1 FFY2011 EAP Annual Training Section 3 (Of 6) Presented at FFY2011 EAP Annual Training August 11 & 12, 2010 Section 3 content: Chapter 4 Application

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FFY2011 EAP EAP Annual Annual TraininTraininggSection 3Section 3 (Of 6)(Of 6)

Presented at FFY2011 EAP Annual Training August 11 & 12, 2010

Section 3 content: Chapter 4

Application & Application Processing

WAP Unemployment

Insurance Chapter 5

Program Eligibility Requirements

Chapter 6 Primary Heat

Chapter 4 Application & Application Processing

EAP Customer Service and Accessibility Requirements EAP Applications Application Processing Applications from Agency Employees Application Targets Safe at Home Program

Chapter ContentsCombines Chapter 6 - Applications with Application Processing from Chapter 8 – Application Processing and Benefit Determination

Chapter 4 Application & Application Processing (page 1)

Start accepting Recertification and PreApps in August 2010-2011 Minnesota Energy Programs Applications available

September 7 The last date to apply for EAP is May 31

Households that apply on or before May 31 must submit completed applications on or before June 30

All applications must be approved or denied by July 15

Dates are subject to change due to EAP funds available

Apply from October 1 to May 31


Acceptable Application (Page 5)

The current year’s Minnesota Energy Programs Application is the only allowable application for applying for the Energy Assistance Program.

2010-2011 Minnesota Energy Programs Application

Sample FFY2011 Application


2010-2011 Application - Recertification Change from “Rollover” Application to “Recertification” Not to be confused with the data “Rollover” Same application format

Less confusing More information on the application New application not needed if a household

• Moves• Has income change


2010-2011 Minnesota Energy ProgramsApplication - Recertification


The same R & R document is used for all applicationsRights and Responsibilities

Sample FFY11 R&R


Recertification Instructions are only used for applications mailed in August

Application Instructions

Sample FFY11 App Instructions

Sample FFY11 Recert Instructions


Household’s Energy Vendor Account Numbers Households in eHEAT must have an energy vendor

customer account number for each active vendor listed on the application The customer account number must be unique to that

household and that vendor If the vendor does not supply a customer account number,

the Service Provider should use the household name

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It is not necessary for the household to fill out a completely new application

Service Providers should send the household the signature page of the application for their signature and new date

The newly signed signature page is then added to the original application along with the new household income information

The application is then reactivated in eHEAT

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Handling Previously “Over Income” ApplicationsIf income changes for a household previously denied benefits for being over income


Service Providers have incorrectly used ‘Closed’ function to Keep track of PreApps returned in the mail so those applications

are not exported for mailing lists for outreach to ‘Pre-Logged’ apps

Ensure the household does not receive a PreApp or Recertification for the next program year. These are not intended functions for the ‘Void’ or ‘Closed.’ (Use check Box instead)

Voiding vs. Closing Applications


Void Application Think of it as an ripped up and trashed application. It’s a do over.

Closed Application One you think you will never do business with again

Voiding vs. Closing Applications


‘Closed’ application cannot be edited by SP staff Reasons to “close” an application are

Duplicate application for the same household Two EAP households combine (close one) Remaining household member dies Remaining household member moves permanently to a

nursing home Household moves out-of-state

Be sure to void all remaining payments before closing

Closing Applications


Voided application can be re-logged by a Service Provider Reasons to “void” an application are

Logged the wrong household by mistake• Staff entered the wrong household number• If the other household applies, log the application

Service Provider needs a “do-over” due to a mix-up• Staff entered data from the wrong application (easier to void the

application and start over)• Log in the application again and start over

Voiding Applications

Service Provider Days To Process Apps

Complete applications ‘Approved’ within 30 days

Chapter 4Applications & Application Processing

Days To Process Applications


Training may include Cultural diversity Mental health Effects of poverty Handling difficult people

Best Practices include coordinating with other SPs or checking with other SPs regarding their training

SP Staff Training & DevelopmentSP Staff Training & DevelopmentDOC encourages SPs to provide additional training to staff in order to deliver the best customer and EAP services to EAP households

Quick Reminder of WAP Changes The DOE and ARRA average increased to $6,500 Income levels are 200% of the Federal Poverty

Income Guideline 200% households have new eHEAT search options

FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram

Quick Reminder of WAP Changes (Continued) Ongoing training is available for all new: Energy auditors Weatherization insulation contractors HVAC contractors


The ‘re-weatherization’ date: September 30, 1994

when we can go back to a previously weatherized home

Quick Reminder of WAP Changes (Continued)


EAP/WX Partnership DOE & ARRA Health and Safety amount was increased to $1,000. This cost average, by each job, also applies to the ‘Mechanical Health and

Safety’ line-item with EAP/WX funds.


carbon monoxide safety air ventilation mechanical systems.

EAP/WX Partnership (Continued)


As weatherization tightens homes, crucial air quality and moisture issues need to be remedied along with costs related to:

EAP/WX Health and Safety funds are used to replace these with power vented units.



WAP replaces older furnaces dependent on natural draft with high efficiency models.However, this poses CO and back-drafting problems for orphaned water heaters.

Sometimes it’s not possible to get an SIR for unsafe furnaces and therefore cannot be considered a conservation measure. So, EAP/WX Health and Safety funds are used to pay

for replacements that are red-tagged or non-functioning.



Indoor air quality measures such as kitchen venting, dryer ducts, bathroom fans, and installations of CO and smoke alarms are all part of the Health and Safety partnership.



Almost 50% of all EAP/WX funds are spent on Health and Safety.



The Conservation option of EAP/WX funding provides a supplement to DOE and ARRA energy conservation measures, especially with larger homes and ones with boilers.



Almost 40% of all EAP/WX funding goes for energy conservation measures.



Each is required to have a Savings-To-Investment Ratio (SIR) to ensure cost effectiveness.

Each weatherization job specifies the exact amount of EAP/WX funding used by individual measure and by cost.



Conservation typically includes insulation, but also allows for furnace replacements that have an SIR calculation of one or greater.



A Standalone job uses EAP/WX funding for repairs and replacements of mechanical systems when there is no energy audit and no weatherization work. This funding option is used when ERR funds are not available and

there is an unsafe furnace or water heater in a home and necessary mechanical repairs are needed.

Standalones account for only 8% of the EAP/WX funds.



EAP/WX General Repair was increased to $1,000 (limit per dwelling) Monitoring ensures that repair funds must be used

to protect weatherization materials.



General Repair may be used for door or window repairs since DOE has restricted door and window replacements.



General Repair allows for some weatherization jobs to take place that otherwise would have to be a “walk away.”



An example is minor roof repair.

General Repair accounts for only 11% of the EAP/WX funds.



WAP eHEAT ProcessWAP eHEAT Process

Household intake and income verification in eHEAT remains the same.

The DOE selection priorities remain the same:Elderly person in the household. Disabled.Children under 19.High Consumption households (determined by eHEAT). High Energy Burden factor (we look at household income and

compare it to total household energy costs, paying special attention to high electric bills).

FFY2011 EAP Annual Training WAP WAP

WAP Unchanged WAP selections and prioritization. Creating WAP events in eHEAT and data exports to

Weatherization Assistance (WA). Service Providers’ WA monthly client exports. Job expenditures and energy savings reports are

available to local staff and Board of Directors.


WAP Unchanged Creating a multi-family vacant household file. A “WAP only” designation is provided in eHEAT. 200% Poverty Guidelines and an income chart are

included in the combined Energy Programs Application form and instructions.


Important Program Reminders A WAP Queue must be exported from eHEAT by

September 15th for 2010 households to be considered. 2009-2010 records are not available after September of this

year. EAP-eligible households currently on the WAP Queue

are eligible for WAP until October 31, 2010.


Important Program Reminders After November 1st, all households receiving WAP

services require 2011 income eligibility. Service Provider staff prioritize and select 2011

households for WAP starting October 1.


Application InstructionsApplication InstructionsWeatherization Income Eligibility

GuidelinesYou may be eligible for weatherization if your

income exceeds the Energy Assistance Program limits. Weatherization is an energy

efficiency program provided at no cost to you. Income eligibility for weatherization is 200% of the Federal Poverty Income Guidelines. Three-

month income limits for Weatherization Assistance are:

* Guidelines are subject to change based on federal

adjustments.

Weatherization Program Three Month

Guidelines

HouseholdSize Income 1 $ 5,415

2 $ 7,285

3 $ 9,155

4 $11,025

5 $12,895

6 $14,765


Comparison Comparison ADDITIONAL ADDITIONAL Weatherization 200% of Poverty Three

Month Guidelines

HouseholdSize Income 1 $ 5,415 2 $ 7,285 3 $ 9,155 4 $11,025 5 $12,895 6 $14,765

Energy Assistance 50% of SMI Three

Month Guidelines

HouseholdSize Income 1 $ 5,655 2 $ 7,395 3 $ 9,135 4 $10,875 5 $12,615 6 $14,355

Dollar Difference

HouseholdSize Income

1 $ -240

2 $ -110

3 $ 20

4 $ 150

5 $ 280

6 $ 410

(Note: One and Two-Person Households Will Use 50% SMI)


Weatherization CSV Export of WAP Priority eHEAT Households


NEW WAP 200% Poverty “Yes”


200% eHEAT Instruction GuideA PDF instruction, “Generating A 200% Poverty Level List in eHEAT,” is available. It is a step-by-step guide explaining how to generate a list showing client records that have household income below 200% FPIG, but exceed the 50% state median income level.


Communication Communication A Commerce email address is available for clients or customers who have questions about weatherization. [email protected]

Local SP staff should use this email address for referring: Inquiries from HUD or multi-family building owners requesting

weatherization. Contractors inquiring how to access the State’s stimulus funding. Insulation suppliers, or product and sales representatives. Individuals interested in energy auditing training and green jobs.


Communication From Communication From UsUs To To You You Regular updates and information on weatherization are available

at:

www.energy.mn.gov We will provide email updates and a new monthly newsletter to

all the weatherization coordinators regarding program updates, policy clarifications, Best Practices, and media

stories. We will provide updates at MNCAP and MWAG meetings.



Communication for Quality Services Communication for Quality Services You need to submit a Coordination Agreement between your local

Energy Assistance and Weatherization Program to the State Office, and

Regularly communicate with each other. We share information with the WAP coordinators, who should in

turn, share with you. We want our partnership with you to be successful.


Website: www.uimn.org

MinnesotaUnemployment Insurance

Program

http://www.uimn.org/

https://www1.uimn.org/ui_employer/uistaff/login.do

Aaron’s Contact Information:

Program Overview

The UI Program provides temporary benefits to qualified persons out of work through no fault of their own.

The purpose of the program is to help maintain the economic stability within a community.

During 2009 well over 351,000 out-of-work Minnesotans received approximately $2.8 billion in UI benefits (including extensions & stimulus payments).

Customer Service Center

During the week ending 7/31/10

the Customer Service Center:

Responded to 27,826 staff assisted calls from applicants and employers.

Had 158,346 total requests for benefit payments.

Primary Priority

UI Program Priority…

To provide unemployment benefits to eligible applicants in a timely manner.

System Security

System Design:

Security functions were designed and implemented throughout the entire Applicant Self-Service system.

Applicant’s are encouraged not to let anyone else access their account.

Income Verification

Applicants wanting to gather income verification for Energy Assistance should:

Retrieve this information within their online account.

If the applicant doesn’t have access to a computer they may call the Customer Service Center.

Steps for an Applicant to View Payment History

To view payments, deductions, other distribution information, net payments on an applicant’s unemployment insurance benefit account.

1. Go to www.uimn.org and click on Applicant Login.

2. Log in to your account by entering your Social Security number and Password (PIN), then click on Login.

Steps for an Applicant to View Payment History –

continued…

3. On the next screen, click on View and Maintain My Account.

4. On the View and Maintain My Account screen, Click on Payment Information.

What are Deductions?

Deductions consist of earnings information.

55% of the earnings are

deducted from the applicant’s weekly

benefit amount.

$220 X 55% = $121

Eligibility deductionsInclude:

•Severance pay •Social security.

What are Other Distributions?

Other Distributions consist of:•Tax Withholding•Child Support•Repayment of an overpayment

Applicant Assistance

Applicants needing assistance should call the UI Program:

651-296-3644

1-877-898-9090

Thank You !!!

We appreciate your interest !!!

Chapter Content Eligibility Policies and Procedures Income Definition and Determination Income Verification

Chapter 5Program Eligibility Requirements

IntroductionIntroduction This program is based on income eligibility It is the core It is challenging Determine eligibility based on program policies and available

information (Corollary) Do the best we can with what we have


Did you know?Ida M. Fuller of Ludlow, Vermont, was the first person to receive a Social Security payment. She received check number 00-000-001 for $22.54 on January 31, 1940.

The Bathroom Trivia Book II

More nuggets of knowledge for America’s favorite reading room


Requiring & Verifying SSN

EAP uses Social Security Numbers (SSN) in program administration and to assure that eligible applicants and their household members receive only allowable benefits

Federal law allows States to require applicants to disclose their SSN to prevent, detect, and correct fraud and abuse. U.S. HHS Information Memorandum (IM) Transmittal No. LIHEAP-IM-2010-6 strongly encourages States to require SSNs in determining eligibility for LIHEAP.


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Requiring & Verifying SSN The IM also states: “HHS has determined that Section 205(c)

(2)(C)(i) of the Social Security Act, 42 U.S.C. § 405(c)(2)(C)(i), grants States the discretion to require that individuals disclose their SSNs for “the administration of any law, general public assistance, driver’s license, or motor vehicle registration law within its jurisdiction.”

HHS has further concluded that LIHEAP is a “general public assistance” program administered by States, and as such, Section 205(c)(2)(C)(i) of the Social Security Act authorizes States to require SSNs as a condition of eligibility for use in verifying the identity of individual applicants and their household members.” chapter 5 page 3


Requiring & Verifying SSN

Beginning in FFY2011 Minnesota EAP requires the primary household applicant to provide a verifiable SSN for the household to be eligible for the program.

The application cannot be processed without a SSN for the primary applicant.

Applications without SSN should be denied as not complete. Participants in the State’s Safe at Home (SAH) program are

the only exception to this policy. Service Providers should neither require nor request the SSN for SAH participants. For more information on the SAH program, see the SAH section of Chapter 4 – Applications & Application Processing.

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Developing SSN VerificationIntention is to make it as timely and automated as possible DOC is in the process of developing the SSN verification

process It’s DOC’s intention that verifying SSN will not hold up

application processing time if possible Not retro-active once implemented Generally the burden of supplying a verifiable SSN falls on the

applicant same as other requirements Must be real SSN (Not 999-99-9999) EAP is looking at other systems. Many programs already do

verification


Needed to verify the primary applicant’s Social Security Number. Unique identifier for an individual and helps distinguish people with the

same name. DOB is used to collect and report demographic information. For federal

reports and program eligibility the DOB identifies children under six, seniors and minor children with earned income.

Date of BirthThe primary applicant’s correct date of birth (DOB) is required for the household’s application to be completed. If the DOB is not given for non-primary household members, Service Providers should contact the household and ask for missing birthdates The DOB is required because:


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Unearned Income for children of divorced/separated parents.

Children of divorced parents may be claimed as members of both households. Proof of joint custody is not required. Any unearned income payments, such as Social Security Income for the children of divorced parents are counted only by the household receiving the income.

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Room and Board Facility

The language in the Household Definition section has been updated to reflect current usage. What was previously referred to as a “room and board facility” is now “board and lodging with special services” and what was “board and care facility” is now “boarding care home.”


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Attendants for Elderly and/or Disabled People

Live-in care attendants such as personal care attendants for elderly or disabled people are not household members. Do not include the attendant as a household member or their income. An attendant’s service must be:


Provided through a service company to assist the household member and/or

Required by a doctor for adequate medical care at home. Medically necessary care that is provided daily

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Example

In order to receive adequate medical care to live at home, _______________________ requires daily medical care services. The recommended frequency or amount of medical care required is ______________________________________________ (number of hours, level of care, etc).

A written memo (note) from client’s Doctor is okay too.


Required Documentation of a healthcare providerRequired Documentation of a healthcare provider

Work Study Income Do not count as income Student grants to any undergraduate student made or insured

through programs administered by the Commissioner of Education under Title V, Sec. 507 of the Higher Education Amendments of 1968. (Public Law 90-575, 883 Statute 1063)

Work study Income is included under Title V, Section 507 of the amendments


Special Needs Trust (SNT) Distributions

What is a “Special Needs” trust distribution? Set up for settlements or if a relative wants to give money & the

recipient is disabled. Set up for disabled people to protect them from being excluded

from programs because of this money. SNT managed by attorney (trustee) to oversee and provide for

medical needs but can't be just drawn out anytime. Details are set up in the agreement, so it may not always be

exclusive to just medical needs HHD needs to prove the nature of the trust


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Trust Distributions for Special Needs Don’t count if it’s for their special needs. If both regular support/income & special needs are

expenditures from the trust, exclude special needs portion from income.

Households must provide documentation showing distributions & medical needs applied towards.

Challenge is lots of types of trusts. Need to be broad in principle.

Probably won’t see a lot of these


Social Security Cost of Living

Recipients of Social Security (SS) and Social Security Income (SSI) did not receive a cost of living increase in January, 2010. Use the face value of either the 2009, 2010 or 2011 SS or SSI check when determining SS or SSI Income for the 2011 Energy Assistance Program.

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Worksheet for Households Claiming No Income


Federal Poverty GuidelinesHHS will not publish new guidelines, therefore current guidelines will continue to be used


Documents

1 FFY2011 EAP Annual Training Section 3 (Of 6) Presented at FFY2011 EAP Annual Training August 11 & 12, 2010 Section 3 content: Chapter 4 Application