TO:	Commissioners, TA/FS Directors; HEAP Liaisons

FROM:	Patricia Stevens, Deputy Commissioner
	Division of Temporary Assistance

SUBJECT:	2001-2002 Home Energy Assistance Program (HEAP)

EFFECTIVE DATE:	October 1, 2001

CONTACT PERSON:	Western Regional Team (518) 473-0332

This is to provide you with some additional information about the 2001-2002 HEAP program.

Program opening 

•	Applications for regular HEAP benefits must be accepted beginning October 1, 2001.

•	Each local district is responsible for announcing the opening of HEAP in their district. It is also expected that NYS will issue a press release about the program’s opening.

•	Effective October 1, districts may guarantee payment of a regular HEAP benefit to resolve the emergency situation of an eligible household. This includes regular benefits authorized through the PA or FS automatic payment process.  Procedures outlined during the September HEAP regional meetings for using regular benefits to resolve emergency situations during the period between October 1 and the emergency benefit component opening of November 13 must be followed.

•	Applications for the Heating Equipment Repair/Replacement component must be accepted beginning October 1, 2001.

•	Applications for emergency benefits will be accepted beginning November 13, 2001. Districts must not take applications or make eligibility determinations for emergency benefits prior to November 13, 2001.  Additional information on the emergency component will be provided. 

Funding and Payments:

•	Due to the fact that there is no federal budget at this time, there are no federal funds available to make payments for 2001-2002. NYS OTDA will notify districts when funds are available.  The possibility of issuing small advances based on carry forward funds is also being explored.  Further information on funding and advances will be provided shortly.

•	Districts must keep all BICS locks set on and cannot release any payments until notified by OTDA.

•	All counties have been provided with initial regular and emergency benefit program allocations and with administrative allocations. Autopay allocations will be provided shortly.

•	Please contact the Western Regional team if your district has Heating Equipment Repair/Replacement benefits that need to be paid during October.

Eligibility Notification

•	Applicants must be notified of the eligibility decision within thirty (30) calendar days of receipt of a signed, completed application.  The processing time for those applications received prior to October 1 begins October 1, 2001.

Income Guidelines and Benefit Amounts

•	Income guidelines and benefit amounts provided on the HEAP Desk Guide, revision date 9/01, are final.

Forms and Notices

•	The corrected version of the application is expected to be drop shipped to local districts during the week of October 1.  Please use the current supplies of the green application, revision date 7/01, until the correct version is received.

•	The new Documentation Requirements form will also be drop shipped as soon as the printer delivers it.  The old version should be used until the new one has been provided.

•	The final version of the Heating Equipment Repair /Replacement Guide form will be provided shortly.  Districts should use the draft version provided during the regional meetings until the final version is received.

Policy and Procedures Guidelines

•	The HEAP Manual is in revision and all districts will be provided with complete copies.  Districts should use the materials provided in the September regional meetings in conjunction with the current HEAP Manual for policy and procedures.

Additional Information

•	Please share this information with all appropriate staff and local certifiers.