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VIRGINIA DEPARTMENT

OF SOCIAL SERVICES ENERGY ASSISTANCE

10/16 VOLUME IX, CHAPTER G, PAGE 4

5. PROCESSING APPLICATIONS

The LDSS must enter all Crisis Assistance applications in the system the day received. The application must be placed in pending status unless ready for eligibility determination (ED) or denial. At the close of the application period, the LDSS must have all client/case data for Crisis Assistance cases entered into the system and bills paid by a date to be specified by the Home Office. In processing applications, the LDSS must use the Crisis Assistance Worksheet/Evaluation Form.

a. Pending

If an application is pending and additional verifications or other information is needed, the LDSS must notify the applicant, in writing, what is required. A deadline of 10 calendar days or less is to be provided for the return of verifications or information. The burden of proof rests with the applicant; however, if requested, assistance in obtaining verifications should be provided by the LDSS. Verifications and information that are readily available to the LDSS must be used. Required verifications and information may be submitted in various ways including in person, by mail, by a third party, by fax, or by phone prior to or anytime on the day of the deadline.

If the applicant fails to provide the needed information by the deadline date, the application is denied. Once all the required information has been received, every effort should be made to determine eligibility in the system that same day. Eligibility must be determined in the system no later than the end of the next business day.

b. Local Agency Denial

There are some reasons for denial of an application not recognized by the system. Those reasons require the denial to be determined and entered by the LDSS worker. If a manual/local denial is necessary, the worker must enter one of the denial codes found in Chapter D, 3. In all denial situations, a notice of denial will be issued to the applicant.

c. Eligibility Determination

The system will screen each case entered with an "ED" disposition code. The following elements will be evaluated at this stage of processing.

• Energy Expense • Living Arrangement • Citizenship

TRANSMITTAL # 16-2