Page 14

Iowa LIHEAP Policy and Procedures Manual 4.00 Applications

Effective 09/01/2023

Page | 8

When it is determined that a household meets the above criteria, the CAA will approve the application at the appropriate assistance level utilizing information from the previous application. If there is a change in the household status (e.g., the LIHEAP customer moved or a household member passes away), and it does not affect the four criteria listed above, the household will still be considered automatically eligible. If there is a change in the household status (e.g., if household members are added, or one of the four criteria above is affected, such as the household is now receiving SSI) the household is no longer considered automatically eligible and must complete a new application.

Income is not to be updated in the application when the sources of income have not changed (no sources of income have been added). Cost of living increase is not considered a change in income. If a source of income was added, the household must complete a new application and automatic eligibility must be redetermined.

If a single-person AE household applied but passed away prior to October 1st, delete the application and make appropriate notations in the file. The application process ends and no award is made.

If the head of household is homebound, to the extent possible, agencies should try to arrange a home visit.

AE Applications received prior to October 1st must be acted upon within 30 calendar days of the start of the program year. Applications may be entered prior to October 1st but cannot be approved until October 1st. In periods of re-verification of income, bank statements presented as proof of income for AE households are to be dated no more than 60 days prior to the date of application.

Applicants cannot be required to apply for the program in-person nor re-verify income in-person.

4.50 Mail Applications/Home Visits Any person can make application by mail or phone, upon request. A completed application will be mailed to LIHEAP customers for their signature and certification as to the accuracy of the application information, and returned to the CAA.

Home visits will be made to complete an application for physically infirmed LIHEAP customers who are unable to apply by other methods. When appropriate, outreach workers are required to inform the potential LIHEAP customer of this option.

Applicants cannot be required to apply for the program in-person.

4.60 Electronic/Online Applications Agencies are encouraged to take applications electronically/online, scan documents, and accept electronic signatures. The applications and scanned documents have the same status as the original documents.

The LIHEAP customer must be provided with a hard copy or electronic copy of the award letter, the Certification Statement (at the end of the application) signed electronically, the appeal and hearing procedure, and conservation material(s) (see Section 16.10 for more information), at the time of application or approval/denial.

Electronic documents and signatures will be maintained in accordance with Section 17.00 Retention of Records, in the special conditions contract.

CAA’s shall have established guidelines for handling electronic files, backup procedures, archiving of documents, and regular checkups of system reliability.