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VIRGINIA DEPARTMENT

OF SOCIAL SERVICES ENERGY ASSISTANCE

11/13 VOLUME X, CHAPTER A, PAGE 8

14. RETENTION OF RECORDS

EAP documents must be maintained for a minimum of three years from the month of the last benefit issuance or benefit determination of ineligibility. Some records require a longer retention period. This includes, but is not limited to, situations involving audits, investigations, and fraud. The retention period is dependent on the record type and activity related to the record. Annual systematic purging of material unrelated to legal, fiscal, administrative, or program administration is recommended.

Certification records must be retained for a minimum of three years from the month of origin of each record. Certification records may include any material that documents the basis for a determination of eligibility, ineligibility, and the benefit level. This includes documentation of verifications requested in order to process the application. Records needed to support claims collection activity must be kept until three years after the overpayment has been repaid in full.

Note: Information regarding the receipt of a security deposit is stored indefinitely in the EAP system. Warranty information is stored in the EAP system until the warranty expires. No additional documentation is required to be retained for either security deposits or warranties. However, the LDSS may choose to retain copies of warranties until the expiration of the warranty period when the LDSS has a copy of the warranty.

15. PRE-APPLICATION ELIGIBILITY DETERMINATION/DISCUSSION PROHIBITED

EAP eligibility guidance must be applied to the facts of a specific application submitted by a household; any additional information supplied by an applying household; and, when applicable, the interview with the household based on the submitted application. Prior to receipt of an application, LDSS employees must not provide advice or answers to hypothetical situations from applicants, potential applicants, or, those acting on behalf of others. Until a completed application is received by the LDSS and verifications are received, the LDSS cannot be sure it has all the relevant facts. It is appropriate, however, to explain program eligibility criteria.

TRANSMITTAL #13-1