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Division of Welfare and Supportive Services Energy Assistance Program Manual

TABLE OF CONTENTS

804 Conversion Methodologies A. Hourly Income B. Weekly Income C. Bi-Weekly Income D. Semi-Monthly Income E. Monthly Income F. Quarterly Income G. Annual Income H. Year-To-Date (YTD)/Averaged YTD Income I. How to Calculate a Missing Pay Stub Amount 900 CASE DISPOSITION 901 Period of Eligibility A. Period of Eligibility for an Annual Benefit B. Period of Eligibility for an Arrearage Assistance Payment 902 Benefit Amount

A. Households with UEC and Non-UEC Utility Vendors 903 Eligible Households

A. Make Your Benefit Last All Year Letter B. Vendor Payments C. Direct Payment D. Exchange of Information between the Division of Welfare and Supportive

Services and the Housing Division E. Utility Vendor Notification of Eligible Household 904 Ineligible Households A. Denial Reasons for an FAC Benefit B. Denial Reasons for Arrearage Payment Program (AP)

905 Program Funding Exhausted 1000 CASE MANAGEMENT 1001 Change in Household Circumstances and/or Changes Affecting Benefits 1002 Refunds/Reissues 1003 Utility Vendor Contact Log 1004 Case Narratives 1005 Communications with Clients/Client Vendors 1006 Record Retention A. Definition of a Record B. Purging and Shredding of Client Case Files C. Purging and Shredding of Other EAP Records 1007 Confidentiality A. Information on Household Provided by Utility B. Disclosure of Information C. Exchange of Information between the Division of Welfare and Supportive

Services and Other Energy Assistance Providers D. Preventing Disclosure of Information 1008 Reporting of Abuse and Neglect 1009 Non-Discrimination 1010 Discrimination Complaints MTL 01/24 June 25, 2024 - iv - Table of Contents