loading…
loading…
loading…
STATE OF ALASKA
Department of Health and Social Services
Division of Public Assistance
TRANSMITTAL NUMBER: 2020-01
MANUAL: Heating Assistance Program
DATE: September 1, 2020
Several sections of the Heating Assistance Program Policy Manual have been revised in order to incorporate new policy, clarify existing policy, and align policies within our policy manuals.
If you have questions, please contact the Policy and Program Development Team at dpapolicy@alaska.gov .
OVERVIEW OF CHANGES
MS 3000-1 (B) RECORDS AND REPORTS
Rewrote section to better align with other DPA Division of Public Assistance programs
MS 3000-1 (C) NONDISCRIMINATION
Rewrote section to better align with other DPA Division of Public Assistance programs
MS 3000-1 (E) DISCLOSURE AND USE OF INFORMATION
Rewrote section to better align with other DPA Division of Public Assistance programs
MS 3000-1 (F) VOLUNTEERS
Rewrote section to better align with other DPA Division of Public Assistance programs
MS 3000-1 (G) QUALITY ASSESSMENT REVIEWS
Rewrote section to better align with other DPA Division of Public Assistance programs
MS 3000-1 (I) PRUDENT PERSON JUDGEMENT (PPJ)
Rewrote section to better align with other DPA Division of Public Assistance programs
MS 3000-1 (J) PROCESSING APPLICATIONS OF STAFF, FRIENDS, OR RELATIVES
Removed section as this subject is addressed in Alaska Administrative Procedures Manual section 100-10 C 2
MS 3000-2 DEFINITIONS
Revised definition of fee agents by removing the link to current fee agents as this is not available to the public
Revised definition of gross monthly income to clarify that the month prior to receipt of the application is used
Revised definition of shelter costs by removing the heating source limitations as these are no longer applicable
Revised definition of supplemental benefit to clarify that issuance of supplemental benefits when the State has received contingency funding or has unspent funds remaining from the block grant are not guaranteed
MS 3001 APPLICATION PROCESS
Removed hyperlink to current fee agents as it is not available to the public
MS 3001-1 APPLICATION FORM AVAILABILITY
Removed online application submission option as this is not currently available
Removed reference to specific application page numbers since the HAP Heating Assistance Program application content has changed
MS 3001-2 (A) WHAT IS AN IDENTIFIABLE APPLICATION FORM?
Rewrote section to better align with other DPA Division of Public Assistance programs
MS 3001-2 (F) COMPLETE APPLICATION
Generalized the need for proof of ID by removing specific reference to head of household
MS 3001-2 (G) SUBMITTING THE APPLICATION
Removed section as this subject is covered in the Alaska Administrative Procedures Manual
The section was renumbered and renamed to 3001-2 G Tribal Applications
MS 3001-2 (H) DUPLICATE APPLICATIONS
Removed section as it is located in the ECOS Energy Community Online System How To User Guide
The section was renumbered and renamed to 3001-2 H Voter Registration Applications
MS 3001-2 (I) TRIBAL APPLICATIONS
Removed reference to inputting an alert as this procedure is no longer applicable
This section was renumbered to 3001-2 G
MS 3001-2 (J) APPLICATIONS NOT TIMELY/LATE APPLICATIONS
Removed section since now that HAP Heating Assistance Program runs 12 months a year there is no submission date requirement
MS 3001-4 VERIFICATIONS
Removed reference to HAP Heating Assistance Program 's retired database ( HAS Heating Assistance Software )
MS 3001-4(A) VERIFICATION REQUIREMENTS FOR INITIAL APPLICATIONS
Removed screen shots of HAP's retired database ( HAS Heating Assistance Software )
MS 3001-4 (E) HOUSEHOLD COMPOSITION
Removed reference to old policy where the signature date of the application was a factor of eligibility and replace with new policy referencing application received in DPA Division of Public Assistance office as a factor of eligibility
MS 3001-4 (F) INCOME
Removed reference to old policy where the signature date of the application was a factor eligibility and replaced with new policy referencing application received in DPA Division of Public Assistance office as a factor of eligibility
MS 3001-5 (C) EXPEDITE PROCESSING OF THE APPLICATION
Removed seasonal references as HAP Heating Assistance Program now runs 12 months a year
Removed the heating source limitations referenced in HAP Heating Assistance Program 's shelter costs as these are no longer applicable
MS 3001-5 (E) PENDING THE APPLICATION
Removed the direction to re-pend when only partial requested verification is received to align with DPA Division of Public Assistance 's other program policies
Removed reference to old policy where the signature date on the application was a factor of eligibility
Removed requirement for self-employment documentation as verbal statement from the client is now considered acceptable to align with DPA Division of Public Assistance 's other program policies
Removed "elderly or disabled" as a reason to re-pend an application as this client base is covered under re-pend reason "extenuating circumstances"
MS 3001-5 (F) DENYING THE APPLICATION
Removed the requirement to submit a complete application to the HAP Heating Assistance Program office as all DPA Division of Public Assistance Field Offices will now accept HAP Heating Assistance Program applications
Rewrote section to better align with other DPA Division of Public Assistance programs
MS 3002-1 (E) SOCIAL SECURITY NUMBERS
Revised to only require verification of SSN Social Security Number when questionable to align with DPA Division of Public Assistance 's other program policies
MS 3003 INCOME
Added reference to how income is countable in the month prior to receipt of an application. This provides for better understanding of the new policy change of using the application receipt date instead of the signature date
MS 3003-1 (A) EARNED INCOME
Added the option to use written or verbal verification of self-employment income to align with DPA Division of Public Assistance 's other program policies
MS 3003-3 (C) BUDGET
Removed duplicate reference to Threshold Test
MS 3003-4 INCOME FROM SELF-EMPLOYMENT
Removed note referencing requirement for hard copy documentation of self-employment verification as this requirement is no longer applicable
MS 3003-4 (C) VERIFICATION OF SELF-EMPLOYMENT INCOME AND EXPENSES
Rewrote section to better align with other DPA Division of Public Assistance programs
MS 3003-4 (E) THRESHOLD TEST
Changed reference of "threshold test" to "annualization standard" to keep policy terminology consistent between DPA Division of Public Assistance programs
Renamed section to Self-Employment Annualization Standard
Updated reference from FY2020 to FY2021
MS 3003-6 GUIDELINES FOR COMPUTING INCOME
Added reference to how income is countable in the month prior to receipt of an application. This provides for better understanding of the new policy change of using the application receipt date instead of the signature date.
To avoid confusion, reiterated HAP Heating Assistance Program does not prospect future income like the other DPA Division of Public Assistance programs
MS 3004-1 (A) ORDER RECEIVED
Deleted section referencing how applications are processed as procedural content should be addressed in the HowWe Guide
MS 3004-1 (B) ONE AWARD PER SEASON
Due to section deletion, 3004-1B One Award Per Season has been renumbered to 3004-1A
Changed seasonal reference from September 1 - April 30 to September 1 - August 31
MS 3004-1 (C) PROCESSING TIME FRAMES
Due to section deletion, 3004-1C Processing Time Frames has been renumbered to 3004-1B
Removed the requirement to submit a complete application to the HAP Heating Assistance Program office as all DPA Division of Public Assistance Field Offices will now accept HAP Heating Assistance Program applications
MS 3004-5 GRANT COMPUTATION
Updated Fiscal Year to FY2021
Changed rate from $140 to $165 per point
MS 3005-1 (A) CRITERIA FOR EXPEDITED PROCESSING
Removed the heating source limitations referenced in HAP Heating Assistance Program 's shelter costs as these are no longer applicable
MS 3005-1 (B) EXPEDITED TIME FRAMES
Updated expedited eligibility service from November 1 - April 30 to September 1 - August 31
Added note to clarify that the issuance of expedited payments start November 1
MS 3008-1 TIME FRAMES FOR ASSISTANCE PAYMENTS
Extended payment award dates from November 1 - April 30 to November 1 - August 31 as HAP Heating Assistance Program is now being processed 12 months out of the year
MS 3010 PERFORMANCE MEASURES
Deleted section. Performance Measures are not used by field staff to determine eligibility