General Information

ERIE COUNTY DEPARTMENT OF SENIOR SERVICES

ERIE COUNTY DEPARTMENT OF SOCIAL SERVICES

HOME ENERGY ASSISTANCE PROGRAM

2007-2008

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Heads of Household Age 60+ or Under 60 and Disabled

291 Pearl Street
1st Floor (entrance on corner of building)
Buffalo, NY 14202

Heads of Household Under 60, Non Disabled and Heads of Household in Receipt of Temporary Assistance or Food Stamps (not only Payee)

478 Main Street
1st Floor
Buffalo, NY 14202

• HEAP is a federally funded assistance program designed to help eligible households with the costs of heating their homes. HEAP is administered locally by the Departments of Social and Senior Services. Social Services is responsible for certification of the temporary assistance/food stamps and non temporary assistance/food stamps under 60 population of Erie County. Senior Services is responsible for certification of and outreach to the NTA/FS, Senior Citizen (60+) population of Erie County and certain segments of the disabled population of all ages. Each season, Senior Services also conducts HEAP interviews for all segments of the population at various outreach locations throughout the county, beginning in January.


• The HEAP office opens NOVEMBER 1, 2007 for both Regular and Emergency assistance. However, coupling of Regular and Emergency benefits is not permitted this season.
  • If eligible for HEAP, clients will initially receive only a Regular benefit even if possessing a shut off notice or having a low fuel supply. In order to apply for Emergency assistance towards a heating bill, clients must subsequently receive another shut off notice, or subsequently have a fuel supply of less than 10 days.
  • Regular (Renter's benefit) and Emergency assistance may be issued simultaneously to households that pay for heat indirectly as in previous seasons

I. Eligibility

• A. Participation is based on gross monthly household income, household size, and living situation. See attached Income Eligibility Guidelines


• B. Only U.S. citizens or qualified aliens are eligible for HEAP

II. Benefit amount

• A. Each household's benefit is determined by the type and amount of energy used for heating, the amount of household income, and vulnerable population classifications


• B. Generally, benefit amounts are sent directly to the household’s heating or electric company, depending on the circumstances


• C. There is one Regular benefit and up to two Emergency benefits available per household, during the 2007-08 HEAP season

III. Regular HEAP

• A. Any household that meets the Income Eligibility guidelines and pays directly for their heat is eligible, (even if receiving rental subsidy).


• B. Any household that meets the Income Eligibility guidelines with heat and electricity included in rent is eligible, (if not receiving a rental subsidy).


• C. Households receiving government rental subsidy with heat and electricity included in rent are not eligible for HEAP
  
  • 1. A household is considered to reside in subsidized housing if the rental payment is based on the household's income. A household that does not receive an individual subsidy but resides in a building with a shallow subsidy is HEAP eligible
  
  
  • 2. These households may receive emergency benefits if otherwise eligible and the applicant is the tenant and customer of record for a utility bill and the electric is necessary to operate the primary heating equipment for the applicant's own dwelling

IV. Emergency HEAP

• A. Household must have exhausted Regular benefit assistance first


• B. Household must meet the Income Eligibility Guidelines


• C. Households must have a shut-off or disconnect notice on their main heat source (gas or electric) OR


• D. A disconnect notice on electricity if it is necessary to run heating equipment OR


• E. An oil, propane, wood or other fuel supply of 10 days or less


• F. A household is not eligible for Emergency HEAP assistance if it has adequate liquid resources to resolve emergency situation (not including monthly income and reasonable monthly living expenses- see attached lists of Liquid Resources and Exempt resources)


• G. Decoupling of Regular and Emergency Benefits
  
  • 1. A household's Regular HEAP benefit is issued first; coupling of benefits is prohibited this season.
  
  
  • 2. Utility and oil companies must restore service if applicable or continue and guarantee service for 30 calendar days, or deliver a non-utility heating commodity (oil, propane, wood, etc.) , equal to the amount of the Regular benefit approved if they agree to accept the Regular benefit.
  
  
  • 3. Utility companies have the right to decline acceptance of the Regular benefit.
  
  
  • 4. Utility companies may require the customer to sign a payment agreement or make arrangements to pay all or some of previous balances owed, before accepting HEAP benefits and restoring or continuing service.

V. Head of Household is a Senior Citizen (60+) not in receipt of Temporary Assistance (TA) or Food Stamps (FS) OR Head of Household is Disabled (in receipt of SSI or SSD) not in receipt of TA or FS

• A. Mail in applications for Regular HEAP assistance
  
  • 1. An early outreach mailing of applications for Regular HEAP assistance was conducted by the NYS Office of Temporary and Disability Assistance to all households that received HEAP assistance during the 2006-07 season, in which the head of household is a Senior Citizen, Disabled, or having a child age 5 or under.
  
  
  • 2. Clients are encouraged to mail the early outreach applications as soon as possible
  
  
  • 3. Households eligible to mail in need not wait until their energy bills begin to climb in the middle of the winter. They will not receive a higher benefit if the energy bills are higher. The HEAP benefit amounts are set prior to the opening of the HEAP season and remain the same for the duration of the program year. HEAP is not based on the amount of the bill
  
  
  • 4. Households eligible to mail in need not wait for new income information, such as a yearly Social Security award letter, or yearly tax statements reflecting bank interest income for the year. The same income information provided on last season’s application is sufficient, if it is the most current information available
  
  
  • 5. If client should have received an application with the early mail out but did not, they may call the HEAP hotline at 858-7870
  
  
  • 6. Households meeting the mail in criteria that that have moved, or did not receive HEAP last season are eligible to mail in for Regular HEAP assistance on or after November 1, 2007
  
  
  • 7. Applicants are not required to provide documentation other than pay stubs if applicable
  
  
  • 8. Disclosure of resources (checking accounts, savings accounts) is not required or necessary.
  
  
• B. Emergency HEAP assistance
  
  • 1. Requires a face to face interview
  
  
  • 2. Clients unable to appear on their own behalf may allow a friend or relative to appear for them in writing
  
  
  • 3. Senior Citizens needing Case Manager assistance may call Erie County Senior Services at 858-8526
  
  
  • 4. Disabled clients (under 60) needing CM assistance may call Erie County Adult Services at 858-6901
    
    • a) These numbers are not for HEAP information; they are ONLY to request Case Manager assistance in applying for HEAP

VI. Head of Household in receipt of Temporary Assistance or Food Stamps (not only as Payee)

• A. Regular HEAP assistance is calculated automatically


• B. The benefit will automatically appear on the heating bill in December or January


• C. However, utility companies are not notified of auto-pay eligibility until they receive the benefit funds


• D. If a client has a shut-off notice they still must report to the TA/FS HEAP office to request the company be notified of the auto-pay


• E. Emergency HEAP benefits are not calculated automatically. After Regular benefit is exhausted, clients must report to the TA/FS HEAP office at 478 Main Street, and provide ID and Current Heating and/or electric bill(s)

VII. Head of Household not in receipt of TA or FS (under 60, non-disabled)

• A. Regular and Emergency HEAP assistance applications require face to face interview at 478 Main Street

VIII. HEAP holds

• A. A 30 day guarantee of service/suspension of shut off activity is granted by the utility companies per HEAP benefit promised, regardless of how much the customer owes if company accepts the benefit


• B. A HEAP benefit promise to a non-utility fuel supplier (oil, propane, wood, etc.) must produce an immediate delivery of the full dollar amount of the promised grant, based on the vendor agreement signed by all HEAP participating vendors, if company accepts the benefit


• C. The benefit amount will not be credited to the bill until HEAP allocates the funds, though clients are responsible only for the difference in dollar amount of their balance until the benefit is paid. For example, if a client is promised a $275 benefit, but owes the company a total of $350, they need only pay or make arrangements with the company to pay the $75 difference and any dollar amount over the benefit amount thereafter until the HEAP benefit is credited

IX. HEAP Oil buying component

• A. OTDA implemented program which increased the buying power of HEAP dollars. Griffith Oil and Burnwell Gas are the only non participating vendors locally. Households supplied by Griffith or Burnwell may be denied HEAP unless they switch vendors. These cases require individual attention and are handled on a case by case basis

X. Documentation Requirements form Emergency HEAP (Non TA/FS)

• A. Current Heat and/or Electric utility bill(s)


• B. Proof of income for all members of household including
  
  • 1. Social Security award letters or statement of direct deposit
  
  
  • 2. pay stubs (most recent two or four weeks, depending on weekly or bi-weekly pay)
  
  
  • 3. child support
  
  
  • 4. alimony
  
  
  • 5. bankbook/dividend interest income
  
  
  • 6. SSI income
  
  
  • 7. Veteran's benefits
  
  
  • 8. pensions
  
  
  • 9. worker's compensation/disability
  
  
  • 10. unemployment benefits
  
  
  • 11. education grants/loans
  
  
  • 12. rental income
    
    • a) any client with rental income is offered a Rental Spendown form to complete. Allowable expenses of maintaining and renting property may be excluded as income for the purposes of HEAP eligibility, see attached
    
    
  • 13. proof any other income sources
  
  
• C. Complete proof of resources including current bank checking account or savings account statements


• D. Proof of residence; rent receipt with name and address, a deed, copy of a lease, mortgage payment book, homeowners insurance policy, water, sewage or tax bill that shows your current address


• E. Identification for every member of household (one form)
  
  • 1. Social Security card
  
  
  • 2. Drivers license
  
  
  • 3. birth certificate
  
  
  • 4. school records
  
  
  • 5. marriage certificate
  
  
  • 6. baptismal certificate
  
  

XI. Liquid Resources

• A. cash on hand


• B. checking/savings accounts


• C. stocks


• D. bonds


• E. time deposit certificates


• F. IRA accounts


• G. lump sums from sale of property or insurance settlements


• H. remaining balances from other lump sums


• I. 401 K accounts

XII. Non-Liquid/Exempt Resources

• A. pre-arranged burial plot up to $1,500


• B. real property


• C. personal property


• D. equipment


• E. automobiles


• F. household furnishings


• G. livestock


• H. money designated to be used for current real estate or school taxes


• I. Nazi restitution payments


• J. Agent Orange settlement payments


• K. college grants


• L. EITC payments


• M. IDA accounts


• N. payments from reverse annuity mortgage


• O. For heating equipment replacement, up to $3,000 in liquid resources are exempt.

XIII. Ineligible living situations

• A. Tenants of government subsidized housing with heat included in rent


• B. Paying room and/or board in a private residence


• C. Individuals temporarily housed in a motel/hotel or temporarily living in cars, vans, or recreational vehicles


• D. Residents of congregate care facilities (licensed and unlicensed), dormitories, agency boarding homes, group homes, or institutions


• E. Residents of government provided housing on military bases with no heat or utility bills in their names


• F. Immigrant/seasonal farm workers with no heating or heat related expenses


• G. Individuals who have no responsibility for heating costs and do not make undesignated payments of heat in the form of rent

XIV. HEAP Wage Calculation (all applicants)

• A. Weekly wage income converted to Monthly income
  
  • 1. Add most recent four (4) gross pay amounts
  
  
  • 2. Divide by 4 to get average weekly pay
  
  
  • 3. Multiply by 4.333 = Monthly wages
  
  
• B. Bi-weekly wage income converted to Monthly income
  
  • 1. Add most recent two (2) gross pay amounts
  
  
  • 2. Divide by 2 to get average bi-weekly pay
  
  
  • 3. Multiply by 2.166 = Monthly wages
  
  
• C. Bi-monthly wage income converted to Monthly income
  
  • 1. Only receive pay on 1st and 15th of month
  
  
  • 2. Add two (2) gross pay amounts = Monthly wages
  
  

XV. Weatherization Assistance (WRAP)

• A. Any HEAP eligible household in need of free weatherization assistance or energy conservation improvements, (attic and wall insulation, weather stripping, caulking, etc.) is encouraged to contact The Erie County Department of Senior Services Information and Assistance at 858-8526. There is a limited amount of funding available for these types of services. Renters may apply for Weatherization assistance, though Landlord may be asked to contribute 25% towards costs, unless Landlord is also HEAP eligible


• B. Households approved for Weatherization assistance may be able to access Last Resort funding. Last Resort may assist with the repair or replacement of energy efficiency related equipment or structural needs. Last Resort services may include; roof repairs, windows, doors, plumbing, hot water tanks, electrical, and replacement of certain appliances. Contact Senior Services Information and Assistance at 858-8526 for more information

XVI. Heating Equipment Repair and Replacement component (HERR)

• A. DSS HEAP processes all furnace repair and replacement applications year round. Case Managers may only apply for furnace assistance on behalf of a client in extreme situations, where it is impossible for a client to apply on their own behalf


• B. Documentation requirements for all furnace applications
  • 1. Identification for entire household
  
  
  • 2. Current Utility bills
  
  
  • 3. Deed to the property (applicant must own and reside in home)
  
  
  • 4. Proof of income for entire household
  
  
  • 5. Proof of resources (bank statements, IRA's, etc.)
  
  
  • 6. Two furnace estimates faxed to 858-1522
    
    • a) HEAP will not pay contractors for estimates or for a service call to provide an estimate. If contractor states that they will charge for an estimate, client or CM is instructed to advise contractor that the estimate involves assistance from HEAP HERR and that they will not pay for an estimate even if contractor is eventually awarded the job. If contractor still insists on charging, look for estimates elsewhere and contact HEAP supervision with information about original contractor.
    
    
    • b) Appointments for HERR interviews are not available
    
    
    • c) Please be prepared with all documentation requirements when you appear at HEAP for an interview.
    
    
• C. All applications for furnace assistance are conducted at 478 Main Street.

XVII. Leveraging Component

• A. Senior Services HEAP will incorporate information and applications into interviewing process, when applicable, for the following programs that are based on HEAP eligibility
  
  • 1. Lifeline discount for phone bill
    
    • a) Savings up to $172 a year
    
    
  • 2. EmPower NY
    
    • a) See attached information and application
    
    
  • 3. WRAP/LR
  
  
  • 4. Information for clients who have exhausted HEAP benefits
    
    • a) See attached information sheet
    
    

XVIII. 2007-08 HEAP Benefit Amounts

• A. Regular HEAP Benefits range from $40.00 to $540.00


• B. Emergency HEAP Benefits
  
  • 1. Heat related domestic: $125 (HH of 3 or less) $150 (HH of 4 +)
  
  
  • 2. Natural gas heat: $250 $275 (HH of 4 +)
  
  
  • 3. PSC electric heat: $440 (HH of 3 or less) $560 (HH of 4 +)
  
  
  • 4. Municipal electric heat: $60 (HH of 3 or less) $75 (HH of 4 +)
  
  
  • 5. Non-Utility Heating Fuel (oil, propane, etc.): $600
  
  
• C. The full benefit is issued, even if the amount results in a credit

2007-2008
HEAP Income Eligibility Guidelines
Regular and Emergency HEAP