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Nevada Division of Welfare and Supportive Services Energy Assistance Program Manual C. Registering Applications in the EAP Computer System

All applications submitted must be registered into the EAP system within three (3) working days from the date of application (the day after the date the application is received in the program office is the first day of the 3-day period), unless extraordinary circumstances exist. All applications/verifications indicating the household is at risk for their utilities being shut off or their utilities were shut off need to be immediately evaluated for the crisis program (refer to MS 1100): 206 PROCESSING TIMEFRAMES The Program’s goal is to process all applications within 30 calendar days of being received by DWSS. The day after the date the application is received in the program office is the first day of the 30-day period. When application volume is high the Program will prioritize processing targeted households (households with members who are elderly, disabled, or with children under 6 years of age). If there is a high volume of applications, the applications should be approved or denied no later than sixty (60) calendar days from the date of application. The day after the date the application is received in the program office is the first day of the 60-day period. Cases meeting “Fast Track” guidelines (MS 1100) will be processed in 18 or 48 hours (depending on the crisis) of receiving all documentation necessary to determine eligibility and benefit amount. 207 UTILITY VENDOR ELECTRONIC INTERFACE The EAP has electronic interface capabilities with Nevada’s two primary utility vendors (Nevada Energy and Southwest Gas). Once the applicant’s name, social security number, service address, service name, vendor code(s), and utility account number(s) are entered into the EAP system, an automated request for information is generated. The utility company provides a file with the applicant household’s annual usage (AU) in units and dollars for the service address for the last 12 months. This data is uploaded to the EAP system approximately 48 hours after the initial request and can be viewed on the Energy Provider Details screen. If the information does not upload the case manager will pull the usage from Nevada Energy and/or Southwest Gas access portals or contact the vendor for usage. 208 AUTHORIZED REPRESENTATIVE (AR) The applicant may designate another person to act on their behalf by completing the Designation of Authorized Representative, Form 2840-EL (if a Welfare recipient has a Designation of Authorized Representative Form (2525-EE) signed one month prior to the Program Year start date or with in the Program Year it will be accepted for the Program Year). The form must include the name, address and phone number of the person chosen as the AR, the signature of the applicant and the date. If the designation is made by an applicant who cannot sign, their mark must be witnessed and signed by someone other than the AR. MTL 01/24 June 25, 2024 - 4 - Section 200 – Application Processing