EXHIBIT B URRD POLICIES PROCEDURES FY16 UPDATED 5-26-15.PDF

Exhibit B
UTILITY REPAIR REPLACEMENT DEPOSIT
(URRD)
POLICY MANUAL SFY 2016
Effective: July 1, 2015 – June 30, 2016
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Table of Contents
A. Purpose of the Program 3
B. Types of Assistance 3
C. Guidelines for Replacement 3
D. Elements of Eligibility 4
E. Income Guidelines 5
F. Application Form 6
G. Interview Process 6
H. Verification, Documentation 6
And Declaratory Statements
I. Case File 7
J. Crisis Reason 7
K. Persons Included in the Household 7
L. Referrals 7
M. Policy Changes & Clarifications 8
N. Monitoring Process 8
O. Cooperation 8
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A. PURPOSE OF THE PROGRAM
The Utility Repair, Replacement and Deposit Program (URRD) was established
by state law (A.R.S. §46-731) to provide assistance to low income individuals in
crisis situations with deposits for utility services and to make needed repairs
and/or replacements to existing utility related appliances or systems. In January
2007, A.R.S. §46-731 was revised to require abandoned deposits to be
administered by a qualified fuel fund entity.
The Arizona Community Action Association (ACAA) administers this program
through Community Action Agencies and other partners throughout the State.
Utility Repair, Replacement and Deposit assistance may be received only once in
a 12 month period and may not exceed $3,000.00.
B. TYPES OF ASSISTANCE
1. Deposits for Utility Services:
Electric
Gas
Water
Telephone
2. Repairs to existing utility-related appliances or systems.
3. Replacements of existing heating or cooling systems, water heaters,
space heaters and telephone for owners.
NOTE: The applicant must be the owner of the appliance or system to be
repaired and/or replaced. There must be an existing utility related
appliance or system.
C. GUIDELINES FOR REPAIR/REPLACEMENT*
1. Eligible Appliances Ineligible Appliances
Water Heater s Televisions
Cooking Stoves Radios
Microwaves VCRs
Furnaces Hair Dryers
Air Conditioners Blenders
Telephone Water Softeners
Evaporative Coolers Cable TV
Refrigerators Satellite Receivers
Washers/Dryers
*Replacement of appliance(s) must have Energy Efficient Star Rating.
Any appliance repair and/or replacement not listed on the list of
eligible appliances, please contact ACAA at (602) 604-0640.
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2. Criteria for distinguishing between a repair and a replacement
Replacement of utility related appliance shall be limited to instances when
repair costs exceed replacement costs, or when an appliance is found to
be inoperable with repairs. Replacement will only occur when a crisis
has been documented.
3. Ownership and Inspection
Ownership of the appliance or utility system can be determined by:
 Client provides a receipt of purchase, or
 Client signs statement of ownership
Inspection of the needed repair and/or replacement may be completed by
a qualified individual of the agency.
4. Payments
The client must indicate in writing that repairs or replacements have been
made prior to payment to vendor. Contractors shall have procedures in
place to ensure this occurs.
Payment for a repair or replacement should be made after the completion
of work, inspection and receipt of appropriate documentation, such as an
invoice.
D. ELEMENTS OF ELIGIBILITY - URRD
An Eligible Applicant
1. Must be a US citizen or qualified legal resident. The agency must verify
the citizenship and/or immigration status of all applicants.
Citizenship Verification Requirements
Arizona Revised Statute, Section 46-140.01 requires that local governments
verify the identity and citizenship and/or immigration status of persons
applying to receive certain public benefits including the Utility Repair,
Replacement and Deposit Program. Please refer to attached exhibit in
your contract, Verifying Citizenship and Non-Citizenship Legal
Permanent Resident (LPR) Status, which is a list of federally accepted
documents you may use to verify applicant citizenship.
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E. INCOME GUIDELINES
A household’s total gross countable income shall mirror the income
documentation guidelines of the LIHEAP program in the state of Arizona.
2015-16 FEDERAL POVERTY INCOME
GUIDELINES
MONTHLY INCOME
FAMILY SIZE 200% OF POVERTY
1 $1,962
2 $2,655
3 $3,348
4 $4,042
5 $4,735
6 $5,428
7 $6,122
8 $6,815
For Each Additional $693
Household Member Add:
Figures derived from information dated Thursday, January 22, 2015 of the Federal
Register, U.S. Department of Health and Human Services, and Office of the Secretary.
NOTE: Income limits are published annually by the Department of Health and Human
Services in the Federal Register. The Poverty Guideline Chart is updated prior to July
1, of each state fiscal year.
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F. APPLICATION FORM
The Agency will utilize current intake process and resources which may include
but are not limited to the EN005 Application the Home Energy Assistance Fund
Grants Management System (GMS) or DES approved application form.
The original copy of the application will be kept with the client’s file included with
the supporting documentation. The client will be provided with record of
application and receipt of assistance.
Agencies administering the program will complete applications for benefits at
sites that are geographically accessible to all households in the areas to be
served.
Agencies will provide low-income individuals who are physically infirm, the
means to submit an application without leaving their residences.
1. ENOO5 Application, GMS System, or DES approved application form.
2. Proof of ownership of appliance or system, (receipt or client statement is
acceptable).
3. Documentation on EN005 application and verification of crisis reason in
client file.
G. INTERVIEW PROCESS
Agencies are responsible for the application process. This includes but is not
limited to:
1. Client Interview
2. Application Completion
3. Documentation
4. Verification
5. Checking for prior URRD assistance within the service area
6. Eligibility Determination.
H. VERIFICATION, DOCUMENTATION AND DECLARATORY STATEMENTS
Each decision of eligibility or ineligibility for URRD benefits must be supported by
facts in the applicant's case file. Verification, documentation, and declaratory
statements are crucial in completing an application. It allows the worker to collect
and support all pertinent information and statements regarding the eligibility of the
application.
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I. CASE FILE
URRD applications are not submitted to ACAA - however the applicant’s case
file must be maintained at the community agency. The case file must contain the
following:
1. A copy of the application for benefits.
2. A copy of income verification for the last 30 days including the date of
application.
3. Copies of all household members' identification, social security cards, birth
certificates or documentation.
4. Proof of ownership of appliance or system, (receipt or client statement is
acceptable).
5. Crisis reason must be documented on application and documentation
supporting the crisis reason, as outlined in section J. Household must meet
one of the crisis reasons to be eligible.
6. Copies of all documentation used to verify applicant’s citizenship or
immigration status. Permanent Resident Cards must be photo copied
front and back.
7. Client statement indicating in writing that repairs or replacements have
been made and/or completed.
J. CRISIS REASON
A crisis is defined as a situation in which the household has or is experiencing:
 A loss or reduction of income or public assistance benefits or delay in
receiving public assistance benefits;
 An unexpected and unplanned expense that caused lack of resources;
 A condition that endangers the health and safety of the household.
K. PERSONS INCLUDED IN THE HOUSEHOLD
A household is defined as an individual/group of individuals who occupy a single-
family dwelling for whom energy is purchased in common. All persons living in
the household must be included when completing the application:
Boarders are one or more persons living in the same house paying rent to the
owner of the home who also lives in the house or one who lives and pays rent in
a commercial boarding house. Income of the owner of the home or other
boarders is not counted.
Note: Roommates are defined as one or more persons living in the same house
paying rent to the landlord outside of the home. This should not be confused
with boarders as all income for roommates is counted.
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L. REFERRALS
When the emergent need includes assistance that cannot be provided through
URRD the provider or contracted agencies must provide information about other
resources and/or referral to other agencies. Documentation indicating the name
of the agencies where the client was referred must be included in the client’s
case file.
M. POLICY CHANGES & CLARIFICATIONS
Revisions to any policies and procedures will be reviewed and approved by the
Program Manager. All revisions will be sent to intake agencies to update their
manuals. It will be the workers’ responsibility to update their copy of the URRD
Manual as revisions are received. Issues regarding policy and/or procedures
must be submitted in writing.
N. MONITORING PROCESS
ACAA will be responsible for ensuring that URRD policy and procedures are
being followed. ACAA will conduct application and case file reviews during
monitoring visits. Any ineligible payments as a result of the monitoring process
will be reimbursed to ACAA.
O. COOPERATION
Applicants must cooperate in all aspects of the application process. Applicants
must complete and sign an application which includes providing requested
information or verification. If the applicant refuses, the application will be denied.
The CAP agency will describe the lack of cooperation in the comment section of
the application.
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