Energy Crisis Intervention Program Community Action Agency Training MaineHousing Energy & Housing Services December 6, 2018

Welcome

Energy Crisis Intervention Program

2/16/2019 Purpose Avert Energy or Life Threatening Crisis (November 1 thru April 30) 2015/2016 HEAP Training

Crisis must be averted within 48 hours Energy Crisis Has Heating System or Heating Source that is safe to operate, and supply of Home Energy for the Heating System/Source Crisis must be averted within 48 hours

Crisis must be averted within 18 hours Life Threatening Crisis Household is currently without heat. No operable Heating System or Heating Source. Crisis must be averted within 18 hours

Heating System Definition Permanently installed system that is used to heat the Dwelling Unit. A portable space heater is not considered to be a Heating System.

Heating Source Definition Any device used to provide heat to a Dwelling Unit.

Energy or Life Threatening? Let’s look at some examples (page 1)

Allowable Measures Home Energy deliveries Utility disconnects Minor Heating System repairs

PY 2018 ECIP Benefits Fuel Deliveries = 2,872 Households Total Benefits = $820,186 Repairs = 27 Households Total Benefits = $7,680 Utility Disconnects = 62 Households Total Benefits = $15,399

Other Allowable Uses Provisional Measures Space heaters Temporary relocation Rent assistance for eviction due to non-payment of rent

Maximum Benefit $400 Per Program Year October 25, 2017 Maximum Benefit $400 Per Program Year Household may receive more than one ECIP benefit (total benefits cannot exceed $400) PY 2018 ECIP Training

Ineligible if household: Has received maximum ECIP for Program Year Has safe operating Heating System that adequately heats home during severe weather and has more than 3-day supply of Home Energy Client has means to avert or resolve crisis

Determining Eligibility

Determining Eligibility Eligible Standard HEAP Application ECIP Only Application

Pending Standard Application Can pending application be certified? Will vendor do upfront delivery?

Upfront Delivery Standard LIHEAP Application must be certified in MERAC Email or fax authorization to Vendor Primary Applicant name and account number Delivery address Approved fuel type and dollar amount authorized Required delivery timeframe (18 or 48 hours)

ECIP Only Application Process and documentation same as Standard LIHEAP Application Only difference – income verification period may be 1 month or 30 days prior to ECIP Only date of application

ECIP Only Application One application per Program Year October 25, 2017 ECIP Only Application One application per Program Year One benefit for a single crisis event Certified-eligible Standard Application required for additional ECIP benefits PY 2018 ECIP Training

Reminders ECIP Only Application must be processed and fully documented separately from Household’s Standard Application Each file must contain appropriate documentation to demonstrate Household’s eligibility

Reminders Income verification periods must be based on Dates of Application corresponding to ECIP Only and Standard Applications Signatures and dates must be consistent with the distinct Dates of Application for ECIP Only and Standard Applications

Applicant with unresolved Overpayment is not eligible for ECIP unless they have entered into and are in compliance with terms of repayment agreement with MaineHousing Ineligible

Rent / Subsidized with Heat Ineligible Rent / Subsidized with Heat ECIP cannot pay for Home Energy deliveries or Heating System repairs

Quiz – Eligible for ECIP? (Pages 2 & 3)

ECIP Emergency Worksheet (page 4)

ECIP Emergency Worksheet Required for all ECIP requests and ECIP Only Applications Used to gather and document Household’s situation and eligibility for ECIP

Reminders ECIP Worksheet must be legible and complete (all applicable fields) Use ECIP Comments (MERAC) to fully document or clarify information

Status of Home Energy Service Federal reporting requirement Determine type of crisis Energy or Life Threatening

Types of Emergencies Fuel Emergency Utility Disconnect Heating System Emergency Eviction Emergency

Fuel Emergency

No heat or risk of losing heat 2/16/2019 Household may be eligible if: No heat or risk of losing heat ≤ 1/8 tank of oil/kerosene ≤ 25% in propane tank ≤ 3-day supply wood, pellets, coal, etc. 2015/2016 Vendor Training

Must be pre-authorized by CAA and included on purchase order ECIP - Allowable Uses Home Energy type listed on PO Delivery charges Restart or safety check fees Must be pre-authorized by CAA and included on purchase order

2/16/2019 Remaining Benefits Any remaining HEAP benefits and/or TANF Supplemental credits must be used in conjunction with or in lieu of ECIP funds 2015/2016 HEAP Training

ECIP Role-Play Stan Malone (page 5)

Completing ECIP Emergency Worksheet

What type of crisis? Energy Crisis (has heat) Has supply of Home Energy and Heating System or Source that is safe to operate Life Threatening (no heat) Does not have an operable Heating Source or Heating System

Is information consistent? Gather information from Applicant and verify with Vendor Does it make sense? Is information consistent?

Contact Vendor to: Verify last delivery information – i.e. date and number of units delivered Determine if Vendor will do an upfront delivery pending receipt of HEAP Benefit Confirm Vendor can make delivery within required timeframe (i.e. 18 or 48 hours)

Contact Vendor to: Confirm cash price per unit Determine amount of delivery charge (if any) Identify need and charges for restart or safety check

Determining ECIP Purchase Order Amount

Determining ECIP PO Amount Vendor confirms unit price, dollar amount and units to be covered by: Remaining HEAP benefits and TANF Supplemental credits ECIP and amount of delivery charge or service (if applicable)

Stan Malone Remaining HEAP Benefit = $98.00 2/16/2019 Stan Malone Remaining HEAP Benefit = $98.00 Cash Price (kerosene) = $3.57 per gallon $25.00 restart fee 2015/2016 HEAP Training

HEAP Units = 28 gallons ECIP Purchase Order = $282.04 $98.00 $3.50 HEAP Balance Unit Price (DOR) ECIP Purchase Order = $282.04 Cash Price $3.57 Units 72 gal. Restart Fee $25.00

John Doe – What if… (page 6)

Case Notes for John Doe (page 7) What if… Applicant has remaining HEAP or TANF Supplemental benefits, but Vendor is unable to make ECIP delivery within required timeframe? CAA can use another HEAP Vendor and document file accordingly. No waiver required. Case Notes for John Doe (page 7)

Utility Disconnection

Facing a heat or heat-related crisis 2/16/2019 Household may be eligible if: Facing a heat or heat-related crisis Utility service is necessary to operate Heating System, and is shut-off or scheduled for disconnection 2015/2016 Vendor Training

Electricity and Natural Gas Does Primary Heating System require utility service? Is Household member responsible for utility account that services Primary Heating System?

Ineligible if household: Utility service used to operate the Heating System is not in a Household member’s name Has safe operating Heating System that adequately heats home during severe weather and has more than 3-day supply of Home Energy

Ineligible if household: Has received maximum ECIP for Program Year Can negotiate and pay terms of payment plan Has financial means to restore or maintain service

2/16/2019 Use of ECIP Benefits May be applied to surcharges, reconnection charges and penalty fees if: Related to final disconnect notice or shut-off Included in purchase order amount 2015/2016 HEAP Training

Remaining Benefits on Account 2/16/2019 Remaining Benefits on Account HEAP, TANF Supplemental and LIAP benefits on account must be used first ECIP covers balance needed to restore service or prevent shut-off 2015/2016 HEAP Training

must be averted within 48 hours Energy Crisis must be averted within 48 hours Has heat; operating Heating System or Source Heating System requires utility service Utility service scheduled for disconnection

Life Threatening Crisis must be averted within 18 hours No Heat; No working Heating System or Source Utility service required to operate Heating System Utility service disconnected

2/16/2019 Disconnect Notice CAA must obtain copy of disconnect notice to determine and document eligibility for ECIP 2015/2016 Vendor Training

CAA contacts vendor to verify: Amount of HEAP, TANF Supplemental, and LIAP benefits on account Amount required to restore or maintain service Terms and status of any existing payment arrangement

Utility Disconnect Beatrice Small – Role-Play (page 8)

Heating System Repairs

Facing a heating crisis due to Heating System malfunction 2/16/2019 Household may be eligible if: Facing a heating crisis due to Heating System malfunction ECIP can cover repairs if authorized by CAA purchase order 2015/2016 Vendor Training

Household may be eligible if: Primary Heating System is malfunctioning or not working, and There is no secondary Heating System that is capable of heating the Dwelling during severe cold weather

Crisis Resolution Services must be provided by a participating HEAP Vendor Can HEAP Vendor make service call within required timeframe (18 or 48 hours)?

Central Heating Improvement Program Refer to CHIP if: Unable to secure services of a HEAP Vendor Heating System issues cannot be fully resolved by ECIP - i.e. repairs will exceed $400 ECIP maximum

Provisional Measures

Fuel delivery or repairs cannot occur within required timeframe Provisional Measures Interim measures to avert Fuel or Heating System Emergency Space heaters Temporary relocation Fuel delivery or repairs cannot occur within required timeframe

Space Heaters Home Energy delivery or Heating System repair cannot occur within: 48 hours for Energy Crisis; or 18 hours for Life Threatening Crisis

Space Heaters Confirm price, availability, and model number of space heater that meets program requirements U.L certified 1500 watts Auto shutoff/overheat protection

Temporary Relocation Household is experiencing Life Threatening Crisis and Home Energy delivery or Heating System repair cannot occur within 18 hours

Temporary Relocation Contact hotel/motel Determine room availability and cost Obtain reservation/confirmation number

ECIP Emergency Worksheet Complete Space Heater or Temporary Relocation section, and: Fuel Emergency section; or Heating System Emergency section

Provisional Measures Bella Taylor – Role-Play (page 9)

Bella Taylor Part I Heating System Emergency (no heat) Vendor cannot make service call within required timeframe Provisional Measure: space heaters

Rental Payment Assistance

Household may be eligible if: Rent includes heat Facing eviction within 72 hours due to nonpayment of rent Subsidized with heat not eligible

Obtain legal notice of eviction to verify: 2/16/2019 Obtain legal notice of eviction to verify: Notice was issued to Applicant Eviction date/time Sole cause for eviction is due to non-payment of rent Payment amount required to prevent eviction Landlord’s name and contact information 2015/2016 HEAP Training

Contact landlord to verify: Applicant still living in rental unit If any payments have been made Amount needed to prevent eviction Due date for next rental payment

Agreement to Stop Eviction Process Prior to certification, CAA must obtain a completed Agreement To Stop Eviction Process document signed by the Applicant/tenant and landlord

Agreement to Stop Eviction Form (page 10)

Certification

ECIP Certification Document and assess information provided by Applicant and verified by Vendor (Does it make sense?) Do case notes and documentation tell entire story?

ECIP Certification All documentation in file? MERAC - accurate and complete? Resolve inconsistencies/errors

Denials Refer Household to other resources/programs Verbally notify Primary Applicant of denial immediately Send written notice of denial within three business days

Reminders Check MERAC notes & “Do Not Pay” list before certifying ECIP Do not certify ECIP if “Do Not Pay” list indicates Applicant ineligible for ECIP

Issuing Purchase Order

Prior To Delivery or Service Email or fax purchase order to Vendor to confirm the details of ECIP delivery/service requirements and authorized dollar amount Verbal purchase orders should be exception not standard practice

Purchase Orders Fuel and Utility Heating System Other Measures MERAC Purchase Order Heating System Manual PO Use MERAC PO # Other Measures

Verbal purchase orders should be exception not standard practice CAA will email or fax purchase order to Vendor to confirm details of ECIP requirements and authorized dollar amount Verbal purchase orders should be exception not standard practice

Stan Malone Part II (page 11) Fuel Emergency

Fuel Purchase Order Primary Applicant’s name & delivery address Home Energy type Dollar amount authorized by CAA (based on cash price quoted by Vendor plus delivery charges and costs for restart or safety check) Delivery time requirements (18 or 48 hours)

Beatrice Small Part II Utility Disconnect (page 12)

Guarantees payment for: Purchase Order Guarantees payment for: Restoration of service Cancellation of disconnect order

Verbal purchase orders should be exception not standard practice CAA will email or fax purchase order to Vendor to confirm details of ECIP requirements and authorized dollar amount Verbal purchase orders should be exception not standard practice

Purchase Order Primary Applicant’s name & service address Account name and number Dollar amount authorized by CAA Required resolution time - 18 or 48 hours

Bella Taylor Part II (pages 13-16) Heating System Repair with Provisional Measure

Verbal purchase orders should be exception not standard practice Generate manual purchase order Email or fax PO to Vendor to confirm details of ECIP requirements and authorized dollar amount Verbal purchase orders should be exception not standard practice

Manual Purchase Order Primary Applicant’s name Physical address Dollar amount authorized by CAA Required service timeframe (18 or 48 hours)

Reconciliation and Approval

Fuel Vendor Submits Copy of purchase order Metered delivery ticket Invoice (if required)

Oil / Propane Delivery Ticket If metered ticket amount is greater than ECIP PO, Vendor must notate dollar amounts to be covered by ECIP, HEAP, and TANF Supplemental, client, another party/organization Vendor must sign/date notations

Vendor invoice required if: Delivery ticket does not document all charges that were approved on purchase order (ex. delivery fee, safety check, start-up fee)

Stan Malone Part III (pages 17-19) Fuel Emergency

Utility Vendor Submits Copy of purchase order Written confirmation of date/time service restored or disconnect order revoked

Heating System Repair Vendor Submits Copy of purchase order Invoice

Review delivery ticket/invoice Does it match purchase order? Name and delivery address Date and time of delivery/service Did delivery/service occur within timeframe prescribed on purchase order (18 or 48 hours)?

Review delivery ticket/invoice Does it match purchase order? Number of units delivered Delivery fees or service charges Total amount Use ECIP Comments (MERAC) to fully document or clarify information Use Worksheet to reconcile vendor delivery ticket/invoice

Provisional Measures

Provisional Measures CAA pays vendor for space heaters and hotel/motel CAA submits documentation to MH MH receives/approves purchase order in MERAC and pays CAA

Space Heaters - Documentation Copy of purchase order signed/dated by CAA or Applicant at time of delivery or pickup CAA or store invoice with Applicant’s name, date of pickup or delivery, model number, and invoice amount ECIP Emergency Worksheet

Hotel/Motel - Documentation Copy of purchase order Hotel/motel invoice Applicant’s name Check-in/check-out dates Breakdown of charges being billed ECIP Emergency Worksheet

Rental Payment Assistance

Landlord and Tenant Must Sign Agreement to Stop Eviction Process form

Rental Payment Assistance October 25, 2017 Rental Payment Assistance CAA pays landlord CAA submits documentation to MH MH receives/approves purchase order in MERAC and pays CAA PY 2018 ECIP Training

Documentation For Payment Copy of signed/dated Agreement to Stop Eviction Process form Legal notice of eviction ECIP Emergency Worksheet CAA invoice with Applicant’s name, App ID, and invoice amount

Energy & Housing Services liheap@mainehousing.org