Energy Assistance Program FFY20 Annual Training
Description: Energy Assistance Program FFY20 Annual Training Application, Application Processing, SSN Policy Changes Application Jon Brown Minnesota Energy Assistance Program 2 Topics Application changes Access to EAP Application Mailing Application 3
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slide1. Energy Assistance Program FFY20
Annual Training Application, Application Processing, SSN Policy Changes<br>
slide2. Application Jon Brown
Minnesota Energy Assistance Program 2<br>
slide3. Topics
Application changes
Access to EAP Application
Mailing Application 3<br>
slide4. Application Changes
Why changes?
Many of the changes for FFY20 are related to income and identity verification
Other changes to the layout and design focused on creating more space on the app and making the app easier to fill out and read
Identity verification
LIHEAP requirements
All HHs identity must be verified
SSA database
eHEAT will obtain verification of SSNs from SSA
Income verification
DEED - Wages and unemployment Application 4<br>
slide5. Application Changes
Style Changes
Font changed to State of Minnesota style font, Calibri
Spelled numbers switched to numerals. Example - 1 instead of one
Checkboxes changed to circles when only one selection allowed
Example Yes No
Efforts were made throughout the app to maximize space for applicants to write their answers Application FFY19 FFY20 5<br>
slide6. Application Changes
Instructions
Added section on Social Security Numbers
Added section on Non-Citizen Applicants
Added info about DEED to Wages and Unemployment Compensation (Part 2)
Added “and Schedule 1” to Self Employed income type (Part 2)
Added postmarked language to signature and application deadline info (Part 5)
Removed authorized representative language (Part 1) Application 6<br>
slide7. Application Changes
Privacy Notice & Your Rights and Responsibilities
Changed language in SSN section to state that all applicants are required to provide SSN not only primary
Added 2020 Census notice
Removed turned down from language regarding denials
Changed language under bill responsibility
Changed facts to information
Changed “How do you complain” to “How to submit a complaint”
Updated web and physical address for MN Dept. of Human Rights
Updated address for US HHS Office of Civil Rights
Added Spanish text to Ask for Assistance Application 7<br>
slide8. Application Changes
EAP Application
Updated Social Security info to include info about non-citizens and use of SSN for collecting DEED wage data (Part 1)
Added non-custodial parents may include their minor children to HH info section (Part 2)
Added “required” to Name, SSN, and DOB (Part 2)
Removed “Years of School” from HH member table (Part 2)
Added “In last 6 months” section to HH member table (Part 2)
This includes Non-wage income, Wages, and Number of Employers
Changed question about how many people had income to has HH member income decreased (Part 2)
Removed “for the following sources” from No proof of income required (Part 2)
Added “and schedule 1” to self employed language under income section (Part 2) Application 8<br>
slide9. Application Changes
EAP Application continued
Changed “If you sign application in:” to “If application signed in:” (Part 2)
Removed “the months of:” from “Send proof of gross income received in:” (Part 2)
Changed “For EAP, your household income cannot be more than these income guidelines for three months:” to “Household income cannot be more than these income guidelines for 3 months: (See instructions for WAP income information)” (Part 2)
Added “you pay” to amount paid for rent/mortgage (Part 3)
Added postmarked language to signature section (Part 5) Application 9<br>
slide10. Application Changes
Instruction changes
New sections on SSNs and Non-Citizen applicants
SSNs required for all HH members and will be verified
Valid SSN not available, another form of documentation will be required
Info regarding how eligible non-citizens may apply Application 10<br>
slide11. Application Changes
Instruction changes Application 11<br>
slide12. Application Changes
Instruction changes
Added info about DEED to Wages (Part 2)
FFY19
Wages: Check stubs or a signed, dated statement by your employer (including employer name, address and phone number) stating gross wages.
FFY20
Wages: Check stubs or a signed, dated statement by your employer (including employer name, address and phone number) stating gross wages. EAP may use your SSN to verify wages reported to DEED by your employer. For follow up on unreported wages, please indicate the number of employers each household member had in the past 6 months. Application 12<br>
slide13. Application Changes
Instruction changes
Added info about DEED to Unemployment Compensation (Part 2)
FFY19
Unemployment Compensation: Unemployment weekly benefit printout from www.uimn.org. Click on “Log in to My Account” and log in, go to “View and Maintain My Account,” then “Payment Information,” and enter date range for the last 5 full calendar months.
FFY20
Unemployment Compensation: Unemployment weekly benefit printout from www.uimn.org. Click on “Log in to My Account” and log in, go to “View and Maintain My Account,” then “Payment Information,” and enter date range for the last 5 full calendar months. EAP may verify this income directly with DEED. Application 13<br>
slide14. Application Changes
Instruction changes
Added “and Schedule 1” to Self Employed income type (Part 2)
FFY19
Self Employed, Farm, and Rental Income: The first 2 pages of your most recent IRS-1040 tax return. If you did not file taxes, call your local EAP Service Provider and ask for a Self-Employment Form. Enter the date your business started in the space provided on page two of the application.
FFY20
Self Employed, Farm, and Rental Income: The first 2 pages of your most recent IRS-1040 tax return and Schedule 1. If you did not file taxes, call your Service Provider and ask for a Self-Employment Form. Enter the date your business started in the space provided on page 2 of the application. Application 14<br>
slide15. Application Changes
Instruction changes
Added postmarked language to signature and application deadline info (Part 5)
FFY19
PART 5. Permissions and Signature: Read the permissions carefully. An adult household member, 18 years of age and older or emancipated minor, or the minor head of a household with no adults or emancipated minors must sign the application. Any other person signing the application must be a court appointed guardian or conservator or must have a Power of Attorney (POA) to act on behalf of the household and must submit a copy along with the application. Return the application to your local EAP Service Provider. Your application must be received within 60 days of the date signed. It must be postmarked or received no later than May 31, 2019.
FFY20
PART 5. Permissions and Signature: Read the permissions carefully. An adult household member, 18 years of age and older or emancipated minor, or the minor head of a household with no adults or emancipated minors must sign the application. Any other person signing the application must be a court appointed guardian or conservator or must have a Power of Attorney (POA) to act on behalf of the household and must submit a copy along with the application. Return the application to your Service Provider. Your application must be postmarked or received on or before June 1, 2020. In addition, your application must be postmarked or received within 60 days of the date signed. Application 15<br>
slide16. Application Changes
Instruction changes
Removed authorized representative language (Part 1)
PART 1. Personal Information: Fill in your Social Security Number (SSN), name, current home address, phone number, and contact information. The primary household member must provide a verifiable SSN to process your application. Contact your local EAP Service Provider if no one in your household is able to provide an SSN. You may be able to provide an alternative legal document number.
Authorized Representative: This is someone you give permission, in writing, to act for you for these programs. If you want this person to receive all your EAP mail, write his/her address on the application. Application 16<br>
slide17. Application Changes
Privacy Notice & Your Rights and Responsibilities
Changed language in SSN section to state that all applicants are required to provide SSN, not only primary
FFY19
Why do we collect Social Security Numbers?
…The primary applicant is required to provide his/her verifiable Social Security Number in order to process your application. The Social Security Number of other household members will assist us in processing your application more quickly.
FFY20
Why do we collect Social Security Numbers?
…All applicants (except eligible non-citizens) are required to provide a verifiable Social Security Number in order to process your application.
Added 2020 Census notice
2020 Census
You may receive information about the 2020 Census. Application 17<br>
slide18. Application Changes
Privacy Notice & Your Rights and Responsibilities
Removed turned down from language regarding denials
Changed facts to information
FFY19
To apply again if you get turned down.
You are turned down or receive a denial letter and you think we used the wrong facts to make the decision.
FFY20
To apply again if you get denied.
You receive a denial letter and think we used the wrong information to make the decision. Application 18<br>
slide19. Application Changes
Privacy Notice & Your Rights and Responsibilities
Changed language under bill responsibility
FFY19
You must pay your heating and electric bills. This program will pay only part of your bills. You must pay the rest.
FFY20
This program may pay only part of your heating and electric bills. You are responsible to pay the rest.
Changed “How do you complain” to “How to submit a complaint”
FFY19
How do you complain?
FFY20
How to submit a complaint: Application 19<br>
slide20. Application Changes
Privacy Notice & Your Rights and Responsibilities
Updated physical and web address for MN Dept. of Human Rights
Updated address for US HHS Office of Civil Rights
Added Spanish text to Ask for Assistance Application 20<br>
slide21. Application Changes
EAP Application
Updated Social Security info to include info about non-citizens and use of SSN for collecting DEED wage data (Part 1) Application FFY19 FFY20 21<br>
slide22. Application Changes
EAP Application
Added “non-custodial parents may include their minor children”
Added “required” to Name, SSN, and DOB
Removed “Years of School”
Added “In last 6 months” section to HH member table
Includes Non-wage income, Wages, and Number of Employers
Check income box in eHEAT if either non-wage or wage is indicated
Number of employers will not be recorded in eHEAT Application 22<br>
slide23. Application Changes
EAP Application
Changed question about how many people had income (Part 2)
FFY19
How many people in your household had income in the past 3 months?
FFY20
Has household member(s) income decreased in the past 3 months? Yes No If yes, whose
Removed “for the following sources” from No proof of income required (Part 2) Application 23<br>
slide24. Application Changes
EAP Application
Added “and schedule 1” to self employed language
Changed “If you sign application in:” to “If application signed in:”
Removed “the months of:” from “Send proof of gross income received in:”
Changed “For EAP, your household income cannot be more than these income guidelines for three months:” to “Household income cannot be more than these income guidelines for 3 months: (See instructions for WAP income information)” (Part 2) Application 24<br>
slide25. Application Changes
EAP Application
Added “you pay” to amount paid for rent/mortgage (Part 3)
FFY19
Do you pay for rent or mortgage? Yes No If yes, amount ($): (required)
FFY20
Do you pay for rent or mortgage? Yes No If yes, amount you pay ($): (required)
Added postmarked language to signature section (Part 5)
FFY19
We must receive your application within 60 days of the date you sign it. This application must be postmarked or received no later than May 31, 2019.
FFY20
All applications must be postmarked or received by EAP on or before June 1, 2020.
In addition, your application must be postmarked or received within 60 days of the date you sign it. Application 25<br>
slide26. Access to EAP Application
Commerce will:
Provide SPs version of the app for printing after training
Caution: Do not alter content, including local questions
Post Application Requirements Tool to online Toolkit
Other app versions (Spanish, large print, and fillable) will be on the Commerce website soon (Sept)
SPs will:
Have apps available on their SP website
Make apps accessible to persons with disabilities
Ensure apps are available throughout service areas Application 26<br>
slide27. Mailing Application
Mailing Timeline (Plan)
First Recert applications will be mailed Aug. 19
Pre apps will follow (immediately after Recerts finish) Aug. 24
Queued Blank Apps will be mailed Sept. 20
Mailing Numbers the last 4 FFYs Application 27<br>
slide28. Application Processing Amanuel Asghedom
Minnesota Energy Assistance Program<br>
slide29. Topics
Employee App Submittal (email added)
Business Use of Home (clarified)
Pensions & Retirement income (documentation updated)
Using IRS 1099 to verify Social Security Income (added)
SSDI, SSA, SSI, VA intended vs received amt (clarified)
Self-Employment - Schedule 1 (added)
App received by/postmarked by (clarified)
Post-dated Apps (clarification)
Income Inclusions/Exclusions table (changes/clarifications) Application Processing<br>
slide30. Employee App Submittal (email added) Copies of eligible & ineligible employee apps and supporting documents may be sent by mail to: FFY19: FFY20: Copies of eligible and ineligible employee apps and supporting documents may be sent by secure email to eap.mail@state.mn.us or by mail to: EAP Policy Manual FFY20 Chapter 4 Applications & Application Processing Page 13 Application Processing<br>
slide31. Business Use of Home (clarified) Use of the ‘Business Use of Home’ checkbox in eHEAT is not limited to business or rental use of home. Other situations affecting home energy usage can prompt checking the “Yes”. For example:
Working at home (telecommuting) for an employer. Additional electricity is used and heat is not turned down.
Heating garage or other outbuildings from same meter and/or tank. This may/may not be business related & would not be considered residential energy for home occupants. FFY20: EAP Policy Manual FFY20 Chapter 6 Primary Heat Page 8 Application Processing<br>
slide32. Pension & Retirement income (documentation) Pensions and retirement income that are a fixed amount and provided on a recurring basis require only one month of income documentation within the three (3) months eligibility period or in the month the application was signed. FFY20: EAP Policy Manual FFY20 Chapter 5 Program Eligibility Requirements Page 24 Application Processing<br>
slide33. Social Security / SSI / RSDI / SSDI section addition Prior year Form SSA-1099 can be used as documentation
Determine the number of months benefits were received to calculate the 3 month income FFY20: EAP Policy Manual FFY20 Chapter 5 Program Eligibility Requirements Page 24 Application Processing<br>
slide34. A HH member may receive a benefit amount that is different than the amount awarded/intended. For example:
SSI benefit award letter indicates monthly benefit of $1,500
The benefit amount for the month was reduced to $1,350
The HH indicates their monthly income is $1,350. $150 is being deducted due to overpayment
EAP countable income is $1,500 SSDI, SSA, SSI, VA intended vs received amt (clarified) FFY20: Application Processing<br>
slide35. IRS revised the IRS Form 1040 and added Schedule 1 for additional Income & Adjustments to Income
EAP-relevant line item numbers on IRS Form 1040 – Schedule 1 are the same as those recorded from the IRS Form 1040 in prior years Self-Employment - IRS Form 1040 Schedule 1 (added) FFY20: EAP Policy Manual FFY20 Chapter 5 Program Eligibility Requirements Page 21 Application Processing<br>
slide36. Self-Employment - IRS Form 1040 Schedule 1 Application Processing<br>
slide37. Self-Employment Worksheet (Appendix 5B updated) Application Processing<br>
slide38. 38 Application Processing App date received or postmarked (clarification) We must receive your application within 60 days of the date you sign it. This application must be postmarked or received no later than May 31, 2019 All apps must be postmarked or received by EAP on or before June 1, 2020
In addition, the app must be postmarked or received within 60 days of the date signed FFY19: FFY20: EAP Policy Manual FFY20 Chapter 4 Applications & Application Processing Page 12<br>
slide39. Application Processing Post-dated applications (clarification) Post-dated apps are not acceptable
Signature date is a critical factor for app processing
Info on app must reflect the HH’s actual circumstances at the time the application is signed
HH situation or demographics may change over time FFY20:<br>
slide40. Application Processing Income of temporary 2020 Census employees received directly from the Census Bureau is not counted Income Inclusions & Exclusions Table (updated) EAP Policy Manual FFY20 Chapter 5 Program Eligibility Requirements Page 13<br>
slide41. Application Processing Consumer Directed Community Support (CDCS) wages to a family member is EAP income
Confusion because wages are excluded from federal income tax Income Inclusions & Exclusions Table (updated)<br>
slide42. Contract for deed interest is EAP income and is now treated like dividends, interest, and royalties Application Processing Income Inclusions & Exclusions Table (updated)<br>
slide43. Application Processing Earned income of a person age 19 and below, enrolled in K-12 or in a high school diploma‐granting or equivalency program, is not counted. Income Inclusions & Exclusions Table (updated)<br>
slide44. Application Processing Gambling income is not counted, except when the HH indicates it as self-employment income. Income Inclusions & Exclusions Table (updated)<br>
slide45. SSN Policy Changes Shamiere Bridgeford
Minnesota Energy Assistance Program<br>
slide46. Topics
Why Social Security Number (SSN) policies changed
Changes in FFY20 EAP Policy Manual
New FFY20 Appendices
Ineligible non-citizens reminders SSN Policy Changes 46<br>
slide47. SSN Policy Changes Why SSN policies changed
Refer to eHEAT Next Gen and Identity and Income presentations for details
Federal statute requires Commerce to verify identity
eHEAT Next Gen
Preparation for eHEAT Next Gen implementation
Requiring SSNs from all HH member in FFY20
Eases the FFY21 app processing burden via batch processing<br>
slide48. SSN Policy Changes Changes in FFY20 EAP Policy Manual
In Ch. 5 – Program Eligibility Requirements changes
SSN section: extensive changes
Documentation to Determine Eligible Non-Citizen Status: new section
SSN Exceptions section: renamed and info added
Ineligible Non-Citizens section: minor edits to reflect new SSN policy<br>
slide49. SSN Policy Changes Changes in FFY20 EAP Policy Manual
Changes to Social Security Number (SSN) section
SSNs required for all applicants unless they are:
Applying as an eligible non-citizen – refer to Appendix 5H
Alien Lawfully Admitted for Permanent Residence
Asylee
Refugee
Alien Paroled Into the U.S. for at Least One Year
Alien Whose Deportation or Removal Was Withheld
Alien Granted Conditional Entry
Cuban/Haitian Entrant
Alien Who Has Been Battered or Subjected to Extreme Cruelty
Minnesota Safe at Home program participants
Religious objectors without an SSN
Children under one year old<br>
slide50. SSN Policy Changes Changes in FFY20 EAP Policy Manual
Changes to SSN section, cont.
Eligible non-citizens may apply without an SSN
They must provide documentation of their immigration status
Eligible non-citizen status types and valid documentation are outlined in new Documentation to Determine Eligible Non-Citizen Status section<br>
slide51. SSN Policy Changes Changes in FFY20 EAP Policy Manual
Changes to SSN section, cont.
Apps from HHs with mix of eligible and non-eligible members
Apps may be processed
SPs must follow the procedures in Ineligible Non-Citizens section<br>
slide52. SSN Policy Changes Changes in FFY20 EAP Policy Manual
Documentation to Determine Eligible Non-citizen Status
New section
Details eligible non-citizen status types and valid documentation applicants must provide
This information also in new Appendix 5H - Documentation to Determine Eligible Non-Citizen Status<br>
slide53. SSN Policy Changes Changes in FFY20 EAP Policy Manual
SSN Exceptions
Renamed section
Details acceptable documentation & what to enter in eHEAT for EAP-eligible individuals without an SSN
This info also in renamed Appendix 5F - eHEAT Entry for SSN Exceptions<br>
slide54. SSN Policy Changes New FFY20 Appendices
Appendix 5H - Documentation to Determine Eligible Non-Citizen Status
Details eligible non-citizen status types & valid documentation applicants must provide
Appendix 5F - eHEAT Entry for SSN Exceptions
Details valid documentation & what to enter in eHEAT for EAP-eligible individuals without an SSN<br>
slide55. SSN Policy Changes Ineligible non-citizens reminders
Only minor changes in this section
Mostly same as implemented in FFY19
Want to ensure all EAP-eligible non-citizens & citizens, including children residing with ineligible non-citizens, are not discouraged/denied enrollment
If App has ineligible non-citizen HH member(s), their income is counted but they are not counted as a HH member<br>
slide56. SSN Policy Changes Ineligible Non-Citizens reminders
Examples of handling HHs with ineligible non-citizens
At least 1 adult is an eligible person in HH with other eligible or ineligible non-citizens
Ensure primary applicant is an eligible person
Mark ineligible non-citizen HH members “inactive” in eHEAT so they are not counted in HH member size
Calculate 3-month income from all sources (both eligible and ineligible non-citizens); record in eHEAT in ‘Total Household Income’
Make eHEAT notes about the ineligible non-citizen status<br>
slide57. SSN Policy Changes Ineligible Non-Citizens reminders
Examples of handling HHs with ineligible non-citizens
All ineligible non-citizens adults with eligible child(ren)
App should be signed by adult applicant on behalf of eligible child(ren)
Mark ineligible non-citizen HH members “inactive” in eHEAT so they are not counted in the HH member size
Calculate 3-month income from all sources (both eligible and ineligible non-citizens); record in eHEAT in ‘Total Household Income’
Make eHEAT notes about the ineligible non-citizen status<br>
slide58. SSN Policy Changes Ineligible Non-Citizens reminders
Examples of handling HHs with ineligible non-citizens
No HH member can document citizenship or eligible non-citizen status
Deny App with “Insufficient Information” eHEAT denial reason
“Insufficient Information” denial may prompt HH to contact SP, providing an opportunity for additional clarity on the denial basis<br>
Annual Training Application, Application Processing, SSN Policy Changes<br>
slide2. Application Jon Brown
Minnesota Energy Assistance Program 2<br>
slide3. Topics
Application changes
Access to EAP Application
Mailing Application 3<br>
slide4. Application Changes
Why changes?
Many of the changes for FFY20 are related to income and identity verification
Other changes to the layout and design focused on creating more space on the app and making the app easier to fill out and read
Identity verification
LIHEAP requirements
All HHs identity must be verified
SSA database
eHEAT will obtain verification of SSNs from SSA
Income verification
DEED - Wages and unemployment Application 4<br>
slide5. Application Changes
Style Changes
Font changed to State of Minnesota style font, Calibri
Spelled numbers switched to numerals. Example - 1 instead of one
Checkboxes changed to circles when only one selection allowed
Example Yes No
Efforts were made throughout the app to maximize space for applicants to write their answers Application FFY19 FFY20 5<br>
slide6. Application Changes
Instructions
Added section on Social Security Numbers
Added section on Non-Citizen Applicants
Added info about DEED to Wages and Unemployment Compensation (Part 2)
Added “and Schedule 1” to Self Employed income type (Part 2)
Added postmarked language to signature and application deadline info (Part 5)
Removed authorized representative language (Part 1) Application 6<br>
slide7. Application Changes
Privacy Notice & Your Rights and Responsibilities
Changed language in SSN section to state that all applicants are required to provide SSN not only primary
Added 2020 Census notice
Removed turned down from language regarding denials
Changed language under bill responsibility
Changed facts to information
Changed “How do you complain” to “How to submit a complaint”
Updated web and physical address for MN Dept. of Human Rights
Updated address for US HHS Office of Civil Rights
Added Spanish text to Ask for Assistance Application 7<br>
slide8. Application Changes
EAP Application
Updated Social Security info to include info about non-citizens and use of SSN for collecting DEED wage data (Part 1)
Added non-custodial parents may include their minor children to HH info section (Part 2)
Added “required” to Name, SSN, and DOB (Part 2)
Removed “Years of School” from HH member table (Part 2)
Added “In last 6 months” section to HH member table (Part 2)
This includes Non-wage income, Wages, and Number of Employers
Changed question about how many people had income to has HH member income decreased (Part 2)
Removed “for the following sources” from No proof of income required (Part 2)
Added “and schedule 1” to self employed language under income section (Part 2) Application 8<br>
slide9. Application Changes
EAP Application continued
Changed “If you sign application in:” to “If application signed in:” (Part 2)
Removed “the months of:” from “Send proof of gross income received in:” (Part 2)
Changed “For EAP, your household income cannot be more than these income guidelines for three months:” to “Household income cannot be more than these income guidelines for 3 months: (See instructions for WAP income information)” (Part 2)
Added “you pay” to amount paid for rent/mortgage (Part 3)
Added postmarked language to signature section (Part 5) Application 9<br>
slide10. Application Changes
Instruction changes
New sections on SSNs and Non-Citizen applicants
SSNs required for all HH members and will be verified
Valid SSN not available, another form of documentation will be required
Info regarding how eligible non-citizens may apply Application 10<br>
slide11. Application Changes
Instruction changes Application 11<br>
slide12. Application Changes
Instruction changes
Added info about DEED to Wages (Part 2)
FFY19
Wages: Check stubs or a signed, dated statement by your employer (including employer name, address and phone number) stating gross wages.
FFY20
Wages: Check stubs or a signed, dated statement by your employer (including employer name, address and phone number) stating gross wages. EAP may use your SSN to verify wages reported to DEED by your employer. For follow up on unreported wages, please indicate the number of employers each household member had in the past 6 months. Application 12<br>
slide13. Application Changes
Instruction changes
Added info about DEED to Unemployment Compensation (Part 2)
FFY19
Unemployment Compensation: Unemployment weekly benefit printout from www.uimn.org. Click on “Log in to My Account” and log in, go to “View and Maintain My Account,” then “Payment Information,” and enter date range for the last 5 full calendar months.
FFY20
Unemployment Compensation: Unemployment weekly benefit printout from www.uimn.org. Click on “Log in to My Account” and log in, go to “View and Maintain My Account,” then “Payment Information,” and enter date range for the last 5 full calendar months. EAP may verify this income directly with DEED. Application 13<br>
slide14. Application Changes
Instruction changes
Added “and Schedule 1” to Self Employed income type (Part 2)
FFY19
Self Employed, Farm, and Rental Income: The first 2 pages of your most recent IRS-1040 tax return. If you did not file taxes, call your local EAP Service Provider and ask for a Self-Employment Form. Enter the date your business started in the space provided on page two of the application.
FFY20
Self Employed, Farm, and Rental Income: The first 2 pages of your most recent IRS-1040 tax return and Schedule 1. If you did not file taxes, call your Service Provider and ask for a Self-Employment Form. Enter the date your business started in the space provided on page 2 of the application. Application 14<br>
slide15. Application Changes
Instruction changes
Added postmarked language to signature and application deadline info (Part 5)
FFY19
PART 5. Permissions and Signature: Read the permissions carefully. An adult household member, 18 years of age and older or emancipated minor, or the minor head of a household with no adults or emancipated minors must sign the application. Any other person signing the application must be a court appointed guardian or conservator or must have a Power of Attorney (POA) to act on behalf of the household and must submit a copy along with the application. Return the application to your local EAP Service Provider. Your application must be received within 60 days of the date signed. It must be postmarked or received no later than May 31, 2019.
FFY20
PART 5. Permissions and Signature: Read the permissions carefully. An adult household member, 18 years of age and older or emancipated minor, or the minor head of a household with no adults or emancipated minors must sign the application. Any other person signing the application must be a court appointed guardian or conservator or must have a Power of Attorney (POA) to act on behalf of the household and must submit a copy along with the application. Return the application to your Service Provider. Your application must be postmarked or received on or before June 1, 2020. In addition, your application must be postmarked or received within 60 days of the date signed. Application 15<br>
slide16. Application Changes
Instruction changes
Removed authorized representative language (Part 1)
PART 1. Personal Information: Fill in your Social Security Number (SSN), name, current home address, phone number, and contact information. The primary household member must provide a verifiable SSN to process your application. Contact your local EAP Service Provider if no one in your household is able to provide an SSN. You may be able to provide an alternative legal document number.
Authorized Representative: This is someone you give permission, in writing, to act for you for these programs. If you want this person to receive all your EAP mail, write his/her address on the application. Application 16<br>
slide17. Application Changes
Privacy Notice & Your Rights and Responsibilities
Changed language in SSN section to state that all applicants are required to provide SSN, not only primary
FFY19
Why do we collect Social Security Numbers?
…The primary applicant is required to provide his/her verifiable Social Security Number in order to process your application. The Social Security Number of other household members will assist us in processing your application more quickly.
FFY20
Why do we collect Social Security Numbers?
…All applicants (except eligible non-citizens) are required to provide a verifiable Social Security Number in order to process your application.
Added 2020 Census notice
2020 Census
You may receive information about the 2020 Census. Application 17<br>
slide18. Application Changes
Privacy Notice & Your Rights and Responsibilities
Removed turned down from language regarding denials
Changed facts to information
FFY19
To apply again if you get turned down.
You are turned down or receive a denial letter and you think we used the wrong facts to make the decision.
FFY20
To apply again if you get denied.
You receive a denial letter and think we used the wrong information to make the decision. Application 18<br>
slide19. Application Changes
Privacy Notice & Your Rights and Responsibilities
Changed language under bill responsibility
FFY19
You must pay your heating and electric bills. This program will pay only part of your bills. You must pay the rest.
FFY20
This program may pay only part of your heating and electric bills. You are responsible to pay the rest.
Changed “How do you complain” to “How to submit a complaint”
FFY19
How do you complain?
FFY20
How to submit a complaint: Application 19<br>
slide20. Application Changes
Privacy Notice & Your Rights and Responsibilities
Updated physical and web address for MN Dept. of Human Rights
Updated address for US HHS Office of Civil Rights
Added Spanish text to Ask for Assistance Application 20<br>
slide21. Application Changes
EAP Application
Updated Social Security info to include info about non-citizens and use of SSN for collecting DEED wage data (Part 1) Application FFY19 FFY20 21<br>
slide22. Application Changes
EAP Application
Added “non-custodial parents may include their minor children”
Added “required” to Name, SSN, and DOB
Removed “Years of School”
Added “In last 6 months” section to HH member table
Includes Non-wage income, Wages, and Number of Employers
Check income box in eHEAT if either non-wage or wage is indicated
Number of employers will not be recorded in eHEAT Application 22<br>
slide23. Application Changes
EAP Application
Changed question about how many people had income (Part 2)
FFY19
How many people in your household had income in the past 3 months?
FFY20
Has household member(s) income decreased in the past 3 months? Yes No If yes, whose
Removed “for the following sources” from No proof of income required (Part 2) Application 23<br>
slide24. Application Changes
EAP Application
Added “and schedule 1” to self employed language
Changed “If you sign application in:” to “If application signed in:”
Removed “the months of:” from “Send proof of gross income received in:”
Changed “For EAP, your household income cannot be more than these income guidelines for three months:” to “Household income cannot be more than these income guidelines for 3 months: (See instructions for WAP income information)” (Part 2) Application 24<br>
slide25. Application Changes
EAP Application
Added “you pay” to amount paid for rent/mortgage (Part 3)
FFY19
Do you pay for rent or mortgage? Yes No If yes, amount ($): (required)
FFY20
Do you pay for rent or mortgage? Yes No If yes, amount you pay ($): (required)
Added postmarked language to signature section (Part 5)
FFY19
We must receive your application within 60 days of the date you sign it. This application must be postmarked or received no later than May 31, 2019.
FFY20
All applications must be postmarked or received by EAP on or before June 1, 2020.
In addition, your application must be postmarked or received within 60 days of the date you sign it. Application 25<br>
slide26. Access to EAP Application
Commerce will:
Provide SPs version of the app for printing after training
Caution: Do not alter content, including local questions
Post Application Requirements Tool to online Toolkit
Other app versions (Spanish, large print, and fillable) will be on the Commerce website soon (Sept)
SPs will:
Have apps available on their SP website
Make apps accessible to persons with disabilities
Ensure apps are available throughout service areas Application 26<br>
slide27. Mailing Application
Mailing Timeline (Plan)
First Recert applications will be mailed Aug. 19
Pre apps will follow (immediately after Recerts finish) Aug. 24
Queued Blank Apps will be mailed Sept. 20
Mailing Numbers the last 4 FFYs Application 27<br>
slide28. Application Processing Amanuel Asghedom
Minnesota Energy Assistance Program<br>
slide29. Topics
Employee App Submittal (email added)
Business Use of Home (clarified)
Pensions & Retirement income (documentation updated)
Using IRS 1099 to verify Social Security Income (added)
SSDI, SSA, SSI, VA intended vs received amt (clarified)
Self-Employment - Schedule 1 (added)
App received by/postmarked by (clarified)
Post-dated Apps (clarification)
Income Inclusions/Exclusions table (changes/clarifications) Application Processing<br>
slide30. Employee App Submittal (email added) Copies of eligible & ineligible employee apps and supporting documents may be sent by mail to: FFY19: FFY20: Copies of eligible and ineligible employee apps and supporting documents may be sent by secure email to eap.mail@state.mn.us or by mail to: EAP Policy Manual FFY20 Chapter 4 Applications & Application Processing Page 13 Application Processing<br>
slide31. Business Use of Home (clarified) Use of the ‘Business Use of Home’ checkbox in eHEAT is not limited to business or rental use of home. Other situations affecting home energy usage can prompt checking the “Yes”. For example:
Working at home (telecommuting) for an employer. Additional electricity is used and heat is not turned down.
Heating garage or other outbuildings from same meter and/or tank. This may/may not be business related & would not be considered residential energy for home occupants. FFY20: EAP Policy Manual FFY20 Chapter 6 Primary Heat Page 8 Application Processing<br>
slide32. Pension & Retirement income (documentation) Pensions and retirement income that are a fixed amount and provided on a recurring basis require only one month of income documentation within the three (3) months eligibility period or in the month the application was signed. FFY20: EAP Policy Manual FFY20 Chapter 5 Program Eligibility Requirements Page 24 Application Processing<br>
slide33. Social Security / SSI / RSDI / SSDI section addition Prior year Form SSA-1099 can be used as documentation
Determine the number of months benefits were received to calculate the 3 month income FFY20: EAP Policy Manual FFY20 Chapter 5 Program Eligibility Requirements Page 24 Application Processing<br>
slide34. A HH member may receive a benefit amount that is different than the amount awarded/intended. For example:
SSI benefit award letter indicates monthly benefit of $1,500
The benefit amount for the month was reduced to $1,350
The HH indicates their monthly income is $1,350. $150 is being deducted due to overpayment
EAP countable income is $1,500 SSDI, SSA, SSI, VA intended vs received amt (clarified) FFY20: Application Processing<br>
slide35. IRS revised the IRS Form 1040 and added Schedule 1 for additional Income & Adjustments to Income
EAP-relevant line item numbers on IRS Form 1040 – Schedule 1 are the same as those recorded from the IRS Form 1040 in prior years Self-Employment - IRS Form 1040 Schedule 1 (added) FFY20: EAP Policy Manual FFY20 Chapter 5 Program Eligibility Requirements Page 21 Application Processing<br>
slide36. Self-Employment - IRS Form 1040 Schedule 1 Application Processing<br>
slide37. Self-Employment Worksheet (Appendix 5B updated) Application Processing<br>
slide38. 38 Application Processing App date received or postmarked (clarification) We must receive your application within 60 days of the date you sign it. This application must be postmarked or received no later than May 31, 2019 All apps must be postmarked or received by EAP on or before June 1, 2020
In addition, the app must be postmarked or received within 60 days of the date signed FFY19: FFY20: EAP Policy Manual FFY20 Chapter 4 Applications & Application Processing Page 12<br>
slide39. Application Processing Post-dated applications (clarification) Post-dated apps are not acceptable
Signature date is a critical factor for app processing
Info on app must reflect the HH’s actual circumstances at the time the application is signed
HH situation or demographics may change over time FFY20:<br>
slide40. Application Processing Income of temporary 2020 Census employees received directly from the Census Bureau is not counted Income Inclusions & Exclusions Table (updated) EAP Policy Manual FFY20 Chapter 5 Program Eligibility Requirements Page 13<br>
slide41. Application Processing Consumer Directed Community Support (CDCS) wages to a family member is EAP income
Confusion because wages are excluded from federal income tax Income Inclusions & Exclusions Table (updated)<br>
slide42. Contract for deed interest is EAP income and is now treated like dividends, interest, and royalties Application Processing Income Inclusions & Exclusions Table (updated)<br>
slide43. Application Processing Earned income of a person age 19 and below, enrolled in K-12 or in a high school diploma‐granting or equivalency program, is not counted. Income Inclusions & Exclusions Table (updated)<br>
slide44. Application Processing Gambling income is not counted, except when the HH indicates it as self-employment income. Income Inclusions & Exclusions Table (updated)<br>
slide45. SSN Policy Changes Shamiere Bridgeford
Minnesota Energy Assistance Program<br>
slide46. Topics
Why Social Security Number (SSN) policies changed
Changes in FFY20 EAP Policy Manual
New FFY20 Appendices
Ineligible non-citizens reminders SSN Policy Changes 46<br>
slide47. SSN Policy Changes Why SSN policies changed
Refer to eHEAT Next Gen and Identity and Income presentations for details
Federal statute requires Commerce to verify identity
eHEAT Next Gen
Preparation for eHEAT Next Gen implementation
Requiring SSNs from all HH member in FFY20
Eases the FFY21 app processing burden via batch processing<br>
slide48. SSN Policy Changes Changes in FFY20 EAP Policy Manual
In Ch. 5 – Program Eligibility Requirements changes
SSN section: extensive changes
Documentation to Determine Eligible Non-Citizen Status: new section
SSN Exceptions section: renamed and info added
Ineligible Non-Citizens section: minor edits to reflect new SSN policy<br>
slide49. SSN Policy Changes Changes in FFY20 EAP Policy Manual
Changes to Social Security Number (SSN) section
SSNs required for all applicants unless they are:
Applying as an eligible non-citizen – refer to Appendix 5H
Alien Lawfully Admitted for Permanent Residence
Asylee
Refugee
Alien Paroled Into the U.S. for at Least One Year
Alien Whose Deportation or Removal Was Withheld
Alien Granted Conditional Entry
Cuban/Haitian Entrant
Alien Who Has Been Battered or Subjected to Extreme Cruelty
Minnesota Safe at Home program participants
Religious objectors without an SSN
Children under one year old<br>
slide50. SSN Policy Changes Changes in FFY20 EAP Policy Manual
Changes to SSN section, cont.
Eligible non-citizens may apply without an SSN
They must provide documentation of their immigration status
Eligible non-citizen status types and valid documentation are outlined in new Documentation to Determine Eligible Non-Citizen Status section<br>
slide51. SSN Policy Changes Changes in FFY20 EAP Policy Manual
Changes to SSN section, cont.
Apps from HHs with mix of eligible and non-eligible members
Apps may be processed
SPs must follow the procedures in Ineligible Non-Citizens section<br>
slide52. SSN Policy Changes Changes in FFY20 EAP Policy Manual
Documentation to Determine Eligible Non-citizen Status
New section
Details eligible non-citizen status types and valid documentation applicants must provide
This information also in new Appendix 5H - Documentation to Determine Eligible Non-Citizen Status<br>
slide53. SSN Policy Changes Changes in FFY20 EAP Policy Manual
SSN Exceptions
Renamed section
Details acceptable documentation & what to enter in eHEAT for EAP-eligible individuals without an SSN
This info also in renamed Appendix 5F - eHEAT Entry for SSN Exceptions<br>
slide54. SSN Policy Changes New FFY20 Appendices
Appendix 5H - Documentation to Determine Eligible Non-Citizen Status
Details eligible non-citizen status types & valid documentation applicants must provide
Appendix 5F - eHEAT Entry for SSN Exceptions
Details valid documentation & what to enter in eHEAT for EAP-eligible individuals without an SSN<br>
slide55. SSN Policy Changes Ineligible non-citizens reminders
Only minor changes in this section
Mostly same as implemented in FFY19
Want to ensure all EAP-eligible non-citizens & citizens, including children residing with ineligible non-citizens, are not discouraged/denied enrollment
If App has ineligible non-citizen HH member(s), their income is counted but they are not counted as a HH member<br>
slide56. SSN Policy Changes Ineligible Non-Citizens reminders
Examples of handling HHs with ineligible non-citizens
At least 1 adult is an eligible person in HH with other eligible or ineligible non-citizens
Ensure primary applicant is an eligible person
Mark ineligible non-citizen HH members “inactive” in eHEAT so they are not counted in HH member size
Calculate 3-month income from all sources (both eligible and ineligible non-citizens); record in eHEAT in ‘Total Household Income’
Make eHEAT notes about the ineligible non-citizen status<br>
slide57. SSN Policy Changes Ineligible Non-Citizens reminders
Examples of handling HHs with ineligible non-citizens
All ineligible non-citizens adults with eligible child(ren)
App should be signed by adult applicant on behalf of eligible child(ren)
Mark ineligible non-citizen HH members “inactive” in eHEAT so they are not counted in the HH member size
Calculate 3-month income from all sources (both eligible and ineligible non-citizens); record in eHEAT in ‘Total Household Income’
Make eHEAT notes about the ineligible non-citizen status<br>
slide58. SSN Policy Changes Ineligible Non-Citizens reminders
Examples of handling HHs with ineligible non-citizens
No HH member can document citizenship or eligible non-citizen status
Deny App with “Insufficient Information” eHEAT denial reason
“Insufficient Information” denial may prompt HH to contact SP, providing an opportunity for additional clarity on the denial basis<br>