TO:	Commissioners, TA/FS Directors, HEAP Liaisons

FROM: Patricia Stevens, Deputy Commissioner

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

EFFECTIVE DATE: November 13, 2001

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

The following is additional information  on the 2001-2002 HEAP program: 

The HEAP emergency component will begin on November 13, 2001.

•	All emergency benefit levels remain the same as in 2000-2001.

•	Each eligible household is eligible for one regular benefit and one emergency benefit, per emergency type.

•	Generally, the regular and emergency benefits are issued separately, one at a time.

•	Whenever possible, a regular HEAP benefit should be used to resolve an emergency.  If the regular benefit is insufficient to meet an emergency, then an emergency HEAP benefit may be issued  in conjunction with  the regular benefit to eligible households.  If the emergency still exists after the issuance of both the regular and emergency HEAP benefits, the applicants should be referred to other emergency programs administered by the local districts. 

•	All applications for emergency benefits must be in person with full documentation except for the PA/FS recipients permitted phone requests. 

•	The emergency situation of an eligible household without heat must be resolved within 18 hours and within 48 hours if loss of heat is imminent.  Applicants must be notified of the eligibility decision within thirty (30) calendar days of receipt of a signed, completed application.  

•	
As related at the Fall training, Income Deeming has been implemented for this HEAP season.  Income eligibility will be established for the entire 2001-2002 HEAP season for those households that have applied and that have been determined eligible for regular HEAP benefits, unless one of the following occurs: (1) a total gross monthly household income change that exceeds $ 500 occurs; (2) the household moves; (3) there has been a change in household composition; and (4) eligibility for a regular benefit was based on categorical eligibility and the household is not categorically eligible at the time of the application for emergency benefits.   If the household meets any of the four exceptions listed above, the household must provide full current income documentation, and income eligibility must be reestablished. This policy is applicable for all types of applications (mail-ins, phone certifications, and walk-ins).  Deeming procedures and forms provided in the regional training must be followed.

An application for emergency HEAP assistant must still be completed for all in-person emergencies, even if the applicant meets the criteria for income deeming.

•	Districts are expected to make payments within forty-five (45) days of receipt of funds from this Department.

•	WMS is currently working on a problem involving the void/reissue of payments for autopay cases.  Additional information will be provided shortly.  

•	Separate WMS payment codes are now used for issuing utility heating emergency benefits (Code 17) and for domestic heat-related utility emergency benefits (Code 16).