1 ffy2011 eap annual training section 3 (of 6) presented at ffy2011 eap annual training august 11...
TRANSCRIPT
1
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
Chapter 4 Application & Application Processing
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
Chapter 4 Application & Application Processing
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
Chapter 4 Application & Application Processing
2010-2011 Minnesota Energy ProgramsApplication - Recertification
Chapter 4 Application & Application Processing
The same R & R document is used for all applicationsRights and Responsibilities
Sample FFY11 R&R
Chapter 4 Application & Application Processing
Recertification Instructions are only used for applications mailed in August
Application Instructions
Sample FFY11 App Instructions
Sample FFY11 Recert Instructions
Chapter 4 Application & Application Processing
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
Page 9
Chapter 4 Application & Application Processing
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
Page 9
Handling Previously “Over Income” ApplicationsIf income changes for a household previously denied benefits for being over income
Chapter 4 Application & Application Processing
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
Chapter 4 Application & Application Processing
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
Chapter 4 Application & Application Processing
‘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
Chapter 4 Application & Application Processing
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
Chapter 4 Application & Application Processing
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
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
The ‘re-weatherization’ date: September 30, 1994
when we can go back to a previously weatherized home
Quick Reminder of WAP Changes (Continued)
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
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.
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
carbon monoxide safety air ventilation mechanical systems.
EAP/WX Partnership (Continued)
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
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.
EAP/WX Partnership (Continued)
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
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.
EAP/WX Partnership (Continued)
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
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.
EAP/WX Partnership (Continued)
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
Almost 50% of all EAP/WX funds are spent on Health and Safety.
EAP/WX Partnership (Continued)
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
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.
EAP/WX Partnership (Continued)
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
Almost 40% of all EAP/WX funding goes for energy conservation measures.
EAP/WX Partnership (Continued)
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
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.
EAP/WX Partnership (Continued)
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
Conservation typically includes insulation, but also allows for furnace replacements that have an SIR calculation of one or greater.
EAP/WX Partnership (Continued)
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
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 Partnership (Continued)
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
EAP/WX General Repair was increased to $1,000 (limit per dwelling) Monitoring ensures that repair funds must be used
to protect weatherization materials.
EAP/WX Partnership (Continued)
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
General Repair may be used for door or window repairs since DOE has restricted door and window replacements.
EAP/WX Partnership (Continued)
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
General Repair allows for some weatherization jobs to take place that otherwise would have to be a “walk away.”
EAP/WX Partnership (Continued)
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
An example is minor roof repair.
General Repair accounts for only 11% of the EAP/WX funds.
EAP/WX Partnership (Continued)
FFY2011 EAP Annual Training Overview of Weatherization Assistance Overview of Weatherization Assistance ProgramProgram
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.
FFY2011 EAP Annual Training WAP WAP
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.
FFY2011 EAP Annual Training WAP WAP
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.
FFY2011 EAP Annual Training WAP WAP
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.
FFY2011 EAP Annual Training WAP WAP
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
FFY2011 EAP Annual Training WAP WAP
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)
FFY2011 EAP Annual Training WAP WAP
Weatherization CSV Export of WAP Priority eHEAT Households
FFY2011 EAP Annual Training WAP WAP
NEW WAP 200% Poverty “Yes”
FFY2011 EAP Annual Training WAP WAP
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.
FFY2011 EAP Annual Training WAP WAP
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.
FFY2011 EAP Annual Training WAP WAP
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.
FFY2011 EAP Annual Training WAP WAP
FFY2011 EAP Annual Training WAP WAP
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.
FFY2011 EAP Annual Training WAP WAP
Website: www.uimn.org
MinnesotaUnemployment Insurance
Program
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
Chapter 5Program Eligibility Requirements
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
Chapter 5Program Eligibility Requirements
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.
Chapter 5Program Eligibility Requirements
Page 3
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
Chapter 5Program Eligibility Requirements
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.
Page 3
Chapter 5Program Eligibility Requirements
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
Chapter 5Program Eligibility Requirements
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:
Chapter 5Program Eligibility Requirements
Page 3
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.
Page 4
Chapter 5Program Eligibility Requirements
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.”
Chapter 5Program Eligibility Requirements
Page 4
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:
Chapter 5Program Eligibility Requirements
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
Page 5
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.
Chapter 5Program Eligibility Requirements
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
Chapter 5Program Eligibility Requirements
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
Chapter 5Program Eligibility Requirements
Page 9
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
Chapter 5Program Eligibility Requirements
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.
Page 14
Chapter 5Program Eligibility Requirements
Worksheet for Households Claiming No Income
Chapter 5Program Eligibility Requirements
Federal Poverty GuidelinesHHS will not publish new guidelines, therefore current guidelines will continue to be used
Chapter 5Program Eligibility Requirements