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VIRGINIA DEPARTMENT ELIGIBILITY DETERMINATIONS OF SOCIAL SERVICES AND BENEFIT LEVELS

10/24 VOLUME V, PART XIII, PAGE 5

Expenses incurred more frequently than monthly must be converted to a monthly amount by considering 4.3 weeks in a month or by considering the actual amount billed during the month.

Example

A household buys coal by the bag every 3 days, at $3.00 per bag. By considering 4.3 weeks in a month, the expense is computed as follows: 7 ÷ 3 = 2.33 bags per week x 4.3 = 10.02 bags per month x $3 = $30.06.

By considering the actual amount billed during the month, the expense is computed as follows: 10 bags purchased x $3 = $30.00.

2. Averaged - Expenses which fluctuate from month to month and those which are billed less frequently than monthly may be averaged over the period the expense is intended to cover and reflected in the allotment calculation for those months. The certification period assigned would have no effect on the months in which the allowance is given. A one-time only expense may be averaged over the entire certification period.

Example

A household presents an oil bill of $250. The oil was received in December and is expected to last until February. The expense of $250 is averaged over 3 months, and $83.33 is assigned to the months of December, January, and February and reflected in the allotment calculations for those months.

The household must be given the opportunity to choose between having expenses averaged or counted as billed.

3. Anticipated - Expenses for which the household anticipates being billed during the certification period are allowed. These expenses will be treated as billed or averaged over the period the bill will cover. For example, if a household anticipates a bill for property tax during the certification period, it may be allowed as a deductible expense in the month billed or averaged over the number of months the tax bill will cover. Another example is utility expenses that fluctuate month to month for households that opt to use actual utility costs. The BPS may evaluate changes in the amount billed monthly by evaluating the previous year's bills for the same months in question, updated by overall price increases. If a recent bill amount is the only information available, the BPS may use the utility company's estimate.

Example

The household presents all oil bills received the past winter. The household expects the amount of oil to be the same this winter. The oil vendor gives the BPS the current price per gallon. The BPS may use the information to project the household's costs for the current season.

The BPS may not average prior expenses to determine the expenses without considering whether the averaged amount reflects anticipated expenses.

TRANSMITTAL #35