Department of Community Resources DIRECT CLIENT SERVICES DIVISION

Department of Community Resources DIRECT CLIENT SERVICES DIVISION MOU Training January 23, 2015 3/19/2018

Memorandum of Understanding Agencies will receive allocated funds for client utility assistance under Comprehensive Energy Assistance Program (CEAP)). 3/19/2018

MOU CHANGE. . We have added the following: “Will report instances of fraud, waste and abuse to Bexar County at (210) 335 -3705 and/or the Inspector General’s Office at (877) 749 -3319. Bexar County Department of Community Resources 3/19/2018

• Comprehensive Energy Assistance Programs (CEAP) 3/19/2018

CEAP PROGRAMS Priority Population Income Eligibility 3/19/2018

CEAP PROGRAMS PRIORITY POPULATION ELDERLY (60+) • • • DISABLED INDIVIDUALS HOUSEHOLDS WITH CHILDREN 5 YEARS OF AGE OR YOUNGER 3/19/2018

NEW INCOME POVERTY LEVEL! All applicants MUST meet Income Eligibility At or below 150% of the Federal Poverty Level Household Size Gross Annual Income 1 2 3 4 $17, 820 $24, 030 $30, 240 $36, 450 3/19/2018

CEAP PROGRAM REQUIREMENTS Complete Application Proof of Citizenship Proof of Income Required Documents 3/19/2018

CEAP PROGRAM Requirements – Application All clients must complete an application, provide required documents and sign the SAVE, FORM, UTILITY RELEASE FORM and the CERTIFICATION PAGE in order to determine program eligibility. 3/19/2018

Bexar County Department of Community Resources SIGN HERE 3/19/2018

CEAP PROGRAM Requirements – Citizenship Bexar County is required to verify citizenship using the Systematic Alien Verification for Entitlement (SAVE) Program. Documentation needed with their application: • Current U. S. Passport • Certificate of U. S. Citizenship Form N-560 or N-561 • Certificate of Naturalization Form N-550 or N-570 3/19/2018

CEAP PROGRAM Requirements – Citizenship The following will be accepted with a government-issued photo identification such as a driver’s license, state issued ID Card or Military ID Card: • U. S. public birth record (birth certificate) • Certification of Report of Birth (DS-1350) • U. S. Citizen ID Card (I-97 or I-179) • Current Texas Voter ID (see SAVE Flyer for a listing of acceptable documents) 3/19/2018

Is this a legal birth certificate? Bexar County Department of Community Resources 3/19/2018

Is this a legal Birth Certificate? It’s cute, but NO it’s not recognized as a legal Birth Certificate. Bexar County Department of Community Resources 3/19/2018

CEAP PROGRAM Requirements – Citizenship Question 1: Are you a U. S. CITIZEN? “YES” Go to #4 Read, Sign & Date “NO” Go to # 2 Question 2: Are you a legal resident? “YES” Go to #3 then #4 #3 Check residency status as a: ___ #4 Read, Sign and Date Bexar County Department of Community Resources 3/19/2018

CEAP PROGRAM Requirements – Citizenship Applicants answering “NO” to both questions are not eligible for CEAP services. A denial letter will be sent explaining their rights to appeal. *NOTE* This may change. . 3/19/2018

CEAP PROGRAM Requirements – Income All Clients must provide Proof of Income for all household members 18 years of age or older 3/19/2018

2016 Social Security Award. . . No Increase for 2016! Letter mailed to beneficiary stating No Increase for 2016. Will need 2015 Award Letter With 2016 Letter of No increase Bexar County Department of Community Resources 3/19/2018

Proof of Income – Benefit Letters Child Support Must show weekly payment dates Unemployment Benefits Must show weekly payment dates Temporary Aid to Needy Families (TANF) Must show recent Award Letter or (SNAP Letter) 3/19/2018

EXCLUDED INCOME PROOF OF EXCLUDED INCOME IS STILL NEEDED http: //info. sos. state. tx. us/pls/pub/readtac$ext. Tac. Page? sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_t ac=&ti=10&pt=1&ch=5&rl=19 3/19/2018

Excluded INCOME (A) Capital gains; any assets drawn down as withdrawals from a bank; (B) The sale of property, a house, or a car; (C) One-time payments from a welfare agency to a family or person who is in temporary financial difficulty; (D) Tax refunds, gifts, loans, and lumpsum inheritances; (E) One-time insurance payments, or compensation for injury; (F) Non-cash benefits, such as the employer-paid or union-paid portion of health insurance or other employee fringe benefits; , fellowships and work study, VA Education Benefits (GI Bill); and (G) Food or housing received in lieu of wages; (H) The value of food and fuel produced and consumed on farms; (I) The imputed value of rent from owneroccupied non-farm or farm housing; (J) Federal non-cash benefit programs as Medicare, Medicaid, Food Stamps, and school lunches; (K) Housing assistance and combat zone pay to the military; (L) Veterans (VA) Disability Payments; (M) College scholarships, Pell and other grant sources, assistantships, fellowships and work study, VA Education Benefits (GI Bill); (N) Child support payments. 3/19/2018

Income Requirement Dates Income is calculated 30 days from date customer signs the application. Collect documentation of all income received within the past 30 days. Signed application on 01/04/2016 Documentation needed from: 12/05/15 to 01/03/2016 3/19/2018

How many checks do I collect? Weekly Semi-monthly Bi-monthly Monthly up to 5 check stubs up to 3 check stubs 2 check stubs 1 check stub Get the check stub BEFORE and the one AFTER the dates listed on your form if you can! 3/19/2018

Employment Verification Form Applicants who cannot present their check stubs, just started employment, or just terminated employment are required to have an Employee Verification (EV) Form completed by their employer documenting their gross income. The person completing this form must sign, date and include their phone number. What happens if the employer doesn’t want to complete this form. . . ? We’ll talk about this in a few minutes. . . ! 3/19/2018

Declaration of Income Statement (DIS) Form (Form changed!) For a household member 18 years of age and older a DIS Form is to be submitted with an application if the adult: 1. Is without income 2. Just started working and was without income for a brief period within those 30 days 3. Was terminated and is without income for a brief period within those 30 days ____________________ If the employer refuses to complete an EV Form, it is acceptable to use a DIS Form, JUST document the reason for using it. 3/19/2018

NOTARIZED Declaration of Income Statement (DIS Form) The Applicant CAN complete the DIS form on behalf of the unemployed household member(s). Bexar County can notarize this form for your client. Please let know this service is needed on your email with documents. 3/19/2018

Other reasons to use a DIS Form There are serious extenuating circumstances that justify the use of this form such as applicants that are: 1. Affected by natural disaster which prevents the applicant from obtaining income documentation, 2. Flee a home due to physical abuse, 3. Unable to locate income documentation of a recently deceased spouse Include the crisis situation on the Notarized DIS Form. 3/19/2018

Calculating Income Bexar County Intake Workers AVERAGE all income being considered. Annual income is based upon how the client is paid: Weekly (average) Bi-weekly (average) Bi-monthly (average) Monthly Bexar County Department of Community Resources $ x 52 = $ Annual Income $ x 26 = $ Annual Income $ x 24 = $ Annual Income $ x 12 = $ Annual Income 3/19/2018

Bexar County Department of Community Resources 3/19/2018

INCOME ELIGIBLE! Maximum benefit amount is determined by income received in the home Tier 3 (76 - 150% poverty level) $1, 000 Tier 2 (51 - 75% poverty level) $1, 100 Tier 1 ( 0 - 50% poverty level) $1, 200 This does not mean they will receive this entire amount, it all depends on their billing history. Please don’t share their benefit amount. . . 3/19/2018

CEAP PROGRAMS UTILITY ASSISTANCE PROGRAM (UAP) • 8 Month Program – Highest Consumption Months • Elderly • Disabled • Households with children 5 and younger 3/19/2018

CEAP PROGRAMS UTILITY ASSISTANCE PROGRAM (UAP) • 6 Month Program – Highest Consumption Months • Income Eligible • No Priority Bexar County Department of Community Resources 3/19/2018

No Utility History Assistance is month to month; pending meter reading - This date is before the billing period. Bill is needed each month from the applicant. Bexar County Department of Community Resources 3/19/2018

How to access services Bexar County Department of Community Resources 3/19/2018

Website Access An MOU Agency will be given an Agency Code and logon password. https: //apps. bexar. org/dcs/Agency. App/ Data is entered on the client being referred. If successful, you will receive an Agency ID # Upon submission, scanned client documents are to be emailed to Leslie. Newhouse@bexar. org with a courtesy copy sent to LZFlores@bexar. org. We will reply to your email. Applications take 15 days to process – Our goal is to meet this! Bexar County Department of Community Resources 3/19/2018

MOU CHECKLIST Please include your completed Checklist and scan the documents in the order listed. 3/19/2018

How to get our attention. . . Notation needed if client is disconnected or received a “pink notice” from CPS Energy. On SUBJECT LINE. Web ID Number: DISCONNECTED: CLIENT’S NAME (J. DOE) Web ID Number: PINK NOTICE: CLIENT’S NAME (J. DOE) Bexar County Department of Community Resources 3/19/2018

When do we start your case? ? ? Upon receiving your application with scanned documents – emailed or hand delivered Your application is accepted, documentation merged, then scheduled on the next available appointment slot. For disconnected clients, these are scheduled the following day. Bexar County Department of Community Resources 3/19/2018

MOU Agency Reports Each Monday, Bexar County provides status of agency applications via an Agency Detail Report. The first page of the report details individual agency allocations, increases/decreases, expended pledges and current balance of funds. 3/19/2018

MOU Agency Reports Each page will list data pertaining to your client, such as: • Client Enrollment Status: certified, denied, accepted, declined, delayed, etc. • Agency Submit ID • Bexar County Case ID 3/19/2018 • Amount of Program Assistance

MOU Agency Reports A Client Enrollment Status Description is located on the last page of each MOU Agency Report. Frequently generated descriptions: • Accepted – Online application has been accepted • Delayed – Client was mailed a delay notice • Denied – Client was denied assistance • Certified – Assistance awarded to client (amount listed on report) 3/19/2018

2016 Clients being denied assistance due to being over-income will not be eligible for an appeal hearing. Upon their request, their application will be reviewed by a second staff member to audit income calculations. If an error was made by Bexar County, their denial will be immediately overturned and the household will be certified for assistance. Applications received without client signatures will be mailed back to clients with a “No Acceptance Letter”. Clients have 20 days to submit missing documents from the date of their Notice of Denial. 3/19/2018

QUESTIONS? ? 3/19/2018

WHO DO I CALL? ? Leslie Newhouse Leslie. Newhouse@bexar. org (210) 335 -3665 Client Applications, Schedules, Eligibility and Weekly Reports Rachel Gutierrez Rachel. Gutierrez@bexar. org (210) 335 -3135 Client Applications, Schedules, Eligibility and Weekly Reports Linda Zoila Flores, Manager LZFlores@bexar. org (210) 335 -3705 Funding, reports, program guidelines…… Bexar County Department of Community Resources 3/19/2018

What can Bexar County do better? What recommendations/changes would you like to see next year with the web application? What is your overall satisfaction with the application process? Bexar County Department of Community Resources 3/19/2018

THANK YOU!! Direct Client Services mission is to change lives and communities through the careful, deliberate use of appropriate tools and resources. With partnering agencies like yours, we will be able to achieve our goals! Bexar County Department of Community Resources 3/19/2018