alaska heating assistance programs policy manual - DPAweb ...

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2. Employees of other federal assistance or federally assisted State means-tested programs for low-income individuals such as TANF, ATAP, Food Stamps, Medicaid, and SSI. 3. Employees of Legislative Audit for audit examination. 4. Officials of local, State, or federal law enforcement agencies to investigate alleged violations of the Heating Assistance Program, if a written request is provided. All information about an applicant must remain confidential. Discussing a case with a co-worker in order to complete a determination is acceptable. Discussing a case with another DPA employee involving a family member or friend is not acceptable. Discussing a case with a friend/acquaintance outside of the office is not acceptable. All written information which specifically identifies an applicant must be properly stored in the appropriate file cabinet when not in use, and properly discarded as necessary (i.e. shredded, ripped up, burned, or archived.) Workers must not leave identifying applicant information exposed to office visitors. Workers must not give applicant information to the applicant’s landlord, or request applicant information from a landlord, unless the applicant authorizes it or has listed the landlord as a collateral contact. Many applicants do not want their landlords to know that they have applied for heating assistance. Workers must respect applicant privacy. The following people may be given information regarding a case, upon request. Requests from people other than those listed must be referred to the Program Coordinator. Requests for information from newspaper or radio reporters must always be referred to the Program Coordinator. Applicant - If an applicant calls to ask for information regarding their HAP case, the worker should ask the person to identify themselves by providing their social security number before revealing any information. The worker must ensure that the information the caller provides matches the information on the application. Concerned Agency Representatives, Friends, Interpreters - Information may be given to third party representatives only if the applicant has authorized their participation and there is a justifiable reason 10/3/2013 9:24 AM Page 5
why this person is intervening (for example, language barrier, hearing disorder, disability, etc.). Fee Agent and Department of Public Assistance (DPA) Employees - Workers may answer questions from DPA representatives regarding specific applications. Legislator or Legislator’s Staff - Requests for case specific information in response to a constituent request may be answered by the worker. The Program Coordinator must be informed about the contact. Ombudsman’s Office - Requests for case specific information may be answered by the worker. The Program Coordinator must be informed about the contact. All other Ombudsman calls must be referred to the Program Coordinator. Vendor - If a vendor calls to ask if one of their customers has applied for heating assistance, the answer to that question may be provided. Information regarding payment to that vendor only may be provided. For specific confidentiality rights and responsibilities, refer to Division of Public Assistance Administrative Procedures Section 100-3, Alaska State Statutes 47.05.020 through 47.05.030, and Alaska Administrative Codes 7 AAC 37.010 through 7 AAC 37.130. 3000-1 F. VOLUNTEERS Volunteers, or other persons not employed by DPA, may be used in outreach activities, assisting in program promotion, filing, and clerical duties. Volunteers may assist households in completing the application and forms and in obtaining required verification. Except for fee agents, volunteers may not conduct interviews or certify an eligible applicant household. 3000-1 G. QUALITY ASSESSMENT REVIEWS Each day at least five percent of the heating assistance cases are selected for review. The purpose of this review is to determine the accuracy of the eligibility and benefit determination. Maintenance of program records, case files, and financial transaction documentation by the State provides a clear monitoring and audit trail. 10/3/2013 9:24 AM Page 6
Page 1 and 2: ALASKA HEATING ASSISTANCE PROGRAMS
Page 3 and 4: 3001-4 Verification 21 3001-4A Mand
Page 5 and 6: 3003-2 Noncountable Income 54 Title
Page 7 and 8: 3005 Expedited Cases 87 3005-1 Expe
Page 9 and 10: Title: 45 Public Welfare Subtitle B
Page 11: • Copies of notices of adverse ac
Page 15 and 16: decisions than can be defended as r
Page 17 and 18: Child: A person under 18 years of a
Page 19 and 20: 1. Made a false or misleading state
Page 21 and 22: Subsidized Housing: Housing subsidi
Page 23 and 24: Heating Assistance Program 10002 Gl
Page 25 and 26: 4. A copy of the current heat and e
Page 27 and 28: 3001-3 THE INTERVIEW HAP does not c
Page 29 and 30: ‣ Non-acceptable verification: li
Page 31 and 32: 3001-4 G. INADEQUATE INCOME DOCUMEN
Page 33 and 34: A re-pend notice is sent if partial
Page 35 and 36: If the requested information is rec
Page 37 and 38: • An applicant that has a credit
Page 39 and 40: 3002 HOUSEHOLDS 3002-1A TYPES OF HO
Page 41 and 42: If the applicant checks the applica
Page 43 and 44: eligible for heating assistance. Wh
Page 45 and 46: member of the household must be a U
Page 47 and 48: j. Non-citizen Native Americans as
Page 49 and 50: A household member whose U.S. citiz
Page 51 and 52: 3003 INCOME 3003 INCOME Applicant h
Page 53 and 54: . Verification: The applicant is re
Page 55 and 56: Example #1: A court order specifies
Page 57 and 58: Exception: Education assistance tha
Page 59 and 60: Verification: Acceptable verificati
Page 61 and 62: Are intended to cover expenses incu
Page 63 and 64:
Exception: Any portion of education
Page 65 and 66:
10. Reimbursements Reimbursements f
Page 67 and 68:
Bureau of Indian Affairs (BIA Burea
Page 69 and 70:
pend for additional income verifica
Page 71 and 72:
f. Gross Self-Employment Income Gro
Page 73 and 74:
. Using Actuals as Cost of Doing Bu
Page 75 and 76:
• Personal work-related expenses,
Page 77 and 78:
additional information is needed or
Page 79 and 80:
doing business and are not deducted
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1. Joint bank account. If the milit
Page 83 and 84:
Example: William receives his LES a
Page 85 and 86:
• If the amount provided to the h
Page 87 and 88:
3004 DETERMINING ELIGIBILITY AND BE
Page 89 and 90:
The fuel types are: Code C E K N O
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• 90 percent of points if the hou
Page 93 and 94:
7 points x 0.5 = 3.5 points Step 4.
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May include a past due amount, deli
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3006 SRHUD (Subsidized Rental Housi
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3008 ISSUING BENEFITS & PAYMENTS 30
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3008-4 Methods of Payment A. Vendor
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• an applicant’s heat is includ
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3009 FAIR HEARINGS A fair hearing p
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99790 Bettles 0/TCC 29/00/ 99652 Bi
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Kakhanok 0/BBNA 99747 Kaktovik / 24
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99950 Port Protection / 11/00/ 9969
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ADDENDUM B FY 2014 HAP TRIBAL PROVI
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Payments under Title I of that Act,
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payments made under the Higher Educ
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o Secondary School Vocational Educa
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are excluded from income. Each Stat
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Service-Learning Act of 1990, (2) t
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veteran for any disability resultin
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may benefit are: Bad River Band of
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17. P. L. 98-500, Section 8, 10/17/
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Confederated Tribes of the Colville
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___________________________________
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certain “high-cost” locations i
Page 137:
A low cost group life insurance for
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