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VIRGINIA DEPARTMENT OF SOCIAL SERVICES ENERGY ASSISTANCE

06/11 VOLUME X, CHAPTER D, PAGE 4

Each household will be assigned a number of points that will reflect the household's status with regards to the factors listed above. The more points a household has, the larger the benefit. Benefit amounts will be determined for all approved cases on a date designated by Home Office. Turnaround documents will be printed and sent to LDSS from Home Office.

6. AUTHORIZATIONS

A system generated Credit Authorization will be mailed from Home Office to the vendor. An example of this document is provided in Appendix D.

a. When benefit amounts are determined; or

b. When a vendor change is completed after benefits have been determined and the remaining benefit is $10.00 or larger.

7. NOTICES

a. Client Notice of Action

The system will generate a Notice of Action to the client when:

1) An application is denied;

2) The benefit amount has been determined;

3) A vendor number is changed and a credit authorization is issued;

4) Case eligibility status changes.

The notice will be mailed from Home Office. A copy will be sent to the LDSS to be filed in the case record. Appendix E provides an example of this notice.

b. Payment Notice

The system will generate a Payment Notice for vendor pay cases at the end of the program. The Payment Notice will be mailed to the client from Home Office with a copy sent to the LDSS to be filed in the case record. The Payment Notice will list all fuel payments made to vendors on behalf of the client and all fuel refunds and cancellation. An example of the notice is provided in Appendix F.

Payment Notices will not be generated for only direct payments to clients.

TRANSMITTAL # 11-1