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VIRGINIA DEPARTMENT

OF SOCIAL SERVICES ENERGY ASSISTANCE

06/04 VOLUME IX, CHAPTER J, PAGE 5

Cases that do not pass one element of the screening will be denied by the EAP Cooling Assistance 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 of Action will be mailed the next day.

If there is a current warranty on cooling equipment previously purchased through the EAP, the EAP Cooling Assistance system will generate a Client Notice of Action informing the client of the denial of the application. The warranty may be removed from the EAP Cooling Assistance system if the household meets the requirements in Chapter J.7.b.2). To have a warranty removed, a written request should be submitted to the Regional Consultant, citing the reason for removal.

d. Notices

An EAP Cooling Assistance system generated Client Notice of Action will be mailed from VDSS to each applicant when the action to determine eligibility, deny or close an application/case is entered into the EAP Cooling Assistance system. The EAP Cooling Assistance system will generate credit authorizations each night to be mailed the next day. The EAP Cooling Assistance system will generate a Payment Notice at the end of the Cooling Assistance Component.

6. AUTHORIZATIONS

The maximum authorization for each type of assistance follows the special conditions for that type of assistance. The amount of assistance provided is the exact amount of the bill not to exceed the appropriate maximum benefit. If there is a bill, then the bill amount up to the maximum benefit balance is authorized in the EAP Cooling Assistance system. If there is no bill, authorize the appropriate maximum benefit. Never enter an amount in the bill check field when initially entering case information in the EAP Cooling Assistance system.

The LDSS may issue a verbal authorization for assistance or service when the case has been approved by the EAP Cooling Assistance system. Discretion should be used in providing authorizations verbally.

All repair bills must be itemized with a breakdown of the costs for parts and labor. Bills for unauthorized repairs or purchases and bills for repairs or purchases incurred prior to application for Cooling Assistance will not be paid. A household will not be reimbursed for allowable charges paid out of pocket.

TRANSMITTAL #04-1