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Chapter 4: Benefits, Heat Source & Heating Costs 3

The caseworker must ensure that the previous verification is part of the current case file. The caseworker should print the verification from File Director and place with the current application along with other documents to be scanned.

(D) Heat-in-Rent Information and Verification In situations where heat costs are included in the rent, the Heat in Rent Agreement or current housing forms must be used to verify the household’s rental obligation and that the heat is included in the rental obligation. The housing form can only be used if there is a signed heat in rent agreement on file for that landlord and client address. A “current” housing form must not be more than 12 months old from the current date, must indicate the client address, effective date, total tenant payment, the information must be legible and signed by the client. If using a housing form you must ensure the previous heat in rent agreement is part of the current case file. The caseworker must print the Heat in Rent Agreement from File Director and include with the current application and other documents to be scanned. Current housing forms include but not limited to: HUD 50058, HUD 50059, HUD 52641, HUD 52517, HUD LIHTC. Heat-in-Rent An independent living situation where a household indirectly pays for heat in the form of rent to a landlord and does not share the heat or living space with the landlord. If it is a shared living arrangement with the landlord, it must be processed as a regular case and all household members must be counted when processing the application.

Heat-in-rent households with a $0 Tenant Payment do not have a heat cost and are not eligible for LIEAP.

Heat-in-rent households when a change in rent is indicated on the heat-in-rent form. When a heat in rent form is received from a landlord and lists the current amount of rent and a future amount of rent, the worker will need to look at the effective dates of the rent amounts to determine which amount to use. If the future amount begins in October the worker will use the future amount. Examples below: 1. Heat in rent form received July 7th states current rent is $256.00 and in September rent will change to $242.00. The worker would use the future amount of $242.00 as that is the amount of rent being paid for October when the heat in rent payments begin.

2. Heat in rent form received August 2nd states current rent is $175.00 and beginning November 1st rent increased to $225.00. The worker would use the current rent amount of $175.00 for October and then would need to update the rent amount to $225.00 for November. If there is a question on the effective date or rent amount the worker needs to make contact with the landlord to verify correct information.

The Landlord Agreement instructs the landlord to inform the Office of Energy Assistance if the Tenant Payment is reduced to zero. If notification is received that the Tenant Payment has been reduced to $0, the case should be put into NP5 status since the client no longer has a heating cost. If later notified in the same heating season that the same client’s rent has again changed and once again has a Tenant Payment, the case will be reopened and payments will resume at 30 percent of the new rent cost. These situations need to be well-documented.