Eligibility Documentation

Eligibility Documentation. Applicants must verify eligibility through the submission of documents. The following is a list of acceptable proof for each requirement: A. Social Security Cards are required for all household members. Cards must be legible. 1) If the applicant is applying for assistance for the first time and cannot provide a Social Security Card, a printout from the Social Security office is acceptable. 2) The requirement to present a social security card is waived for foster children. The applicant must provide a social security number to apply for services. A letter or some documentation from Child Protective Services (CPS) is needed to verify the social security number. 3) For families where custody has been granted for children and Social Security Card is not available, if a social security number has been verified by another MDHS program or governmental agency documentation can be accepted. For subsequent services a physical card should be presented. The agency can assist in helping apply for card. 4) 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 any income for the child must be counted when determining household income. 5) Subgrantees shall no longer keep copies of Social Security cards and Personal Identifiable Information (PII) documentation in clients’ 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 eighteen (18) years of age and over. Acceptable documents include, but are not limited to: i. Driver’s license ii. State-issued I.D. iii. Passport iv. Military I.D. v. Employment I.D. vi. College/School I.D. vii. Tribal I.D. viii. Alien: Photo I.D. plus Alien Registration/Permanent Resident Card ix. Temporary Resident Card x. Voter Registration I.D. with photo 2) An applicant shall receive services even if an expired photo I.D is presented. However, the picture should be clear. Subgrantee should work with the applicant through case management or referral to obtain a valid I.D. Please do not take pictures of elderly/disabled/homebound clients in lieu of photo I.D. C. Energy Bill 1) Applicants must present the energy bill to be paid, or subgrantee may access vendor portals to obtain the bill. If accessing from portal, make sure full bill is uploaded into Virtual ROMA. 2) The bill(s) must be in the name of the applicant (head of household) or spouse. 3) If the bill is in the name of a deceased, incarcerated, divorced, or estranged spouse, the 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. An “in care of” bill shall be paid if the head of household or spouse’s name is listed on the bill. i. Deceased Head of Household If the applicant dies before the application for services is approved, the application shall be approved if all apply: • All eligibility information received is accurate and meets income guidelines; • The bill is for an outstanding balance, not a deposit, and • There are other household members. This will allow the household to become stable until a new intake can be done to name a new head of household. The agency may assist the new head of household with changing the service into the name of the new head of household and paying any necessary deposits to do so. If the application is for deposit for services, the application should be denied. If the household has another adult member, a new intake must be done to name a new head of household. ii. Deceased Household Member (Spouse) If an applicant spouse dies and the applicant is not listed on bill, the application shall be approved if: 1. Spouse is listed as a household member in Virtual ROMA or; 2. If spouse is not listed as a household member an obituary or death certificate and marriage license is required. 4) 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, a copy of the lease agreement stating the arrangement, or a Landlord Verification form can be completed by the landlord. The landlord cannot request services on behalf of the tenant/client. 5) 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 the applicant with getting the bill changed into his/her name by advocating with the energy vendor.