Rule 18-24-5.8 - Eligibility Documentation Applicants must verify eligibility through the submission of documents. When possible, MDHS and/or the subgrantee will access other documentary evidence in available data bases. However, proof of eligibility requirements is the applicant's responsibility. A document may serve to prove more than one requirement and should not be submitted more than once. The following is a list of acceptable proof for each requirement:
A. Social Security Cards are required for all household members. For newborns (less than 8 weeks old) who do not have a Social Security card, the application can be processed without adding the child but count any income for the child in determining household income. Effective January 1, 2019, subgrantees shall no longer keep copies of Social Security cards and Personal Identifiable Information (PII) documentation in client files. These documents must be scanned into the Virtual ROMA system only and given back to the client.B. Photo Identification Documentation 1) A photo I.D. is required for all household members 18 years of age and over. Acceptable documents include, but are not limited to: h. Alien: Photo I.D. plus Alien Registration/Permanent Resident Cardi. Temporary Resident Cardj. Voter Registration I.D. with photo2) If the photo I.D. is expired, the applicant shall not be denied services. Subgrantee should work with the applicant through case management or referral to obtain a valid I.D.3) For elderly/disabled homebound clients, the photo I.D. can be expired. Please do not take pictures and do not deny the client if a photo I.D. is not available. Caseworkers should update notes to include the visit and state that some form of I.D. was secured. This can be used as a substitute for the required document scan of the photo I.D.C. Energy Bill 1) Applicant must present the energy bill to be paid, or the subgrantee may access vendor portals to obtain the bill.2) Propane clients must obtain a 12-month printout of their account from the company. Also, a quote (on company letterhead or printout) of the price of gas per gallon times the number of gallons (100) plus any applicable fees must be obtained. Example: 100 gallons times $3.00 per gallon = $300.00 plus other fees (list them) $15.00 = $315.00. If the client cannot obtain this information, the agency must contact the propane company to obtain.3) Pre-pay accounts- Caseworker should access the company's portal or website. A copy of the client's account page should pull up. It will state an average bill amount which is an average monthly amount. This average bill amount should be allocated, plus any past due amount. The total amount allocated must not exceed the benefit matrix amount for the client. If an energy company docs not have a portal/website to access this information, the client must obtain a printout from the energy company to state this information. The printout must be scanned into VR2 and tagged to Invoice/Bill for the energy type.4) The bill(s) must be in the name of the head of household or spouse.5) If the bill is in the name of a deceased, incarcerated, divorced, or estranged spouse; subgrantee can pay the bill for the initial application. Subgrantee shall assist the applicant with getting the bill changed into his/her name before any subsequent bills can be paid. In the case of a deceased spouse, the surviving spouse can request the vendor to put "in care of' for subsequent bills.6) If the bill is in the landlord's name and the applicant is responsible for paying the bill directly to a vendor, documentation is needed to verify the tenant's living status. This documentation can be a notarized statement from the landlord or a copy of the lease agreement stating the arrangement. The landlord cannot request services on behalf of tenant/clicnt.7) The bill cannot be paid if it is in the name of a child (under 18), even if the child lives in the household. The applicant is responsible for paying that bill, and the subgrantee can subsequently assist applicant with getting the bill changed into his/her name by advocating with the energy vendor.8) Other miscellaneous charges on the bill that are not energy-related cannot be paid, such as appliance purchases or tampering fees.9) For households that heat with the smaller propane tanks (less than 100 gallon tanks), agency should approve for a minimum of 100 gallons.10) If a household uses part of the residence for self-employment or work-at-home, a prorated bill for residential use must be provided. Only the amount of the residential portion can be paid from LIHEAP funds. Miss. Code Ann. § 43-1-2(4); Miss. Code Ann. § 43-1-4 Revised: May 2022