3001-4 Verifications

3001-4 VERIFICATIONS

For households who appear eligible, mandatory verification must be obtained, including income verification and current heat and electric vendor and account verification. Current heat and electric vendor and account verification is required with the application to ensure the household’s benefit is issued to the correct vendor and account, confirm the account is active, verify the service address and account holder information, identify account circumstances that may affect eligibility or payment, including credit balances, and support required program reporting, including end-of-season household energy usage data obtained from vendors.

If current heat or electric vendor and account verification is not provided, previously verified information may be used when it is documented in DPA Division of Public Assistance eligibility systems or case notes, reasonably appears to reflect the household’s current circumstances, and is not questionable. When previously verified information is used in place of current heat or electric vendor and account verification, the worker must document the reason. The case note must identify the source of the prior verification and explain why the information appears current, unchanged, and sufficient to support the eligibility, benefit, payment, and reporting determination.

If the household is unable to obtain needed verification in a timely manner, the worker shall offer assistance in obtaining the verification.

A signed application or client statement, including a verbal statement documented in DPA Division of Public Assistance eligibility systems or case notes, may be used as verification when the information establishes that the household is ineligible. The application may be denied without requesting additional verification when the household’s statement or signed application provides sufficient information to support the denial. This includes, but is not limited to, cases when income exceeds maximum eligibility standards after applicable deductions are allowed, or when the household reports living in subsidized rental housing with heat included in rent.

3001-4 A. VERIFICATION REQUIREMENTS FOR INITIAL APPLICATIONS

Mandatory Verification

For all households applying for heating assistance, the following verification is required:

Identity of the individual applying;

Residency;

Alien status of any household member who is not a U.S. United States citizen;

Countable gross income;

Proof of heating and electric costs (copies of billing statements); and

Dwelling type

Dwelling type is verified by the client indicating the dwelling types on the application and signing the application. If the caseworker questions the dwelling type, they may obtain a collateral statement from a landlord, neighbor, or clerk's office.

Note: Acquiring the client's heating fuel and electricity billing statements or under extenuating circumstances, receiving the billing statement information verbally from the vendor is mandatory, regardless of how the client's HAP Heating Assistance Program grant is allocated to their fuel and/or electric accounts. The Federal government requires DPA Division of Public Assistance to obtain and report our client's annual fuel and electricity usage. The HAP Heating Assistance Program coordinator uses the client's vendor account information input in ECOS Energy Community Online System to generate the reports each approved vendor must review and complete in order to comply with this requirement.

Examples of extenuating circumstances that would allow for the caseworker to seek verbal verification from the vendor include but are not limited to:

The client is elderly or disabled and has requested assistance obtaining the information.

The client lives in a rural area and has limited access to mail or internet and has requested assistance obtaining the information.

The client claims to be without heat or claims they will run out of fuel within 48 hours.

The client claims to have received a utility shut-off notice and has informed us of their inability to provide us with a copy of said notice.

The client has filed a complaint with the Commissioner's Office or the Ombudsman's Office and the vendor account information is the only information needed to process the client's application.

The client requires an interpreter and has requested assistance obtaining the information.

Special projects assigned by Leadership.

Other scenarios using PPJ Prudent Person Judgement with justification of decision documented in the case note.

3001-4 B. PHYSICAL RESIDENCE ADDRESS

A physical address is required to verify that the applicant resides in the HAP Heating Assistance Program service area rather than a tribal service area, and to help determine whether multiple applications have been received from the same residence. If the household does not have a physical residence address, the household must provide directions to the residence. This information is requested on the HAP1 State of Alaska's LIHEAP application and is necessary to identify the household’s residence location.

If a physical residence address is not listed in available DPA Division of Public Assistance system records, such as EIS Eligibility Information System or ARIES, or on utility billing statements, the application must be pended for the physical residence address, or when a physical residence address does not exist, directions to the residence. This issue is common with some rural households.

N on-acceptable verification:

listing "same" as a P.O. Box or General Delivery mailing address.

leaving the HAP1 State of Alaska's LIHEAP application physical address question blank.

3001-4 C. HEAT OR RENT COST

An applicant shows they have an annual heating cost that exceeds $200 by providing the following:

a copy of a current heating fuel bill that the applicant is responsible for paying. The bill must show sufficient information to verify the applicant’s heating cost responsibility, such as the vendor name, name on the account, account number, service address, meter number (if one is used), and current charges and account balance. Required verification information may not be redacted; however, the applicant is not required to provide information that is not included on the vendor’s standard billing statement or otherwise used by the vendor for that community. If a vendor’s standard billing statement does not include one or more items listed above, the caseworker must document whether the available information was sufficient to verify heating cost responsibility.; or

copies of receipts for wood purchased from a wood vendor within the previous 12 months from the date the application is received. Use of an approved HAP Heating Assistance Program vendor is not required for wood purchases.

receipts for supplies or fuel used to self-harvest wood or gather coal, including, but not limited to, chainsaws, blades, chainsaw fuel, and gasoline purchased for a vehicle used to transport self-harvested wood or gathered coal from the harvest site. Receipts must be from within the previous 12 months based on the date the application is received.; or

a written statement from the homeowner confirming the length of time a house sitter or caretaker has been residing in their dwelling and that the house sitter or caretaker is responsible for the primary heating fuel expense. The primary heating fuel must also be identified in the statement.

a rental agreement, landlord statement, property manager statement, or other reliable rental verification confirming that the applicant pays rent and that heat is included in the rent. If electricity is included in rent, the verification should also confirm that fact. When heat and/or electricity is included in rent, the rental payment itself is considered the household’s heating and/or electric expense for purposes of meeting the annual heating cost requirement. The verification does not need to show a separate charge, fixed amount, or itemized portion of rent for heat or electricity. Rental verification may also be used to determine dwelling type, number of rooms, primary heating fuel type, and whether the applicant is participating in a subsidized rental housing program. Rental verification must be documented in the case note. Documentation from a homeowners association or condominium association confirming that the applicant pays required dues and that the dues include heat or electricity for the household’s primary residence. When heat and/or electricity is included in the dues, the dues payment itself is considered the household’s heating and/or electric expense for purposes of meeting the annual heating cost requirement. The verification does not need to show a separate charge, fixed amount, or itemized portion of the dues for heat or electricity.

verification that the applicant is directly responsible for paying home heating expenses if the applicant receives State of Alaska General Relief Assistance for the month of application.

caseworkers may also use information documented in EIS Eligibility Information System or ECOS Energy Community Online System case notes verifying the purchase or self-harvesting of wood or coal for the applicant's primary heat source, if the information was obtained within one year of the current HAP Heating Assistance Program application date.

EXAMPLE 1: John lives in an attic apartment. John states his rent includes heat and electricity but does not provide a rental agreement, landlord statement, property manager statement, or other reliable rental verification confirming that he pays rent, the primary fuel type, and whether heat and/or electricity is included in the rent. John would be denied.

EXAMPLE 2: Ken is a regular at the local shelter. He has lived there more than 60 days and provides written verification of this fact from the shelter. Provided Ken meets all other eligibility criteria, Ken is eligible for a grant using ECOS Energy Community Online System Ownership Type: Rent with Heat - Direct Pay, Dwelling Type: Motel/Hotel/Hostel, and Housing Category: 1-room dwelling such as studio apartment, hotel room, or boarding room.

EXAMPLE 3: Peggy lives in a one-bedroom high rise apartment. Her heat is included in her rent. Peggy provides Her application is processed using ECOS Energy Community Online System Ownership Type: Rent with Heat - Direct Pay, Dwelling Type: Apartment, and Housing Category: 1-bedroom dwelling, or a one room house or cabin without bedrooms. Her final award is NOT reduced because she does not live in subsidized housing.

EXAMPLE 4: Mary pays room and board to live in her parents' home. Mary provides rental verification confirming that she pays room and board, the primary heating fuel type, and that heat and electricity are included in her room and board payment. The payment itself is considered Mary’s heating expense because heat is included. Her application should be processed using ECOS Energy Community Online System Ownership Type: Rent with Heat - Direct Pay, Dwelling Type: Boarding Home, and Housing Category: 1-room dwelling such as a studio apartment, hotel room, or boarding room.

EXAMPLE 5: Charlie and Sue live in a trailer park that is master metered and all heating fuel is provided by the landlord. The landlord bills the tenants a flat fee for heat, water, and electricity. The tenants do not have any utilities in their name. Charlie and Sue provide verification confirming that they pay rent, the primary heating fuel type, and that heat, water, and electricity are billed as a flat fee by the landlord. Verification of the flat fee charged by the landlord meets the heat or rent cost verification requirement. The couple's application should be processed using ECOS Energy Community Online System Ownership Type: Rent with Heat - Direct Pay, Dwelling Type: Mobile home, and Housing Category: Mobile home or boat with heated living space of 980 square feet or more OR Mobile home with less than 980 square feet of heated living space.

3001-4 D. SIXTY 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 60 or more consecutive days at the time of application and have shelter fees that exceed $200 annually.

3001-4 E. HOUSEHOLD COMPOSITION

The division verifies household composition through DPA Division of Public Assistance records or by applicant statement notifying HAP Heating Assistance Program staff of a change in the household.

The presence of a child under age 6 in the household is an important factor in determining the benefit level (see HAP MS 3002-1A(13) ). 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 received.

A person age 60 or older has an impact on the recipient's benefit level (see HAP MS 3002-1A(13) ). It is important that the caseworker confirm the ages of all household members at the time they process the application to determine if anyone turned 60 years of age since submitting the application.

3001-4 F. INCOME

The division reviews and verifies each household's gross income for the month prior to the receipt of the application. Verification may be provided through documentary evidence (wage stub, award letter, etc.), DPA Division of Public Assistance and DOL Department of Labor records, or impartial third parties such as fee agents, village council representatives, or social service agencies.

NOTE: Income information obtained through DOL Department of Labor 's SAM Secure Access Manager database is intended to verify Unemployment Insurance Benefits. SAM Secure Access Manager is not a valid verification method to confirm an applicant's past or current wages.

The applicant must provide verification of gross income received in the month prior to the month the application was received at a DPA Division of Public Assistance office. Applicants who are seasonally employed, self-employed, or who work an irregular work schedule, will need to provide verification of the previous 12 months of income.

Due to extenuating circumstances such as death or medical reasons, a caseworker may determine that it is in the client's best interest to use the application submission month rather than the month prior to application submission, to determine eligibility. When the submission month is used, the caseworker is required to justify the action taken via a case note.

3001-4 G. INADEQUATE INCOME DOCUMENTATION

When a household's income is not verified by the applicant or cannot be verified from the previously mentioned sources, additional information must be requested. If a household's expenses exceed income, no past-due bills are evident, and no explanation of how the applicant is meeting living expenses is provided, additional information should be requested to determine how the client is meeting those expenses.

3001-4 H. INFORMATION FROM DATA SYSTEMS AND EIS Eligibility Information System INTERFACES

Several data systems and computer interfaces are available through the Internet and online EIS Eligibility Information System access. Some interfaces must be checked at each application and recertification as part of the verification process. Others only need to be checked if questionable or if certain conditions apply.

Categorically eligible households: For households determined categorically eligible, caseworkers do not complete the interface verification process described in this section. Caseworkers must use the eligibility, income, and alien status information displayed in EIS Eligibility Information System to process the application. Only countable income may be used when determining the household’s benefit amount. Exempt income, including Senior Benefits and Alaska Native dividends, must not be counted even if it appears in EIS Eligibility Information System . If the household provides complete income information with the application and using that information results in a higher benefit, the caseworker may use the income information provided by the household. Caseworkers must not pend a categorically eligible household for missing or incomplete income information when the application can be processed using the information displayed in EIS Eligibility Information System .

1. Interfaces That Must Be Checked for Non-Categorically Eligible Households

Interface Information Verified When To Check Instant Eligibility Verification System (IEVS) Instant Eligibility Verification System WAG State of Alaska Department of Labor ( DOL Department of Labor ) (in IEVS Instant Eligibility Verification System ) Provides information that may indicate questionable eligibility Employment history through quarterly wage match At each application Secure Access Manager ( Secure Access Manager SAM Secure Access Manager ) State of Alaska Department of Labor ( DOL Department of Labor ) Unemployment Insurance Benefits Unreported employment At each application ACSESS Alaska Child Support Enforcement Services System State of Alaska Child Support Services Division (CSED) Child Support collections Child support disbursements Legal obligation to pay child support At each application

2. Interfaces That Are Checked If Questionable or Under Certain Conditions for Non-Categorically Eligible Households

Interface Information Verified When To Check Interface Inquiry ( ININ ) (#9 on INME EIS Inquiry Menu ) SDX Social Security Administration SSI Supplemental Security Income payments At each application only if it appears the applicant could be eligible for Social Security benefits. State Verification Exchange System (SVES) (#13 on INME EIS Inquiry Menu ) Death Match SSA Social Security Administration and SSI Supplemental Security Income payments At each application only if it appears the applicant could be eligible for Social Security benefits. Note: Death Match alerts must be processed within 10 days. State Online Query (SOLQ) (#14 on INME EIS Inquiry Menu ) SSA Social Security Administration and SSI Supplemental Security Income payments Use not authorized for HAP Heating Assistance Program BENDEX Inquiry Social Security Administration (#15 on INME) SSA Social Security Administration payments At each application only if it appears the applicant could be eligible for Social Security benefits. SAVE Systematic Alien Verification for Entitlements (in IEVS Instant Eligibility Verification System ) Qualified alien status of household members who are not U.S. citizens This verification is only required for each alien at initial application and whenever an alien is added to a household.

Note: The SOLQ interface may be used only to determine eligibility for ATAP Alaska Temporary Assistance Program , SNAP Supplemental Nutrition Assistance Program , Medicaid, and APA Adult Public Assistance programs.

In some situations, the information will be from the source and can be used as verification. In other situations, the caseworker must follow-up on the information.

Example: The caseworker processes an application for a household that is not categorically eligible. The caseworker checks the interfaces and data systems for the two members of an applicant household. The Department of Labor system shows one is currently receiving unemployment benefits of $120 weekly. This information is used as income verification since the information is directly from the source of the income. The caseworker also finds that the other applicant had earnings listed for the prior quarter. The caseworker contacts the household to determine if the person is still working and, if so, requests verification of wages.

3001-4 I. HOUSEHOLD COOPERATION

To determine eligibility, the application form must be completed and signed and certain information on the application must be verified by the applicant or other persons in possession of the information.

3001-4 J. QUESTIONABLE INFORMATION

When information provided on the application or supplied by the applicant is incomplete, unclear, or inconsistent, caseworkers are required to resolve all issues before making a determination of eligibility.

3001-4 K. RESOURCES

The Heating Assistance Program does not use a resource test. Therefore, resources are not counted or verified.

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