PY2020 IHCDA EAP Operations Thomas Hartnett-Russell Community Programs Manager

1. PY2020 IHCDA EAP OperationsThomas Hartnett-RussellCommunity Programs Manager

2. agenda Operations Updates Policy Changes Changes to Forms Manual Game Questions

3. Operations updates

4. Online Applications IHCDA will be implementing an online application that will be fully integrated with the Roeing environment. It will be run through EAP Connect, a Roeing product. Applicants will be able to apply from a desktop/laptop browser, a tablet, or even a smartphone. All online applications will enter a queue through Roeing’sEAPConnect interface. The applications can be downloaded into RIAA and processed within RIAA, or processed directly within EAPCoonnect

5. EAPConnect EAPConnect is Roeing’s web-based interface. • It is accessible from any computer without a local RIAA installation. • It is fully integrated with RIAA. • Any changes processed in RIAA will be uploaded into EAPConnect servers on a daily basis. • Brad will present an EAPConnect demo later during this training conference.

6. Contracts Funds from 2019 will be re-obligated through a reallotment grant in August. Contract for 2020 funds will be sent out after new funding has been released (mid-October).

7. Vendor moas New MOAs started to be sent out to all vendors in mid-June of 2019. • This year, we are using AdobeSign to eliminate the need for a wet signature and for vendors to mail the original MOAs back to us. • If you are aware of a vendor in your area that has not signed an MOA with us, please have them contact liheap@ihcda.in.gov in order to have an MOA sent to them. We are trying to eliminate paper MOAs. • Effective PY2020, IHCDA will no longer be entering into MOAs with wood vendors or other biofuel providers. • The new MOAs will be valid until the end of PY2021.

8. Transmittals IHCDA asks that transmittals sent to vendors electronically. Avoid using regular mail to send transmittals, unless this is the only way a vendor can receive them. Please ensure that you are notifying IHCDA of these exceptions. All claims must be transmitted to vendors within 10 business days of claim approval. IHCDA asks all LSPs to adhere to a weekly schedule at minimum for both transmittals and submission of signed transmittals to IHCDA Fiscal.

9. Lsp email Agencies are strongly encouraged to have a generic email where they can accept documents, applications, and questions or requests for information. ihcda email There is a generic email for EAP. Agencies should use the IHCDA mailbox for general correspondence, questions about guidance, sending back budget modifications, questions, etc.. LIHEAp@ihcda.in.gov

10. End of state eap All remaining funds from the state EAP budget have been reassigned to the LIHEAP Weatherization program. These funds are no longer available for the purpose of regular or crisis benefits to a household’s utility accounts.

11. Statewide application There is a new two-page (front and back) application that is mandatory for all LSPs. IHCDA encourages fillable EAP applications to be sent to an email account. We will allow LSPs to fill out applications over the phone without obtaining a client signature, but notes must be made in the Statewide database. The Statewide database will no longer require applicants to fill out their full social security number. The first 5 numbers will be “x’s” on the form. Should have your agency’s logo at the top.

12. Duke helping hand IHCDA will ask each LSP who receives Duke Helping Hand to send in a written policy on how the money is distributed. While IHCDA does not oversee the Helping Hands program, because the funds are distributed based on LIHEAP eligibility determination, our monitor should be aware of your policy to ensure you are following it during monitoring.

13. DATEs The LSP must make a timely and accurate determination of the household's eligibility for benefits within the timeline below: For appointments: Ten (10) business days of the application's completion. For mail-ins: Fifty-five (55) calendar days of received date. The time frame starts November 1. Any application received before November 1, 2019 would have to be processed within 55 calendar days of November 1. Dates are defined as follows: Received date: The date an application is received by the LSP. LSPs must date stamp all incoming mail in applications when received. These applications should be processed on a first-received, first-serve basis.

14. Dates in riaa Application Date: the date stamp of the application. Application Entered: the day that the application was entered into RIAA. Completion date: The day that the application was completed. This will be mandatory when the client has a claim pending.

15. Closed accounts An EAP benefit can be applied to a closed account if the client received the pledge or benefit before the account was closed. An EAP benefit cannot be applied if the funds are pledged or transmitted to the vendor after the client has closed the account. Vendors should NOT apply EAP benefits to closed accounts with a balance.

16. Example Ex: A client closed an electric account and declared bankruptcy. The LSP transmitted a summer cool benefit after the account was closed. The electric company didn’t catch that the account was closed when checking the transmittal and the transmittal was approved. When the funds were paid to the electric company, the company applied the funds to the outstanding balance. The company should have sent the check back to IHCDA.

17. Individual Checks IHCDA will be expanding the individual direct payments this year to include clients who heat with wood or other biofuels. IHCDA will continue to print and mail the checks. However, if a client is in crisis and needs an immediate benefit, the LSP may issue the client an immediate crisis benefit and submit a claim for reimbursement. The LSP must include a list of clients who received a crisis benefit with the claim submission. For clients who have utilities included in their rent, the threshold of monthly rent paid required in order to be eligible for a benefit has been lowered to $1.00.

18. LSP admin LSPs will get 8.5% Admin in PY2019.

19. Policy changes

20. Crisis benefit changes Beginning in PY2020, when determining benefit for an approved applicant who is in crisis, the LSP is to consider the disconnection or reconnection amount and award crisis first to that amount, up to a maximum of $200. • Heating and electric utilities are each eligible for up to $200 in crisis benefits, for a total of $400. Unused crisis from one utility may not be waived to the other. • Clients who heat with electric are eligible for crisis of $400 ($200 to the base electric, $200 to the portion of electric that provides heating fuel). • Crisis for bulk fuels and biofuels should be given up front. • Clients may come back once after initial application approval to use any crisis funding not used at the time of approval.

21. chANGes to eap benefit Matrix Dwelling type changes to 0 points any time the primary heating utility is included in the rent. Bulk fuels and biofuels change to 11 points. At-Risk points increase from 3 points to 4 points. On-time Incentive and Regional Differential eliminated. State EAP regular and crisis benefits eliminated. Crisis applied to disconnection or reconnection before regular benefit.

22. State median income

23. Bulk fuel • Bulk fuels receive 11 points, and are eligible for $200 crisis. • Full $200 crisis is to be given up-front. It may not be waived to the electric utility. • Maximum credit threshold has been increased to $750.

24. Wood and biofuels • Wood and other biofuels receive 11 points, and are eligible for $200 crisis. • Crisis should be given up-front, and may not be waived to the electric utility. • IHCDA is not entering into agreements with wood vendors this year. All wood clients will receive a check or an ACH deposit which they will use to purchase their wood on the market. • If a client is in immediate need of wood, the LSP may issue a check in the amount of $200 to satisfy the immediate need with the crisis benefit. These claims are to be submitted to IHCDA for reimbursement. All regular benefits will be paid by IHCDA.

25. Recertification Small amounts of income (such as interest accrued on a bank account that totals under one dollar) will not disqualify applicant households who otherwise meet requirements for recertification. Reminder: Zero income claimants do not qualify as having a fixed income. Therefore, if any household member is a zero-income claimant, the household will not qualify for simplified recertification.

26. Confidential applications Any application in which any member of the household is an LSP employee, governing board member, sub-contractor, or a relative of any such persons requires special handling. Relatives include spouses, siblings, parents, grandparents, in-laws of the above, children, grandchildren, aunt, uncles, nieces, and nephews. All confidential applications must be received and processed by the LSP’s EAP Manager or an appropriate supervisory-level designee, undergo a quality assurance review by a supervisor-level staff who is not related to the recipient of the benefits, and be reviewed by the LSP’s Executive Director, Human Resources Director, or Board President. The “Application is Confidential” checkbox must be checked in the statewide database.

27. Income changes We are making some adjustments to our income calculation policies. Income calculation will be discussed in more depth in another session. • Income amounts of one dollar or less may be excluded from household income calculations. • For self-employment, LSPs will consider gross income and profits from the business rather than adjusted gross income. • We have made explicit our policy that a child under 18 who is receiving benefits from the Social Security Administration via a representative payee is to have the income counted. If the adult payee has no other source of income, the household member must complete an Income Verification Affidavit, since they do not have income of their own. • Stipends for foster children are excluded as income.

28. Drastic Loss of Income May be used if there is a sudden loss of earnings during the three-month period prior to application. May be applied in cases such as a plant or business closing, company downsizing, government employee furlough, or lost employment income due to a medical condition that prohibits employment. Does not apply to self-employment, the difference between part-time wages and what one would have received for full-time wages, or household members who lose employment due to voluntary resignation or involuntary resignation for cause. Documentation required in the form of a statement from the employer, union, or workforce development.

29. Emergency Repair and Replace All service territories must offer ERR services to clients, either directly or through a partnership. LSPs may choose whether to institute a $5,000 per household cap, or ensure that the average benefit per household does not exceed $5,000. If contractors are performing the assessment, that contractor may not bid on the job. The assessment must indicate the reason why a repair or replacement was recommended. ERR claims are to be recorded in RIAA. LSPs may pay contractors directly and submit claim for reimbursement through IHCDA Online.

30. Emergency Services Emergency Services claims must be tied to a natural disaster, catastrophic weather event, or medical emergency requiring the use of electrical medical equipment in the home. Having a large disconnection notice due to continued nonpayment does not by itself constitute qualification for this benefit. Emergency Services may not be used as an additional crisis benefit in the absence of a qualifying disaster, weather, or medical event.

31. Referral Forms New requirement for this year. At a minimum, must include all other income-based programs administered by LSP. May also include income-based programs administered by community partners. Information on programs applicant is interested in should be sent with EAP notification letter. Referral form must include release statement and place for signature and date. Referral form is to be included as a standard part of LSP’s application packet. Signed, completed referral form is to be uploaded into the statewide database.

32. Changes to forms

33. Statewide Application Form Attempted to make form more intuitive and discourage skipping fields. Added “None”/”N/A” checkboxes to areas requiring a response. Added indications for types of household income.

35. Income verification Affidavit Replaces Zero Income Affidavit. Some clients were reticent to complete and sign a form titled “Zero Income Affidavit” to confirm non-zero amounts of income. New name reflects dual purpose of form. Attempted to clarify purposes of various fields to discourage applicant leaving them blank.

37. Request for Earnings Information This form can be used to report three months of earnings when an applicant household member is otherwise unable to obtain documentation of wages earned. If this form is used, it must be filled out in its entirety by a representative of the employer.

39. ACH Authorization Form The ACH information has been removed from the application form this year. This will prevent applicants divulging banking information when it is not necessary. The ACH Authorization Form should only be completed by clients who have heating and/or electricity included in their rent, or who heat with wood, corn, coal, pellets, or other biofuels.

41. Energy Benefit Transfer Request EBTR form has been edited and slightly redesigned for clarity and ease of use. The EBTR form may be submitted to the new LSP once a client has moved, but the new LSP should send it to the original LSP in order to complete it. Alternatively, a client may e-mail, fax, or mail the form to the original LSP. Once the EBTR form has been completed, send it to liheap@ihcda.in.gov in order to begin the benefit transfer process.

43. Appendix A - list of manual changes Please refer to Appendix A in the manual for a list of changes.

44. Questions?