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Energy Assistance Program

Learn about the changes made to the Energy Assistance Program FY20 Annual Training Application, including income and identity verification updates.

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Energy Assistance Program

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  1. Energy Assistance Program FFY20 Annual Training Application, Application Processing, SSN Policy Changes

  2. Application Jon Brown Minnesota Energy Assistance Program

  3. Application Topics • Application changes • Access to EAP Application • Mailing

  4. Application Application Changes • Why changes? • Many of the changes for FFY20 are related to income and identity verification • Other changes to the layout and design focused on creating more space on the app and making the app easier to fill out and read • Identity verification • LIHEAP requirements • All HHs identity must be verified • SSA database • eHEAT will obtain verification of SSNs from SSA • Income verification • DEED - Wages and unemployment

  5. Application Application Changes • Style Changes • Font changed to State of Minnesota style font, Calibri • Spelled numbers switched to numerals. Example - 1 instead of one • Checkboxes changed to circles when only one selection allowed • Example  Yes  No • Efforts were made throughout the app to maximize space for applicants to write their answers FFY19 FFY20

  6. Application Application Changes • Instructions • Added section on Social Security Numbers • Added section on Non-Citizen Applicants • Added info about DEED to Wages and Unemployment Compensation (Part 2) • Added “and Schedule 1” to Self Employed income type (Part 2) • Added postmarked language to signature and application deadline info (Part 5) • Removed authorized representative language (Part 1)

  7. Application Application Changes • Privacy Notice & Your Rights and Responsibilities • Changed language in SSN section to state that all applicants are required to provide SSN not only primary • Added 2020 Census notice • Removed turned down from language regarding denials • Changed language under bill responsibility • Changed facts to information • Changed “How do you complain” to “How to submit a complaint” • Updated web and physical address for MN Dept. of Human Rights • Updated address for US HHS Office of Civil Rights • Added Spanish text to Ask for Assistance

  8. Application Application Changes • EAP Application • Updated Social Security info to include info about non-citizens and use of SSN for collecting DEED wage data (Part 1) • Added non-custodial parents may include their minor children to HH info section (Part 2) • Added “required” to Name, SSN, and DOB (Part 2) • Removed “Years of School” from HH member table (Part 2) • Added “In last 6 months” section to HH member table (Part 2) • This includes Non-wage income, Wages, and Number of Employers • Changed question about how many people had income to has HH member income decreased (Part 2) • Removed “for the following sources” from No proof of income required (Part 2) • Added “and schedule 1” to self employed language under income section (Part 2)

  9. Application Application Changes • EAP Application continued • Changed “If you sign application in:” to “If application signed in:” (Part 2) • Removed “the months of:” from “Send proof of gross income received in:” (Part 2) • Changed “For EAP, your household income cannot be more than these income guidelines for three months:” to “Household income cannot be more than these income guidelines for 3 months: (See instructions for WAP income information)” (Part 2) • Added “you pay” to amount paid for rent/mortgage (Part 3) • Added postmarked language to signature section (Part 5)

  10. Application Application Changes • Instruction changes • New sections on SSNs and Non-Citizen applicants • SSNs required for all HH members and will be verified • Valid SSN not available, another form of documentation will be required • Info regarding how eligible non-citizens may apply

  11. Application Application Changes • Instruction changes

  12. Application Application Changes • Instruction changes • Added info about DEED to Wages (Part 2) FFY19 Wages: Check stubs or a signed, dated statement by your employer (including employer name, address and phone number) stating gross wages. FFY20 Wages: Check stubs or a signed, dated statement by your employer (including employer name, address and phone number) stating gross wages. EAP may use your SSN to verify wages reported to DEED by your employer. For follow up on unreported wages, please indicate the number of employers each household member had in the past 6 months.

  13. Application Application Changes • Instruction changes • Added info about DEED to Unemployment Compensation (Part 2) FFY19 Unemployment Compensation: Unemployment weekly benefit printout from www.uimn.org. Click on “Log in to My Account” and log in, go to “View and Maintain My Account,” then “Payment Information,” and enter date range for the last 5 full calendar months. FFY20 Unemployment Compensation: Unemployment weekly benefit printout from www.uimn.org. Click on “Log in to My Account” and log in, go to “View and Maintain My Account,” then “Payment Information,” and enter date range for the last 5 full calendar months. EAP may verify this income directly with DEED.

  14. Application Application Changes • Instruction changes • Added “and Schedule 1” to Self Employed income type (Part 2) FFY19 Self Employed, Farm, and Rental Income: The first 2 pages of your most recent IRS-1040 tax return. If you did not file taxes, call your local EAP Service Provider and ask for a Self-Employment Form. Enter the date your business started in the space provided on page two of the application. FFY20 Self Employed, Farm, and Rental Income: The first 2 pages of your most recent IRS-1040 tax return and Schedule 1. If you did not file taxes, call your Service Provider and ask for a Self-Employment Form. Enter the date your business started in the space provided on page 2 of the application.

  15. Application Application Changes • Instruction changes • Added postmarked language to signature and application deadline info (Part 5) FFY19 PART 5. Permissions and Signature: Read the permissions carefully. An adult household member, 18 years of age and older or emancipated minor, or the minor head of a household with no adults or emancipated minors must sign the application. Any other person signing the application must be a court appointed guardian or conservator or must have a Power of Attorney (POA) to act on behalf of the household and must submit a copy along with the application. Return the application to your local EAP Service Provider. Your application must be received within 60 days of the date signed. It must be postmarked or received no later than May 31, 2019. FFY20 PART 5. Permissions and Signature: Read the permissions carefully. An adult household member, 18 years of age and older or emancipated minor, or the minor head of a household with no adults or emancipated minors must sign the application. Any other person signing the application must be a court appointed guardian or conservator or must have a Power of Attorney (POA) to act on behalf of the household and must submit a copy along with the application. Return the application to your Service Provider. Your application must be postmarked or received on or before June 1, 2020. In addition, your application must be postmarked or received within 60 days of the date signed.

  16. Application Application Changes • Instruction changes • Removed authorized representative language (Part 1) PART 1. Personal Information: Fill in your Social Security Number (SSN), name, current home address, phone number, and contact information. The primary household member must provide a verifiable SSN to process your application. Contact your local EAP Service Provider if no one in your household is able to provide an SSN. You may be able to provide an alternative legal document number. Authorized Representative: This is someone you give permission, in writing, to act for you for these programs. If you want this person to receive all your EAP mail, write his/her address on the application.

  17. Application Application Changes • Privacy Notice & Your Rights and Responsibilities • Changed language in SSN section to state that all applicants are required to provide SSN, not only primary FFY19 Why do we collect Social Security Numbers? …The primary applicant is required to provide his/her verifiable Social Security Number in order to process your application. The Social Security Number of other household members will assist us in processing your application more quickly. FFY20 Why do we collect Social Security Numbers? …All applicants (except eligible non-citizens) are required to provide a verifiable Social Security Number in order to process your application. • Added 2020 Census notice 2020 Census You may receive information about the 2020 Census.

  18. Application Application Changes • Privacy Notice & Your Rights and Responsibilities • Removed turned down from language regarding denials • Changed facts to information FFY19 • To apply again if you get turned down. • You are turned down or receive a denial letter and you think we used the wrong facts to make the decision. FFY20 • To apply again if you get denied. • You receive a denial letter and think we used the wrong information to make the decision.

  19. Application Application Changes • Privacy Notice & Your Rights and Responsibilities • Changed language under bill responsibility FFY19 You must pay your heating and electric bills. This program will pay only part of your bills. You must pay the rest. FFY20 This program may pay only part of your heating and electric bills. You are responsible to pay the rest. • Changed “How do you complain” to “How to submit a complaint” FFY19 How do you complain? FFY20 How to submit a complaint:

  20. Application Application Changes • Privacy Notice & Your Rights and Responsibilities • Updated physical and web address for MN Dept. of Human Rights • Updated address for US HHS Office of Civil Rights • Added Spanish text to Ask for Assistance FFY19 FFY20

  21. Application Application Changes • EAP Application • Updated Social Security info to include info about non-citizens and use of SSN for collecting DEED wage data (Part 1) FFY19 FFY20

  22. Application Application Changes • EAP Application • Added “non-custodial parents may include their minor children” • Added “required” to Name, SSN, and DOB • Removed “Years of School” • Added “In last 6 months” section to HH member table • Includes Non-wage income, Wages, and Number of Employers • Check income box in eHEAT if either non-wage or wage is indicated • Number of employers will not be recorded in eHEAT

  23. Application Application Changes • EAP Application • Changed question about how many people had income (Part 2) FFY19 How many people in your household had income in the past 3 months? FFY20 Has household member(s) income decreased in the past 3 months?  Yes  NoIf yes, whose • Removed “for the following sources” from No proof of income required (Part 2)

  24. Application Application Changes • EAP Application • Added “and schedule 1” to self employed language • Changed “If you sign application in:” to “If application signed in:” • Removed “the months of:” from “Send proof of gross income received in:” • Changed “For EAP, your household income cannot be more than these income guidelines for three months:” to “Household income cannot be more than these income guidelines for 3 months: (See instructions for WAP income information)” (Part 2)

  25. Application Application Changes • EAP Application • Added “you pay” to amount paid for rent/mortgage (Part 3) FFY19 Do you pay for rent or mortgage?  Yes  No If yes, amount ($):(required) FFY20 Do you pay for rent or mortgage?  Yes  No If yes, amount you pay ($):(required) • Added postmarked language to signature section (Part 5) FFY19 We must receive your application within 60 days of the date you sign it. This application must be postmarked or received no later than May 31, 2019. FFY20 All applications must be postmarked or received by EAP on or before June 1, 2020. In addition, your application must be postmarked or received within 60 days of the date you sign it.

  26. Application Access to EAP Application • Commerce will: • Provide SPs version of the app for printing after training • Caution: Do not alter content, including local questions • Post Application Requirements Tool to online Toolkit • Other app versions (Spanish, large print, and fillable) will be on the Commerce website soon (Sept) • SPs will: • Have apps available on their SP website • Make apps accessible to persons with disabilities • Ensure apps are available throughout service areas

  27. Application Mailing Application • Mailing Timeline (Plan) • First Recert applications will be mailed Aug. 19 • Pre apps will follow (immediately after Recerts finish) Aug. 24 • Queued Blank Apps will be mailed Sept. 20 • Mailing Numbers the last 4 FFYs

  28. Application Processing Amanuel Asghedom Minnesota Energy Assistance Program

  29. Application Processing Topics • Employee App Submittal (email added) • Business Use of Home (clarified) • Pensions & Retirement income (documentation updated) • Using IRS 1099 to verify Social Security Income (added) • SSDI, SSA, SSI, VA intended vs received amt(clarified) • Self-Employment - Schedule 1 (added) • App received by/postmarked by (clarified) • Post-dated Apps (clarification) • Income Inclusions/Exclusions table (changes/clarifications)

  30. Application Processing Employee App Submittal (email added) FFY19: Copies of eligible & ineligible employee apps and supporting documents may be sent by mail to: FFY20: Copies of eligible and ineligible employee apps and supporting documents may be sent by secure email to eap.mail@state.mn.us orby mail to: EAP Policy Manual FFY20 Chapter 4 Applications & Application Processing Page 13

  31. Application Processing Business Use of Home (clarified) FFY20: Use of the ‘Business Use of Home’ checkbox in eHEAT is not limited to business or rental use of home. Other situations affecting home energy usage can prompt checking the “Yes”. For example: • Working at home (telecommuting) for an employer. Additional electricity is used and heat is not turned down. • Heating garage or other outbuildings from same meter and/or tank. This may/may not be business related & would not be considered residential energy for home occupants. EAP Policy Manual FFY20 Chapter 6 Primary Heat Page 8

  32. Application Processing Pension & Retirement income (documentation) FFY20: Pensions and retirement income that are a fixed amount and provided on a recurring basis require only one month of income documentation within the three (3) months eligibility period or in the month the application was signed. EAP Policy Manual FFY20 Chapter 5 Program Eligibility RequirementsPage 24

  33. Application Processing Social Security / SSI / RSDI / SSDI section addition FFY20: • Prior year Form SSA-1099 can be used as documentation • Determine the number of months benefits were received to calculate the 3 month income EAP Policy Manual FFY20Chapter 5 Program Eligibility Requirements Page 24

  34. Application Processing SSDI, SSA, SSI, VA intended vs received amt (clarified) FFY20: A HH member may receive a benefit amount that is different than the amount awarded/intended. For example: • SSI benefit award letter indicates monthly benefit of $1,500 • The benefit amount for the month was reduced to $1,350 • The HH indicates their monthly income is $1,350. $150 is being deducted due to overpayment • EAP countable income is $1,500

  35. Application Processing Self-Employment - IRS Form 1040 Schedule 1 (added) FFY20: • IRS revised the IRS Form 1040 and added Schedule 1for additional Income & Adjustments to Income • EAP-relevant line item numbers on IRS Form 1040 – Schedule 1 are the same as those recorded from the IRS Form 1040 in prior years EAP Policy Manual FFY20Chapter 5 Program Eligibility Requirements Page 21

  36. Application Processing Self-Employment - IRS Form 1040 Schedule 1

  37. Application Processing Self-Employment Worksheet (Appendix 5B updated)

  38. Application Processing App date received or postmarked (clarification) FFY19: We must receive your application within 60 days of the date you sign it. This application must be postmarked or received no later than May 31, 2019 FFY20: All apps must be postmarked or received by EAP on or before June 1, 2020 • In addition, the app must be postmarked or received within 60 days of the date signed EAP Policy Manual FFY20Chapter 4 Applications & Application Processing Page 12

  39. Application Processing Post-dated applications (clarification) FFY20: • Post-dated apps are not acceptable • Signature date is a critical factor for app processing • Info on app must reflect the HH’s actual circumstances at the time the application is signed • HH situation or demographics may change over time

  40. Application Processing Income Inclusions & Exclusions Table (updated) Income of temporary 2020 Census employees received directly from the Census Bureau is not counted EAP Policy Manual FFY20Chapter 5 Program Eligibility Requirements Page 13

  41. Application Processing Income Inclusions & Exclusions Table (updated) Consumer Directed Community Support (CDCS) wages to a family member is EAP income • Confusion because wages are excluded from federal income tax

  42. Application Processing Income Inclusions & Exclusions Table (updated) Contract for deed interest is EAP income and is now treated like dividends, interest, and royalties

  43. Application Processing Income Inclusions & Exclusions Table (updated) Earned income of a person age 19 and below, enrolled in K-12 or in a high school diploma‐granting or equivalency program, is not counted.

  44. Application Processing Income Inclusions & Exclusions Table (updated) Gambling income is not counted, except when the HH indicates it as self-employment income.

  45. SSN Policy Changes Shamiere Bridgeford Minnesota Energy Assistance Program

  46. SSN Policy Changes Topics • Why Social Security Number (SSN) policies changed • Changes in FFY20 EAP Policy Manual • New FFY20 Appendices • Ineligible non-citizens reminders

  47. SSN Policy Changes Why SSN policies changed • Refer to eHEAT Next Gen and Identity and Income presentations for details • Federal statute requires Commerce to verify identity • eHEAT Next Gen • Preparation for eHEAT Next Gen implementation • Requiring SSNs from all HH member in FFY20 • Eases the FFY21 app processing burden via batch processing

  48. SSN Policy Changes Changes in FFY20 EAP Policy Manual • In Ch. 5 – Program Eligibility Requirements changes • SSN section: extensive changes • Documentation to Determine Eligible Non-Citizen Status: new section • SSN Exceptions section: renamed and info added • Ineligible Non-Citizenssection: minor edits to reflect new SSN policy

  49. SSN Policy Changes Changes in FFY20 EAP Policy Manual • Changes to Social Security Number (SSN) section • SSNs required for all applicants unless they are: • Applying as an eligible non-citizen – refer to Appendix 5H • Alien Lawfully Admitted for Permanent Residence • Asylee • Refugee • Alien Paroled Into the U.S. for at Least One Year • Alien Whose Deportation or Removal Was Withheld • Alien Granted Conditional Entry • Cuban/Haitian Entrant • Alien Who Has Been Battered or Subjected to Extreme Cruelty • Minnesota Safe at Home program participants • Religious objectors without an SSN • Children under one year old

  50. SSN Policy Changes Changes in FFY20 EAP Policy Manual • Changes to SSN section, cont. • Eligible non-citizens may apply without an SSN • They must provide documentation of their immigration status • Eligible non-citizen status types and valid documentation are outlined in new Documentation to Determine Eligible Non-Citizen Status section

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