the dwelling type, they may obtain a collateral statement
from a landlord, neighbor, or clerk’s office. ]
8.1 P HYSICAL RESIDENCE ADDRESS
A physical address is needed to ensure the household resides in the HAP versus a tribal service
area, and allows the HAP to determine if multiple applications have been received from the same
residence. If the address is not available on EIS or on utility bills, and the community has
physical addresses, the application is pended for the physical address.
 Non-acceptable verification: listing “same” as a P.O. Box or General Delivery mailing
address.
8.2 HEAT OR RENT COST
An applicant shows they have a heating cost of $200 annually by one of the following methods:
1. Providing a copy of primary heat source bill which the applicant is responsible for paying.
If client is claiming all electric use, the worker can use 1,000 KWH as an estimate of use
to determine if electric may be the primary heat source or call the electric company to
verify. Also providing an electric bill when requesting a portion to electric. (See Section
7.6 for Proof of Cost)
35
2. A house sitter or caretaker must indicate the length of time he or she has been residing in
the dwelling in order to determine if they are responsible for paying a cost for heat. A
collateral letter from the homeowner shall be provided for a house sitter or caretaker,
indicating they meet the 60 consecutive days for temporary shelter and are responsible for
the heat cost. (See Section 6.2 Annual Heating Costs of $200 or Less)
3. Providing a rent receipt and rental agreement as an indication that they pay for heat
through the rental payment. The rental agreement is used to help HAP staff determine if
anyone in the household is participating in a subsidized housing program, and to
determine the main source of heat. Rent receipt and/or rental agreement verification is
documented in <F9> notes. It is not necessary to make a copy of the rental agreement for
the case file, but a copy of the page that shows the utility payment arrangement is
recommended and noted in F-9 notes.
4. Demonstrating that their heating costs exceed their subsidy by over $200 annually, if
participating in a subsidized housing program (this includes both rental or home
ownership programs that provide a utility allowance in their payment structure). This is
done by furnishing documentation of the annual heating cost and annual heating subsidy.
Although it is the household’s responsibility to provide this documentation, it is HAP
policy to assist applicants in obtaining the necessary information whenever possible.
5. Showing that they are directly responsible for paying home heating expenses if receiving
State of Alaska General Relief for the month of application.
6. Information included in EIS or HAS case notes verifying wood heat, if the information
was obtained within one year of the current HAP application date. Contact the Eligibility
Office Manager if uncertain whether or not the information is sufficient to make a
determination. Provide a wood receipt(s) showing a $200 annual heat cost.
7.
Self-harvest wood receipts may include chains, bar oil, files, chainsaw, gas for saw, or
transportation costs to gather wood, etc.)
8.3 60 CONSECUTIVE DAYS RESIDENCE IN TEMPORARY SHELTER
The applicant provides a signed and dated letter from someone they know who can verify their
living situation and can verify that they have been residing in a temporary shelter for sixty or
more consecutive days.
8.4 HOUSEHOLD COMPOSITION
The division verifies household composition through the Division of Public Assistance records,
as well as Prisoner data base through Vinelink or ACOMS or by applicant statement notifying
HAP staff of a change in the household. H:\Shared\2011-2012 SHARED FOLDER (See Section.
15.8 for VINELink and ACOMS) .
A person over the age of 60 has an impact on the recipient’s benefit level. Households with a
member age of 60 or over receive one additional point in their benefcit calculation. If a member
turned 60 while waiting for their application to be worked, the caseworker should assign one
extra point to the calculation. (See Policy 3001-4E)
36
8.5 INCOME
The division reviews and verifies each household’s gross income for the month prior to
application. Verification may be provided through documentary evidence (wage stubs, award
letter, annual statement, tax records); Division of Public Assistance, Department of Labor
records; Child Support Enforcement Agency, or impartial third parties such as fee agents, village
council representatives, or social service agencies.
For households who appear eligible, mandatory verification, including income and heating cost
verification, must be obtained. Previously verified information, that is documented in EIS or
HAS F9 notes, that has not changed cannot be required, unless the worker determines the
information has become questionable. If the information was not previously documented, it must
be requested and verified. Note: Senior Benefits CANOs may be used only if the income is VERIFIED
by means other than client statement.
The household must document gross income received in the month prior to the month in which
the application for heating assistance was signed. For those who are seasonally or self-employed
the previous 12 month income must be documented.
8.6 SIGNATURE MONTH
1. Due to extenuating circumstances such as death, medical reasons, or an over income
denial, the worker may determine that it is in the client’s best interest to use the
signature month rather than the prior month. Note such in <F9> notes as PPJ and why
this was done.
2. When a household member dies in the month of application, the worker will determine
whether the household will benefit better by using the signature month rather than the
prior month’s income due to the change in circumstance.
3. If the client does not have an open case in the prior income month, but the worker can
see a public assistance case open in the signature month, CE can be used for that month
rather than issue a denial that will immediately result in a reapplication and award.
4. A household may have submitted incomplete income verification or be over income for
the month of application, but eligible in the subsequent month. In such cases the
household does not have to reapply. The same application is used for the determination
of eligibility for the subsequent month. (Section 6.9.8 Guidelines for Computing
Income)
5. Applications dated or postmarked in the month of April must be determined based upon
income received in the month of March unless all income for April is available at the
time of processing.
6. In some cases the application is signed months before it arrives at the HAP. In these
cases eligibility is based upon income received during the month prior to the month the
application was received in the HAP office. Request a new application if the original
was received more than 60 days after the signature date. Data entry worker should
notify the client by telephone. If the worker notices the date difference, they should
notify the client by phone.
37
38
8.7 INCOME MATRIX FOR COUNTABLE AND NON-COUNTABLE INCOME, VERIFICATION
Income Types
Definition
Considered
Income?
Yes
No
Proof of income
Adoption Subsidy
Subsidy payment to parents who
adopted a special needs child.
X
Adult Public Assistance
(APA)
Gross regular and adjustments or
recoupment payments from public
assistance
X
EIS screens
(APBH/APIH),
current award letter,
statement from
worker
AHFC Mortgage
Payments (UAP?)
UPA payments are cash payments to
the household and noted on the
AHFC worksheet
X
AHFC worksheet
Alaska General Relief
Assistance (GRA)
Alaska General Relief Assistance
Alaska Longevity Bonus
Alaska Native
Corporation Payments
Alaska Temporary
Assistance (ATAP)
Alaska Senior Benefits
(GA)
Alimony
X
See: Senior Benefits
X
Alaska Native Claims Settlement
Act (ANCSA) Alaska Native Claims
Settlement Act) Alaska Native
corporation payments…First
$2,000 received annually to
shareholders are exempt.
Payments over $2,000 annually are
countable income.
assistance
Alaska Senior Assistance and Alaska
Native Elder Assistance
Support from an absent family
member or someone not living in the
household. Child support or alimony
payment made directly to a mortgage
company on behalf of a client is
considered income.
39
X
X
EIS screen
(TABH/TAIH),
award letter, worker
statement
X
X
X
EIS screen
(CANO), court
order showing
amount awarded,
check stub.
Income Types
Annuities/insurance,
pension, retirement, and
disability benefits
Definition
Annuity payments paid quarterly
shall be averaged over the three
months and counted as monthly
income; annuity payments paid
annually shall be averaged over
twelve months and counted as
monthly income.
Considered
Income?
Yes
No
Proof of income
X
EIS screen
(CANO), benefit
statement letter,
year-end statement
, R-1099
APA: Adult Public
Assistance
assistance
X
EIS screen
(APBH/APIH),
current award
letter, statement
from worker
ATAP (Alaska
Temporary Assistance)
assistance
X
EIS screen
(TABH/TAIH),
award letter,
statement from
worker
Basic Allowance for
Housing (BAH)
Military housing allowance
X
Copy of
checks/stub
BIA General Assistance
(BIA)
When paid directly to the
household
X
EIS screen
(CANO), check
stub, letter from
BIA office
X
Paid to the vendor
General Assistance Program
burial payments made to a vendor
are excluded as income.
Bingo and lottery
winnings
Capital gains
Any profit that results from
investments into a capital asset, such
as stocks, bonds or real estate, which
exceeds the purchase price
Cash gifts
That do not exceed a total of $20 per
month per individual in the
household
40
X
X
EIS screen (CANO),
Bingo/Pull Tab
Statement, letter
from provider
X
IRS form 1040 EIS
screen (CANO)
X
EIS screen (CANO),
HAP application,
statement from
person providing
cash gifts
Income Types
Definition
Cash-out Pension or
Retirement
Cash payments
Child support
Including payments to household
from a wage earner not residing with
the household because of his or her
employment; or an absent family
household
Support from an absent family
household. Child support or alimony
payment made directly to a mortgage
company on behalf of a client is
considered income.
Payments received from the noncustodial parent or a child support
enforcement agency, including full
or partial monthly obligation
payments, payments toward
obligation arrearage, and voluntary
payments.
Considered
Income?
Yes
No
X
Benefit statement,
year-end statement,
current pay stubs
showing gross.
X
EIS screen (CANO),
copies of
checks/stubs, work
statement
X
CSSD screen, a
signed statement
from the noncustodial parent, EIS
screen (CANO),
court order showing
amount awarded,
check stub, stated on
application.
A signed statement
from the noncustodial parent,
the TAIH screen on
EIS showing the
issuance of a passthrough payment.
Payments paid by the noncustodial parents to a third party to
pay for a household expense.
COLA
Child Support Services Division (
CSSD ) pass-through payments paid
through DPA or a Native Family
Assistance Program agency to a
TANF recipient.
Cost of living allowance
41
Proof of income
X
Copy of checks/stub
Income Types
Combat Pay
Conservation Innovation
Grants (CIG)
Contract for deed
Definition
Considered
Income?
Yes
No
Additional payment received by a
member of the US Armed forces
deployed to a designated combat
zone is excluded income for the
duration of the deployment if the
additional pay is the result of
deployment to or while serving in a
combat zone, and it was not
received immediately prior to
serving in the combat zone.
X
Consider annual interest payment
X
NRCS funding opportunity for
agriculturalists to stimulate
development of conservation
approaches.
X
Crime Victims Benefits
Proof of income
Pay stub
Annual interest
statement
X
Declaration of Personal
Income
Irregular income resulting from
occasional sources such as yard work,
childcare, collecting cans/bottles,
donating blood/plasma, payments
from sale of personal belongs,
house, boat, loan repayments, escrow
payments, etc.
X
Client statement on
HAP application.
Deposits
Made into bank accounts owned or
jointly owned by the household,
unless identified as income
previously considered
X
Copy of bank
statement
42
Income Types
Definition
Considered
Income?
Yes
No
EIS screen (CANO),
current benefit
statement, bank
statement (VA
disability benefits
are not subject to
deductions) or call
VA Office
1.800.827.1000
Payment from:
•
Veterans disability benefit
•
Social Security disability
insurance
•
SS-Ds Supplemental Security
Income (SSI)
•
State of Alaska Adult Public
Assistance (APA or IA)
•
Disability retirement benefits
from a government agency
because of a disability considered
permanent, or
Disability benefits
Diversion payments
Dividends, interest &
royalties
Dividends, Native
Earned Income Tax
Credits
•
Railroad Retirement Act (below)
•
EXCEPTIONS: Veterans’
benefits provided to children of
Vietnam veterans (including
adult children) who were born
with the congenital defect spinal
bifida, benefits paid to children
of women, Vietnam veterans,
born with certain other birth
defects.
TA payment
From
non-native
investments, stocks,
Proof of income
X
X
X
EIS screen (GAIH)
X
Letter declaring
amounts, bank
statements
corporations,
Excluded: PFD’s received by
household members, and first $2,000
Native Corporation dividends.
Alaska Native Claims Settlement
Act (ANCSA) Alaska Native Claims
Settlement Act) Alaska Native
corporation payments to
shareholders and Alaska after first
$2,000 exempted income.
Any Earned Income Credit displayed
on a pay check should be deducted
from the gross income. EIC is not
counted as income
43
X
X
Checks/stubs
Income Types
Definition
Education Income
Education assistance that is not
funded under Title IV of the Higher
Education Act or the Bureau of
Indian Affairs student assistance
program funds is excluded as income
if it is used or will be used for paying
tuition, fees, or other necessary
education expenses at any
educational institution, including
vocational, technical, and
correspondence schools, and schools
for people with disabilities. See
Exception below.
Education Income
Any portion of education assistance
that is not used or set aside for
paying tuition, fees, or other
necessary education expenses is
countable unearned income.
Escrow income
Excess Reimbursements
Federal income tax
refunds
Considered
Income?
Yes
No
X
X
X
X
Food stamps
Foster Care
Letter declaring
monthly amount,
bank statement
X
When payments received as an
advance or reimbursement for
volunteer job training or workrelated services exceed the expense
incurred, the excess amount is
included as income
Proof of income
X
Households receiving foster care
income may choose not to count
foster care income if they do not
consider the foster child/adult to be a
member of their household. In these
cases, the foster child/adult is not
counted as a household member. A
foster adult not considered a member
of the household must be considered
a household sharer, or room renter.
44
X
Check stubs, EIS
screen (CANO)
Income Types
General Relief
Assistance Payments
Definition
State of Alaska General Relief
Assistance Program payments paid
on behalf of the household to a
vendor for household expenses such
as rent, food, fuel, clothing, utilities,
house repair, transportation, and
burial are exempt
G.I. Bill payment
Housing Allowance
X
X
In kind, non-cash housing is exempt.
Housing allowances as cash on a
paystub is countable income.
Ineligible Alien
Considered
Income?
Yes
No
Households with household members
that are:
•
ineligible alien,
•
non- US Citizen
•
failure to provide a social
security number
Proof of income
(In Regs, exempt)
Current award letter,
checks/stub
X
X
X
Wage stubs or
statement from
employer specifying
gross wages, EIS
screen
We count their income but they will
not be counted as a household
member
Inheritance
X
45
Letter regarding
conditions of
payments
Income Types
In-kind /non-cash
income
Interest
Definition
Considered
Income?
Yes
No
Any gain or benefit that is not in the
form of money in exchange for food
and shelter, produce from a garden,
clothing, non-cash employee benefits,
such as the Legal Trust benefit
provided to State of Alaska
employees, and non-cash
assistance such as the Medicare
Part D Low-Income Subsidy. All
bona fide loans, including
educational, personal, and
commercial loans, are disregarded as
income. A bona fide loan is a debt
that the borrower has an obligation to
repay and expresses his or her
intention to repay.
Bank or investment interest
X
X
Interim Assistance (IA)
Interim Assistance; gross regular and
adjustments or recoupment payments
from public assistance
JOBS
Alaska Job Opportunities and Basic
Skills allowances
X
JTPA
The Job Training Partnership Act of
1983
X
Jury duty pay & witness
fees
Jury duty payments and witness fees
count as earned income. Any portion
of a jury duty payment or witness fee
that is designated as a reimbursement
for items such as food, lodging,
parking or transportation is excluded
income. Exception: Jury duty
payments issue d directly to the
employer is exempt income
Loans
Money received from an educational,
personal, commercial, or other loan
for which the borrower has an
obligation to repay
46
X
Proof of income
The nature of a loan
must be verified and
documented in the
case file.
Commercial and
educational loans: a
copy of written loan
agreement or any
document
identifying the
payment as a loan.
Personal loans: must
provide
acknowledgment by
the borrower and
lender there is an
obligation to repay
loan.
Bank Statement
EIS screen
(APBH/APIH)
X
Copy of check,
check stub, official
letter
X
Income Types
Lottery Winnings
Lump sum payments
MASST (Title V)
Definition
Lottery winnings paid on an annual
basis shall be averaged over twelve
months and counted as monthly
income.
Unless specified as not countable
Considered
Income?
Yes
No
Proof of income
X
X
Allowances, earnings and payments
from an employer and funded by the
MASST Mature Alaskans Seeking
Skills Training program, federally
known as the Senior Community
Service Employment Program
(SCSEP Senior Community Service
Employment Program), is
administered under Title V of the
Older Americans Act, P.L. 100-175.
X
Wage stubs or
statement from
employer specifying
gross wages, EIS
screen (CANO)
When a household member is
deployed, the deployed person’s
income is counted as household
income, except that portion paid
directly to the deployed person for
expenses. Also add in their: COLA
and BAH
Military Pay
NOTE ON MILITARY PAY: The
income on the Leave and Earnings
Statement is considered a single
monthly payment, even when
military personnel receive a midmonth paycheck. For example, a
military person receives a mid-month
check on November 15 and the end
of the month check on November
30. The November, showing income
for November 1 through 30, is
received December 1. The income
shown on this is countable income
for November. See Combat Pay
SAVE Pay is excluded military
income.
47
Leave and Earnings
Statement, EIS
screen (CANO)
X
X
Income Types
Money from 3rd Party
Native Dividends
Native Elders Assistance
Natural Resource
Conservation Grants
Offsets (DOL)
Definition
Considered
Income?
Yes
No
Funds provided and used for the
care of a third party beneficiary
who is not a household member
(third party payee) are
exempt. For example, a household
receives child support for a child
not living in the home. The
household sends the child support
to the child. This child support is
not income to the household. This
also includes situations where
separate households share rent and
one household receives a rent
payment from the other and pays
the landlord. The household that
pays the landlord would not have
the money counted as income that
was given to it by the other
household to pay the rent.
Native Corporation Dividends . First
$2,000 is exempt, additional
dividends after first $2,000 are
countable, per person per year.
X
X
Tribal payments to elders because
they are elders.
Grants awarded through the NRCS to
improve water management and/or
improve resource conditions.
Dept. of Labor offsets. Per 7AAC
44.040 I “The department will
calculate the household’s gross
monthly income by counting total
cash receipts before taxes, earned
and unearned, derived from any
source by any member of the
household in the calendar month
before the date of signature on the
completed application.”
48
Proof of income
X
Dividend Check
stub or 1099
X
Y
X
Copy of the grant
award or letter
showing the total
grant amount and
the time period of
the award (6 mo, 1
yr, 2 yrs).
Income Types
Other Income
Other Income
PASS Child Care
Payments
Definition
Income will be attributed to the
household from individuals not
considered to be household
members. These situations
include:
Households with a member
disqualified as an ineligible alien or
for failure to provide a social
security number or declare
citizenship. The excluded
member’s income is countable
income.
Sale of personal property, house,
boat, car, receipt of a loan payment,
escrow payment, etc.
Considered
Income?
Yes
No
Acceptable
verification
depends on the
type and source of
income.
X
X
PASS I, II, and III Child Care
payments paid to persons for their
child care expenses are excluded
income. These payments are
countable earned income to the
child care provider
Pensions
X
EIS screen (CANO),
benefit statement,
year-end statement,
R-1099
X
PERS/TRS
State of Alaska retirement plans;
including cash-outs
PFD
Alaska Permanent Fund Dividend
Exception: a PFD received by the
household by a non- household
member. This would be considered
countable income
49
Proof of income
X
EIS screen (CANO),
benefit statement,
year-end statement,
current pay stubs
showing gross
amount
X
EIS screen (CANO),
bank statement
Income Types
Definition
Considered
Income?
Yes
No
Proof of income
Public Assistance
Public assistance income includes
TANF payments (Alaska Temporary
Assistance Program and Native
Family Assistance) and Adult Public
Assistance payments (Aid to the
Disabled, Aid to the Blind, Old Age
Assistance, and Interim Assistance.
X
EIS Screen or
Native Family
Assistance Agency.
Railroad Retirement Act
payments
An annuity payment under the
Railroad Retirement Act and
determined to be eligible to receive
Medicare or determined disabled.
X
Current award letter
EIS screen (CANO),
year-end statement ,
R-1099
Recoupment
Monies withheld from an assistance
payment, earned income, or other
income source or monies received
from any income source which is
voluntarily or involuntarily returned,
to repay a prior overpayment from
that income source.
X
Reduction for Fraud
Reductions due to Fraud: When a
TANF or APA benefit is reduced to
repay a fraud overpayment, the
calculation of the food stamp
allotment will use the TANF or APA
amount the household would have
received without the grant
reduction. This applies only if a
formal fraud finding was determined
by the administrative disqualification
process or a conviction by court.
X
Reimbursements
Payments received for reimbursement
of expenses incurred in connection
with employment, such as travel,
meals, mileage, training, or per diem
reimbursement; payments received
for reimbursement of medical
expenses and reimbursements made
to an individual serving as a
volunteer.
50
X
Income Types
Rental Income
Definition
Rental income (gross income minus
costs of doing business). Costs of
doing business may include the
mortgage, taxes, and insurance.
Note: Rental income received in a
lump sum shall be averaged over
the months of intended use and
counted as monthly income.
Retirement & SBS
Payments or cash-outs
Reverse Mortgage
Payments from a reverse mortgage.
Room Renter
Count the rent but don’t count the
room renter as part of the household
SAVE PAY
Military Pay that is not countable
income.
Seasonal Work
A regular season of 11 months or
less. May include fishing, logging,
school district, tourism, firefighting
jobs
Self-Employment
Senior Benefits
Net self-employment income for the
previous 12-month period, after
allowable deductions.
Self-employment includes
occupations such as small business,
crafts, boarding house
manager/owner, ownership of
rental property, and seasonal selfemployment such as fishing.
Per our regulations – exempt
51
Considered
Income?
Yes
No
Proof of income
X
X
X
X
Rent receipt, EIS
screen (CANO), last
year’s HAP case
X
See FS 3003 6.B.2b
X
Completed seasonal
work statement,
DOL (BTWI), 1099
form, final
settlement statement
(fishing)
X
Completed selfemployment form,
IRS 1040 +
Schedule C income
tax form, DOL
(BTWI)
X
Acceptable: tax and
bookkeeping
records, account
statements.
Written
verification of selfemployment
income and
expenses are
required.
Income Types
Social Security
Advances
Social Security Benefits
(SSI/SSA)
SSI Payment –
Exception
Stocks & Bonds
Definition
Considered
Income?
Yes
No
This income is a loan from a
financial institution to a person
receiving direct deposit SSA income.
It is paid to the bank when the month
SSA benefit is received
Social Security benefits ( SSA ) –
retirement, survivor’s disability
and dependents benefits;
Supplemental Income ( SSI ) – aged,
blind and disabled person’s
benefits; and Veteran’s benefits are
considered unearned income.
X
The portion of the SSI payment
that is deducted as a payee fee, up
to 10% of the monthly benefit not
to exceed $35* is excluded. If the
client’s disability is based on drug
addiction or alcoholism, the fee can
be 10% of the monthly benefit not
to exceed $68*. To qualify to
collect a payee fee, the organization
must be a community based
nonprofit social service agency.
(*Fee amounts effective December
2007)
Cash payments, including
payments to a household from a
wage earner not residing with the
household because of his or her
employment.
52
Award letters, SVES
SDX/Bendex, EIS
screen (CANO), a
statement from
Social Security, last
year’s HAP case.
X
X
X
Strike Benefits
Proof of income
X
Letter regarding
condition of
payment, bank
statement
Copy of check,
statement/ Union
Income Types
Student
Reimbursements or
Allowances
Student Loans Grants
Definition
Considered
Income?
Yes
No
Any payment made under Title IV
of the Higher Education Act or
under Bureau of Indian Affairs (BIA
Bureau of Indian Affairs) student
assistance programs is entirely
excluded. Other educational
income that is either used or
intended to be used for allowable
educational expenses is excluded.
X
X
Student Study grants
Also known as Work-Study grants
X
Student Wages
Wages received by a half-time
student less than 18 years of age
(this exclusion continues during
semester breaks and summer
vacation); and that is not the head of
household. Use the date and
signature to determine if the person
was 18 years old at the time of
application.
X
Subsidized Adoption
payments
Including adoption stipends
Supplemental Security
TANF
Temporary Assistance for Needy
Families; gross regular and
adjustments or recoupment payments
from public assistance
53
Proof of income
Award Letters,
billing statements,
statement from
household
X
EIS screen (CANO)
or Native Family
assistance agency,
3rd party
X
SVES, benefit
statement, last year’s
HAP case
X
EIS screen (CANO)
or Native Family
assistance agency,
TANF records or
check stub
Income Types
Definition
Considered
Income?
Yes
No
Tips or Gratuities
Pay stubs that list
the tips, statement
from, EIS screen
(CANO). Client
statement.
X
Title IV
Title V (CSEP)
Higher Education Act and Bureau of
Indian Affairs Student Assistance
Programs: Pell, Byrd Scholars,
LEAP, SLEAP, Upward Bound, SIG,
Stafford, Perkins, Work-Study, etc.
X
Received by senior citizens under the
Community Service Employment
Program (CSEP) and/or Mature
Alaskan Seeking Skills Training
(MASST)
X
Trade Readjustment Act
(TRA)
Trust Disbursements to
the individual
Income to a Special
Needs Trust
Unemployment
Insurance (UIB)
Proof of income
Award Letter or
Contact awarding
institution
X
Monthly payments to the client. Only
count disbursements received from
the trust account by the client during
the month.
X
Paid to a third party payee for client
SSA, SSI or Inheritances
Direct deposit benefits are counted as
income on the date of issuance;
including amounts garnished; offsets/ recoupment.
54
Statements from
trust regarding
disbursements
amount, EIS screen
(CANO)
X
X
DOL screen BB53,
statements from
other states re:
disbursements
amounts, EIS screen
(CANO)
Income Types
Uniform Relocation
Assistance and Real
Property Acquisition
Policies Act of 1970
Vendor payments
Definition
The following payments are
excluded as income under Title II:
payments to persons displaced as a
result of the acquisition of real
property; relocation payments to a
displaced homeowner toward the
purchase of a replacement dwelling
(such payment may only be to a
displaced owner who purchases
and occupies a dwelling within one
year following displacement);
replacement housing payments to a
disabled person not eligible for a
homeowner’s payment.
Cash payments made by a person or
organization outside of a household
directly to a vendor or provider to
meet expenses for a household.
Including former spouse paying
rent/mortgage
Veterans Retirement
Benefits…for Retired
Military Personnel, that
are veterans, but not
disabled. (Different
from Veteran’s
Disability Benefits.
Veteran’s Disability
Benefits.
Veteran’s [Vietnam]
Disability Benefits.
Considered
Income?
Yes
No
X
X
Statement from
person providing the
payment, copies of
checks/stubs, EIS
X
Current award letter,
EIS screen, year end
statement, R-1099.
Retiree Account
Statement, which
will show income
tax deductions.
X
Bank statement
permitted since
these payments have
no deductions.
Veterans’ benefits provided to
children of Vietnam veterans
(including adult children) who were
born with the congenital defect spinal
bifida, benefits paid to children of
women, Vietnam veterans, born with
certain other birth defects.
X
Veterans Voc Rehab
Schools
X
Veterans Voc Rehab
Housing
X
55
Proof of income
Income Types
Victims of Crime
Vocation Rehabilitation
Payments
Volunteer Payments
Volunteers
Wages
Definition
Considered
Income?
Yes
No
Any payment received from a fund
established by a State to aid victims
of crime is excluded from income
X
Payments made to, or on behalf of, a
household member by the division of
vocational rehabilitation, DOLWD,
for purposes related to training
programs in which the individual is
enrolled.
X
Volunteer status and
participation in an
exempt program
must be verified
Any payments (salary, wages, stipend
or reimbursements) paid to volunteers
under the Senior Corp and
AmeriCorps programs of the
Corporation for National and
Community Services (CNCS) are
excluded income: AmeriCorps-State
and National AmeriCorps-VISTA
AmeriCorps-NCCC –National
Civilian Community Corps
Foster Grandparents
RSVP – Retired & Senior Volunteer
Corps
Senior Companion Program
Payments received for support
services or reimbursement of out-of
pocket expenses, such as lunches or
transportation, made to an individual
servings as a volunteer
Wages and salaries before any
deductions or garnishments; cost of
living allowance (COLA), leave
cash-outs, vacation pay, bonuses,
training stipends, and back-pay.
Including commissions, bonuses,
profit sharing, tips, stipends,
severance pay, sick leave, royalties
and honoraria which result from the
client’s work service, cash advances.
Income from babysitting,
housekeeping, craft sales, fishing, etc.
is considered wages unless the
applicant is claiming selfemployment.
56
Proof of income
X
X
X
Employer’s
statement signed and
dated, employer’s
wage record,
paycheck stub,
collateral contact
with the employer,
EIS screen (CANO)
Income Types
Wage Withholding
WIC
Workers Compensation
Workforce Investment
Act
Work-Study Earned
Income
Definition
Wages held by an employer
without the employee’s approval
are exempt income, except for
garnishments.
Payments or benefits received
under the Women, Infant, and
Children Program (WIC Women,
Infant, and Children Food Program)
are exempt
Gross income including
recoupment’s and adjustment
payments
On the job training program:
Earnings paid to persons
participating in on-the-job training
under a Workforce Investment Act
program are exempt when the
person earning the money is under
19 years old. WIA Workforce
Investment Act earnings paid to
persons 19 years or older are
countable earned income.
College or university students may
be enrolled in a work-study
program in which they attend
school part-time and work parttime at a job. Any income a
household or recipient earns from
employment in a work-study
program will not be counted as
income.
***And income specifically excluded by federal law
8.7.1
Considered
Income?
Yes
No
Proof of income
X
FAX, email or
statement from
Workers Comp, EIS
screen (CANO)
X
X
X
Employer’s
statement signed and
dated, employer’s
wage record,
paycheck stub,
collateral contact
with the employer,
EIS
This disregard
applies to both
adults and
children. The
worker must verify
that part-time
employment of
recipient who
claims to be in a
work-study
program is in fact
in a work-study
job and not an
individually
acquired regular
part-time job.
UNACCEPTABLE INCOME DOCUMENTATION
 Non-acceptable income verification: Statements or phone calls from household, generally
most bank statements unless specifically addressed and included above in matrix.
57
8.7.2
LITTLE OR NO INCOME
A household with little or no income must indicate how basic living expenses are being met.
Income information should be verified on EIS and on the Department of Labor network.
If there is conflicting information on the application, EIS, or Department of Labor network, the
application must be pended for clarification.
If a household is receiving Food Stamps and their gross countable income is zero for the previous
month, no other income verification is required.
If there is no indication of how a households meeting basic living expenses, reports little or no
income, is not receiving Food Stamps, and has no explanation in HAS prior year <F9> case notes,
the application is pended for more information. Collateral contacts may be requested of the
household to explain how basic living expenses are being met. A Collateral Contact Statement is
a statement from a third party that addresses the household’s income situation and that supports
the household’s claim of little or no income. The statement should also explain how the
household is meeting living expenses. Collateral letters must contain the author’s name, address,
and phone number.
Verification of Self-Employment Income
A signed, itemized profit and loss statement must be provided. (Blank profit and loss forms are
available in the HAP office.) The prior 12-month profit and loss statement should contain an
itemized listing, in date order, of all business-related income and expenses for the prior 12-month
period. The statement must be signed by the self-employed individual. It is not necessary for the
applicant to submit receipts or have the profit and loss statement notarized. The standard
deduction of 50% of Gross Income will be allowed if the individual claims expenses. If the
allowable business expenses exceed 50%, the worker will allow the greater deduction. If the
applicant states they have no expenses then no deductions are allowed.
Income tax form 1040 and Schedule C from the prior calendar year is required for those with selfemployment income.
Self-employed fishermen may send a copy of a Final Settlement Sheet to verify fishing income.
Self-employed crew members may send a 1099 form to verify fishing income.
Self-employment income can never be counted as less than zero. Self-employment expenses can
only be used to offset self-employment income. If there is no self-employment income, expenses
are not allowed. Loss from one business venture cannot be deducted from the income of another
business venture. If there is more than one self-employment venture, each is considered
separately.
WRITTEN VERFICATION OF SELF-EMPLOYEMENT IS REQUIRED. Policy 3003-4 .
8.7.3 INADEQUATE INCOME DOCUMENTATION
When a household’s income is not verified by the applicant or cannot be verified from the
previously mentioned sources, the worker must request additional information.
58
If a household’s expenses exceed income by a considerable amount, no past-due bills are evident,
and no explanation of how the applicant is meeting living expenses is provided, the worker must
request additional information.
8.7.4 ALTERNATE MONTH TO DETERMINE ELIGIBILITY
A household may request that their application be determined using a month other than the month
of application due to a change in circumstances that would affect their grant.
•
If the case has not yet been processed, deny the application as “Application Withdrawn” and
advise the applicant to reapply.
•
If the case has already been approved, it cannot be re-determined.
59
9
CASES REQUIRING SPECIALIZED PROCEDURES
9.1 HAS ALERT CODES
When the worker enters her initials into HAS, or opens the grant calculation screen using <F5>,
the computer system may pop up an alert window. This window alerts the worker that the
household may be ineligible, or that there is information that the worker needs to be aware of in
processing the case. The alert list includes:
Alert
Code
Reason
AN
Alaska Native
FR
Fraud
NG
Natural Gas
RC
Recoupment
SE
Subsidized Eligible
SH
SO
Subsidized Housing
(AHFC Alert)
Subsidized Housing
(Denial Code)
Served by Other
SR
Subsidized Rental
Housing
(Denial Code)
TR
UD
Tracking
Utility Deposit
SH
Description
Alaska Native or American Indian household served by a
LIHEAP tribal provider.
The household has provided fraudulent information in the past
and may have a prior grant debt to repay prior to receiving
another HAP grant. Consult with the Eligibility Office
Manager when you see this alert.
Eligibility in alert year should have been based on gas heat.
Check the address where client was living in the year with the
alert. If living at the same address, determine as gas heat.
The applicant owes HAP money from a grant they received
that was for the incorrect amount. The amount owed can be
deducted from future HAP benefits. Consult with the
Eligibility Office Manager when you see this alert.
The applicant lives in subsidized rental housing, but met the
program eligibility requirements.
AHFC Alert to clients in subsidized housing program, usually
Choice or Section 8 Voucher program, pre-2012 clients and
alert system.
The applicant lives in subsidized housing but has a subsidized
utility allowance and pays for their own heat..
The applicant is served by a tribal organization.
the applicant lives in subsidized rental housing and is
ineligible for HAP A housing list with various subsidized
housing complexes is at: H:\Shared\hap shortcuts\SUBLIST
Public Housing = Heat included in the rent.
There is information about this applicant of which the worker
should be aware. Look in the case notes for the year specified
in the alert. Review the information that caused the alert.
the household has received a SRHUD
To add an alert to a case in HAS:
• Select Ineligibles from the Main Menu. A pop-up screen will appear. Enter the
requested information with the Source Code chosen from the Reasons listed above.
• Enter the FY that the alert relates to.
• Add a note using <F9>. The first word of the note should be TRACKING, or whichever
reason applies to the situation. Enter the entire words in capital letters.
• Review the information for accuracy. Inaccurate information will not generate the alert
as intended.
60
•
The worker will enter a <F9> case note into the case that generated the alert, to
acknowledge that the alert was researched.
9.2 SUBSIDIZED HEAT AND APPLICATION P ROCESSING
Applications involving subsidized heat are handled in the following manner:
9.2.1
AHFC SUBSIDIZED RENTAL HOUSING ALERTS – SR
If the applicant lives in AHFC administered subsidized rental housing (public housing) or
received a Section 8 (Choice) voucher and heat is included in the rent, the application is denied
with reason code SR. The worker records in <F9> Notes: “SR per AHFC, heat included.”
Worker will verify that the address is the same on the current application as the SH alert address.
9.2.2
SUBSIDIZED HOUSING ALERTS - SH (Subsidized Housing)
The applicant that resides in subsidized housing but pays directly for heat and may qualify for the
HAP program if they have an annual $200 out of pocket heating costs over and above their
subsidized utility allowance. The worker determines if the applicant is in the same residence as
the year. The worker contacts the housing authority for a current utility breakdown and follows
the guidelines in 9.2.4.
If the household pays directly for heating costs and the worker determines the household is in
LITHC Program, Tax Credit Program, or other Home purchase program, the worker will contact
the housing authority to determine if there is a monthly utility allowance and processes according
to 9.2.4. If there is no subsidized utility allowance, the case is processed as any other home
owner or renter. If the household is eligible, remove the SH alert and set an SE alert.
9.2.3 SUBSIDIZED ELIGIBLE HOUSING ALERTS - SE (Subsidized Eligible)
The applicant resides in subsidized housing but pays directly for heat and qualifies for the HAP.
The worker determines if the applicant is in the same residence as the year in which she was
previously determined “SE” (Subsidized Eligible). The worker checks to determine that the SE
alert was based on the most recent method for calculating eligibility. The worker contacts the
housing authority for a current utility breakdown and follows the guidelines in 9.2.4. If the
application is eligible, add the SE alert. If the applicant has moved or is denied, the worker
removes the SE alert from the alert list.
9.2.4 ANNUAL HEATING COST EXCEEDS ANNUAL HEAT SUBSIDY > $200 “SE”
If the applicant is in the same residence as the year in which they were determined “SE”, or has
an “SH” Section 8 alert and has direct heat costs, the worker simultaneously “pends” the
application and requests a copy of the most current AHFC Calculation Summary sheet and Utility
Responsibility Sheet or the tenant utility worksheet from the housing program (if the applicant
has not provided it). The worker reviews the contract screen/worksheet to determine if:
1. The household actually pays directly for home heating costs, and
2. The household’s out of pocket expenses exceeds the utility allowance for heat by more
than $200 annually.
61
3. The worker obtains a copy of the contract screen and utility breakdown from AHFC (on
the website for the area and size of unit), or the utility worksheet from the housing
program (if the applicant has not provided it), and determines if the household’s annual
heating cost exceeds the annual heat subsidy by over $200. Utility allowance x 12 +
$200 = ______. If 12 months is NOT available (new tenant), the worker will advise the
client of the subsidized heat cost and that they may resubmit the out of pocket heat cost
information as soon as they have exceeded that amount plus $200.
4. The worker records in <F9> Notes: “not SE or SE, annual heat cost is $________ per
ENSTAR, annual heat subsidy is $______ per AHFC”. Worker must show calculations.
If the heating cost exceeds the subsidy by more than $200, the worker writes a note on the
approval NOA referring the household to the weatherization provider for their area. (HUD
complexes are not eligible for AHFC weatherization services.)
The worker enters or updates the Alert List: SE type IN ALL CAPS, and double check the SSN
and spelling of the name after entry.
9.2.5
HUD AND OTHER HOUSING AUTHORITIES, MUTUAL HELP OR HOME PURCHASE
PROGRAMS
For all other housing – information must be obtained from the unit’s Property Manager. The
native housing authority property manager contact information is provided in Section 14.1.1.
Mutual Help – USDA Mutual Self-Help Loan program and HUD Mutual Help Homeownership
Programs are used primarily to help low-income households obtain financial assistance for the
construction of individual homes. Mutual Help program applicants may or may not qualify for
consideration in our program according the subsidized housing guidelines and HAP program
regulations. If the housing authority does not have a recent utility breakdown, the worker will use
the HUD housing matrix determine the utility allowance or the Regional Housing Authority
Utility allowance, whichever is less (in favor of the client). The worker obtains a copy of the
utility worksheet from the housing program (if the applicant has not provided it), or uses the
HUD matrix for the closest community to determine if the household’s annual heating cost
exceeds the annual heat subsidy by more than $200.
Low Income Tax Credit Programs *(LITC): May be a Home Ownership or Rental program,
such as T&H in Southeast Alaska and is generally not considered subsidized housing unless there
is a utility allowance. This program’s credit is usually on favor of the developer. If there IS a
utility allowance, through AFHC or other program, then process accordingly under subsidized
housing guidelines. If heat is included in the rent, and there is no utility allowance for heat,
process as heat included in rent NON-SUBSIDIZED heat case.
NOTE: Some LITC properties may have a mix of low-income, fair market and Section 8
housing vouchers in one complex. The worker must research the correct housing program for
each household applying to determine the correct method of calculating the grant.
62
9.2.6
•
•
HOUSEHOLD REQUESTS REVIEW OF SUBSIDIZED HOUSING DENIAL
If the household requests a review of the SR or SH denial, the worker obtains the
breakdown of the utility allowance reviews the file to determine the calculations were
followed in 9.2.4. The client is given the opportunity to request a fair hearing if they do
not agree. Note: when denying a case that was previously denied, the worker must
press Alt+N in order to schedule a reprint of the NOA. The NOA will not
automatically reprint with the second denial.
The worker records in <F9> Notes: “not SE, annual heat cost is $________ per
ENSTAR, annual heat subsidy is $______ per AHFC”. Worker must show calculations.
If the household is paying more than $200 over the utility subsidy amount for heat, proceed with
processing the application, following the procedures described in Section 9.2.4.
9.2.7
SUBSIDIZED RENTAL HOUSING UTILITY DEPOSIT (SRHUD)
An application for a SRHUD is made on the regular Heating Assistance Program form with the
SRHUD box checked on page 1. SRHUDs are processing year round by our program.
SRHUDs received after October 1 is processed in that current fiscal year season. Notify
accounting tech when a payment needs to be issued prior to the start of our year on November 1.
We do not pay SRHUDs to clients covered under tribal agencies.
A household requesting a SRHUD is instructed to provide their utility information sheet and the
worksheet they received from the housing program.
After being entered into the HAS, SRHUD applications are placed in red file folders and taken to
the appropriate worker.
HAP will award heating assistance for the minimum amount needed (up to $500) to establish
natural gas or electric utility service required to participate in subsidize rental housing. Unlike
the regular HAP, SRHUDs are available year around. In order to be eligible for a SRHUD,
the household must meet all of the following requirements:
(1) The housing program will fully subsidize the household's home heating costs;
(2) The household has requested a subsidized rental housing utility deposit;
(3) The household has not received a regular grant within 180 days of the request for a
subsidized rental housing utility deposit;
(4) The division has verified the application as required by 7 AAC 44.041; and
(5) The amount of the heating assistance, up to a maximum of $500, is sufficient to establish
utility service.
(6) The client is covered for heating assistance through a tribal entity.
HAP will not award heating assistance under this section more than once to a household in a 24month period.
63
9.2.8
Home Ownership Programs
LITHC and other Tax Credit programs are homeownership programs subsidized in favor
of the developer and may be eligible for our program as any home buyer is eligible if they meet
the income and other household factors for eligibility and can show an annual unsubsidized heat
cost that exceeds $200. If the home purchase program provides a utility allowance for heat,
proceed with processing as outlined in 9.2.4, items 1-3.
In Southeast Alaska, Tlinget-Haida Regional Housing Authority operates lease/purchase
homes for their tribal members and non-tribal members (in Juneau, Kenata Dei, Glacier Village).
These housing tracts do not have a utility allowances and households should be treated as any
other homeowners applying to our program.
Wasilla Senior Center is another example of a Tax Credit program. Rent is based on
50% of client’s income, heat and electric are included in the rent. Client is eligible since they do
not have a utility allowance.
64
AHFC EXAMPLE # 1 Public Housing: Deny SR
65
AHFC EXAMPLE #2 SECTION 8/CHOICE VOUCHER PROGRAM
66
Pg 1
Page 2 continued
67
Example: Subsidized Eligible Household
The Gross Rent exceeds the Payment Standard by more than $17 monthly ($200 annually).
Proceed with application processing by verifying annual heat cost exceeds annual heat subsidy by
more than $200 – If approved: Set “SE” ALERT.
Continued on next page:
68
69
Example: Heat Appears to Be Fully Subsidized
As the Total Tenant Payment (TTP) is no more than $1 over 30% of adjusted income, the tenant’s
heat appears fully subsidized. To be eligible the household must have annual unsubsidized
heating costs that exceed $200 annually. Deny application: “SR”.
70
71
72
9.3 MULTIPLE HOUSEHOLDS RESIDING IN THE SAME DWELLING
When more than one household is residing in the dwelling, the worker must determine if the
applicant household is:
•
renting a room in the dwelling,
•
the owner/occupant who rents out a portion of the dwelling, or
•
Sharing the dwelling.
If the applicant checks the application box for “Renting a Room”, the application is determined
using Housing Category Code 3. Roomer Renters/Boarders (See Section 7.5 Housing Situation)
A foster adult that is not considered a member of the household must be considered a house
sharer, or room renter.
If the applicant owns the dwelling and is receiving rental income, eligibility is determined by
counting all rental income, using the Housing Category for the total number of bedrooms in the
dwelling, and counting the number of people in the applicant’s household. A room renter is not
counted as a member of the applicant’s household. The owner/occupant’s rental income may be
considered a self-employment venture if the applicant chooses to deduct the non-personal costs of
doing business.
If the applicant is sharing the dwelling with one or more households, and is neither a room renter
nor an owner/occupant renting space in the dwelling as described above, the households are
considered to be house sharers. Eligibility is determined as described in (See Section 7.7, the
other household members are entered into HAS as described in Section 9.5 below)
9.4 HOUSE SHARER/ROOMMATES F ILE
If an applicant lists other households as living in the same dwelling, the members of the other
households must be entered into the computer. This ensures that each household in the dwelling
gets their proportionate share of the grant, and if one of the households listed as house sharing
subsequently applies for a grant the worker can cross reference the cases.
The worker adds the members of the sharer household(s) into the case that lists them as a house
sharer.
•
The name(s) are added by pressing <F1>, rather than by pressing “enter” which would
delete the name of the head-of-household.
•
The relationship code is listed as HS for house sharer.
•
Each household in the dwelling should be worked separately and then the shared
reduction applied. For example, there may be members over 60, disabled or a child under
6 in the household. Each household containing a member of that population would be
entitled to the extra point BEFORE computing their percentage of the total residence.
73
After the names of the sharers are added to the case, the household size field on the grant
computation screen is checked to ensure that sharers are not counted as household members.
(See also, Section 7.3 Household Composition and Section 7.7 Housing Percent Share)
9.5 P ENDING APPLICATIONS
When an application is incomplete and the necessary information is not provided by the applicant
and is not available through sources in the HAP office, the worker makes one phone attempt to
call the client to notify them of the missing information and let them know a notice of action will
be sent to them by mail requesting the same information. When more than one item is missing,
the worker will lists these items in the pend notice. Using numbers 1. 2. 3., list the missing
information, and not in paragraph format. The numerical list on the Notice of action will make it
easily identifiable to the worker as documents arrive that have been requested.
A notice requesting additional information will be sent to the applicant and the file will be placed
in the pend filing to await the requested information and/or documentation. This request is sent
on a Notice of Action form and is known as a “pend” notice. Households are given 30 days to
respond to a pend notice with the requested information.
If the information requested in the pend notice is received, the worker proceeds with processing
the determination of benefits. If the household responds with partial information, it is entered in
notes and the documentation is placed in the file.
The workers receive a weekly computer list of all cases pended for more than 30 days and all
cases re-pended for more than 15 days.
A re-pend notice is sent if partial information was received and more information is required to
process the application. The applicant is then given 15 days to respond to the re-pend notice.
If the information is not received within the allotted time frame, the application is denied as an
incomplete application. An applicant may re-apply at any time prior to the April 30 filing
deadline.
If the requested information is received within 15 days of the denial date, the application can be
processed using the original application date. If the information is received more than 15 days
after the denial date, the applicant may be required to reapply.
In April, all applicants must be reached by telephone, with clear documentation that the attempt
to reach the client was made. If you do not reach the client, send the pend notice and attempt to
make 3 telephone contacts prior to the close of the season. Note in F-9 each attempt.
.
9.5.1
REASONS FOR P ENDING
The pending reasons, as programmed into the HAS, are listed below:
•
Unsigned Application - Send a copy of the application and pend notice to the applicant
for signature and keeps the original application in the file.
•
Missing Proof of Income
74
•
Missing Self-Employment documentation
•
Missing Social Security card image or government issued photo ID for head of household
(unless Categorically Eligible)
Note: Households must provide a Social Security Number (SSN) for each household member. If a
household member does not have a Social Security Number, the individual must apply for one.
Applicants must provide a copy of social security card or other form of government issues ID for the head
of household. Copies of other members’ ID or social security cards are preferred but not mandatory
•
No Visible Means of Support
•
Missing proof of heating cost: utility statements showing service address, account
number and name of account will be requested for both heat and electric. A wood receipt
for at least $200 is required.
•
Mobile Home dimensions missing.
[When square footage is not specified, the worker checks first to see if the grant amount
using the correct number of bedrooms would be the same as using mobile home option
number 1. If the grant amount would be the same, the worker uses the Housing Category
for number of bedrooms and documents this in <F9> notes. Applications pended solely
for mobile home dimensions are not denied. The worker determines the grant based
using the code for the number of bedrooms in a single-family home.]
•
Child Support Verification Request
•
Wood Heating Verification Request
HAP workers may not choose a vendor for the household unless there is only one vendor
in the village. If the household indicates direct heating expenses, and does not list a
vendor, the case is pended. Each applicant will be required to provide a wood receipts
showing a $200 annual cost. The HAP will not assign a vendor to a household or
indicate any preference among vendors. However, the HAP may encourage applicants to
contact vendors to compare prices before they choose their vendor.
•
Number of Bedrooms Missing
•
Who Lives with you
•
Other (you will fill in manually)
•
Subsidized housing verification
•
Temporary Shelter
•
Rent Receipt/Agreement Request
•
Missing Seasonal Income Proof
75
•
Physical Residence Address Request.
Workers request additional verification if unclear, inconsistent, or contradictory information is
contained in the application or in the supporting documents.
If pre-printed pend requests do not apply, the worker selects “other” for the reason and types in
the needed information.
When more than one item is needed to determine eligibility the worker will use “other” and list
by number each item needed and not in paragraph form.
The numerical list on the Notice of action will make it easily identifiable to the worker as
documents arrive that have been requested. Partial submissions will be noted by the receiving
clerical worker that the documents were received and filed. Complete submissions will be noted
by clerical staff, placed in the file and given to the Pend Team worker to finalize benefit
determination.
When information from another source contradicts statements made by the household the
applicant must be provided an opportunity to clarify the questionable information.
9.5.2
REASONS FOR RE-PENDING
Reasons for re-pending an application are:
•
•
•
•
The initial pend notice was unclear.
Only partial information was received in response to the initial pend.
The applicant is elderly or disabled.
There are extenuating circumstances in which a re-pend is necessary. This should be
documented in case notes.
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9.5.3
TEXT FOR P END NOTICE -OF-ACTION
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
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9.6 ATYPICAL HOUSEHOLD SITUATIONS
9.6.1
IONIA
Ionia, Inc. is a non-profit organization set up to help mentally disabled individuals. All
households have at least one disabled household member in it. Many of these families are related.
They are all separate homes and cabins. Some of these residences do not have electricity yet, but
they are working on getting electric hooked up for all the homes. The 54932 Burdock Road is a
corporate address and mail is distributed to each household. The rent is based on the fair market
value for a home in that area, not subsidized. Ionia, Inc. also sells wood, but the households are
free to shop around for a cheaper price.
9.6.2
OFFICE OF P UBLIC ADVOCACY
Applications received from the Office of Public Advocacy are processed in the following manner:
The type of residence varies: group home, renting a room, living in an apartment, etc.
The worker will pend for information that is not provided, unless the applicant resides at the same
physical location as last year and the needed information can be obtained.
Power of Attorney (POA) must be provided if the application is not signed by the applicant.
The signature on the application must be that of the public advocate or the applicant.
The worker will make an <F9> case note to indicate who has the Power of Attorney and when it
expires (if noted). This allows next year’s application to be processed when the POA is not
provided and the application is signed by the same advocate.
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10 ISSUING BENEFITS
10.1 TIME F RAMES FOR ASSISTANCE P AYMENTS
The program begins awarding payments on November 1 of each year.
The HAP will make an eligibility determination and mail the “Notice of Action” to the applicant as soon as
possible, but no later than 45 calendar days after the completed application is received by the HAP office in
Juneau.
Expedited eligibility determination and assistance payment awards begin on November 1 of each
year and run through April 30 of the following year.
An applicant qualifying for an expedited eligibility determination will have the eligibility determination
completed and assistance awarded within 18 hours for life threatening, and 48 hours for a non-life
threatening situations, after receipt of a completed application in the HAP office in Juneau.
If a disaster occurs in an area where the household is located, the division may begin issuing
heating assistance payments before November 1 if the governor has issued a disaster
proclamation and the disaster has increased the need for heating assistance to the household.
Payments for subsidized rental housing utility deposits (SRHUDs) are made throughout the year.
10.2 USE OF HEATING ASSISTANCE P ROGRAM (HAP) P AYMENTS
A heating assistance payment may only be used for the purchase of:
1. fuel oil, kerosene, propane, natural gas, electricity, steam, wood, wood pellets, coal, or
other petroleum products used for home heating, lighting, or cooking in the household’s
primary dwelling,
2. gasoline and two-cycle oil for a snow-machine or chain saw used to harvest and
transport wood, if the household cuts its own wood for home heating and self-harvested
wood is the household’s primary heating source.
3. payment of incidental charges, including deposits, delivery charges, connection fees,
and late-payment charges associated with their purchase or delivery;
4. a household paying home heating cost indirectly through rent may apply the heating
assistance payment toward rental payments (Direct Payment). Note: If the household
requested a portion of their grant to electric (they checked yes to question #24), then the
worker can apply the grant to electric in lieu of a direct payment. (See Section 10.3
Issuing Benefits)
5. If a community is out of fuel, HAP recipients may use a small portion of their oil grant
to purchase gasoline to travel to a neighboring community to procure fuel. If this
situation arises, the worker notifies the Vendor Coordinator who will discuss the
situation with the affected fuel vendors.
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6. A household may use a portion of their oil grant to purchase one bottle (not tank) of
propane for cooking or lights.
7. A household may use up to 25 % of their heating grant to purchase gasoline if the
household generates their own electricity.
8. A household cannot use any portion of their oil grant to purchase gas to self-harvest
wood.
9. Ethyl Glycol cannot be purchased with HAP grant funds. It is used as anti-freeze.
10. A household or vendor may not sell or barter any heating fuel purchased with a heating
assistance payment.
10.2.1 RECOUPMENT
The department may recover up to the full amount of assistance paid to a household
or a vendor on behalf of a household under 7 AAC 44.010 – 7 AAC 44.090 and the
cost of investigation and prosecution of the civil action necessary to recover the
assistance if the department determines that the household:
•
Used a payment for a purpose other than a purpose identified in this section
•
Received an improper payment based upon inaccurate or incomplete information
provided by the household
•
A court has convicted an applicant or a vendor of unsworn falsification or fraud.
When a worker sees RC in the alert, they are to research the FY__ noted to determine the status
of the recoupment and take the file to the Eligibility Office Manager to take action on the case.
10.3 DISTRIBUTION OF GRANT BETWEEN HOME HEATING AND ELECTRICITY
After the grant amount has been determined the grant distribution is made. Home heating is the
priority. Typically, 75% of the grant is issued for home heating with the remaining 25 % is
issued for electricity. Exceptions to the 75/25 guideline are as follows:
•
The entire grant is paid to the primary heat source if requested by the applicant, if the
applicant checks “no” on application question number 24, or if the applicant owes more
than the total grant amount to the fuel company.
•
If the question on Line 24 of the application is left unanswered, the worker will default
to the 75/25 guideline. If the worker needs other information from the applicant, they
should ask for clarification either with a telephone call or on the pend notice if one is
being sent.
•
The entire grant is issued to the electric company if electricity is the primary heat source.
•
If an applicant has an electric disconnect, the minimum amount needed to maintain
service is authorized to the electric company with the balance to the fuel company. (See
Expedite Processing, Section 5.3.2)
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•
If requested by applicant, a portion of the grant amount is issued to the applicant's home
electricity vendor if the household pays home heating costs indirectly through rental
payments, but pays directly for home electricity.
•
Any other exception to the 75/25 guideline is made on a case by case basis after
consultation with the Eligibility Office Manager.
The Worker documents the reasoning for exceptions to the 75/25 guideline in notes.
10.4 METHODS OF P AYMENT
In most cases, payment is issued directly to the applicant’s vendor(s), who credits the payment to
the household’s account.
If an applicant’s oil service is in the landlord’s name (and this service is solely for the applicant’s
dwelling) the grant is issued to the oil vendor under the applicant’s name. The grant is not issued
under the landlord’s name.
Vendor payments are made only to vendors listed in the HAS, which means that they have signed
a vendor agreement with the Division of Public Assistance, Heating Assistance Program, and
agree to the conditions contained in the agreement.
HAP vendors must avert disconnection of service, reconnect discontinued service, or deliver fuel
upon notification from HAP that the household is entitled to receive heating assistance.
Applicants do not have the option to request a direct cash payment in order to “shop around for
the best fuel price”. The applicant must name the vendor from whom they intend to purchase the
fuel.
10.4.1
DIRECT P AYMENT (DP)
Payment may be issued directly to the applicant if the household:
•
is paying home heating and electricity costs indirectly through rent;
•
is cutting their own wood (unless they list a native village store as vendor in order to buy
gas for the chainsaw);
•
is purchasing wood from a vendor that has not signed a HAP vendor agreement(nonparticipating vendor) AND no current HAP vendor services the area,
•
Note: If a client’s heating supplier (wood or any other form) is not a current HAP vendor, the
case worker must note the name, address and phone number of the supplier in F9 notes and
enter the information into the direct pay log so the supplier may be contacted by the account
tech or program coordinator about becoming a participating vendor.
•
is purchasing oil or propane from the local gas station;
•
is paying heating costs directly to their landlord;
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•
has electricity or natural gas as the primary heat source and has a grant in an amount
which is insufficient to restore disconnected service.
Direct payments are not issued in response to an applicant’s request to “shop around for the best
price” for gas, oil, etc. nor are they to be issued because the applicant does not have an account
with a vendor in their own name. If a client does not have a natural gas account, the worker may
ask the client to name their electric vendor as an alternative.
10.4.2 VENDOR P AYMENT AND DIRECT P AYMENT
If requested by the applicant, a portion (25%) of the grant amount is issued to the applicant's
home electricity vendor and the remainder to the applicant if the household pays home heating
costs indirectly through rental payments, but pays directly for home electricity.
10.4.3 TWO-PARTY P AYMENT (2P)
A two-party payment is a check mailed to the applicant but made payable to both the applicant
and a vendor or another person. A two-party payment may be issued if the vendor is not listed in
the HAS (does not have a signed HAP vendor agreement).
10.4.4 APPLICANT AND ANOTHER ADULT IN THE HOUSEHOLD
A two-party payment is issued to the applicant and another adult in the household if there are two
non-related adults in the household and:
•
heat or electricity is included in the rent, or
•
the household heats with wood or coal.
The payment is made out to both adults to insure that they are both aware of the grant.
10.4.5 APPLICANT AND LANDLORD
A two-party payment is issued to the applicant and the landlord only under special circumstances,
as many applicants do not want their landlord to know that they have applied for assistance.
Consequently, issuance of two-party checks may violate the applicant’s confidentiality. Twoparty payments involving the landlord are only issued when two of the following conditions are
met:
•
an applicant’s heat is included in the rent,
•
there is an eviction notice or the threat of action taken because of non-payment to the
landlord,
•
the applicant has involved the landlord in the application process, who therefore
became aware of the situation by direct contact with the applicant.
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10.5 ENTERING GRANT P AYMENT INFORMATION INTO THE HAS
When entering grant payment information into the HAS use:
Line 1 - primary heating fuel
Line 2 - electric or secondary fuel
Line 3 - additional fuel (second electric meter, propane for cooking)
Line 4 - direct payment to applicant (or additional two-party payment)
Line 5 - two-party payment
If the grant is being issued entirely to electricity and the household has a different primary heat
source, the worker will note this case on the grant exception log, in the event that a supplemental
payment is issued later in the season. An “X” is then put in the action field in the HAS case and
noted in F-9 notes. (The Exception Log - H:\Shared\2014-15)
10.5.1 IF THE HEATING AND/OR ELECTRIC BILLS ARE IN SOMEONE ELSE’S NAME
It is very important that account numbers are listed for vendor payments. For that reason, we
request a copy of both the heat and electric vendor. If a payment is issued to an account that is
not in the applicant’s name, the account number and name of the alternate account holder is
entered on vendor notification sheet of alternate account name and submitted routinely. The
worker makes an <F9> case note to explain the reason for applying a payment to an account not
in the applicant’s name. The note includes the name of the person listed on the account and the
relationship to the applicant, if known. Note: many vendors will not accept a HAP grant unless
the client is listed on the account.
VENDOR EXCEPTION: If a Vendor has notified HAP that they will not credit an account unless
it is in the name of the applicant, the worker will notify the client that they must put the account
in their own name in order to receive the HAP grant. The case will be pended with the code AA
(Awaiting Account) until they can open an account in their own name. If they are unable to
comply with the request within 30 days, they will be denied. A direct payment will not be issued
to a client without an account number if that is a requirement of the vendor.
A Notice of Action is generated to both the applicant and the vendor(s) following the final
computer entry.
10.6 GRANT P AYMENT MAINTENANCE
HAP warrants are issued two days after the paid date indicated on the HAS F2 Payment Screen.
All direct payment warrants are mailed. Vendor payments may be either mailed or made by
electronic fund transfer. There is no option for customer pick-up and under no circumstance is a
recipient to be directed to the location where warrants are printed and mailed.
10.6.1 BAD DEBT
Grant funds can be used to pay the oldest portion of an outstanding bill. In most instances the
worker can negotiate with the vendor to use part of the grant to resolve the urgent need and the
remainder to cover part of the debt. A vendor may not use a grant for an old debt from a different
household composition i.e, a new boyfriend moves in (with an old debt) The girlfriend’s grant
cannot be used to satisfy his old debt – unless they were living together at the time the debt was
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incurred. Heating Assistance grants are for the current season and may not be used by vendors to
satisfy old debt except to stop a disconnect or allow for delivery of fuel.
10.6.2 GRANT CHANGES
Check the HAS F2 Payment Screen before making any changes to an existing grant. If the grant
status is “Pending” on the F2 screen, the grant has not yet been paid out to the vendor. Take the
case file to the Eligibility Office Manager or Lead Worker to proceed with changing the grant. If
the change is not made the same day it was entered, the client and vendor NOA’s should be found
and voided, if not already mailed.
If the grant status is “Paid” on the F2 screen, take the case file to the Accounting Technician prior
to making any changes to the grant.
10.6.3 GRANT TRANSFERS
MOVING HOUSEHOLD: The HAP worker will contact the vendor to request the grant be
refunded to HAP, if the household has moved outside the vendor’s service territory. HAP will
then reissue to the new vendor in the new service area. In special situations, a vendor may
transfer a grant to another directly in their community at the request of a HAP worker. The
circumstances for the situation must be documented in F-9 Notes.
A recipient moving to another dwelling in which the heat and electricity are included in the rent
will have their grant refunded and issued to them as a direct payment, unless they have moved out
of state. The worker shall request verification, such as new rental agreement or vendor
information.
If the household moves without closing their account or leaving a forwarding address, the vendor
refunds any remaining HAP credit to the state.
If the household moves out of state, the remaining grants is refunded to the HAP and is not
reissued to the client or out of state vendor.
10.6.4
BROKEN EQUIPMENT
A recipient requesting to transfer some of his grant balance because the household has a broken
furnace is referred to their weatherization provider. The worker follows up by calling the
weatherization provider directly to describe the situation. No part of the grant can be used to
purchase new or repair existing equipment.
10.6.5 DECEASED HOUSEHOLD MEMBER
If a household member dies, the remaining credit balance can be used by the remaining household
members.
If there are no other household members, the vendor refunds the remaining credit to the HAP.
The remaining credit balance can be used by the estate to pay heating or electric service expenses
incurred by the individual prior to death.
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If the applicant, who is the sole household member dies prior to the date the case, is processed,
the worker may contact the heat and electric vendors to see if there is unpaid debt. If so, the
Worker will issue the grant up to the amount needed to pay the debt. The case will be left “out of
balance” if the grant exceeds the debt. The worker will change the last action code on the case to
“X” and note in F9
When a household member dies in the month of application, the worker may determine whether
the household will benefit better by using the signature month rather than the prior month’s
income due to the change in circumstance.
10.6.6 DISSOLUTION OF HOUSEHOLD
In cases where households have been dissolved after the award has been issued and both adults in
the household listed on the application request heating assistance separately, HAP must contact
the vendors to determine if there is a heating assistance credit remaining on the account.
If so, the HAP worker should instruct the vendor(s) to freeze the balance and not issue any further
product to the household until they receive written instructions from the HAP.
The HAP worker will then prepare letters to the original vendors, both adults involved and any
new vendors instructing the original vendors to forward half of the frozen balance to the vendors
designated by the member who left the household (the client will need to provide proof of an
account at a new location).
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11 FAIR HEARINGS
An opportunity for a fair hearing must be granted to an applicant who requests a hearing within
30 days of the mailing of the notice of action. The hearing must be requested in writing. The
Fair Hearing request must be forwarded to Hearing Officer same day as received.
Applicants requesting a fair hearing should first be directed to their worker. The worker should
carefully review the file and check their work to make certain they have processed the case
correctly. The worker then makes a copy of the entire file. The worker notes the date of the
initial fair hearing request in <F9> case notes and immediately notifies the Eligibility Office
Manager with the copy of the file. It is important to be aware that case notes are a part of the
file, which may be provided to the applicant and the fair hearing officer. All notes must be
professional and without extensive abbreviations.
The worker reviews all the information and factors used to determine eligibility and/or grant
amount with the applicant and proceeds in one of the following three ways:
•
The applicant agrees that the factors used to determine her case are correct and states that
she has decided not to pursue the fair hearing. In this situation the worker documents the
conversation in <F9> case note.
•
Further information provided by the applicant appears to change the earlier determination
on the case. If so, the worker reviews the case with the eligibility office manager prior to
re-determining the case. All conversations and actions are documented in <F9> case
notes.
•
If the applicant continues to disagree with the action taken on her case the worker brings
the case file to the Eligibility Office Manager (EOM). All conversations with the
applicant and the basis/reason for the fair hearing request must be documented in <f9>
notes.
The Eligibility Office Manager (EOM) will review the eligibility determination on the case again,
and attempt to contact the client for a pre-determination hearing. The EOM then forwards the
file to the DPA field services office the same day. The PAA must be notified of a fair hearing
request the same day it is received, even if the Eligibility Office Manager has not yet been able to
resolve the issue with the applicant.
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12 ADMINISTRATIVE POLICIES AND PROCEDURES
12.1 NON-DISCRIMINATION
In accordance with Title VI of the U.S. Civil Rights Act of 1964, Federal regulations and Alaska
law, no individual shall, on the grounds of age, race, sex, color, religious creed, political beliefs,
national origin or physical ability, be excluded from participation in the Heating Assistance
Program, be denied the benefits of this program, or be otherwise subjected to discrimination
under the administration of the Heating Assistance Program.
12.2 CONFIDENTIALITY
All information about an applicant must remain confidential. Discussing a case with a co-worker
in order to complete a determination is acceptable. Discussing a case with another DPA
employee involving a family member or friend is not acceptable. Discussing a case with a
friend/acquaintance outside of the office is not acceptable.
All written information which specifically identifies an applicant must be properly stored in the
appropriate file cabinet when not in use, and properly discarded as necessary (i.e. shredded,
ripped up, burned, or archived.)
Workers must be conscientious about not leaving identifying applicant information exposed to
office visitors.
Workers must not give applicant information to the applicant’s landlord, unless the applicant
authorizes it or has listed the landlord as a collateral contact. A worker may contact a landlord to
learn if heat is included in the rent, if the rent is subsidized, etc. Workers should respect
applicant privacy.
The following people may be given information regarding a case, upon request. Requests from
people other than those listed must be referred to the Program Coordinator. Requests for
information from newspaper or radio reporters must always be referred to the Program
Coordinator.
Applicant - If an applicant calls to ask for information regarding their HAP case, the
worker should ask the person to identify themselves by providing their Social Security
number before revealing any information. The worker must ensure that the information
the caller provides matches the information on the application.
Concerned Agency Representatives, Friends, Interpreters - Information may be given to
third party representatives only if the applicant has authorized their participation and
there is a justifiable reason why this person is intervening (i.e. language barrier, hearing
disorder, disability, etc.).
Fee Agent and Department of Public Assistance (DPA) Employees – Workers may
answer questions from DPA representatives regarding specific applications.
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Legislator or Legislator’s Staff - Requests for case specific information in response to a
constituent request may be answered by the worker. The Program Coordinator should be
informed about the contact.
Ombudsman’s Office - Requests for case specific information may be answered by the
worker. The Program Coordinator should be informed about the contact. All other
Ombudsman calls should be referred to the Program Coordinator.
Vendor - If a vendor calls to ask if one of their customers has applied for heating
assistance, the answer to that question may be provided. Information regarding payment
to that vendor only may be provided.
For specific confidentiality rights and responsibilities, refer to Division of Public
Assistance Administrative Procedures, and Alaska State Statutes 47.05020 through
47.05.030, and Alaska Administrative Codes 7 AAC 37.010 through 7 AAC 37.130.
12.3 P RUDENT P ERSON JUDGMENT (PPJ)
The HAP policies and procedures in this manual are intended to be a guide for the processing of
heating assistance applications. They are intended to be sufficiently flexible to allow workers to
exercise reasonable judgment in processing cases. This flexibility is provided because of the
impossibility of writing procedures that would cover every conceivable circumstance a worker
might encounter when determining eligibility.
The term “prudent person judgment” refers to the judgments made by an individual in a given
situation. In making an eligibility decision, the worker should decide if the action is prudent and
reasonable based on state regulation, experience and knowledge of the program. A probationary
employee is expected to consult with the Eligibility Office Manager or the Lead Worker before
making any independent PPJ decisions. If a worker encounters a problem case for which they
are having a hard time making a decision, they should consult the Eligibility Office Manager or
Program Coordinator. Otherwise, it is expected that experienced (permanent) workers make
decisions that can be defended as reasonable and prudent, and that they clearly record the reasons
for their judgments in the Heating Assistance Software (HAS) case notes <F9>. Probationary
employees shall not make PPJ determinations without consulting with the EOM and noting
consultation in F9 notes.
Problems which are not readily resolved should be brought to the attention of the Eligibility
Office Manager and discussed at staff meetings in order to clarify the policy and update the
manual. If it is a policy problem, the Program Coordinator will be included in the discussions.
12.4 CHANGING APPLICATION INFORMATION
If the worker uses information to process the case that differs with that on the application, the
“changes” are noted in red ink with the source of the information noted (AHFC, EIS, applicant
statement, ENSTAR, gas list, etc.).
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12.5 HOTLINE (IVR) F ILE TRANSFER
The Interactive Voice Response (IVR) file for the DPA Information Hotline is generated every
weekday after 4:00 p.m. The Hotline is actually updated with this information by the System
Operations (SYSOPS) Unit at 6:00 p.m.
Every season workers are assigned primary and back-up responsibility for generating the file. If
HAP is operating with both a regular and a disaster data base (such as “FISH”), the disaster
(FISH) IVR file must be run first. This allows the disaster data to be appended to the regular file
and transmitted to SYSOPS as one file.
12.6 THANK YOU LETTERS AND NOTES
Place a copy of all thank-you letters and notes received from HAP customers in the “Thank –
You Letters” file bin.
12.7 MYSTERIOUS CORRESPONDENCE
Information occasionally arrives that cannot be connected to a case by the computer. This
information will be placed in the mysterious correspondence alpha accordion file. The clerical
worker enters names on the document as household members to HAS case # 33350. When a case
is entered that includes one of these names, the information is added to the case file 33350. An
alert will notify the worker that there are MC documents. The worker should check the accordion
file for the missing documents or additional information filed there and includes them in the
current worked file. The MC alert should be removed. Worker goes into Members in the HAS
33350 file and deletes the name.
12.8 COLLECT AND TOLL F REE CALLS
The toll free number is 1-800-470-3058.
Collect calls are not accepted.
12.9 P ROCESSING APPLICATIONS OF STAFF, F RIENDS OR RELATIVES
Applications submitted by HAP employees must be processed by the Eligibility Office Manager.
Applications received from relatives or close personal friends of Division staff must be processed
by the Eligibility Office Manager.
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12.10 PROCEDURES FOR APPLICATION PROCESSING
12.10.1 P RELIMINARY APPLICATION REVIEW
1. ET Worker pulls about 20 cases/applications from the filing cabinet.
2. Reviews each application:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
type of housing (compute sq ft for mobile homes)
number of bedrooms
subsidized or not
main heat source and who pays for it
who pays for electric
yes or no to portion to electric
Checks for the signature of the applicant and fee agent
Writes which month will be used for income
Writes how many are in the household
Note if there are children under six
12.10.2 P RELIMINARY HAS REVIEW
1. Worker inputs her/his initials in the case on HAS
2. Checks the addresses and spelling of names, Social Security Numbers and birthdates as
entered in HAS. If the worker changes a name, a new file label must be printed.
3. Checks for physical address (Listing “same” to a P.O. Box or General Delivery Address is
not an acceptable physical address unless the village has no street addresses.) and checks if
residence community is different from the mailing address community.
4. Checks that the children-under-age-6-count is correct.
5. Enters an “F” in the office code if a fee agent assisted in filling out the application.
6. Follows up on any HAS Alerts and if the applicant comes up as a subsidized alert “SH” or
“SR”, denies the application.
12.10.3 INTERFACE REVIEW
1. Checks EIS, CSED, VINELink and ACOMS and DOL on each case for income information
and to verify household composition.
2. Notes on the worksheet that DOL, CSED, VINELink, ACOMS and EIS were checked for all
adults.
3. Print documents used in processing case.
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12.10.4 DETERMINE ELIGIBILITY AND ISSUE GRANT
1. Gets screen prints from printer or bin and puts them in the appropriate files.
2. Goes through the files one at a time and processes each case.
3. Enters a case note if the application is incomplete and was signed by a fee agent (include a
brief note about what was missing).
4. Documents in notes such items as: applicant checked none to electric, SSI amount verified
on SVES, pension or retirement, SSI Disability, Social Security survivor’s benefits, rental
income, house sharers, electric in someone else’s name, response to zero income inquiries,
church paying utilities, the SH/SR calculation to support denial, showing 12-month history
and utility allowance. etc.
5. Notes any questions about the case and sets the case aside.
12.10.5 CLARIFICATION FROM ELIGIBILITY OFFICE MANAGER
1. Gathers her/his cases with questions and brings them to the Eligibility Office Manager or
Lead Worker (ET III) if EOM is unavailable.
2. Leaves a voice or e-mail message with the Eligibility Office Manager or ET III if she is
currently unavailable and sets the cases aside.
12.10.6 CASEWORK F OLLOW-UP
1. Follows up on pend responses in her/his in-basket,
2. Returns voice mail messages
3. Pulls another set of applications to begin processing.
12.11
ORDER OF P APER WORK IN CASE F ILES
1. Fair Hearing paperwork or letters and Notice of Actions are placed in the front of the file
in chronological order, with the most recent in front.
2. Worksheet
3. Heating Assistance Program application
4. Income verification, EIS screens, copies of bills, and any other supporting documentation
should be placed behind the application.
5. Faxed copies of the application form can be shredded (the front page of a faxed application
must be retained to preserve the application receipt date and time stamp) once the original
application is received
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12.12
CASE NOTES (F-9)
It is important to carefully document all actions, phone calls, emails and unusual information
about a case. Use computer “case notes” <F9> to document:
•
Income used in determination
•
unusual situations, schedules or factors,
•
all phone contacts with the household,
•
verification of earned or unearned income which is not on EIS,
•
returned NOAs, returned mail
•
Subsidized housing utility allowance, heat costs and calculation with $200.
•
rent receipt or rent agreement information that verified the main source of heat or that the
dwelling is not subsidized, contact with landlord
•
utility information regarding wood receipts, vendors, account numbers
•
communication with vendors regarding the household’s account, credit balance or refund
of grant amounts,
•
reasons for unusual grant distribution, and
•
other communication concerning a customer’s application or grant.
Comments written in “case notes” should always be professional, objective, respectful and easy
to understand. Remember that applicants have the legal right to read their files.
Initial all entries in computer case notes.
12.13
CASE F ILE MAINTENANCE
Case files should be filed at the end of the day. Those that have been processed are put into
alphabetical order in the accordion file on the NOA table.
If a worker has unprocessed files at the end of the day, they should be placed in the pended files.
Do not leave case files on desks overnight.
12.14
RETURNING VERIFICATION TO THE APPLICANT
Return original supporting documents to the applicant. Photo copy all verification used to
determine income totals and place the copies in the applicant’s file.
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If an applicant has been denied assistance, a photocopy of all verification used to determine
income totals should be kept in the case file, if originals are returned.
After processing a case, if the client has requested, original documents should be placed in a HAP
envelope with a mailing label attached, to be sent to the applicant. The envelope is put in the
front of the case file until the case is reviewed. The envelope will be removed by the person who
adds the NOA to the case file.
12.15
NOTICES OF ACTION RETURNED AS UNDELIVERABLE
When NOA’s are returned as undeliverable, the clerical worker should check the address on the
NOA against the address on the application. If the address needs correcting, the worker should
do so and re-send the NOA.
If the address appears to be correct, the clerical worker should look at other sources for an
updated address. Check EIS ADDR screen and DOL for address information.
If a new address cannot be found and the NOA is a pend notice, the worker should file the NOA
in the case file, make a, F-9 note in computer case notes, and return to the pend team to wait until
the case comes up on the pend list. If there is no word from the applicant by that time, the case
should be denied and the denial notice sent to the available address.
If the returned NOA is a grant notification and no new address can be found, the account tech
should contact the vendors to see if the accounts are closed.
•
If the accounts are closed, the balance of the grant (if any) should be refunded to the
State.
•
If the accounts are not closed, check with the vendor for a current address. Enter the new
mailing address and request a new NOA. Indicate in case notes what was done.
12.16
CALCULATION/DECISION TRAIL
Workers must ensure that each application they process includes a clear calculation/decision trail.
This is essential for quality control reviews, expedited service decisions and any time a worker
must check the calculations and decisions that were made.
Including a calculator tape and a notation of “per EIS or DOL” on the application provides the
trail to explain how income was calculated and verified. The total tape for all income
calculations used should be taped on the Worksheet. The individual tapes for other income
should each be taped on the related sheet. Clearly document in Case Notes income used in
determination.
12.17
QUALITY ASSURANCE
A random sample of approved and denied cases is reviewed daily by the Eligibility Office
Manager or Lead Worker, ET III, prior to printing the vendor NOAs.
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If errors are found, the Eligibility Office Manager will make the necessary changes and notify the
worker. Errors are logged and are used to review work quality for the office. The person
checking the file initials the file copy of the NOA to indicate that the case was reviewed.
12.18
TRIBAL ORGANIZATION F ILES
Workers must verify a mixed household with the Native Corporation. Notification of the tribe is
required when an application is approved for a household of mixed ethnic heritage from an area
served jointly by the State and a Tribal Organization.
When tribal LIHEAP service information is received by the HAP, the worker enters the
household members into the HAS ineligibles list through <F7> with the “AN” alert to signify
Alaska Native. The information received from the tribes is filed into the appropriate tribal
organization file.
12.19
STAFF COMMENTS AND SUGGESTIONS
Staff is encouraged to note comments, ideas and suggested changes to the application, program
manual, and other HAP forms or procedures. Email the Eligibility Office Manager or submit an
Idea Sheet.
12.20
AUTO-ATTENDANT TELEPHONE SYSTEM AND VOICE MAIL
An auto-attendant telephone system is used to direct callers to specific information regarding
HAP cases.
Heating Assistance Program employees have individual voice mail accounts.
•
It is essential that workers check their voice mail as they receive messages throughout the
day. Workers are required to check their voice mail frequently and return messages.
•
The front desk worker checks the expedite voice mail box (465-3097) regularly and
returns messages, as possible. Expedite workers are not required to return all phone
messages for expedited service requests. Applicants are often very difficult to contact
due to message numbers, etc.
•
Outgoing voice mail messages should be updated daily by HAP employees. The daily
message should include the current day’s date so that callers are reassured that the person
they need to speak with is available that day. If a worker is not available on any given
day, the voice mail message should be updated with the anticipated return date included
in the message. The caller should be given the option to leave a message or press zero
for immediate assistance. (Pressing zero transfers the call to the front desk at 465-3010).
94
13
HEATING ASSISTANCE BENEFIT COMPUTATION
Step 1 – Community fuel points
The division has assigned heating cost points to each community in the state, based upon the community’s annual fuel
cost and climatic conditions. These points are listed in Appendix A.
•
•
•
If the household uses natural gas and another fuel type for heat, the division will use the community heating cost
points for natural gas.
If the household uses self-harvested wood or coal for heat, the division will use the community heating cost points
for oil multiplied by 0.5.
If the household uses purchased wood or coal for heat, the division will use the community heating cost points for
oil multiplied by 0.8.
Step 2 – Dwelling type
The division will multiply the community heating cost points by the first one of the following factors that describes the
household’s dwelling. If more than one factor applies, the division will use the factor listed first:
(0) the factor of 1.4 if the household resides in a mobile home with heated living space of 980 square feet or more;
(1) the factor of 0.4 if the household resides in a travel trailer or mobile home less than 35 feet in length, or in an RV,
tent or pickup camper;
(2) the factor of 0.15 if the household resides in a one-room dwelling such as a studio apartment, hotel or boarding
home;
(3) the factor of 0.35 if the household resides on a boat;
(4) the factor of 0.55 if the household resides in a one-bedroom dwelling, or a one-room house or cabin without
bedrooms;
(5) the factor of 1.3 if the household resides in a three-or-more-bedroom single family, duplex or triplex home;
(6) the factor of 0.7 if the household resides in a two-bedroom unit in an apartment building of four or more attached
units.
(7) the factor of 1.0 if the household resides in a two-bedroom, single family, duplex or triplex home.
If the household resides in a single residence with one or more other households, the heating cost points are reduced to the
household’s proportionate share of the home heating expenses.
Step 3 – Household size and income
The division reviews and verifies each household's gross income for the month prior to application. Verification may be
provided through: documentary evidence (wage stub, award letter, etc.); Division of Public Assistance and Department of
Labor records; or impartial third parties such as fee agents, village council representatives, or social service agencies.
The division will assign each household the following percentage of heating cost points based upon the household’s gross
monthly income and family size, expressed as a percentage of the Alaska poverty level. The Alaska poverty level figures
are included in Appendix B.
•
•
•
•
•
100 percent of points if the household’s gross monthly income is no more than 25 percent of the Alaska poverty level;
90 percent of points if the household’s gross monthly income is more than 25 percent but no more than 50 percent of
the Alaska poverty level;
60 percent of points if the household’s gross monthly income is more than 100 percent but no more than 125 percent
of the Alaska poverty level;
95
•
50 percent of points if the household’s gross monthly income is more than 125 percent of the Alaska poverty level but
no more than the maximum allowable.
If the household’s gross monthly income exceeds the maximum allowable poverty level the household is not eligible.
Step 4 – Priority groups
The division will add one point to the income adjusted heating cost points if the household includes one or more members
60 years of age or older, legally disabled, or under six years of age.
Step 5 – Round points
The division will round the final total heating cost points to the nearest whole number. The total heating cost points may
not exceed 35 points.
Step 6 – Heating points of 2.0 or more
Households must have heating cost points of 2.0 or more before rounding to be eligible for heating assistance.
Step 7 – Multiply by the benefit rate to determine household benefit
The division will multiply by the FY16 benefit rate of $130 to determine the amount of the household’s heating
assistance.
The amount of heating assistance may be reduced by the amount of the unpaid balance that the household owes the
division for previously awarded heating assistance to which the household was not entitled. The division will use this
method of recoupment of overpayments only if the household has not responded to the division’s request for repayment or
the household defaults on its repayment agreement.
The following examples illustrate how a household’s heating assistance benefit is determined based on $150 per point.
Benefit calculation:
Step 1.
Step 2.
Step 3.
Step 4.
Example 1
Community, Fuel
Dwelling
Household Size, Income
Step 5.
Step 6.
Step 7.
Household includes elderly,
disabled or child under age 6
Heating points of 2.0 or more
Round points
Multiply by benefit rate
Step 1.
Step 2.
Step 3.
Example 2
Community, Fuel
Dwelling
Step 4.
Step 5.
Step 6.
Step 7.
Round points
Anchorage, N Gas
3 bedroom house
4, $3,100
No
Yes
Fairbanks, Oil
2 bedrm, 4+unit bldg
2, $2,250
Yes
Yes
96
5 points
5 points x 1.3 = 6.5 points
101-125% of poverty = 60%
6.5 points x 0.6 = 3.9 points
N/A
3.9 points
Rounded = 4 points
4 points x 130 = $520
10 points
10 points x 0.7 = 7 points
126-150% of poverty = 50%
3.5 points + 1 = 4.5 points
4.5 points
Rounded = 5 points
5 points x $130 = $650
Step 1.
Step 2.
Step 3.
Step 4.
Example 3
Community, Fuel
Dwelling
Step 5.
Step 6.
Step 7.
Round points
Step 1.
Step 2.
Step 3.
Example 4
Community, Fuel
Dwelling
Step 4.
Step 5.
Step 6.
Step 7.
Round points
Savoonga, Oil
2 bedroom house
5, $2,700
Yes
Yes
Anchorage, N Gas
Studio apartment
1, $1,600
No
No
97
27 points
No adjustment
76-100% of poverty = 70%
18.9 points + 1 = 19.9 points
19.9 points
Rounded = 20 points
20 points x $130 = $2,600
5 points
126-150% of poverty = 50%
.75 points x 0.5 = 0.375 points
N/A
0.375 points = less than1 point
N/A
Ineligible
14 SERVICE PROVIDERSFS
14.1 TRIBAL PROVIDERS
Aleutian/Pribilof Islands Assoc. (APIA)
Amy Carlough or Jeremiah Szepanski
1131 W. International Airport Blvd
Anchorage, Alaska 99503-2111
AMYC @ APIAI. ORG; JEREMIAHS@ APIAI. ORG
P H: 1-800-478-2742
FAX: 907-279-4351
Ph: 907-222-2420 – Amy 907-222-9732 - Jeremiah
Aniak Traditional Council
Bristol Bay Native Association (BBNA)
Rae Belle Whitcomb
P.O. Box 310
Dillingham, AK 99576
rwhitcomb@bbna.com
Ph: 907-842-2262 X410
Fax: 907-842-3498
Direct: 842-6110
Orutsaramiut Native Council (ONC)
Moses Tulim
P.O. Box 927
Bethel, Alaska 99559
mtulim@nativecouncil.org
Ph: 907-543-2608
Fax: 907-543-2639
Assoc. of Village Council Presidents (AVCP)
Nicholas Hoover
P.O. Box 219
Bethel, Alaska 99559
nhoover@avcp.org
Seldovia Village Tribe (SVT)
Crystal Collier
P.O. Drawer L
Seldovia, Alaska 99663
CCOLLIER @SVT . ORG
Ph: 907-543-7471
Ph: 907-234-7898
Fax: 907-543-7479
(serving Aniak Only) Laura Simeon, Tribal Administrator
PO Box 349
Aniak, Alaska 99557
Aniaktribe88@yahoo.com
Ph: 907-675-4349 x202 FAX: 907-675-4513
Fax: 907-234-7865
Kenaitze Indian Tribe I.R.A. (KIT)
Kate Schadle
P.O. Box 988
Kenai, Alaska 99611
kschadle@kenaitze.org
Ph: 907-335-7600
Fax: 907-335-7239
Direct to Kate: 335-7604
Tanana Chiefs Conference (TCC)
Don Shircel/Anita Taylor
122 First Avenue
Fairbanks, Alaska 99701
don.shircel@tananachiefs.org
Ph: 907-452-8251
Fax: 907-459-3851
Direct: Don X3229; Anita X3390
Kodiak Area Native Association
Tlingit-Haida Regional Housing Authority
(THRHA)
Louise Kadinger
P.O. Box 32237
Juneau, AK 99803-2237
lkadinger@thrha.org
Ph: 907-780-6868
Fax: 1-866-232-3681
Direct: 907-780-3127
Kailey McNeil
3449 Rezanof Drive E
Kodiak, AK 99615
kailey.mcneil@kanaweb.org
Ph: 907-486-9800
Direct: 907-486-9843
Fax: 907-486-9898
Cook Inlet Tribal Council
Andrew Freed
3600 San Jeronimo Drive
Anchorage, AK 99508
afreed@citci.org
Ph: 907-793-3300
Fax: 907-793-3394
Chuathbaluk Traditional Council
Teen Center Road, P.O. Box CHU
Chuathbaluk, AK 99557
chuathtradcouncil@gmail.com
Ph: 907-467-4313
Fax: 907-467-4113
Yakutat Tlingit Tribe (YTT)
George Benson
P.O. Box 418
Yakutat, AK 99689
vale@ytttribe.org
Ph: 907-784-3302
Fax: 907-784-3595
98
14.2 HOUSING AUTHORITY CONTACT PHONE INFORMATION
Housing Authority
Alaska Housing Finance
Corporation (AHFC)
Association of Alaska
Housing Authorities
Aleutian Housing
Authority
Association of Village
Council Presidents
(AVCP) Reg Hsg Auth.
Baranof Island Housing
Authority
Bering Straits Regional
Housing Authority
Bristol Bay Housing
Authority
Cook Inlet Housing
Authority
Copper River Basin
Regional Housing
Authority
Interior Regional
Housing Authority
Kodiak Island Housing
Authority
North Pacific Rim
Housing Authority
Northwest Inupiat
Housing Authority
Tagiugmiullu
Nunamiullu Housing
Authority (TNHA)
Tlingit Haida Regional
Housing Authority
Other Housing Agency
Anchorage Community
Mental Health Services
Shelter+Care Program
Contact Name
Anchorage
Fairbanks
Juneau
Andrei Chakine
Sabrina Bolstad
Patty Paulus
Mark Charlie
Anne Davis
Shirley Bell
Vivian Shade
Amy Taylor
Malory Korsmon
Julie Leeper
Toni Lee Jackson
Betting Huntington
Denise Callahan
Denise Brock
Brenda Christoffersen
Brett Connor
Emma Porter
Gayle Ralston (EOM)
Gigi Gueco
Contact Numbers
330-6100
456-4290
586-3750
338-3970
Email Address
www.ahfc.state.ak.us
563-2146
563-3105 (f)
543-3121
543-3933 (f)
Patty.paulus@aleutianhousing.com
mark@avcphousing.org
747-5088
747-5701 (f)
443-8608
443-8652 (f)
842-5956
842-2784 (f)
793-3009
793-3062
822-3633
822-3662 (f)
Anne@bihasitka.org
452-8315
456-8941 (f)
486-8111
486-4432 (f)
562-1444
562-1445 (f)
442-3450
442-3486 (f)
Martha Mallott
Louise Kadinger
Contact Name
852-7150
852-7159
852-4367 (f)
780-3123
780-3127
Contact Number
Loni Thompson
762-8631
www.aahaak.org
vshade@bbha.org
ataylor@cookinlethousing.org
mpetito@cookinlethousing.org
jleeper@crbrha.org
info@crbrha.org
bhuntington@irha.org
dcallahan@irha.org
deniseb@kiha.org
Brenda@nprha.com
bconnor@nwiha.com
eporter@nwiha.com
gralston@nwiha.com
Gigi.gueco@tnha.net
mmalott@thrha.org
lkadinger@thrha.org
Email Address
lthompson@acmhs.com
More information is available at:www.aahaak.org/members.html and http://www.ahfc.state.ak.us
99
14.3 COMMUNITY LIST
"*" Indicates the tribe serves Alaska Native/American Indians only (both programs)
"**" Seldovia - state will serve all residents for AKHAP and non-Natives for LIHEAP)
"0" Indicates the tribe serves all residents for both programs
"+" Indicates the State serves all residents for AKHAP &
tribes serve all residents for LIHEAP
All remaining communities served by the state of Alaska for both programs
Points
Zip Code
Community Name
Served By
Oil / N Gas
99502
99615
99551
99552
99553
99554
99790
99555
99695
99720
99786
99721
99556
99501
99744
99820
99557
99920
99558
99722
99547
99559
99791
99821
99723
99724
99695
99559
99790
99652
99790
99785
99727
99729
99730
99788
99695
99561
99790
99574
99563
Adak (Station)
Akhiok
Akiachak
Akiak
Akutan
Alakanuk
Alatna
Aleknagik
Alexander Creek
Allakaket
Ambler
Anaktuvuk Pass
Anchor Point
Anchorage
Anderson
Angoon
Aniak
Annette
Anvik
Arctic Village
Atka
Atmautluak
Atqasuk
Auke Bay
Barrow
Beaver
Beluga
Bethel
Bettles
Big Lake
Birch Creek
Brevig Mission
Buckland
Cantwell
Central
Chalkyitsik
Chase
Chefornak
Chena Hot Springs
Chenega Bay
Chevak
/
*/KANA
0/AVCP
0/AVCP
*/APIA
0/AVCP
0/TCC
0/BBNA
/
0/TCC
/
/
/
*/CITC
*/TCC
0/THRHA
0/KNA
/
0/TCC
0/TCC
*/APIA
0/AVCP
/
*/THRHA
/
0/TCC
/
0/ONC
0/TCC
/
0/TCC
/
/
/
0/TCC
0/TCC
/
0/AVCP
/
/
0/AVCP
100
06/00/
08/00/
21/00/
21/00/
11/00/
21/00/
27/00/
13/00/
07/00/
27/00/
35/00/
16/00/
06/00/
08/05/
11/00/
08/00/
21/00/
06/00/
19/00/
32/00/
06/00/
19/00/
24/00/
05/00/
21/06/
24/00/
07/00/
16/00/
29/00/
07/05/
27/00/
23/00/
33/00/
11/00/
23/00/
28/00/
08/00/
20/00/
11/00/
08/00/
25/00/
99674
99732
99564
99565
99548
99615
99586
99566
99579
99567
99733
99734
99568
99569
99704
99950
99571
99701
99708
99572
99573
99574
99921
99575
99736
99737
99755
99576
99762
99737
99824
99685
99738
99577
99950
99578
99579
99702
99695
99695
99580
99825
99739
99506
99581
99603
99725
99726
99850
99701
99583
99790
99703
Chickaloon
Chicken
Chignik
Chignik Lagoon
Chignik Lake
Chiniak
Chistochina
Chitina
Chuathbaluk
Chugiak
Circle
Circle Hot Springs
Clam Gulch
Clarks Point
Clear
Coffman Cove
Cold Bay
Coldfoot
College
Cooper Landing
Copper Center
Cordova
Craig
Crooked Creek
Deering
Delta Junction
Denali Park
Dillingham
Diomede
Dot Lake
Douglas
Dutch Harbor
Eagle
Eagle River
Edna Bay
Eek
Egegik
Eielson AFB
Eklutna
Ekuk
Ekwok
Elfin Cove
Elim
Elmendorf AFB
Emmonak
English Bay
Ester
Evansville
Excursion Inlet
Fairbanks
False Pass
Fort Greely
Fort Wainwright
/
0/TCC
0/BBNA
0/BBNA
0/BBNA
/
/
/
0/CTC
*/CITC
0/TCC
0/TCC
/
0/BBNA
*/TCC
/
/
/
/
* /KIT
/
/
0/THRHA
/
/
*/TCC
/
0/BBNA
/
0/TCC
*/THRHA
*/APIA
0/TCC
*/CITC
/
0/AVCP
0/BBNA
0/USA
/
0/BBNA
0/BBNA
/
/
0/USA
0/AVCP
/
/
0/TCC
/
/
*/APIA
0/USA
/
101
08/00/
19/00/
09/00/
09/00/
09/00/
06/00/
12/00/
11/00/
21/00/
07/05/
23/00/
23/00/
07/00/
16/00/
11/00/
06/00/
11/00/
19/00/
10/00/
09/06/
11/00/
07/00/
05/00/
26/00/
31/00/
11/00/
10/00/
11/00/
27/00/
12/00/
05/00/
06/00/
19/00/
08/05/
11/00/
22/00/
15/00/
11/00/
08/05/
16/00/
14/00/
06/00/
26/00/
08/05/
24/00/
19/00/
11/00/
29/00/
07/00/
10/08/
11/00/
11/00/
10/00/
99740
99790
99603
99850
99586
99741
99742
99742
99587
99588
99762
99589
99590
99586
99826
99827
99603
99743
99743
99950
99602
99603
99829
99604
99605
99694
99745
99746
99922
99923
99613
99606
99540
99502
99801
99830
99747
99626
99607
99748
99608
99924
99609
99610
99611
99588
99612
99901
99749
99612
99613
99614
Fort Yukon
Fox
Fritz Creek
Funter Bay
Gakona
Galena
Gambell
Georgetown
Girdwood
Glennallen
Golovin
Goodnews Bay
Grayling
Gulkana
Gustavus
Haines
Halibut Cove
Healy
Healy Lake
Hollis
Holy Cross
Homer
Hoonah
Hooper Bay
Hope
Houston
Hughes
Huslia
Hydaburg
Hyder
Igiugig
Iliamna
Indian
Ivanof Bay
Juneau
Kake
Kakhanok
Kaktovik
Kalskag (lower)
Kalskag (upper)
Kaltag
Karluk
Kasaan
Kasigluk
Kasilof
Kenai
Kennicott
Kenny Lake (Tonsina)
Ketchikan
Kiana
King Cove
King Salmon
Kipnuk
0/TCC
/
/
/
/
0/TCC
/
0/AVCP
*/CITC
/
/
+/AVCP
0/TCC
/
/
*/THRHA
/
*/TCC
*/TCC
/
0/TCC
/
0/THRHA
0/AVCP
/
/
0/TCC
0/TCC
0/THRHA
/
0/BBNA
0/BBNA
/
0/BBNA
*/THRHA
0/THRHA
0/BBNA
/
0/AVCP
0/AVCP
0/TCC
/
0/THRHA
0/AVCP
* /KIT
*/KIT
/
/
*/THRHA
/
*/APIA
0/BBNA
0/AVCP
102
23/00/
11/00/
07/00/
07/00/
11/00/
20/00/
27/00/
26/00/
08/05/
11/00/
26/00/
20/00/
22/00/
11/00/
06/00/
06/00/
07/00/
10/00/
13/00/
05/00/
21/00/
07/00/
07/00/
25/00/
07/00/
07/05/
33/00/
30/00/
05/00/
04/00/
12/00/
19/00/
08/05/
12/00/
05/00/
06/00/
24/00/
23/00/
23/00/
22/00/
10/00/
05/00/
19/00/
07/00/
08/06/
11/00/
11/00/
04/00/
26/00/
11/00/
13/00/
20/00/
99750
99925
99827
99695
99751
99615
99606
99576
99559
99620
99752
99753
99754
99621
99622
99757
99624
99625
99668
99712
99950
99756
99628
99695
99588
99627
99755
99630
99780
99926
99758
99705
99631
99835
99632
99903
99633
99603
99634
99559
99950
99571
99760
99636
99606
99559
99690
99635
99556
99691
99638
99639
99761
Kivalina
Klawock
Klukwan
Knik
Kobuk
Kodiak
Kokhanok
Koliganek
Kongiganak
Kotlik
Kotzebue
Koyuk
Koyukuk
Kwethluk
Kwigillingok
Lake Minchumina
Larsen Bay
Levelock
Lime Village
Livengood
Loring
Manley Hot Springs
Manokotak
Marshall
McCarthy
McGrath
Mckinley Park
Mekoryuk
Mentasta Lake
Metlakatla
Minto
Moose Creek
Moose Pass
Mount Edgecumbe
Mountain Village
Myers Chuck
Naknek
Nanwalek
Napakiak
Napaskiak
Naukati
Nelson Lagoon
Nenana
New Stuyahok
Newhalen
Newtok
Nightmute
Nikiski
Nikolaevsk
Nikolai
Nikolski
Ninilchik
Noatak
/
0/THRHA
0/THRHA
/
/
/
0/BBNA
0/BBNA
0/AVCP
0/AVCP
/
/
0/TCC
0/AVCP
0/AVCP
0/TCC
*/KANA
0/BBNA
0/AVCP
/
/
0 /TCC
0/BBNA
+/AVCP
/
0/TCC
/
0/AVCP
/
0/THRHA
0/TCC
/
/
*/THRHA
0/AVCP
/
0/BBNA
/
0/AVCP
0/AVCP
/
*/APIA
0/TCC
0/BBNA
0/BBNA
0/AVCP
0/AVCP
*/KIT
/
0/TCC
*/APIA
/
/
103
28/00/
05/00/
08/00/
07/05/
35/00/
06/00/
19/00/
16/00/
22/00/
24/00/
21/00/
25/00/
20/00/
20/00/
22/00/
27/00/
07/00/
12/00/
26/00/
14/00/
05/00/
13/00/
16/00/
25/00/
11/00/
22/00/
10/00/
21/00/
12/00/
06/00/
16/00/
11/00/
06/00/
06/00/
25/00/
05/00/
13/00/
08/00/
11/00/
20/00/
06/00/
08/00/
11/00/
16/00/
19/00/
25/00/
21/00/
07/06/
06/00/
27/00/
06/00/
08/00/
32/00/
99762
99640
99763
99705
99764
99789
99765
99666
99641
99643
99695
99644
99645
99737
99647
99832
99648
99567
99833
99649
99650
99649
99651
99712
99927
99766
99790
99836
99653
99603
99549
99550
99950
99695
99576
99655
99767
99656
99505
99768
99657
99660
99658
99659
99660
99714
99661
99769
99950
99662
99770
99663
99664
Nome
Nondalton
Noorvik
North Pole
Northway
Nuiqsut
Nulato
Nunam Iqua (Sheldon Pt)
Nunapitchuk
Old Harbor
Oscarville
Ouzinkie
Palmer
Paxson
Pedro Bay
Pelican
Perryville
Peters Creek
Petersburg
Pilot Point
Pilot Station
Pitka's Point
Platinum
Pleasant Valley
Point Baker
Point Hope
Point Lay
Port Alexander
Port Alsworth
Port Graham
Port Heiden
Port Lions
Port Protection
Portage
Portage Creek
Quinhagak
Rampart
Red Devil
Richardson (Fort)
Ruby
Russian Mission
Saint George
Saint Mary’s
Saint Michael
Saint Paul
Salcha
Sand Point
Savoonga
Saxman
Scammon Bay
Selawik
Seldovia
Seward
/
0/BBNA
/
/
0/TCC
/
0/TCC
0/AVCP
0/AVCP
*/KANA
0/AVCP
/
/
/
/
*/THRHA
/
/
*/THRHA
0/BBNA
0/AVCP
0/AVCP
0/AVCP
/
/
/
/
/
/
/
0/BBNA
/
/
*/CITC
0/BBNA
0/AVCP
0/TCC
0/AVCP
0/USA
0/TCC
0/AVCP
*/APIA
0/AVCP
/
*/APIA
/
*/APIA
/
0/THRHA
0/AVCP
/
**/SVT
/
104
17/00/
19/00/
26/00/
11/00/
12/00/
20/00/
24/00/
24/00/
19/00/
07/00/
20/00/
06/00/
07/05/
12/00/
19/00/
07/00/
09/00/
08/05/
05/00/
12/00/
25/00/
25/00/
20/00/
11/00/
11/00/
23/00/
18/00/
11/00/
19/00/
08/00/
12/00/
08/00/
11/00/
08/05/
14/00/
20/00/
20/00/
26/00/
08/05/
19/00/
25/00/
11/00/
25/00/
23/00/
11/00/
11/00/
08/00/
27/00/
04/00/
22/00/
29/00/
09/00/
06/00/
99665
99771
99666
99772
99773
99835
99840
99667
99586
99668
99669
99790
99670
99671
99672
99774
99673
99695
99674
99675
99676
99776
99777
99677
99627
99778
99841
99779
99919
99678
99780
99637
99695
99683
99679
99680
99681
99678
99716
99682
99683
99684
99685
99686
99781
99782
99783
99928
99687
99950
99784
99693
99688
Shageluk
Shaktoolik
Sheldon Point-Nunam Iqua
Shishmaref
Shungnak
Sitka
Skagway
Skwentna
Slana
Sleetmute
Soldotna
Solomon
South Naknek
Stebbins
Sterling
Stevens Village
Stony River
Susitna
Sutton
Takotna
Talkeetna
Tanacross
Tanana
Tatitlek
Telida
Teller
Tenakee
Tetlin
Thorne Bay
Togiak
Tok
Toksook Bay
Tonsina
Trapper Creek
Tuluksak
Tuntutuliak
Tununak
Twin Hills
Two Rivers
Tyonek
Ugashik
Unalakleet
Unalaska
Valdez
Venetie
Wainwright
Wales
Ward Cove
Wasilla
Whale Pass
White Mountain
Whittier
Willow
0/TCC
/
0/AVCP
/
/
*/THRHA
*/THRHA
/
/
0/AVCP
*/KIT
/
0/BBNA
/
*/KIT
0/TCC
/
/
/
0/TCC
/
0/TCC
0/TCC
/
0/TCC
/
*/THRHA
0/TCC
/
0/BBNA
*/TCC
0/AVCP
/
/
+0AVCP
0/AVCP
0/AVCP
0/BBNA
/
/
0/BBNA
/
*/APIA
/
0/TCC
/
/
/
/
/
/
/
/
105
24/00/
21/00/
24/00/
29/00/
35/00/
06/00/
08/00/
11/00/
12/00/
26/00/
09/06/
26/00/
13/00/
21/00/
09/06/
23/00/
26/00/
10/00/
07/05/
20/00/
08/00/
12/00/
20/00/
11/00/
27/00/
23/00/
07/00/
16/00/
05/00/
17/00/
12/00/
21/00/
11/00/
08/00/
21/00/
20/00/
20/00/
17/00/
11/00/
07/00/
12/00/
21/00/
06/00/
08/00/
23/00/
21/00/
27/00/
04/00/
07/05/
06/00/
26/00/
08/05/
07/00/
99790
99929
99689
Wiseman
Wrangell
Yakutat
/
*/THRHA
0 /YTT
106
19/00/
05/00/
06/00/
15 WORKER TOOLS AND RESOURCES
15.2 F EE AGENT MANUAL
The Fee Agent Manual is located at:
H:\users\hap\shared\wp\forms\feeagent\Fee Agent Manual.doc
15.3 GENERAL RELIEF ASSISTANCE
Alaska's General Relief Assistance ( ) program is an emergency assistance program designed to
meet immediate basic needs of Alaskans experiencing extreme financial crisis. It provides
limited assistance on behalf of eligible applicants to meet emergency subsistence needs for
shelter, utilities, food, and clothing. It also provides funds for funeral and burial expenses of
deceased persons. To qualify for assistance, applicants need to show they have an emergency
need, such as an eviction notice from their landlord or a cutoff notice from the electric company.
Payments are always provided to the vendor, never to the applicant. The program is primarily
used for burials and to prevent evictions. Only a very small portion is used for utilities.
State law limits GRA payments paid on behalf of eligible applicants to a maximum of $120 per
person. For example, if there are three persons in the applicant's household, assistance may be
provided to meet the emergency need up to a maximum of $360.
The GRA program is 100% state-funded. The program is designed to be used as a last resort for
financially eligible individuals and families who have exhausted all other possible resources. It is
the responsibility of each DPA case manager to insure that all possible resources and alternative
forms of assistance have been explored prior to approving applications for GRA.
15.4 INTERPRETER P ROVIDER
Language Line is our interpreter service provider to assist staff with interpreter services. Staff
can contact Language Line by calling 1-866-261-6608 – then enter 6 digit Client ID 551021.
Staff will need to know the language they need assistance with – Press 1 for Spanish and Press 2
for all others. Staff will need to provide their Personal Code, which is the last four-digits of their
PCN.
15.5 LIFELINE AND LINKUP P ROGRAMS
The Lifeline and Linkup programs offer discounts to qualified telephone customers for both basic
monthly residential telephone service and telephone service installation. The
Telecommunications Act of 1996 provides federal funding to ensure that quality telephone
services are available to all consumers at affordable rates. A portion of each consumer’s bill goes
to this fund and telephone providers are required to use the funds to extend affordable access to
phone services through the Lifeline and Linkup programs.
Lifeline provides reductions in participants' monthly, local residential phone charges. The
reductions can amount to as much as $20 per month for monthly use. Depending on the provider,
Linkup services can reduce the cost of installing phone service by up to $70.
107
Telephone companies providing Lifeline may not disconnect qualifying low-income consumers’
local service for non-payment of toll charges. In addition, toll blocking is available to Lifeline
customers free of charge. Toll blocking allows customers to block incoming and outgoing long
distance calls.
The HAP prints the following text on all Notices to applicants determined eligible for heating
assistance:
“Your household income qualifies you for a reduced rate for local telephone service. If you are
interested in a discount on your telephone bills, bring this notice to your phone company and ask
about Linkup and Lifeline telephone service.”
More information on Lifeline and Linkup is available at:
http://www.ausac.org/lifeline%20brochure.pdf
15.6 REGULATORY COMMISSION OF ALASKA
Workers may refer any applicant that would like some help or intervention with their heat or
electric utility (regardless of the weather), to the Regulatory Commission of Alaska, Consumer
Protection and Information Section, at: 272-6222 in Anchorage or toll free at 1-800-390-2782.
When working with someone that is being disconnected in cold weather or being threatened with
being disconnected, invite him or her to call the RCA if they would like RCA intervention. The
Commission wants to be aware that this is happening and how often.
Consider “cold weather” to be anything below zero up north, and probably anything below
freezing in Southeast.
15.7 VENDOR MANUAL
The Vendor Manual is located at: H:\users\hap\shared\wp\forms\vendor\Vendor Manual.doc
15.8 VETERANS BENEFITS
The local Veteran’s Administration office number is 586-7472, press option #2 for front desk
direction. The office can verify VA benefits for applicants statewide from the Juneau office.
108
15.9 VINELINK AND ACOMS
A means to check a household member to see if they are incarcerated.
ACOMS – stands for “Alaska Corrections Offender Management Systems,” and will be
creating alerts in HAS so workers will know to research the database for household
information regarding possible incarceration of a household member.
109
15.10 THE WORK NUMBER®
The Work Number is a means of obtaining income information from over 600 companies
including Wal-Mart, K-Mart, and Fred Meyer.
At the beginning of each season the Eligibility Office Manager will email a list of the HAP
workers to the DPA office in Anchorage. You’ll receive a temporary password. Our Username
is our work email address. For example Joe.Doe@alaska.gov. During interim, workers names
are blocked.
To take the online tutorial:
https://www.theworknumber.com/Demos/eComm/OnlineVerifications_SSVExpress.pdf
110
15. 11 Workers Compensation Report Workers Compensation Report
111
15.12 MILITARY P AY
NOTE: A dwelling located on a military base is considered an ineligible dwelling. See
Section 6.3
The Leave and Earnings Statement
Military personnel receive their wages through the LES (Leave and Earnings Statement).
• The Entitlements column reflects a military person’s payments and allowances.
• The Deductions column shows items that are deducted from the entitlements column
including tax withholdings, tax payments, Medicare and debt collections.
• The Allotments column shows items paid to a qualified person or business.
There are numerous items that can appear in these three columns for different military personnel
in different types of deployment and housing situations. The following lists the most common of
these items and how each are counted in the budget when determining eligibility.
112
ENTITLEMENTS
ENTITLEMENT DEFINITIONS
COUNTS AS INCOME?
ADVANCE DEBT:
Debt repayment from advance pay.
ADVANCE PAY:
Pay that can be drawn interest free up to three months in advance.
AMOUNT BROUGHT FORWARD FROM PREVIOUS MONTH
(AMTFWD):
Amount of all unpaid pay or allowances brought forward from the previous
month.
AVIATION CAREER INCENTIVE PAY:
Special pay to officers who hold positions or are in training to get positions in
aviation.
BAH DIFFERENTIAL (BAH-DIF):
The difference between the full married BAH rate and full single BAH is paid
to military personnel who do not have custody of their children and are paying
court ordered child support.
BASE PAY OR BASIC PAY:
A military person’s base pay before other entitlements are added.
BASIC ALLOWANCE FOR HOUSING (BAH) or BASIC ALLOWANCE
FOR QUARTERS (BAQ):
The military offers free or subsidized housing to all its personnel. The amount
of BAH is dependent upon the rank, location and whether they have
dependants.
BASIC ALLOWANCE FOR SUBSISTENCE (BAS):
This is a military person’s food allowance. Most (but not all) of the BAS is
automatically deducted from the paychecks of members required to consume
meals in the dining facilities.
CAREER SEA PAY& REGULAR SEA PAY:
Special pay received by military personnel on sea duty.
CAREER ENLISTED FLYER INCENTIVE PAY (CEFIP):
Special pay for Navy or Air Force who perform operational flying duties.
CLOTHING ALLOWANCE (CMA):
Annual clothing allowance paid to military personnel for the repair/replacement
of military clothing issued during basic training.
COMBAT PAY(or incentive pay for hazardous duty, hostile fire pay, or
imminent danger pay):
Payments to a military person assigned or deployed to a combat zone.
COST OF LIVING ALLOWANCE (COLA):
Compensation paid to military personnel who are stationed in certain “highcost” locations in the continental United States.
DISLOCATION ALLOWANCE (DLA) due to permanent change of location
(PCL):
Partial payment of relocation expenses (not otherwise reimbursed) paid to
military personnel when relocating their household due to a permanent change
of location(PCL).
DIVING DUTY PAY:
Special pay for Armed Force military personnel assigned to diving duty.
FAMILY SEPERATION ALLOWANCE (FSA):
Allowance to military personnel with dependents anytime they are away from
their families (due to military orders) for 30 days or longer.
FAMILY SUBSISTENCE SUPPLEMENTAL ALLOWANCE(FSSA):
Assistance to certain military personnel and their families so they will not have
to rely on food stamps to make ends meet.
FLIGHT PAY:
Allowances to military personnel who are on flying status.
FOREIGN DUTY PAY(FDP):
113
NO
NO
NO
YES
YES
YES
VARIES
SEE FS MS 605-2 (E)(2) & (3)
YES
YES
YES
NO
NO
YES
NO
YES
YES
YES
YES
YES
Special pay received by military personnel on duty outside the 48 contiguous
states and the District of Columbia.
FOREIGN LANGUAGE PROFICIENCY PAY(FLPP):
Special pay to military personnel receiving basic pay and certified by the
individual service secretary to be proficient in a foreign language.
HARDSHIP DUTY PAY-INVOLUNTARY EXTENSION:
Extra pay for military personnel on designated involuntary extension.
HARDSHIP DUTY PAY-LOCATION(HDP-L):
Compensation paid to military personnel assigned outside the continental
United States in Quality of Life (QoL) Hardship locations.
HARDSHIP DUTY PAY-MISSION (HDP-M):
Special pay to military personnel for performing designated hardship missions.
JUMP PAY:
Special pay or allotment if required to jump from an airplane
LEAVE OR SEPARATE RATIONS:
Special pay to military personnel who live in housing that are not required to
consume meals in the dining facilities.
MOVING HOUSING ALLOWANCE(MIHA), MISCELLANEOUS,
RENT, AND SECURITY:
MIHA-Up front – Reimbursement for household necessities.
MIHA Rent - Reimbursement for one time fees such as real estate agent or
redecoration fees.
MIHA Security - Reimbursement for security improvements.
NATIONAL GUARD PAY:
Basic pay for service personnel of the National Guard.
PER DIEM:
Special pay to military personnel to help defer the costs of traveling on
temporary orders.
REENLISTMENT BONUSES:
This payment could be received a lump sum or in installments.
YES
VARIES, SEE FS MS 605-2 E (b)(ii)
YES
YES
NO
YES
NO, unless exceeds actual costs
YES, if received in installments
NO, if received in as a non-recurring lump
sum.
SAVE PAY:
This is pay received by an enlisted military person who accepts an appointment
as an officer.
YES
SPECIAL DUTY ASSIGNMENT PAY (SDAP):
Pay to military personnel in addition to basic pay for performing extremely
difficult duties, or duties involving as unusual degree of responsibility.
SPECIAL PAY FOR MEDICAL AND DENTAL OFFICERS:
Special pay for health professionals.
SPECIAL PAY FOR WARFARE:
A bonus paid to an officer who remains in active duty in special warfare service
for at least one year, up to $15,000 for each year of continuation.
SUBMARINE DUTY INCENTIVE PAY:
Special pay to sailors under orders to a submarine.
SUPPORT/COMMUNITY DEBT (CHILD SUPPORT):
This is normally child or spousal support owed outside the household and is not
extra pay.
WOUNDED WARRIOR PAY:
Pay to military personnel receiving medical treatment and rehabilitation until
they have returned to active duty.
YES
YES
YES, if received in installments
NO, if received in as a non-recurring lump
sum.
YES
NO
YES
DEDUCTIONS
DEDUCTION DEFINITIONS
ARMED FORCES RETIREMENT HOME (AFRH):
A retirement community that offers residential living quarters, health care,
social services, recreational and entertainment programs.
114
ALLOWABLE DEDUCTION?
NO
DEBT:
This is repayment of a debt by a military person.
FAMILY SGLI (FSGLI):
A low cost group life insurance for a military person’s spouse and children.
REPAY ADVANCE:
This is a repayment of advance pay.
SERVICEMEMBER’S GROUP LIFE INSURANCE (SGLI):
A low cost group life insurance for military personnel.
SUPPORT/COMM DEBT (CHILD SUPPORT):
This is a child or spousal support payment.
TSP(THRIFT SAVINGS PLAN):
This is a retirement savings account
NO
NO
NO, not an allowable deduction. This is
repayment of a debt.
NO
YES, if legal child support obligation is verified
through CSSD or a court order
NO
ALLOTMENTS
ALLOTMENT DEFINITIONS
DISCRETIONARY ALLOTMENT:
This is a designated amount of money that is automatically distributed from a
military person’s pay and may be stopped, started, or adjusted at will. These can
include payments of premiums for commercial life insurance for the military person
or the military person’s spouse or children.
NON-DISCRETIONARY ALLOTMENT:
This is a designated amount of money that is automatically distributed from a
military person’s pay that may or may not be voluntary and cannot be started or
stopped at the member’s will.
SAVINGS BONDS:
A bond issued by the U.S. Government and backed by its full faith and credit.
TRI-CARE DENTAL (TDP):
A voluntary dental insurance program available to military personnel.
U.S. DEBT:
A repayment of debt to the U.S. government.
IS IT AN ISSUE?
Possible countable resource or deduction.
Possible countable resource or deduction.
Possible countable resource.
Possible medical deduction.
NO
Note:
A list of discretionary or non-discretionary allotments can be found at
http://www.military.com/benefits/military-pay/military-pay-allotments.
MILITARY PAY
Members of the military receive their wages through the Leave and Earnings Statement (LES).
This statement reflects a military person’s monthly payments and allowances, tax deductions, and
other allotments that are deducted from their gross pay. Please see Addendum 3 for a detailed list
of LES Entitlement, Deduction and Allotment definitions and instructions on how to count each
in the military household’s benefit determination.
How the resources, income, and deductions of military personnel affect the household’s benefits
depends on:
• The military person’s location,
• The military person’s deployment status, and
• Program policy.
Please see FS MS 602-1 A for more information about household composition.
115
1. Resources
Types of resources typical to a military person’s household are as follows:
a)
Joint bank account. If the military person is deployed, any monies deposited
into a joint bank account and accessible to the household will count as unearned
income to the household in the month received and as a resource the following
month.
b)
Bonuses for reenlistment and special pay for warfare. Bonuses paid to a
military person will appear in the Entitlements section of the LES. If a bonus is
received in a lump sum, it is exempt as income under the non-recurring lump
sum provision but is counted as a resource in the month received. If the bonus is
paid in installments, it counts as earned income in the month received.
c)
Vehicles. There is no special treatment for the vehicles of military families.
Please see FS MS 602-2 C.
d)
The Thrift Savings Plan (TSP). This is a form of a government employee
retirement plan and is an excluded resource as long as the employee does not
withdraw the funds.
e)
Savings bonds. The cash in value of a savings bond is a countable resource once
the funds can be accessed.
2. Income
A military person’s income is treated differently if the military person is living with the
household or if the person is deployed.
Note on Military Pay:
The income on the Leave and Earnings Statement (LES) is considered as monthly
income, even when the military person receives a mid-month check.
a) Earned Income
i)
Countable Income
If the military person is living in the home, payments and allowances shown in the
Entitlements section of the Leave and Earnings Statement (LES) will be considered
earned income and counted in the budget. The most common of these are base pay, or
basic pay, basic allowance for subsistence (BAS), a military person’s food allowance,
and basic allowance for housing (BAH).
If the allowance is listed in the Entitlements section and is also listed in the
Deductions or Allotments section of the LES, count only the amount above the
Deductions or Allotments amount as earned income in the budget.
a) Housing and food allowance (BAS, BAQ or BAH):
o
Households living on base: exempt as in-kind income.
o
Households living off base who receive the allowance directly:
counts as earned income.
116
o
Households living on or off base whose housing expenses are paid
directly to the vendor: exempt vendor payment.
b) Bonuses paid to a military person will appear in the Entitlements section of
the LES. If a bonus is received in a lump sum, it is exempt as income under
the non-recurring lump sum provision but is counted as a resource in the
month received. If the bonus is paid in installments, it counts as earned
income in the month received.
Example:
Doug and his family move to a new off-base location. He receives his monthly rent on his
LES. His BAH allotment in the entitlement column is $1500. Doug’s landlord verifies
that his monthly rent is $1300. The $1500 BAH is countable earned income and rent of
$1300 is allowed as a shelter deduction.
ii) Excluded Income
•
Exclude the amount of the Clothing Maintenance Allowance (CMA) used to
purchase clothing as a reimbursement.
•
Dislocation Allowance (DLA) or any other allowance which are one-time
payments, will only count as earned income if the allowance can be
anticipated.
•
The portion of a military retirement payment which goes to an ex-spouse
under a divorce decree property settlement is not counted as income to the
retiree.
Example:
William receives his LES and it shows a Clothing Maintenance Allowance (CMA) of
$125 in the entitlement column. In the deduction column, the (CMA) is listed as $100.
Even though William did not spend the entire amount of the clothing allowance the entire
$125 is exempt income.
b) Unearned Income
i)
Deposit to a Joint Account
The amount that a deployed military person deposits to a joint account will be
counted as unearned income to the household. Any amount spent by the deployed
member is not available to the household so is not counted as income.
Example:
Bill is in the military and receives $1000 per month in wages. Bill’s wife Virginia and
their daughter Anna have an open case. Bill has his military pay deposited into a bank
account in his name only; Virginia has no access to the funds or to the account. Do not
count any of Bill’s income in the eligibility determination for Virginia and Anna.
Example:
Joe is in the military. His paycheck is $1000 a month. He deposits $500 into his account
and $500 into a joint account with his wife, Andrea. The $500 deposited into the joint
117
account is budgeted as unearned income to the household. Since Andrea does not have
access to Joe’s account, only the amount deposited in their joint account counts.
Example:
Ralph is in the military making $1200 a month. An allotment check of $1000 is paid
directly to his wife Karla, and $200 to himself. The money sent to Karla counts as
unearned income.
Example:
Bill is in the military making $1500 a month. He deposits the entire amount into a joint
account with his wife, Joy. Bill uses his debit card to access monies from this account
for his personal use. The money that Bill withdraws is not accessible to Joy, so it does
not count as income.
ii) Combat Pay
Combat pay is exempt when determining eligibility. Disregard any amount of
combat pay that goes to the household in excess of the military person’s predeployment earnings.
Combat pay will be listed in the Entitlements column, and may appear as follows:
•
•
•
•
•
•
•
Combat pay
Hostile fire pay
Imminent danger pay
Incentive pay for hazardous duty
Hardship duty pay-Location
Hardship duty pay-Mission
Hardship duty pay-Involuntary Extension
Note:
Combat zones are designated by an Executive Order from the President as areas in
which the U.S. Armed Forces are engaging or have engaged in combat. For combat
pay to be excluded as income, the military person must be deployed to one of the
combat zones listed at: http://www.irs.gov/newsroom/article/0,,id=108331,00.html
Budgeting Combat Pay
1. If the military person was in the household before deployment, the amount of
their military pay is countable earned income.
2. If the military person was not in the household before deployment, the
amount provided to the household before deployment is considered countable
unearned income.
3. Once the military person is deployed to a combat zone:
• If the amount provided to the household is equal to or less than the
amount provided before deployment, the amount provided is
countable unearned income.
• If the amount provided to the household is more than the amount
provided before deployment, the additional amount is considered
exempt combat pay.
118
Example:
Mike is in the military stationed overseas. Mike’s wife Bonnie and their daughter have
an open case. Mike sends his wife $1000 every month. When Mike is deployed to a
combat zone his pay is increased to $1300 a month, which is deposited into a joint
account. The additional $300 is considered combat pay and is exempt. The remaining
$1000 is budgeted as countable unearned income because that’s the amount she was
receiving before Mike was deployed to a combat zone.
3. Deductions
There are certain allowable expenses that are specific to a military person’s pay. Listed below are
allowable expenses that are located in the Deductions column of the LES.
a) Housing allowances (BAQ or BAH):
o
Households living on base whose housing is paid as in-kind income: no
deductions are allowed for expenses paid by in-kind income.
o
Households living off base whose housing allowance is received directly:
shelter deductions paid by the household are allowed.
o
Households living on or off base whose housing expenses are paid directly to
the vendor: no shelter deductions are allowed for expenses paid via a vendor
payment.
b) Support or Community debt. This deduction is either a spousal or child support
obligation. A deduction is allowed for the monthly child support obligation if
verified by a court order or through CSSD.
119
15.13 NATIONAL VOTER REGISTRATION ACT (NVRA)
Heating Assistance Program
Procedures for Voter Registration Forms
NVRA is designed to increase citizens’ access to voter registration opportunities. States are
required to offer voter registration opportunities at all offices that provide public assistance,
including heating assistance. Each person applying for heating assistance, or a recipient notifying
HAP of a change of address, must be provided with a voter registration form and the NVRA
declination form. The voter registration forms have been added to the HAP application so the
client receives the forms when they apply for the program.
Applications for Heating Assistance Received in the Mail
•
•
•
•
•
•
•
Check to see if the voter registration form is completed.
Check to see if the declaration form was completed. If it has not been completed, please
complete a form for each application received. Please fill in the client’s name and date
received and write in “not completed by client” on the form.
If the client completed the registration application but not the declaration form, please
check yes on the declaration form and write in their name and date.
On the actual application, under “Registrar/Agency/Official – Check ID and complete
this section” please write “NO ID” in that section if the application was received by mail.
In that same section on the application, please write “NVRA Agency” in the box entitled
“Registrar/Agency/Official” if it isn’t already pre-printed on the form.
Do not worry if the application is incomplete, Division of Elections will follow up with
the applicant.
Please give all voter registration application forms and declination forms to Trina Jones,
the Heating Assistance Office Assistant.
Applications Received In Person
•
•
•
•
•
•
•
Assist the client with completing the forms.
If the client does not want to complete the form, the worker must complete the
declaration form by filling in the client’s name and date received and checking off the
“no” box.
If the client wishes to complete the form, offer to assist them.
Take the completed form and check for accuracy and completeness.
Check the client’s ID and sign your name on the application in the area labeled
“Registrar/Agency/Official – Check ID and complete this section”.
In that same section on the application, please write NVRA Agency in the box entitled
“Registrar/Agency/Official” if it isn’t already pre-printed on the form.
Please give all voter registration application forms and declination forms to Trina Jones,
the Heating Assistance Office Assistant.
120
Change of Address Notifications
•
If a worker receives a call or written correspondence notifying HAP of a change of
address, the worker must send the client the Voter Registration Form and Declaration
Form. These forms are available in the HAP office and are separate from the Heating
Assistance Application. Please put a note in HAS, in F9 notes, that a new voter
registration application was sent to the client at their new address (indicate address) along
with the worker’s initials and the date the form was sent.
Office Assistant’s Form Transfer Instructions
•
Declaration Forms – Create a file in the file cabinet and file them in date order. Please
paper clip all forms received on a given date together. These forms must be retained at
HAP for 22 months. Do not mail these forms to Division of Elections.
•
Completed Voter Registration Forms
o
o
State law states that voter registration forms must be submitted to the Division of
Elections within five days of completion.
Every Friday batch all the voter registration forms received by HAP throughout
the week and send them to the Division of Elections with a completed NVRA
Agency Transmittal Form. Forms received in Juneau should be mailed to:
Region I Elections Office
P.O. Box 110018
Juneau, AK 99811-0018
If you need additional copies of the Voter Registration Form, please contact the Division of
Elections Regional Office in Juneau at 907-465-3021. If you need additional Declaration Forms,
they can be found on the DPA website under Employee Resources, eForms, GEN 10.
121
16
INDEX
10 cases/applications from the filing
cabinet., 90
10 days, 16
10 days after receipt
10 days after receipt, 16
18 business hours, 11, 16
18 years of age – full time students, 53
18 years old at the time of application,
53
30 days to respond to a pend, 74
45 calendar days, 15
60 consecutive days, 15
60 consecutive days, 19, 37
60 Consecutive Days Residence in
Temporary Shelter, 37
60 days received past signature date,
27
60 days, received past signature date, 38
60 years of age or older, 96
account numbers, 83
Add an alert to a case in HAS, 60
Administrative Policies and
Procedures, 87
Adult Public, 2, 5, 19, 31, 43, 50
Adult Public Assistance (APA, 40
Adult Public Assistance (APA), 40
AHFC, 39, 61, 62, 63, 99
Alaska General Relief Assistance
(GRA), 39
Alaska Longevity Bonus, 39
Alaska Permanent Fund Dividends, 21
Alaska Pioneers Home, 18
Alaska Pioneers Home,, 15
Alaska Poverty Guidelines, 20
Alaska poverty level, 2, 95, 96
Alaska Senior Assistance Program, 21
Alaska Senior Benefits (GA), 39
Alaska Temporary Assistance, 5, 40
Alaska's General Relief Assistance, 107
alimony, 20, 39
Allowable Self-Employment Expenses,
25
alternate, 83
alternate account name, 83
Alternate Month to Determine
Eligibility, 59
AmeriCorps, 22
annual heating costs, 3, 37
annual unsubsidized heating costs, 30
Annuities/nsurance, 40
Applicant, 2, 87
Jones, Sam Jr, 8
Applicant and Another Adult in the
Household, 82
Applicant and Landlord, 82
Application For Assistance, 6
Application Form, 6
application is signed months before it
arrives, 38
Application Receipt, 8
April 30 deadline, 27, 38
Atypical Household Situations, 78
Auto-attendant Telephone System and
Voice Mail, 94
back-pay, 21, 56
Bad Debt, 83
Basic Allowance for Housing (BAH), 40
Bed & Breakfast, 19
bedroom, 32, 73, 75, 95
bedrooms, 32
Benefit calculation, 96
BIA General Assistance, 20
BIA General Assistance (BIA), 40
BIA General Relief Assistance, 40
Bingo, 20
Bingo and lottery winnings, 40
boarding home, 19, 33, 95
boat, 33, 42, 95
bonuses, 21, 56
broken furnace - grant transfer, 84
Calculating Income, 20
Calculation/Decision Trail, 93
calculator tape and a notation, 93
Capital gains, 40
car, 19
caretaker, 37
Case Notes, 92
122
Criteria for Expedited Processing, 10
Deceased Household Member, 84
Denial – NC, 17
Denial – No United States Citizen or
Qualified Alien, 18
Denial – NT, 17
Denial – OT, 17
Denials - IA (15 day rule), 74
Denied – AW, 59
Determine Eligibility and Issue Grant,
91
Determining Benefit Level, 31
Determining Eligibility, 17
Direct Deposit benefits, 21
Disabled, 2
disaster proclamation, 79
disconnect notice, 11
Distribution of Grant between Home
Heating and Electricity, 80
dividends, 21
Division, 2
Duplicate Applications, 9
duplicate checker, 9
Dwelling type, 95
Earned income, 2
earned income tax credits, 22
Elderly, 2
elderly and disabled
Applications mailed mid-August, 7
elderly or disabled
Priority groups, 96
elderly or disabled
Assistance Categories, 31
Expedited processing – no
application, 13
Reasons for Re-pending, 76
electric - insufficient to restore
disconnected service, 81
electric disconnect, 80
Eligibility
Complete Application, 6
Defination, 2
Eligible Households, 14
Ineligible Households, 15
One Award Per Season, 15
Eligibility Factors, 14
Cases Requiring Specialized
Procedures, 60
Casework Follow-Up, 91
Cash gifts, 20, 22, 40
cashouts, 21
Categorical Households, 19
CHANGING APPLICATION
INFORMATION, 88
child in the household that was served in
another household, 31
child support, 20, 113, 119
Child support, 41
Child Support, 5, 75
child under age 6, 31
CHILDREN SERVED IN OTHER
HOUSEHOLD, 28
children under age 6, 90
children under age 6, 8
Clarification from Eligibility Office
Manager, 91
coal, 34
fuel type, 34
Codes
Alaska Administrative Codes, 88
Denial Notices, 30
Ethnicity, 8
Fuel Types, 33
HAS Alerts, 60
Housing Category, 32
Subsidized Housing Alerts, 61
Collateral Contact, 58
Collateral Contact Statement, 58
collateral letter from the homeowner, 37
Collateral letters, 58
Collect and Toll Free Calls, 89
Community fuel points, 95
Complete application, 2
Complete Applications, 7
Completed application, 2
Concerned Agency Representatives,
Friends, Interpreters, 87
Confidentiality, 87
contract screen, 62
correctional facility, 18
Countable Income, 20
crisis center, 15, 19
123
Eligibility Office Manager, 93
daily case review, 93
Eligible Household, 14
emancipated minor, 6
Entering Applications, 8
Entering Grant Payment Information
Into the HAS, 82
escrow payments, 21
Ethnicity, 8
eviction notice, 82
Exceptions to the 75/25 guideline, 80
Expedite Eligibility
Time Frame Expedites, 11
expedite voice mail box (465-3097), 94
Expedited Application Procedures, 11
Expedited Application Processing, 10
Expedited Heating Assistance, 16
Expedited Processing Households with
Elderly Or Disabled Members, 13
Expedited Time Frames, 11
Expedites - November 1, 79
Expedites for Seasonal and Self
Employed, 12
fair hearing, 86
Fair Hearing paperwork, 91
faxed applications, 11
Federal income tax refunds, 22
federal poverty guidelines, 14
fee agent, 6, 7, 30, 37, 90, 91, 95
Fee agent, 3
Fee Agent, 107
Fee Agent and Department of Public
Assistance (DPA) Employees, 87
Fee Agent Manual, 107
files - unprocessed at the end of the day,
92
files on or in desks overnight, 92
Filing Cases, 92
Filing Period, 17
foster adult
housesharer, room renter or household
member, 73
foster care payments, 20
Fraud, 60
Fuel Type, 33
Fully subsidize, 3
Fully Subsidized, 70
G.I. Bill payments, 21
General Delivery Address is not an
acceptable physical address, 90
General Relief, 17
General Relief Assistance, 17, 21, 37,
39, 45, 107
Grant Changes - F2 "Paid", 83
Grant Changes - F2 "Pending", 83
Grant Computation, 34
Grant Payment Maintenance, 83
Grant Transfer - Dissolution of
Household, 85
Grant Transfers, 84
Grant Transfers - Broken Equipment, 84
Grant Transfers - Moving Household, 84
gross monthly income, 20
Gross monthly income, 3
Gross Rent, 68
Guidelines for Computing Income, 27
HAS Alert Codes, 60
Head of household, 3
head-of- household, 10
Hearings, 86
heat or electricity is included in the rent,
82
Heat or Rent Cost, 36
heating and/or electric bills are in
someone else’s name, 83
Heating assistance, 3
Heating Assistance Benefit
Computation, 95
heating cost
nsurance, 3
nsurance household – no heating
costs, 15
2.0 points for more to be eligible for
HAP, 96
adjusted by 1 point for elderly, legally
disabled, or children under 6, 96
applicant shows they have a heating
cost, 36
assigned to community points, 95
denial – LB, 30
denial – NC, 30
denial – SR, 30
124
fully subsidized – SHRUD, 14
house-sharers, 32
paid directly to the landlord - grant
distribution, 81
paid indirectly rhrough rent - grant
distribution, 82
SHRUD, 63
subsidized housing, 61
subsidized housing - SE. See
heating costs
eligible household, 14
exceeds subsidy by $200, 37
heating heating cost, 18
Heating points of 2.0 or more, 96
Higher Education Act Title IV
income, 21
hold harmless payments, 22
Home heating cost, 3
hospital, 15, 18
hostel, 19
hotel, 15, 19, 33
Hotline (IVR) File Transfer, 89
house boat, 21
house sharer, 34
house sharers, 73
house sitter, 15
heat or rent cost, 37
temporary shelter, 19
Household, 3
Household Composition, 37
Household Income, 32
Household Requests Review of
Subsidized Rental Denial, 63
HOUSEHOLD SEPARATION, 28
Household Size and Composition, 31
Household size and income, 95
house-sharer
foster adult - room renter, HH
member or HS, 73
House-Sharer File
house-sharer - HS, 73
Housing Authority Contact Phone
Information, 99
HOUSING CATEGORY MATRIX, 33
Housing Percent Share, 34
Housing Situation, 32
Identifiable application, 3
illegal alien
Calculating Income, 20
Eligibility, 14
Guidelines for Computing Income, 27
Inadequate Income Documentation,
58
incarcerated, 15
incidental charges, 79
Income, 37
Income Eligibility, 19
incomplete, 12
ineligible alien, 49
Ineligible Alien, 45
Ineligible Dwelling, 17
Ineligible Household, 15
inheritance, 21
initials, 90
In-kind /non-cash income, 46
in-kind income, 22
interest, 21
Interface Review, 90
Interim Assistance (IA), 46
Interpreter Provider, 107
Ionia, 78
Issuing Benefits, 79
IVR, 89
JOBS, 22, 46
JTPA, 46
jury duty, 22
Jury duty pay & witness fees, 46
Jury duty payments, 21
landlord, 87
lean-to, 33
leave cash-outs, 21, 56
legally disabled, 31, 96
Legislator or Legislator’s Staff, 88
Lifeline and Linkup Programs, 107
LIHEAP, 1
Little or No Income, 58
Inadequate Income Documention, 58
loan, 22
loan repayments, 21
Loans, 46
Low Burden, 3, 28, 34
Lump sum payments, 21, 47
125
MASST, 47
Non-Countable Income, 23
Methods of Payment, 81
military base, 15
Military Pay, 47, 112
Leave and Earnings Statement, 112
Minimum Requirements An
Identifiable Application, 7
Missing fields, 8
mobile home, 32
mobile home dimensions, 75
Mobile Home dimensions, 75
motel, 15, 19
Multiple Households Residing in the
Same Dwelling, 73
Mutual Help, 4, 62
Mysterious Correspondence, 89
National Voter Registration Act
(NVRA), 120
Native Corporation Dividends, 22, 48
Native Dividends, 48
Native Elders Assistance, 48
natural gas, 34
No Cost, 17
no receipt, 17
Non-Allowable Self-Employment
Expenses, 26
Non-Countable Income, 21
Non-Discrimination, 87
Not Timely, 17
Notice of Action, 83
Notice of Actions are placed in the front
of the file in chronological order, 91
Notices of Action Returned as
Undeliverable, 93
November 1, 79
Number of Bedrooms Missing, 75
nursing home, 15, 18
Office of Public Advocacy, 78
OI, 28
Ombudsman’s Office, 88
One Award Per Season, 15
one heating assistance grant per
household during the program’s
season, 28
one-bedroom dwelling, 33
one-room dwelling, 33
one-room house or cabin, 33
Order Received, 15
original application, 8
original documents, 93
OS, 28
out-of-state, 18
out-of-state dwelling, 17
Over Income, 27
Over Seasonal/Self-Employed, 28
P.O. is not an acceptable physical
address, 90
Pay, 4
payee fee, 23
paying home heating and electricity
costs indirectly through rent, 81
payment is made out to both adults, 82
Payment Standard, 68
pend notice, 74
Pend notice, 4
Pend Notice, 77
Pending Applications, 74
pends - 30 days to respond, 74
pensions, 21
Pensions, 49
Permanent Fund Dividends, 21
PERS/TRS, 49
PFD, 49
PFD – Exception, 49
physical address, 36, 90
Physical Residence Address, 36
Physical Residence Address Request, 75
pick-up camper, 19
POA, 78
postmarked, 7
Poverty Guidelines, 20
Power of Attorney, 7
Power of Attorney (POA), 78
Preliminary Application Review, 90
Preliminary HAS Review, 90
prior month, 38
Priority groups
elderly, legally disabled, or children
under six years of age, 96
Procedures for Application
Processing, 90
126
Returns voice mail messages, 91
Room Renter, 32, 51
salary advances, 21, 56
sale of personal property, 21
SBS payments, 21
Seasonal employment, 4, 24
Seasonal Employment, 23
Seasonal Work, 51
second application, 9
Self Employment, 51
Self-employed occupations, 4
Self-Employment, 24
self-harvest fuel, 34
Senior Benefits, 51
September 1 and ends April 30, 15
Shared household, 4
shelter cost, 10
Shelter costs, 4
shelter normally intended for temporary
occupancy, 15
shop around for the best fuel price, 81
SHRUD, 14
signature, 6, 7, 13, 15, 27
signature month, 27, 38
Signature Month, 38, 39
Signature Month – Alternate Month,
59
signature of the applicant, 90
six years or under, 96
Social Security, 21
Social Security Advance, 23
Social Security Advances, 52
spina bifida, 43, 55
SR, 18
SRHUD, 4, 13, 16, 63, 79
Staff Comments and Suggestions, 94
steam
fuel type, 33
Steam Heat, 34
stipends, 21, 56
strike benefits, 21
Strike Benefits, 52
student dormitory, 15, 18
Student Study grants, 53
student under 18 years of age, 23, 53
Processing, 8
Processing Applications of Staff,
Friends or Relatives, 89
Processing Time Frames, 15
Prudent Person Judgment (PPJ), 88
public assistance, 21
purchased wood or coal, 34
purpose, 1
qualified alien
Definitions, 4
Denial – No Qualified Alien, 18
Eligibility Factors, 14
Household Size and Composition, 32
Quality Assurance, 93
Question on Line 21
left unanswered, 80
Reasons for Pending, 74
Reasons for Re-pending, 76
receipt card, 8
Recoupment, 50, 80
recoupment of overpayments, 35
Reduction for Fraud, 50
Regulatory Commission of Alaska,
108
reimbursement of expenses, 22
Reimbursements, 50
relatives or close personal friends, 89
rent receipt, 37, 92
complete application, 7
Rent receipt, 51
Rent Receipt, 75
Rent Receipt/Agreement Request, 75
rental agreement, 37
rental income, 73
Rental Income, 51
renting a room, 73
repayment agreement, 35
re-pend notice, 74
Repends - April 30 filing deadline, 74
Resources, 27
Retirement, 21
Retirement & SBS, 51
Return original, 92
Returning Verification, 92
Returning Verification to the
Applicant, 92
127
Student Wages, 53
students under the age of 18, 27
studio apartment, 33
Submitting the Application, 7
Subsidized adoption payments, 21
Subsidized Adoption payments, 53
subsidized alert “SH” or “SR”,, 90
Subsidized Eligible, 60, 68
subsidized heat, 61
Subsidized Heat and Application
Processing, 61
Subsidized Housing (AHFC), 60
subsidized rental housing, 4, 7, 37, 60,
61, 79
Subsidized rental housing, 4
Subsidized Rental Housing, 60
Subsidized rental housing utility
deposit, 4
Subsidized Rental Housing Utility
Deposit, 13, 14, 15, 16, 33, 63
Subsidized rental housing utility
deposit (SRHUD), 4
Subsidized Rental Housing Utility
Deposit (SRHUD), 63
Subsidized Utility Deposit
support from an absent family member,
20
SYSOPS, 89
TANF, 31, 41, 50, 53
Temporary Shelter, 37
60 consecutive days, 37
Reasons for Pending, 75
tenant utility worksheet, 61
tent, 15, 19, 33
Thank You Letters and Notes, 89
The Application Process, 6
The Job Training Partnership Act of
1983, 46
The Work Number, 110
Threshold Test, 23
Time Frames for Assistance
Payments, 79
Tips or Gratuities, 54
Title IV, 54
Title IV Income, 21
Title V, 54
Title V – MASST, 54
Tracking, 60
Trade Readjustment Act (TRA), 54
Trade Readjustment Act (TRA)
payments, 22
training stipends, 21
travel trailer, 33
treatment for a mental or physical
illness, 15
Tribal Applications, 9
Tribal LIHEAP, 19
Tribal Organization Files, 94
Trust Disbursements, 54
Two-Party Payment (2P), 82
U.S. Citizen, 18, 20
U.S. Citizen and Qualified Aliens, 32
U.S. Citizens, 32
Undeliverable, 93
Unearned Income, 4
unemployment insurance, 21
Unemployment Insurance, 21
Unemployment Insurance (UIB), 54
Unemployment Insurance Benefits
(UIB), 21
Uniform Relocation Assistance, 55
United States citizen, 5
unsigned application, 74
Unsigned Application, 74
unsubsidized heating costs, 18, 70
Use of Heating Assistance Program
(HAP) Payments, 79
Using Another Month to Determine
Eligibility, 59
utility deposit, 4, 14, 15, 18, 19, 34
Utility Deposit, 60
vacation pay, 21, 56
van, 19
Vendor, 5, 88
Vendor Manual, 108
Vendor Payment and Direct Payment,
81, 82
Vendor payments, 55
Verification, 5
Verification of Self-Employment
Income, 58
128
Veteran’s Disability Benefits, 31
Veterans Benefits, 55, 108
Veterans’ benefits, 23
Victims of Crime, 56
Vietnam veterans, 23, 43, 55
VINELink, 109
Vista Volunteer Income, 23
Vocation Rehabilitation Payments, 56
Vocational Rehabilitation payments, 21
voice mail, 94
daily message, 94
Volunteer Payments, 56
Volunteers, 56
Wages, 21, 56
warrants are issued two days after the
paid date indicated on the HAS F2, 83
Who Lives with you, 75
wood, 7, 11, 17, 33, 34, 78, 79, 80, 81,
82, 95
fuel type, 33
purchased or self harvest. See
Wood, 75
wood - community points, 95
Wood Heating Verification Request, 75
wood receipt
within 1 year of current application,
37
Worker Tools and Resources, 107
Worker’s Compensation, 21
Workers Compensation, 57
Workers Compensation Report, 111
Workforce Investment Act, 57
worksheet, 90
Work-Study, 57
129

Heating Assistance Procedures Manual

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