reglab/statecodes huggingface dataset:
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 4 - Client Application Process › Rule 18-24-4.4 - After Submitting Application

Current through June 25, 2024
A. Once application
				is initiated, the client's application status must change to -Waiting on
				Approval' within ten (10) business days. Then the application must be acted
				upon and changed to -Approved' or -Denied' within two (2) business
				days.
B. Subgrantee's cancellation
				of applications approved in error, must occur within twenty-four (24) hours
				after application has been approved.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 4 - Client Application Process › Rule 18-24-4.5 - Notices from Subgrantee to Applicant

Current through June 25, 2024
A. Notification of
				an appointment for services must be in writing, (mailed, emailed, or given to
				applicant in the office) within fifteen (15) business days of the submission of
				a preapplication. If the applicant is elderly, disabled, or a family with small
				children (ages 0 to 5), the first appointment must be within thirty (30) days.
				Non-elderly or disabled clients must be given an appointment date within
				forty-five (45) business days.
1. The
				notification must include the following:
a.
				Name, address, phone number and email address of Subgrantee office
b. Date and time of appointment
c. Eligibility information needed, as listed
				in Chapter 5.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 4 - Client Application Process › Rule 18-24-4.6 - Non-Availability of Funds/ Waitlist

Current through June 25, 2024
A. If the
				Subgrantee has run out of LIHEAP funds, the application must still be taken and
				denied. This must be done because of the federal reporting requirement, to
				count all applicants, as part of the LIHEAP Household Report. Applicant's name
				must be placed on a waiting list. As soon as funding is available, the
				applicants on the waiting list must be given an appointment before any other
				appointments are given. If denied, the applicant should be referred to other
				local organizations that may be able to assist. All referrals must be
				documented in Virtual ROMA.
B.
				Under no circumstance should an applicant not be allowed to apply because
				LIHEAP funds are not available.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-24-5.1 - Eligibility Requirements

Current through June 25, 2024
An applicant must meet the following requirements to receive
				  a LIHEAP benefit:
A. Have an
				obligation to pay an energy bill directly to a utility company, in subsidized
				housing where energy cost is billed separate from rent, or can provide evidence
				from landlord stating utility is an undesignated portion of rent;
B. Be a U.S. citizen or have legal permanent
				resident status;
C. Have income at
				or below the 60% state median income guidelines; and
D. Be eighteen (18) years of age or older or
				an emancipated minor (through court action) who is head of household.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-24-5.2 - Residency

Current through June 25, 2024
An applicant must be a resident of the State of Mississippi
				  and reside in the LIHEAP service area at the time the energy costs were
				  incurred. The applicant must apply for services in the county in which they
				  live. Homeless households may apply for services if they are trying to
				  establish utility services.
A. An
				applicant must give a street address to include a house/route number and street
				name, city, state, and zip code.
B.
				LIHEAP services cannot be provided to temporary residents defined as:
1) Household traveling through the
				state;
2) Household on
				vacation;
3) Household visiting
				someone; or
4) Residents of
				institutions, dormitories, fraternity or sorority houses, or boarding
				homes.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-24-5.3 - Immigration Status

Current through June 25, 2024
A. If the head of
				household is undocumented, the application shall not be denied for the entire
				household. The head of household should not be included in determining
				household size, but their income must be included.
B. If an individual within a household is
				undocumented, and does not disclose citizenship or establish satisfactory
				immigration status, ineligibility exists for the individual but not the entire
				household. This individual is considered a "NonApplicant" and should not be
				questioned about his/her citizenship/alien status. However, the individual must
				disclose and verify income and other information needed to establish the
				eligibility of the household. The income of this individual will be included in
				determining the household's total income; however this individual will not be
				counted in determining household size.
C. Eligibility cannot be determined when a
				"Non-Applicant" fails to disclose income, therefore, the application should be
				denied for the entire household.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-24-5.4 - Renters

Current through June 25, 2024
The State of Mississippi treats homeowners and renters
				  equitably under the LIHEAP program. Eligibility requirements are the same for a
				  renter as with a homeowner
A. The
				renter must provide either a copy of their lease agreement or the Landlord
				Verification Form from the landlord detailing the heating/cooling arrangement
				with the renter. The lease agreement/Landlord Verification Form must include
				the amount of the utility cost as part of rent. This is the amount to be paid
				by LIHEAP to the energy vendor.
B.
				If the lease agreement/verification form does not include an amount, the LIHEAP
				program will pay $100 per intake until the amount of the benefit matrix has
				been met.
C. The landlord must
				agree to decrease the amount of the rent in the amount of the LIHEAP payment
				for the month after the LIHEAP payment has been made.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-24-5.5 - Roomer/Boarders

Current through June 25, 2024
Roomer/boarder is individual who is not a related household
				  member and is paying an unrelated landlord to reside in their residence. The
				  roomer/boarder must obtain written verification from the landlord if the energy
				  cost is separate from the charge for room/board
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-24-5.6 - Live-In Attendant

Current through June 25, 2024
A live-in attendant should not be counted as a household
				  member. The income of a live-in attendant will not count against an applicant
				  applying for services when the live-in attendant is in the home solely for the
				  applicant to be able to stay in their home.
A. Documentation must be provided along with
				a signed and notarized affidavit.
B. In cases where the caretaker is the head
				of household and the person requiring care moves in, then the person requiring
				care should not be counted as a household member. Documentation must be
				provided along with a signed and notarized affidavit.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-24-5.7 - Employee Familial and /or Personal Interest Applicants

Current through June 25, 2024
Any employee, relative or persona] interest cases of
				  employees or board members, may apply for and receive assistance. However,
				  there are policies and procedures for taking and processing these applications.
				  No preferential treatment shall be granted to these applicants.
A. An employee of a Subgrantee cannot
				complete the intake or be involved in the approval process of a relative. In
				this occurrence, the caseworker should immediately recuse oneself from any
				involvement with the case.
B. The
				Program Director/Supervisor is responsible for delegating the processing of
				applications for employees, relatives of employees or personal interest cases
				and for submitting the case to the Executive Director for review and
				authorization of the approval or denial. The Executive Director is responsible
				for delegating the processing of Program Directors/Supervisors and/or their
				relatives requesting assistance. The Executive Director is responsible for
				approving the applications of the Program Directors/Supervisors or their
				relatives.
C. The relatives for
				whom the special procedures must be used, include: employee's spouse/ex-spouse,
				parent(s), stepparent(s), grandparent(s), great and great-great grandparent(s),
				brother(s) and sister(s), stepbrothers) and stepsister(s), half-brother(s) and
				half-sister(s), children, stepchildren, grandchildren, great and great-great
				grandchildren, aunt(s), uncle(s), nicce(s), ncphcw(s), first and second
				cousin(s), or these relatives of an employee's spouse who are related to this
				degree of marriage.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-24-5.8 - Eligibility Documentation

Current through June 25, 2024
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:
a. Driver's license
b. State-issued l.D.
c. U.S. Passport
d. U.S. Military I.D.
e. Employment I.D.
f. College/School I.D.
g. Tribal I.D.
h. Alien: Photo I.D. plus Alien
				Registration/Permanent Resident Card
i. Temporary Resident Card
j. Voter Registration I.D. with
				photo
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-24-5.9 - Authorization of Release of Information

Current through June 25, 2024
Applicant should sign the 'Authorization of Release of
				  Information Form' (Form ARF-001) annually to authorize the energy vcndor(s) to
				  release household energy usage and billing data to the subgrantee for purposes
				  of reporting this data in the LIHEAP Performance Measures Report required by
				  the Department of Health and Human Services. LIHEAP benefits cannot be denied
				  to the applicant for refusal to sign this form.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-24-5.10 - Affidavits

Current through June 25, 2024
Affidavits are written declarations made under oath before a
				  notary public or other authorized officer. They are valid for thirty (30) days.
				  Affidavits may be obtained for the following reasons:
A.
Authorized Representative
				applying for services on behalf of an applicant
: The
				representative must have an affidavit giving authority to act on behalf of the
				applicant. Original copies of documents required for eligibility must be
				presented. If the representative has a Power of Attorney, an affidavit is not
				required. The Power of Attorney must be scanned into Virtual ROMA.
B.
Separation
: The
				State of Mississippi does not recognize legal separation. Applicant must obtain
				an affidavit which declares separation from the spouse.
C.
Zero income
				household
: Applicant must obtain an affidavit when they declare
				zero income.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-24-5.11 - Income Eligibility and Calculations

Current through June 25, 2024
A. Income is
				money received on a regular and recurring basis by any household member. Income
				may be earned or unearned.
B. A
				household's total gross income shall be used to determine eligibility. The
				total gross income received for the thirty (30) days prior to application date
				must be verified.
C. Countable
				Income is income (earned or unearned) that must be included when determining
				eligibility for LIHEAP. The following types of income shall be used:
1) Salaries and wages, including overtime,
				tips, bonuses, commission, and 13 thcheck;
2) Self-employment income;
3) Contract income;
4) Unemployment insurance;
5) Social Security benefits (including
				Medicare deduction);
6)
				SSI;
7) SSDI;
8) Retirement benefits;
9) Alimony;
10) VA benefits;
11) Workers Compensation;
12) Private Disability (Short/Long Term
				Disability);
13) Money given to
				household; and
14) Any income
				whereas a W2 or 1099 is not received or otherwise
				documented.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-24-5.12 - Threatening Behavior

Current through June 25, 2024
A. Any applicant
				who engages in the use of aggressive or disruptive language against a
				subgrantee agency, subgrantee staff, subgrantee contractor, or state/federal
				staff shall be prohibited from receiving services for one year from the date of
				the incident, for the first offense.
B. Any subsequent threats or disruptive
				behavior will permanently disqualify the client from receiving
				services.
C. When a threat or
				occurrence of physical contact is made against a subgrantee agency, subgrantee
				staff, subgrantee contractor, or state/federal staff, that staff person must
				complete an incident report and submit it to the subgrantee's Executive
				Director.
D. Any kind of physical
				contact or threats with firearms or weapons will disqualify applicant or
				household from services permanently. During such incident, the subgrantee's
				Executive Director must contact local authorities and file a police report. A
				copy of the report and detailed account of the incident must be kept in the
				client's file, scanned into Virtual ROMA, and a copy must be submitted to the
				Director of Division of Community Services.
45 CFR
				  98.20; Miss. Code Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-24-6.1 - Appointments

Current through June 25, 2024
A. Applicants should be seen by appointment.
				Appointments must be given on a first-come, first-served basis, except in the
				case of emergencies (as listed in Section 6.10) when subgrantees must comply
				with the 18-48 hour rule, or when a non-availability of funds waitlist opens
				up.
B. Applicants arriving within
				15 minutes of appointment time shall be seen according to their scheduled
				appointment. Applicants who arrive later than 15 minutes for a scheduled
				appointment may have to wait to be seen depending on the time of next scheduled
				appointment; or be rescheduled for the next available appointment if they
				cannot be worked into schedule for that day. Subgrantee should make every
				effort to see the applicant that day if possible.
C. If the subgrantee has a no-show or a
				cancellation after the 15-minute grace period, applicants waiting for their
				appointments shall be seen immediately. Subgrantee may then re-arrange schedule
				to accommodate other applicants.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-24-6.2 - Walk-ins

Current through June 25, 2024
A. Applicants should schedule an appointment
				for services. Walk-ins are discouraged unless in the case of emergencies.
				Emergencies must be verified by the applicant.
B. An applicant shall not be denied an
				appointment because of inappropriate attire.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-24-6.3 - Transfers

Current through June 25, 2024
A. There are two types of client transfers:
1. Intra-agency transfers occur when a
				client's file is reassigned within an agency. The person with Virtual ROMA
				agency administration rights is able to make the reassignment internally
				without DCS intervention.
2.
				Inter-agency transfers occur when clients require services but the agency that
				last provided services does not provide the requested service. For instance, a
				client may seek weatherization services from an agency that only administers
				CSBG/LIHEAP. The requesting agency must contact the point of contact of the
				agency that has ownership to release the file. The agency that has ownership of
				the client's record must authorize release of the client to the requesting
				agency via "Concerns" in Virtual ROMA.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-24-6.4 - Virtual ROMA

Current through June 25, 2024
LIHEAP subgrantees shall be Virtual ROMA compliant. This
				  compliance includes, but is not limited to:
A. Every user of the Virtual ROMA system must
				be registered upon authorization by the subgrantee Executive
				Director.
B. Users must agree to
				the terms and conditions of the use of Virtual ROMA by signing the
				-Confidentiality Statement" and returning to DCS.
C. Users are prohibited from sharing user IDs
				and passwords.
D. Users are
				prohibited from scheduling client appointments outside of Virtual ROMA, except
				in the case of disasters. The subgrantee's Executive Director shall request in
				writing and receive approval from DCS in this case.
E. Subgrantees must ensure that every
				application for service originates through Virtual ROMA. In the event Virtual
				ROMA is not available, such as natural disaster, system outage, etc., upon
				approval by DCS Director, paper applications may be taken. The paper
				applications shall be entered in Virtual ROMA within two (2) business days of
				system availability.
F. Subgrantees
				generate the electronic GET/PUT files weekly to submit claim forms.
G. Subrantees reconcile the payment reports
				between the fiscal and program units prior to payment. The reconciliation
				process between outstanding applications in -Approved' and -Pending Payment'
				statuses must be done after the GET and PUT files have been created.
H. Subgrantees must adhere to equipment and
				software specifications to operate Virtual ROMA effectively.
I. Subgrantees must ensure that personnel
				with application approval rights thoroughly review applications prior to
				approval to minimize errors.
J.
				Subgrantees must inactivate, within 24 hours, any user(s) who through
				termination, resignation, job reassignment, or other reasons user is no longer
				with agency.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-24-6.5 - Household Benefit

Current through June 25, 2024
A. Subgrantees
				should pay the amount of the bill. Past due amounts, late fees and reconnect
				fees may be paid.
B. Propane
				households should receive benefits in the amount of 100 gallons plus any
				applicable fees, per request up to the benefit matrix amount.
C. Pre-pay account clients should receive
				benefits in the amount of the average monthly amount (as stated on
				printout/portal) plus any past due amount up to the benefit matrix
				amount.
D. Subgrantees may use
				vendor portals when possible to verify the amount of the bill(s).
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-24-6.6 - Fees and Deposits

Current through June 25, 2024
A. Reconnect fees
				or late fees resulting from a client's inability to pay can be paid from LIHEAP
				funds. The Subgrantee should advocate with energy vendors to ask for waivers of
				these fees.
B. As part of the
				client's consumer education/energy conservation sessions, the case worker
				should communicate the importance of making timely payments or requesting
				extensions with energy vendors to avoid such fees.
C. If reconnect fees or late fees are
				incurred because of the subgrantee's negligence or failure to make timely
				payments, these fees cannot be paid from LIHEAP funds. They must be paid from
				non-federal funds.
D. Deposits may
				be paid more than once, depending on the household situation, such as emergency
				or life-threatening situations, as described in section 6.10. If a household
				has requested more than four (4) deposits, Subgrantee should refer household
				for case management to stabilize the household.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-24-6.7 - Client Confidentiality

Current through June 25, 2024
A. MDHS and its
				subgrantees are responsible for protecting the confidentiality of client
				information.
B. Subgrantees must
				maintain client files under lock and key.
C. Client appointments should be conducted in
				areas where the conversation cannot be overheard by others.
D. Subgrantee staff should not discuss client
				confidential information with other staff unless to coordinate or proceed with
				client services.
E. Even though the
				Virtual ROMA system has a screen for all users to agree to confidentiality
				before entering client data, each subgrantee staff member is required to sign a
				-Confidentiality Statement' and submit to DCS prior to being granted access to
				the Virtual ROMA system.
F. Client
				information should only be discussed with other service organizations/partners
				when referring households for additional services.
G. The client must sign the -Authorization of
				Release of Information Form' (Form ARF 001) in order for the subgrantee to
				refer the household for other services.
The only exception to the confidentiality requirement is if a
				  client or household member discloses potential domestic abuse, child
				  abuse/neglect, elderly abuse/neglect, or disabled abuse/neglect; the
				  information must be reported to the proper authorities, regardless of the
				  consent of the client.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-24-6.8 - LIHEAP Benefit Matrix

Current through June 25, 2024
A. The LIHEAP Act
				stipulates that households with the highest energy costs and needs receive the
				greatest benefit. LIHEAP benefits are paid based on household income, size of
				household, energy type, and main heating fuel source. LIHEAP benefits shall not
				exceed $1500 per program year for a household. See Benefit Matrix
				Attachment.
B. Subgrantees should
				be careful during the intake process to select the appropriate energy type when
				asking applicants about their main heating fuel. The main heating fuel is not
				what bill the applicant is seeking to be paid, but it is how the applicant
				primarily heats the home. The main heating fuel must not be changed unless the
				household moves. Also, if a mistake was made by the Subgrantee or client, the
				main heating fuel can be changed at the beginning of the next program year,
				once approval has been granted by DCS.
C. A client cannot exceed their cap by energy
				type. For example, if the propane bill is $900 and the overall cap is $1200,
				the agency cannot pay in excess of the propane limit of $800 even if client has
				not reached the overall cap of $1200.
1)
				Example: If a client has annual household income of $14,500 and their household
				size is one (1), their maximum LIHEAP benefit for the program year of 2018 is
				$1,100. Depending on how they heat their home the benefit caps by energy type
				follows:
i. Propane: $600
ii. Electric: $500 or $1,100 (for total
				electric households)
iii. Natural
				Gas: $500
iv. Wood: $240
v. The benefit amounts are recalculated as
				income changes if client returns for additional assistance during the program
				year.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-24-6.9 - Priority Population Procedures

Current through June 25, 2024
A. Elderly and
				disabled households on fixed incomes will be certified for one year if no other
				household members with earned income exist.
B. Subgrantees shall send appointment notice
				to elderly and disabled households in December to be seen in January, because
				new Social Security and SSI income letters will be received. Should further
				assistance be needed during the year, the client will only need to submit the
				energy bill. A new application is not needed. Subgrantees should allocate the
				amount of the bill for payment.
C.
				The process by which appointments are given shall be determined by the
				subgrantee, (i.e. mornings, days of the week, caseworker to be assigned to this
				population, etc.). If a client is physically disabled and cannot come to the
				subgrantee, a caseworker can conduct a home visit to take the application, or
				the client can authorize someone to make an application on their
				behalf.
D. If the client misses the
				appointment, no further benefits can be given until client comes in for another
				appointment to have eligibility determined.
E. The client should be advised at the time
				of appointment and each subsequent recertification of the responsibility to
				report household changes within ten (10) days. Changes can be reported by mail,
				phone call, email, or office visit. Subgrantee should schedule an appointment
				for recertification within thirty (30) days of the reported change.
F. All contact with the client must be
				documented in Virtual ROMA. Changes may include, but arc not limited to:
1) Increase or decrease in household
				members,
2) Increase or decrease in
				household income, or
3) Household
				moved
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-24-6.10 - Crisis and Emergency Services

Current through June 25, 2024
Mississippi offers a year-round crisis assistance component
				  of LIHEAP, entitled the Energy Crisis Intervention Program (ECIP), which
				  provides assistance to low-income households who have encountered a crisis
				  situation within the last 30 days.
A.
				Life Threatening Crisis- Eligible households with a life-threatening energy
				crisis must have the crisis relieved within 18 hours of an approved
				application. Resolution of a lifethreatening crisis may include, but is not
				limited to: arranging for an immediate supply of fuel, securing a payment
				arrangement with the energy vendor, pledging the amount of bill to prevent
				shutoff or to restore service, purchase of heating/cooling equipment, etc. The
				following are considered life threatening:
1)
				Disaster (fire, gas leak, etc.),
2)
				Person(s) on life support or medical devices that require
				electricity,
3) Domestic violence,
				and/or
4) Elderly/disabled or child
				abuse/neglect.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 7 - Vendor Requirements › Rule 18-24-7.1 - Vendor Agreements

Current through June 25, 2024
A. Subgrantees must
				secure vendor agreements from energy vendors who receive energy payments on
				behalf of clients. New vendor agreements must be obtained if terms change or by
				MDHS requirement.
B. Vendor
				Agreements and W-9 forms from each vendor must be on file at the subgrantee's
				main office and available for review upon request during each monitoring
				visit.
C. Subrantees must maintain
				original vendor agreements indefinitely.
D. Vendor agreements are not needed for
				equipment purchases such as air conditioners, heaters, etc.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 7 - Vendor Requirements › Rule 18-24-7.2 - Vendor Refunds

Current through June 25, 2024
A. Vendor payments
				refunded to a subgrantee may occur as a result of a household moving, closing
				an account, other household circumstances, or instances of error or
				fraud.
B. Accurate accounting of
				vendor refunds requires subgrantees and energy vendors to coordinate
				carefully.
C. Subgrantees must
				inform energy vendors to send the refund checks to the agency that submitted
				the payment on behalf of the household.
D. If the refund is for a deposit, the vendor
				can utilize the funds to offset the final bill. However, if there is an
				overage, the funds must be returned to the subgrantee.
E. The following information must be
				submitted with each refund check, even if the refund check is for more than one
				household:
1) Household's name (name on the
				account)
2) Address
3) Account number
4) Amount of household refund
5) Year credit occurred
6) Date of payment on account
7) Reason for refund
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 7 - Vendor Requirements › Rule 18-24-7.3 - Vendor Payments

Current through June 25, 2024
Subgrantees must make payments on client accounts to vendors
				  within twenty (20) business days of application approval. Failure to comply
				  will result in a DCS request for Program Integrity to conduct an additional
				  monitoring visit which may result in questioned cost.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 8 - Program Compliance › Rule 18-24-8.1 - Reporting and Accountability

Current through June 25, 2024
A. LIHEAP Household
				Report information collection is conducted in accordance with the Low-Income
				Home Energy Assistance Program (LIHEAP) statute (
				Public Law
				97-35, as amended), and
				45 CFR
				96.82. Information received from this
				collection provides data to the Administration and Congress in its oversight of
				grantees' performance in administering the LIHEAP program. The responses to
				this collection are required in order to obtain LIHEAP funding in accordance
				with Section 2605(c) (1) (G) of the LIHEAP statute.
The purposes of the LIHEAP Household Report is to report on
				  the number of households assisted with current federal fiscal year funds and
				  those LIHEAP funds obligated in the prior federal fiscal year, but not expended
				  until the current federal fiscal year.
B. Program Integrity Assessment is part of an
				effort by HHS to ensure that effective preventive controls, fraud detection,
				monitoring, and prosecution systems exist at all levels of the program's
				administration to prevent improper payments, fraud, waste or abuse. Subgrantees
				must specifically address how the plan will address key elements of an
				effective fraud prevention system.
C. LIHEAP Performance Measures report is
				required by The Office of Community Services (OCS) as a part of the LIHEAP
				statute to report to Congress on program impacts annually, to develop
				performance goals, to ensure that benefits are targeted to those households
				with the greatest home energy need, and to assure that timely resources are
				available to households experiencing home energy crises.
OCS published a Federal Register notice on June 6, 2013,
				  announcing their intent to seek authorization to require state LIHEAP grantees
				  to report on several new outcome-based LIHEAP performance measures. OCS is now
				  proposing to collect annual data that will establish four performance
				  indicators of the impact of LIHEAP services on its recipients. The data
				  collected will be synthesized to create the following performance
				  measures:
1) Benefit Targeting Index
				for High Burden Households - measures the extent to which the highest benefits
				are provided to the LIHEAP recipient households with the highest energy burden
				(the percent of gross income spent on utility costs);
2) Energy Burden Reduction Index for High
				Burden Households - measures the extent to which LIHEAP benefits are adequate
				to deliver the same energy burden reduction to high burden recipient households
				as to low and moderate burden recipient households;
3) Prevention of Loss of Home Energy Services
				- the unduplicated count of households where LIHEAP prevented the loss of home
				energy services; and
4) Restoration
				of Home Energy Services - the unduplicated count of households where LIHEAP
				restored home energy services to the client.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 8 - Program Compliance › Rule 18-24-8.2 - Client Complaints/Concerns

Current through June 25, 2024
DCS receives client complaints and concerns from the MDHS
				  Constituent Services unit, and phone calls from clients or other individuals.
				  Subgrantees should follow these steps when responding to DCS:
A. DCS will email the client
				complaint/concern form to the subgrantee's Executive Director and/or Program
				Director.
B. The subgrantee must
				contact client and provide a response and/or resolution to DCS within one (1)
				business day of email.
C. If
				additional time is required to completely resolve the issue, the subgrantee
				must notify DCS of the additional time needed by email within two (2) business
				days.
D. If a client makes a
				complaint at the subgrantee's office, the subgrantee should attempt to resolve
				issues before giving the DCS number to the client.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 8 - Program Compliance › Rule 18-24-8.3 - LIHEAP Household Report

Current through June 25, 2024
The purposes of the LIHEAP Household Report is to report the
				  number of households assisted with current federal fiscal year funds and those
				  LIHEAP funds obligated in the prior federal fiscal year, but not expended until
				  the current federal fiscal year.___This information collection is conducted in
				  accordance with the Low-Income Home Energy Assistance Program (LIHEAP) statute
				  ( Public Law
				  97-35, as amended), and
				  45 CFR
				  96.82. Information received from this
				  collection provides data to the Administration and Congress in its oversight of
				  grantees' performance in administering the LIHEAP program. The responses to
				  this collection are required in order to obtain LIHEAP funding in accordance
				  with Section 2605(c) (1) (G) of the LIHEAP statute.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 8 - Program Compliance › Rule 18-24-8.4 - Program Integrity Assessment

Current through June 25, 2024
The annual assessment is part of an effort by HHS to ensure
				  that effective preventive controls, fraud detection, monitoring, and
				  prosecution systems exist at all levels of the program's administration to
				  prevent improper payments, fraud, waste or abuse. Subgrantees must specifically
				  address how the plan will address key elements of an effective fraud prevention
				  system.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 8 - Program Compliance › Rule 18-24-8.5 - LIHEAP Performance Measures

Current through June 25, 2024
The Office of Community Services (OCS) is required by the
				  LIHEAP statute to report to Congress on program impacts annually, to develop
				  performance goals, to ensure that benefits are targeted to those households
				  with the greatest home energy need, and to assure that timely resources are
				  available to households experiencing home energy crises. OCS published a
				  Federal Register notice on June 6, 2013, announcing their intent to seek
				  authorization to require state LIHEAP grantees to report on several new outcome
				  based LIHEAP performance measures. OCS is now proposing to collect annual data
				  that will establish four performance indicators of the impact of LIHEAP
				  services on its recipients. The data collected will be synthesized to create
				  the following performance measures:
A.
				Benefit Targeting Index for High Burden Households - measures the extent to
				which the highest benefits are provided to the LIHEAP recipient households with
				the highest energy burden (the percent of gross income spent on utility
				costs);
B. Energy Burden Reduction
				Index for High Burden Households - measures the extent to which LIHEAP benefits
				are adequate to deliver the same energy burden reduction to high burden
				recipient households as to low and moderate burden recipient
				households;
C. Prevention of Loss
				of Home Energy Services - the unduplicated count of households where LIHEAP
				prevented the loss of home energy services; and
D. Restoration of Home Energy Services - the
				unduplicated count of households where LIHEAP restored home energy services to
				the client.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 8 - Program Compliance › Rule 18-24-8.6 - Leveraging Report

Current through June 25, 2024
The State of Mississippi shall submit LIHEAP Leveraging
				  Report. Subgrantees are required to report annually on leveraged
				  resources/benefits received to further assist low-income households with
				  energy-related services. Examples of leveraged resources/benefits include but
				  are not limited to: discounts, arrearage forgiveness, deposit waivers,
				  weatherization material donations, and reconnect fee waivers.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 8 - Program Compliance › Rule 18-24-8.7 - Monthly Cost Sheets

Current through June 25, 2024
Subgrantees are required to submit Monthly Cost Sheets to
				  show expenditures by cost category and line items. These forms must be
				  submitted to the Division of Budgets and Accounting, Office of Procurement
				  Services.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 8 - Program Compliance › Rule 18-24-8.8 - Closeouts

Current through June 25, 2024
Please see the -MDHS Subgrant/ Agreement Manual' found at
www.mdhs.ms.gov/subgrantee-manual/
for closeout policy.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 8 - Program Compliance › Rule 18-24-8.9 - Case Files

Current through June 25, 2024
A. Applications and
				supporting documentation for applicants must be kept in individual case files.
				Case files must be filed in alphabetical order according to last name. They
				should always be maintained under lock and key, and housed in the local county
				of residence of the client. Active case files and inactive case files should be
				maintained separately.
B. Case
				files must not contain copies of client personal identity information (PII)
				such as social security cards, birth certificates, photo id, etc. These
				documents must be scanned into Virtual ROMA only and given back to the
				client.
C. Please refer to the MDHS
				Subgrantee Agreement Manual for file retention requirements. However, as a
				general rule, case files must be maintained for three (3) years. If there is a
				documented case of waste, fraud, and abuse, audit findings, or a fair hearing
				was conducted, the file must be maintained for ten (10) years.
D. The following documents must be in a case
				file and scanned into Virtual ROMA:
1) Proof
				of income for all household members;
2) Copy of bill(s) to be paid or portal
				printout from energy vendor;
3)
				Intake Form (signed and dated);
4)
				Authorization of Release of Information form (signed and dated);
5) Client service page (signed and
				dated);
6) Budget sheet;
7) Payment voucher;
8) RFAI form (signed and dated);
9) Notice of Services form; and
10) Notification of Pending Services
				form.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 8 - Program Compliance › Rule 18-24-8.10 - Waste, Fraud, and Abuse

Current through June 25, 2024
The Mississippi Department of Human Services has a zero
				  tolerance for the commission or concealment of acts of waste, fraud and abuse.
				  Allegations of such acts will be investigated and pursued to their logical
				  conclusion, including legal action when warranted.
A. Waste involves the taxpayers not receiving
				a reasonable value for money in connection with any government funded
				activities due to an inappropriate act or omission by players with control over
				or access to government resources.
B. Fraud is a type of illegal act involving
				the obtaining of something of value through willful misrepresentation or a
				false representation of a material fact, whether by words or by conduct, by
				false or misleading allegations, or by concealment of that which should have
				been disclosed, which deceives another so that he acts, or fails to act to his
				detriment.
C. Abuse involves
				behavior that is deficient or improper when compared with behavior that a
				prudent person would consider reasonable and necessary business practice given
				the facts and circumstances. Abuse also includes misuse of authority or
				position for personal financial interests or those of an immediate or close
				family member or business associate.
D. Types of Waste and Abuse include, but are
				not limited to:
1) Employee- Omitting client
				information, ghost clients, charging application fees, former employee having
				access to software, receiving kickback from vendor, etc.
2) Client- Misrepresenting household size or
				income, falsifying application, forging documents needed to complete intake,
				etc.
3) Vendor/Contractor- Charging
				a higher amount than the lowest allowable, doctoring delivery tickets,
				providing financial incentive to staff to overlook unallowable charges, double
				charges, incorrect pricing, etc.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 8 - Program Compliance › Rule 18-24-8.11 - Whistleblower Protection

Current through June 25, 2024
According to Mississippi Code Section
				  25-9-173, et seq. an employer can
				  not dismiss or otherwise adversely affect the compensation or employment status
				  of an employee who testifies or provides information to an investigative
				  body.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 8 - Program Compliance › Rule 18-24-8.12 - Criminal/Illegal Activities

Current through June 25, 2024
A. LIHEAP funds may
				not be used to pay for any criminal acts punishable with fines, fees,
				penalties, and/or imprisonment. An application that is submitted for a bill
				which explicitly states that part of the bill is inclusive of an illegal
				activity such as tampering and other theft for services shall not be approved
				until the tampering fees/penalties are paid.
B. The energy vendor may adjust the bill to
				remove the illegal fees and the Subgrantee can pay the portion that does not
				include such fees and penalties. Further, fees and penalties must be paid prior
				to any LIHEAP funds being obligated on behalf of the client's bill.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022