TO:	Commissioners, TA/FS Directors, HEAP Liaisons

FROM: Patricia Stevens, Deputy Commissioner

SUBJECT:	 2002-2003 Home Energy Assistance Program (HEAP) Emergency Benefits

EFFECTIVE DATE: November 1, 2002

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

This is to advise the districts that the Emergency component of HEAP, including heating equipment repair and replacement, opens November 1, 2002.

•	All Emergency benefit levels remain the same as in 2001-2002.

•	Each eligible household may receive one Regular benefit and one Emergency benefit, per emergency type.

•	EMERGENCY PROCEDURES

Non-Utility Emergencies

•	The Regular benefit must be utilized first
•	Regular and Emergency benefits are not issued simultaneously

Utility Emergencies

•	The following companies have agreed to maintain/restore utility service for a minimum of sixty (60) days when a combined Regular/Emergency benefit is authorized:

Central Hudson
	Keyspan
	LIPA
	National Fuel Gas
	Niagara Mohawk
	Orange and Rockland

•	As a result of an agreement with the above utilities, Regular and Emergency benefits are issued simultaneously for HEAP eligible households when:

The household is in a shut-off situation; and
The household meets all HEAP emergency component criteria; and
The household’s heating source is gas or electric; 
The household has heat included with the rent and has a heat related domestic 
    energy.

•	In all other situations, the Regular and Emergency benefits may not be combined without authorization from DTA.

•	All utilities retain the right to refuse HEAP.  Emergency HEAP is not issued if the utility refuses to maintain/restore service.  (Note:  No HEAP benefits, Regular or Emergency, can be issued on a terminated account when the utility refuses to restore service for HEAP benefits.)

•	Credits continue to be allowed on a utility account.

•	Households must be referred to Temporary Assistance programs and/or community resources when HEAP cannot resolve the emergency.

•	All applications for emergency benefits must be in person with full documentation except for the PA/FS recipients permitted phone requests.  E-filed applications are not permitted for this component.

•	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 30 business days of receipt of a signed, completed application.

•	As related at the Fall training, Income Deeming continues to be in place for this HEAP season.  An application for Emergency HEAP assistance must still be completed for all in-person emergencies, even if the applicant meets the criteria for income deeming.  Procedures provided at the regional start up meeting and in the HEAP Manual must be followed.

•	Districts are expected to begin payments within thirty (30) business days of initial receipt of funds from this Office and to make payments regularly throughout the program depending on the availability of funds.

Detailed information on Emergency HEAP policy and procedures is provided in the HEAP Manual.