Energy Programs

300.09 APPLICATION PROCEDURES

A. General Information

Duplicate payments to LIEAP households are not allowed. Establish controls to ensure that households do not receive duplicate benefits.

1. Set up a separate Energy Unit to process applications. This will assure a single portal of entry, reducing the potential for duplication.

2. The State automatically sends alphabetized lists of Work First, Food and Nutrition Services, and Medicaid recipients for the county to use as control lists at intake. The alphabetized lists are also available in NCXPTR. For SSI recipients, obtain copy of the SDX already in the county.

NOTE: Use the control listing to identify Work First, Food and Nutrition Services, and Medicaid recipients only. Other information listed on the control listing must be verified when processing LIEAP applications.

3. Use the Energy System inquiry to check whether there are other energy applications for any household members. If the name, address, and social security number for a household member match that of an applicant already in the system, conduct additional research before approving the case. Evaluate each household member to determine the correct household composition to eliminate the duplication. Refer to EP-430 for energy assistance inquiry instructions.

B. Procedures for Completing Form DSS-8116-I, Eligibility Worksheet

1. It is mandatory to complete a DSS-8116-I, Eligibility Worksheet, for an application if:

a. A non-recipient household member has earned and/or unearned income, or

b. A household member is an ineligible alien with income, or

c. A household member has reserve that is questionable, or

d. A different income amount from that listed on the DSS-8114 is used to compute the budget.

2. Complete all sections on the DSS-8116-I that apply to the household. Complete "Food and Nutrition Services Case No." (if applicable), "LIEAP Case No.," and "Applicant Name" for each case. The DSS-8116-I must be signed by the caseworker who completes the form. The date is the date the DSS-8116-I is completed. If you have questions about how to complete a particular section of the form, please refer to that section of the manual for instructions.

NOTE: Walk-in applicants not currently active in Food and Nutrition Services, WFFA, or Medicaid must sign the DMA-5001, Notice of the Use of Social Security Numbers, when Income and Eligibility Verifications System (IEVS) matches are performed prior to the applicant’s signing of the DSS-8114, Low Income Energy Assistance Program Application.

C. Explain to the applicant he has the right to:

1. Receive assistance if found eligible.

2. Be protected against discrimination on the grounds of race, creed, or national origin by Title VI of the Civil Rights Act of 1964. He may appeal such discrimination under Section 504 of the Disability Act.

3. Have any information given to the agency kept in confidence.

4. Appeal, if

a. He was denied the right to apply for assistance on the same day he or his representative went to the county department of social services; or

b. His application was denied; or

c. His assistance is incorrect based on the county's interpretation of the State regulations; or

d. A decision is not made on his application in a timely manner.

5. Withdraw from the assistance program at any time.

6. Reapply if the household is denied and the situation changes. The household must reapply before the application period expires. (See Time Table in EP-105.)

D. Explain to the applicant he has the responsibility to:

1. Spend his LIEAP check on heating related bills.

2. Provide requested information needed to determine eligibility. Use the DSS-8185 to request needed information. This is the only request sent to the applicant. If the DSS-8185 is used, you must:

a. Establish a reasonable time period, normally ten days but no later than the deadline date listed in EP-105, to return information. Record the agreed upon date on the DSS-8185; and

b. Notify the applicant that if information is not received by the deadline date, the application will be denied for failure to provide information. (See Time Table in EP-105.)

3. Provide verification of his social security number. If he does not have verification, accept his statement.

4. Report changes of address within five calendar days. This is the only change that must be reported.

E. County Department's Responsibilities

You have the responsibility to:

1. Assist the household in obtaining information to determine eligibility, if requested.

2. Inform the applicant or his representative of the eligibility requirements and hearing rights. You may wish to use the DSS-8117 for this purpose.

3. Ask the applicant to specify the type of fuel used most often. Explain to the applicant that the fuel type given at the time of application will not be changed even if the household later changes its primary source of heat.

4. Explain the meaning of fraud to the applicant.

F. Prevention of Overpayments

1. Interviews

The key to fraud prevention is skilled interviewing. The interviewing process must involve two-way communication. First, you must be specific and thorough in the questions asked. It is important to phrase questions in a way that the a/r will understand them. For example, spell out specific items included as “income” to avoid the misunderstanding that the only item included is wages. Secondly, listen carefully to the a’s/r’s responses. Give the a/r a chance to respond in his own words. Repeat the a’s/r’s responses back to him to ensure you understand and to give him a chance to add additional information.

2. Other Preventive Measures

a. Intra-agency

Establish communications among the various units in your office. Fraud prevention is the responsibility of the entire agency. Therefore, you must develop a systemic way to report changes and exchange information. Each agency should have several controls in place such as card files to avoid duplication of payments. Also, agencies should use the terminals to check whether there are any other energy applications for any household member. Refer to EP-430 for energy assistance inquiry instructions.

b. Inter-agency

In order to obtain prompt and accurate information needed to determine eligibility, it is important to establish a good relationship with other agencies, employers, and institutions. Inform them of the program requirements and the importance of receiving prompt and accurate information.

c. Public Awareness

Inform the public about your agency’s attempt to prevent fraud. This is important both as a deterrent and as a public relations measure. Information regarding court actions taken against fraudulent clients, amount of collections over a period of time, etc., could be periodically offered to the news media. Publicize the telephone number for calling in reports of possible fraud. Emphasize that such reports are kept confidential. If the public realizes the importance of preventing fraud, you may be able to obtain much more information and cooperation.

d. Match Listings

In order to avoid duplicate payments, two matches are run and sent to the counties. These matches are: Payee social security number, and mailing address. Review these matches prior to the energy checks being sent in order to avoid making duplicate payments. The matches are:

• Social Security Number – This is a list of different cases within the state that have the exact social security number in the Energy System.
• Address – This is a list of different cases anywhere in the state that have the exact mailing address in the Energy System.

NOTE: When completing the address on the DSS-8114, follow instructions in EP-430. Any inconsistencies in spacing or abbreviations prevent accurate matching.

For example, Rt. 1 Box 23A will not be an exact match with Rt. 1 Box 23 A. This is because of the space between “23” and “A” in one case and not the other.

Review each match upon receipt. Contact the household to evaluate and resolve the situation to prevent duplication. Submit a DSS-8114 to data entry to correct any errors found or to deny the case, whichever is appropriate.

All lists contain the energy number, county case number, district number, payee name, social security number, address, city, and the code from the DSS-8114 which indicates more than one energy household at the same address. Also, letters under a final column headed “Match On” indicate all lists on which the case matches (“A” for address and “S” for social security number). This final column prevents you from having to recheck cases which you have already reviewed on prior lists. The indicator appears only after the first case of a match. (The computer does not know there is a match until it goes to the second case.)

NOTE: When reviewing the Match Listings, an asterisk indicates a new entry not previously listed.

G. Agencies must begin taking applications by the mandatory starting date. (See Time Table in EP-105.) The DSS-8114 is used for walk-in applicants.

H. For walk-ins, the date of the application is the date the applicant or his representative signs the DSS-8114 under penalty of perjury.

I. The applicant or his representative must apply for LIEAP in the county in which the household resides. The payee must be the individual readily assuming the obligation for household maintenance.

J. If the applicant or his representative decides not to apply, document the inquiry. Include as much information as possible about the situation.

K. Households may receive a LIEAP payment and Crisis Intervention Program (CIP) benefits.

L. Inform every applicant, either verbally or in writing, that if they are ineligible they will receive an automated denial notice when the application is completed. If they are eligible, they will receive an automated notice when the application has been completed and an approval notice and a check in February.