alaska heating assistance programs policy manual - DPAweb ...

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3000-1 H. DOCUMENTATION The goal of documentation is to establish a clear and complete record, so any person reading the documentation will understand what was done and why. Clear and complete documentation is the foundation of a positive supervisory or QA review, and an essential part of quality casework. Documentation is a record of: • Factors of eligibility verified and how they were verified. • Information used to determine eligibility and benefit amount, including: 1. The source of the information; 2. The verification that supports the information; 3. The method used to convert income and expense information into monthly amounts; and 4. Why this information was used. • Actions taken on a case and the reasons supporting those actions. • Contacts with the client, partner agencies, contractors/grantees and third party sources (collateral contacts). 3000-1 I. PRUDENT PERSON JUDGMENT (PPJ) The policies in this manual are intended to be a guide for the processing of heating assistance applications. They are intended to be sufficiently flexible to allow workers to exercise reasonable judgment in processing cases. This flexibility is provided because of the impossibility of writing procedures that would cover every conceivable circumstance a worker might encounter when determining eligibility. The term “prudent person judgment” refers to the judgments made by an individual in a given situation. In making an eligibility decision, the worker should decide if the action is prudent and reasonable based on their experience and knowledge of the program. If a worker encounters a problem case for which they are having a hard time making a decision, they should consult the Casework Supervisor, Eligibility Office Manager, or Program Coordinator. Otherwise, it is expected that workers make 10/3/2013 9:24 AM Page 7
decisions than can be defended as reasonable and prudent, and that they clearly record the reasons for their decision in case notes (F9 in HAS). 3000-1J PROCESSING APPLICATIONS OF STAFF, FRIENDS OR RELATIVES Applications submitted by HAP employees must be processed by another employee designated by the Eligibility Office Manager. Applications received from relatives or close personal friends of Division staff must be processed by an employee designated by the Eligibility Office Manager. 10/3/2013 9:24 AM Page 8
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 and 12: • Copies of notices of adverse ac
Page 13: why this person is intervening (for
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
Page 81 and 82:
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
Page 91 and 92:
• 90 percent of points if the hou
Page 93 and 94:
7 points x 0.5 = 3.5 points Step 4.
Page 95 and 96:
May include a past due amount, deli
Page 97 and 98:
3006 SRHUD (Subsidized Rental Housi
Page 99 and 100:
3008 ISSUING BENEFITS & PAYMENTS 30
Page 101 and 102:
3008-4 Methods of Payment A. Vendor
Page 103 and 104:
• an applicant’s heat is includ
Page 105 and 106:
3009 FAIR HEARINGS A fair hearing p
Page 107 and 108:
99790 Bettles 0/TCC 29/00/ 99652 Bi
Page 109 and 110:
Kakhanok 0/BBNA 99747 Kaktovik / 24
Page 111 and 112:
99950 Port Protection / 11/00/ 9969
Page 113 and 114:
ADDENDUM B FY 2014 HAP TRIBAL PROVI
Page 115 and 116:
Payments under Title I of that Act,
Page 117 and 118:
payments made under the Higher Educ
Page 119 and 120:
o Secondary School Vocational Educa
Page 121 and 122:
are excluded from income. Each Stat
Page 123 and 124:
Service-Learning Act of 1990, (2) t
Page 125 and 126:
veteran for any disability resultin
Page 127 and 128:
may benefit are: Bad River Band of
Page 129 and 130:
17. P. L. 98-500, Section 8, 10/17/
Page 131 and 132:
Confederated Tribes of the Colville
Page 133 and 134:
___________________________________
Page 135 and 136:
certain “high-cost” locations i
Page 137:
A low cost group life insurance for
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