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EAP Policy Manual FFY24 Chapter 2 Applications & Application Processing Page 18 Employee Applications with an Energy Emergency If an employee-applicant is experiencing an immediate energy emergency: 1. Email eap.mail@state.mn.us or alert another EAP staff person that you have an emergency application that you wish to fax or email. For security purposes, do not fax until you have talked to a person. Do not leave a voice mail. 2. The application, including an eligibility worksheet and any supporting documentation, should be sent by secure email to eap.mail@sate.mn.us or faxed to Commerce at 651- 539-0109. 3. For any other questions during the certification process here at Commerce, include the name and telephone number of the person responsible for the application. 4. Commerce will notify the Service Provider when an emergency employee application is approved. Service Providers can check the application status history to confirm Commerce approval . 5. After Commerce approves the application, the Service Provider can make payments payable. Commerce documents all employee applications submitted but does not keep a copy. No Heat Emergencies (After Hours, Holidays, and Weekends) If a Service Provider employee who has not yet been approved for EAP experiences an after- hours, no heat emergency, the Service Provider must address this emergency using the following procedure: 1. If needed, uncheck the ‘Board member or employee’ checkbox in eHEAT. 2. Document the reason for deviating from the normal employee application process in the Application Notes prior to the Service Provider determining eligibility (e.g., employee application in crisis during weekend/after hours). 3. A staff person other than the Service Provider employee connected to the application should gather complete application information, determine eligibility, and resolve the emergency situation. Whenever possible, the Service Provider must have a separation of duties to ensure the employee applicant does not process or approve the application or any of these benefits. 4. As soon as possible, and no later than the next business day, the Service Provider should send by secure email to eap.mail@state.mn.us the employee application and supporting documents for a secondary review. Commerce EAP will review and reply by email when approved. The Service Provider must retain this approval in the household file for audit purposes.