Tea Time with TA-DVS This Weeks Episode: All about Payments! Coming to you live: First and third Monday of every month 9:00 – 10:00 am Pacific Daylight Time Join Skype Meeting       This Weeks Episode: All about Payments! For training purposes, this call will be recorded.

Tea Time Etiquette Etiquette (noun): The customary code of polite behavior in society or among members of a particular profession or group. Assume best intent No Case Specifics or Personally Identifying Information (PII) If PII is shared – Tea Time Hosts will make a toast to politely interrupt and remind of this etiquette For training purposes, this call will be recorded.

This Weeks Episode: All About Payments! Things to Remember Requested by the survivor Align with the Safety Plan Remember, plans change as the situation changes Look at other resources Is it allowed by policy?

What payments are not allowed? OAR 461-135-1230 Benefits TA-DVS Payment for attorney or other legal fees; Payment of a fine or other penalty; Payment of outstanding or past due costs such as rent or utilities when the individual does not intend to stay in the residence or the need for the payment was not related to the current domestic violence situation; Payment of a pet fee (unless the pet is a service animal, and only when the service status has been verified by a qualified and appropriate medical professional); Payment for relocation of household or personal belongings from another state; Purchase of a car (including making car payments) or recreational vehicle, including a travel trailer; Amber/Joe Zazzles No set policy time frame – But is considered urgent There is nothing in policy that says the time frame But remember. This is emergency assistance We need to act on their requests quickly We asked for Feedback from advocates about why TADVS funds are not being used. They believe a big part of it is that DHS is not acting fast enough on requests. People are loosing their housing or services because DHS is taking too long to issue payments Verification is NEEDED Rarely take client statement at payment Hard to think of a time that DHS would not verify something. For example: If I am requesting $50 for a lock change, we would ask to see the cost estimate. Or google the cost of replacement locks on Walmart.com If someone is moving out of state –safety plan together to determine the cost of hotels, how far they can drive in a day, gas prices, misc. costs (such as additional snacks or diapers) If someone is moving into a home – MUST VERIFY LANDLORD INFORMATION. Check the tax assessor to determine if they own the home, what are the move in dates, rental terms. Who is on the lease? Ect. Do not over pend and add more barriers If we can find the information – find it. Do not pend for verification of the cost of the locks at Walmart, just look it up. But work with the survivor to get verification of costs Always make sure things are legal as well Denied Payments – Must give notice We have to give notice for payments that were requested and denied Do not mail notice unless we have a safe address 90th Day Payments If payments are requested on 90th day – we have written in FSM that we can approve. But we need to have all needed verification. This means – the survivor has turned everything in that we needed. Example – they have been working on a rental agreement. They got one, submitted their application, etc. They turn in the rental agreement on the 90th day at 4:30. DHS is unable to contact the landlord and issue payment today due to time constraints. We can issue payments up to 10 days later (NO MORE than 10 days) due to agency error. Meaning the above example –we have everything we needed but we did not have the staff to make the payment Sign the 437 Make sure someone with signature authority is signing the 437 If other FC’s did not get signature authority – they cannot sign Let staff know who they can staff with and get signatures for For Air Travel – We have to use CTM This means we cannot have advocates buy the flight and we pay them back Survivors cannot look up their own flights We are contracted with CTM and we have to use them Will send with this with the powerpoint and docs

What payments are not allowed cont.… Purchase of a firearm or other weapon; Purchase of new furniture unless-- The new furniture is not available through a community resource; A less costly alternative for acquiring the new furniture is not available; The old furniture was left behind when the individual fled domestic violence; and The new furniture is essential to setting up a household (such as beds, dressers, a dining room table and chairs, a couch). Purchase of a non-essential item such as a television or computer, or service such as cable, satellite, internet, even if such an item or service was left behind when the individual fled the domestic violence situation; or Purchase of a pet or guard animal. Payment of a request about which inaccurate information was provided. Payment without verification to the extent required under OAR 461-115-0610. Amber/Joe Zazzles No set policy time frame – But is considered urgent There is nothing in policy that says the time frame But remember. This is emergency assistance We need to act on their requests quickly We asked for Feedback from advocates about why TADVS funds are not being used. They believe a big part of it is that DHS is not acting fast enough on requests. People are loosing their housing or services because DHS is taking too long to issue payments Verification is NEEDED Rarely take client statement at payment Hard to think of a time that DHS would not verify something. For example: If I am requesting $50 for a lock change, we would ask to see the cost estimate. Or google the cost of replacement locks on Walmart.com If someone is moving out of state –safety plan together to determine the cost of hotels, how far they can drive in a day, gas prices, misc. costs (such as additional snacks or diapers) If someone is moving into a home – MUST VERIFY LANDLORD INFORMATION. Check the tax assessor to determine if they own the home, what are the move in dates, rental terms. Who is on the lease? Ect. Do not over pend and add more barriers If we can find the information – find it. Do not pend for verification of the cost of the locks at Walmart, just look it up. But work with the survivor to get verification of costs Always make sure things are legal as well Denied Payments – Must give notice We have to give notice for payments that were requested and denied Do not mail notice unless we have a safe address 90th Day Payments If payments are requested on 90th day – we have written in FSM that we can approve. But we need to have all needed verification. This means – the survivor has turned everything in that we needed. Example – they have been working on a rental agreement. They got one, submitted their application, etc. They turn in the rental agreement on the 90th day at 4:30. DHS is unable to contact the landlord and issue payment today due to time constraints. We can issue payments up to 10 days later (NO MORE than 10 days) due to agency error. Meaning the above example –we have everything we needed but we did not have the staff to make the payment Sign the 437 Make sure someone with signature authority is signing the 437 If other FC’s did not get signature authority – they cannot sign Let staff know who they can staff with and get signatures for For Air Travel – We have to use CTM This means we cannot have advocates buy the flight and we pay them back Survivors cannot look up their own flights We are contracted with CTM and we have to use them Will send with this with the powerpoint and docs

Example Time – Verification of Housing Joe turns in a rental agreement. DHS talks to Joe – Does this meet his safety plan? DHS reviews to determine who is on the agreement, the rent amount, the income on the application, the security deposit DHS verifies the owner of the home on property taxes DHS calls the landlord for check/payment details Example Time – Verification of Housing

Example Time – Verification of Moving Amber calls and wants to move to Michigan DHS talks to Amber – Does this align with her safety plan? What support does she have in MI? Review the moving plan – Do I need a U-Haul, driving, bus, train? Amber is driving. We determine she can drive 6 hours a day with the little ones. DHS determines average gas cost, the cost of food, and adds money for hotels along the way Example Time – Verification of Moving

Important Reminders No set policy time frame – But is considered urgent (like a P1) Verification is NEEDED Rarely take client statement at payment Do not over pend and add more barriers Denied Payments – Must give notice Payments must be within 90 days Amber/Joe Zazzles No set policy time frame – But is considered urgent There is nothing in policy that says the time frame But remember. This is emergency assistance We need to act on their requests quickly We asked for Feedback from advocates about why TADVS funds are not being used. They believe a big part of it is that DHS is not acting fast enough on requests. People are loosing their housing or services because DHS is taking too long to issue payments Verification is NEEDED Rarely take client statement at payment Hard to think of a time that DHS would not verify something. For example: If I am requesting $50 for a lock change, we would ask to see the cost estimate. Or google the cost of replacement locks on Walmart.com If someone is moving out of state –safety plan together to determine the cost of hotels, how far they can drive in a day, gas prices, misc. costs (such as additional snacks or diapers) If someone is moving into a home – MUST VERIFY LANDLORD INFORMATION. Check the tax assessor to determine if they own the home, what are the move in dates, rental terms. Who is on the lease? Ect. Do not over pend and add more barriers If we can find the information – find it. Do not pend for verification of the cost of the locks at Walmart, just look it up. But work with the survivor to get verification of costs Always make sure things are legal as well Denied Payments – Must give notice We have to give notice for payments that were requested and denied Do not mail notice unless we have a safe address 90th Day Payments If payments are requested on 90th day – we have written in FSM that we can approve. But we need to have all needed verification. This means – the survivor has turned everything in that we needed. Example – they have been working on a rental agreement. They got one, submitted their application, etc. They turn in the rental agreement on the 90th day at 4:30. DHS is unable to contact the landlord and issue payment today due to time constraints. We can issue payments up to 10 days later (NO MORE than 10 days) due to agency error. Meaning the above example –we have everything we needed but we did not have the staff to make the payment Sign the 437 Make sure someone with signature authority is signing the 437 If other FC’s did not get signature authority – they cannot sign Let staff know who they can staff with and get signatures for For Air Travel – We have to use CTM This means we cannot have advocates buy the flight and we pay them back Survivors cannot look up their own flights We are contracted with CTM and we have to use them Will send with this with the powerpoint and docs

Upcoming Episodes: Safety Planning late in the day! Make sure to check FSM for payments: TA-DVS, E. Program Benefits

See you at the next episode! Hopefully it’ll be your cup of tea!