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VIRGINIA DEPARTMENT

OF SOCIAL SERVICES ENERGY ASSISTANCE

11/14 VOLUME IX, CHAPTER G, PAGE 5

• Household Size • Monthly Income

The system will calculate the dollar value of the medical deduction for the number of elderly and/or disabled individuals entered in the medical deduction field and deduct this amount to determine the countable income for screening purposes.

Cases that do not pass one element of the screening will be denied by the system. Cases that pass screening will be approved by the system. System generated turnaround documents will be printed in the LDSS. Credit authorizations and Client Notices will be mailed the next business day.

If there is a current warranty on heating equipment previously purchased through the EAP, the system will generate a denial notice. The warranty may be removed from the system if the household meets the requirements in Chapter G.7.b.2. To have a warranty removed, a written request must be submitted to the Regional Consultant, citing the reason for removal.

d. Notices

A system generated Client Notice of Action will be mailed by the VDSS to each applicant the next working day after action to determine eligibility, deny, or close an application/case is entered into the system. Additionally, the system will generate a payment notice to the applicant in May or June of each year to reflect payments, refunds, or cancellations made on a Crisis Assistance case. This notice must be filed in the case record.

6. AUTHORIZATIONS

Maximum authorizations are not entitlements. The maximum authorization for each type of assistance follows the special conditions for assistance. The VDSS will provide the amounts to be used for purchase of primary fuel or primary heat utility annually. If there is a bill, then the lesser of the bill amount or the maximum benefit amount is the amount authorized. If there is no bill, then the authorization is for the appropriate maximum. An example of a Crisis/Cooling Credit Authorization is provided in Appendix B.

If more than one type of emergency occurs for a household during a program year, the appropriate maximum authorization is available for use in alleviating each emergency. See Chapter G.9 for maximum allowable benefits when several types of assistance are needed.

TRANSMITTAL # 14-1