(Revised 10/00 ML #2629)
In most cases the household already will have a heating assistance application on file and the household data will be in the computer file. Unless something in the basic household data has changed, it is not necessary to make any changes to the computer's file. The following steps should be followed to make emergency payments:
| Step 1: | The "Notice of Action" for Emergency Assistance must be completed. |
| Step 2: | The Reason Code for payments for emergency fuel services will be either 'I' for an emergency payment to a vendor or 'J' for an emergency payment to the customer. |
If the payment is for an old bill incurred prior to October 1 of the current fiscal year, you must request the State Office to generate the payment. See 415-35-35-10.
If it is a portion of the customer's co-payment which is being authorized, the service code should indicate the type of fuel (oil, propane, etc.) which is being purchased.
NOTE: 'Reconnect fees' are NOT the same as 'deposits.' Reconnect fees are generally small non-refundable fees to cover the company's cost of service hook-up. A deposit will be refunded if the customer keeps his bills current and is usually much larger, perhaps as much as an amount equivalent to two months bills. If a reconnect fee is assessed, it is considered an incidental cost (see 415-20-05-05) and therefore may be included in an emergency payment. If it is separately identified, use service code 16 for "hook up" fees.
| Step 3: | Supporting data, such as bills and documentation, must be retained in the county social service board files for any emergency payment authorized, including bills which are generated by the State Office as described in Section 415-35-35. Do NOT send copies of bills to the State Office. |
