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Department of Community development DIRECT CLIENT SERVICES DIVISION January 23, 2015

Department of Community development DIRECT CLIENT SERVICES DIVISION January 23, 2015. Memorandum of Understanding (MOU) Agencies will receive allocated funds for client utility assistance. MOU addition from last year. We have added the following:

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Department of Community development DIRECT CLIENT SERVICES DIVISION January 23, 2015

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  1. Department of Community developmentDIRECT CLIENT SERVICES DIVISIONJanuary 23, 2015 Bexar County Econmoic and Community Development Department

  2. Memorandum of Understanding (MOU) Agencies will receive allocated funds for client utility assistance Bexar County Econmoic and Community Development Department

  3. MOU addition from last year . . . . 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 Econmoic and Community Development Department

  4. Comprehensive Energy Assistance Programs (CEAP) Bexar County Econmoic and Community Development Department

  5. New application!!!!!!!! • We’ve improved our application! • Easier to read • Easier to understand • Easier to complete IT’S JUST EASIER!!!!!!! Bexar County Econmoic and Community Development Department

  6. Things to look out for • ENTER EVERY HOUSEHOLD MEMBER WITH THEIR SOCIAL SECURITY NUMBER, AND DATE OF BIRTH • ENTER WHAT THE CLIENT HAS LISTED FOR THEIR ETHNICITY • ENTER THE CLIENTS ANSWERS FOR DISABILITY - YES OR NO Bexar County Econmoic and Community Development Department

  7. CEAP PROGRAMSPRIORITY POPULATION ELDERLY (60+) DISABLED • INDIVIDUALS HOUSEHOLDS WITH CHILDREN 5 YEARS OF AGE OR YOUNGER Bexar County Econmoic and Community Development Department

  8. NEWINCOME POVERTY LEVEL! Bexar County Econmoic and Community Development Department

  9. Follow our checklistI. Completed applicationII. Save formIII. documentation CEAP PROGRAMRequirements Bexar County Econmoic and Community Development Department

  10. MOU CHECKLIST COMPLETE OUR CHECKLIST SCAN YOUR CHECKLIST WITH YOUR DOCUMENTS IN THE ORDER LISTED Bexar County Econmoic and Community Development Department

  11. Signature Pages • CLIENT • SIGNS • HERE Bexar County Econmoic and Community Development Department

  12. TRIVIA QUESTION IS A SOCIAL SECURITY CARD PROOF OF CITIZENSHIP???? Bexar County Econmoic and Community Development Department

  13. THE ANSWER IS . . . NO! Bexar County Econmoic and Community Development Department

  14. CEAP PROGRAMRequirements – 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 Bexar County Econmoic and Community Development Department

  15. CEAP PROGRAMRequirements – 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) Bexar County Econmoic and Community Development Department

  16. CEAP PROGRAMRequirements – 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 Econmoic and Community Development Department

  17. CEAP PROGRAMRequirements – 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 . . . . Bexar County Econmoic and Community Development Department

  18. Is this form completed correctly? ANSWERS: 1. Yes 2. Yes 3. Lawful Permanent Resident Signed and dated Bexar County Econmoic and Community Development Department

  19. Answer . . . . . No A new Form is needed. Bexar County Econmoic and Community Development Department

  20. CEAP PROGRAM Income Clients must provide Proof of Income for all household members 18 years of age or older Bexar County Econmoic and Community Development Department

  21. 2017 Social Security Award . . . • Increase for 2017! • Letter mailed to beneficiary stating the increase for 2017. Bexar County Econmoic and Community Development Department

  22. Proof of Income – Benefit Letters Child Support Must show weekly/ biweekly / monthly payment dates Unemployment Benefits Must show weekly payment dates Temporary Aid to Needy Families (TANF) Must show recent Award Letter or (SNAP Letter) Bexar County Econmoic and Community Development Department

  23. 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 01/04/2017 Documentation needed from: 12/05/16 to 01/03/2017 Bexar County Econmoic and Community Development Department

  24. How many checks do I collect? • Weekly up to 5 check stubs • Bi-weekly up to 3 check stubs • Semi-monthly 2 check stubs • Monthly 1 check stub Get the check stub BEFORE and the one AFTER the dates listed on your form if you can! Bexar County Econmoic and Community Development Department

  25. CHANGE WITH DATA ENTRY ON PORTAL!!! • It no longer is necessary to enter your clients income on the web portal!!! • List type of income, frequency then enter “1.00” • Example: • SSDI - Monthly enter “1.00” once • Wages – Semi-monthly enter “1.00” twice THIS WILL MAKE IT EASIER FOR YOU!!!!! Bexar County Econmoic and Community Development Department

  26. Employment Verification Form(EV) 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 . . . ! Bexar County Econmoic and Community Development Department

  27. Declaration of Income Statement (DIS) Form For a household member 18 years of age and older a DIS Form is to be submitted with an application if the adult: • Is without income • Just started working and was without income for a brief period within those 30 days • 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. Bexar County Econmoic and Community Development Department

  28. GOOD NEWS!!!!!!!! Declaration of Income Statement * New as of Jan. 2017 *DIS is not required to be notarized.The Applicant CAN complete the DIS form on behalf of the unemployed household member(s)THENSIGN!!! Bexar County Econmoic and Community Development Department

  29. Other reasons to use a DIS Form There are serious extenuating circumstances that justify the use of this form such as applicants that are: • Affected by natural disaster which prevents the applicant from obtaining income documentation, • Flee a home due to physical abuse, • Unable to locate income documentation of a recently deceased spouse Include the crisis situation on the DIS Form. Bexar County Econmoic and Community Development Department

  30. Calculating Income Bexar County Intake Workers AVERAGE all income being considered. Annual income is based upon how the client is paid: Weekly (average) $ x 52 = $ Annual Income Bi-weekly (average) $ x 26 = $ Annual Income Bi-monthly (average) $ x 24 = $ Annual Income Monthly $ x 12 = $ Annual Income Bexar County Econmoic and Community Development Department

  31. 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 . . . Bexar County Econmoic and Community Development Department

  32. Bexar County Econmoic and Community Development Department

  33. CEAP PROGRAMS UTILITY ASSISTANCE PROGRAM (UAP) • 8 Month Program – Highest ConsumptionMonths • Elderly • Disabled • Households with children 5 and younger Bexar County Econmoic and Community Development Department

  34. CEAP PROGRAMS UTILITY ASSISTANCE PROGRAM (UAP) • 6 Month Program – Highest Consumption Months • Income Eligible • No Priority Bexar County Econmoic and Community Development Department

  35. No Utility History • TDHCA has approved our submission of an ALTERNATIVE BILLING METHOD A set amount will be paid during their participation in our program Bexar County Econmoic and Community Development Department

  36. How to access services Bexar County Econmoic and Community Development Department

  37. Website Access • An MOU Agency will be given an Agency Code and logon password. https://apps.bexar.org/dcs/AgencyApp/ • 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 Econmoic and Community Development Department

  38. 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 Econmoic and Community Development Department

  39. When do we start your case??? • Upon receiving your application with scanned documents – emailed or hand delivered • NOTE – the processing of your application is delayed if your documents are not scanned in the order of your completed checklist. • Applications missing required documents will be DENIED regardless if they are on a DISCONNECTION status. • Once your application is ACCEPTED, documentation is merged, then scheduled on the next available appointment slot. • For a disconnected client, their application is scheduled immediately if received before 1:00 p.m. • If received after 1:00 p.m., the application is scheduled the following business day. Bexar County Econmoic and Community Development Department

  40. 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. Bexar County Econmoic and Community Development Department

  41. 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 • Amount of Program Assistance Bexar County Econmoic and Community Development Department

  42. 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) Bexar County Econmoic and Community Development Department

  43. 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. Bexar County Econmoic and Community Development Department

  44. QUESTIONS???? Bexar County Econmoic and Community Development Department

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

  46. 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 Econmoic and Community Development Department

  47. 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 goal! Bexar County Econmoic and Community Development Department

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