Arkansas Administrative Code
Agency 016 - DEPARTMENT OF HUMAN SERVICES
Division 20 - Division of County Operations
Rule 016.20.13-003 - Low Income Home Energy Assistance Program (LIHEAP) State Plan FY 2014
Current through Register Vol. 49, No. 9, September, 2024
ATTACHMENT 3 LOW INCOME HOME ENERGY ASSISTANCE PROGRAM (LIHEAP)
THE PAPERWORK REDUCTION ACT OF 1995 (Pub. L. 104-13)
Use of this model plan is optional. However, the information requested is required in order to receive a Low Income Home Energy Assistance Program (LIHEAP) grant io years in which the grantee is not permitted to file an abbreviated plan. Public reporting burden for this collection of information is estimated to average 1 hour per response, including the time for reviewing instructions, gathering and maintaining the data needed, and reviewing the collection of information. An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid 0MB control number.
(1) use the funds available under this title to-
(2) make payments under this title only with respect to-
(3) conduct outreach activities designed to assure that eligible households, especially households with elderly individuals or disabled individuals, or both, and households with high home energy burdens, are made aware of the assistance available under this title, and any similar energy-related assistance available under subtitle B of title VI (relating to community services block grant program) or under any other provision of law which carries out programs which were administered under the Economic Opportunity Act of 1964 before the date of the enactment of this Act;
(4) coordinate its activities under this title with similar and related programs administered by the Federal Government and such State, particularly low-income energy-related programs under subtitle B of title VI (relating to community services block grant program), under the supplemental security income program, under part A of title IV of the Social Security Act, under title XX of the Social Security Act, under the low-income weatherization assistance program under title IV of the Energy Conservation and Production Act, or under any other provision of law which carries out programs which were administered under the Economic Opportunity Act of 1964 before the date of the enactment of this Act;
(5) provide, in a timely manner, that the highest level of assistance will be furnished to those households which have the lowest incomes and the highest energy costs or needs in relation to income, taking into account family size, except that the State may not differentiate in implementing this section between the households described in clauses 2(A) and 2(B) of this subsection;
(6) to the extent it is necessary to designate local administrative agencies in order to carry out the purposes of this title, to give special consideration, in the designation of such agencies, to any local public or private nonprofit agency which was receiving Federal funds under any low-income energy assistance program or weatherization program under the Economic Opportunity Act of 1964 or any other provision of law on the day before the date of the enactment of this Act, except that-
(7) if the State chooses to pay home energy suppliers directly, establish procedures to -
(8) provide assurances that,
(9) provide that-
(10) provide that such fiscal control and fund accounting procedures will be established as may be necessary to assure the proper disbursal of and accounting for Federal flinds paid to the State under this title, including procedures for monitoring the assistance provided under this title, and provide that the State will comply with the provisions of chapter 75 of tide 31, United States Code (commonly known as the "Single Audit Act");
(11) permit and cooperate with Federal investigations undertaken in accordance with section 2608;
(12) provide for timely and meaningflil public participation in the development of the plan described in subsection (c);
(13) provide an opportunity for a fair administrative hearing to individuals whose claims for assistance under the plan described in subsection (c) are denied or are not acted upon with reasonable promptness; and
(14) cooperate with the Secretary with respect to data collecting and reporting under section 2610.
(15) * beginning in fiscal year 1992, provide, in addition to such services as may be offered by State Departments of Public Welfare at the local level, outreach and intake flinctions for crisis situations and heating and cooling assistance that is administered by additional State and local governmental entities or community-based organizations (such as community action agencies, area agencies on aging and not-for-profit neighborhood-based organizations), and in States where such organizations do not administer functions as of September 30, 1991, preference in awarding grants or contracts for intake services shall be provided to those agencies that administer the low-income weatherization or energy crisis intervention programs.
* This assurance is applicable only to States, and to territories whose annual regular LIHEAP allotments exceed $200,000. Neither territories with annual allotments of $200,000 or less nor Indian tribes/tribal organizations are subject to Assurance 15.
(16) use up to 5 percent of such flinds, at its option, to provide services that encourage and enable households to reduce their home energy needs and thereby the need for energy assistance, including needs assessments, counseling, and assistance with energy vendors, and report to the Secretary concerning the impact of such activities on the number of households served, the level of direct benefits provided to those households, and the number of households that remain unserved.
Certification to the Assurances: As Chief Executive Officer, I agree to comply with the sixteen assurances contained in Title XXVI of the Omnibus Budget Reconciliation Act of 1981, as amended.* By signing these assurances, I also agree to abide by the standard assurances on lobbying, debarment and suspension, and a drug-free workplace.
Signature of the Tribal or Board Chairperson or Chief Executive Officer of the State or Territory.**
* Indian tribes/tribal organizations, and territories with annual regular LIHEAP allotments of $200,000 or less, are not subject to assurance 15, and thus must only certify to 15 assurances.
** If a person other than the Chief Executive Officer of the State or territory, or Tribal Chairperson or Board Chairperson of a tribal organization, is signing the certification to the assurances, a letter must be submitted delegating such authority. (PLEASE ATTACH DELEGATION of AUTHORITY.) The delegation must include authority to sign the assurances, not just to administer the program.
*** HHS needs the EIN (Entity Identification Number) of the State, territory or Tribal agency that is to receive the grant funds before it can issue the grant,
In the above assurances which are quoted from the law, "State" means the 50 States, the District of Columbia, an Indian Tribe or Tribal Organization, or a Territory; "title" of the Act refers to Title XXVI of the Omnibus Budget Reconciliation Act of 1981 (OBRA), as amended, the "Low Income Home Energy Assistance Act"; "section" means Section 2605 of OBRA; and, "subsection" refers to Section 2605(b) of OBRA.
* Arkansas will implement a cooling program if adequate funds are available from the winter program and/or if additional program funds are received due to extreme hot temperatures. If one is implemented, the same program guidelines which are used in other components would apply.
LOW INCOME HOME ENERGY ASSISTANCE PROGRAM (LIHEAP)
PROGRAM INTEGRITY SUPPLEMENT
Recent Audit Findings
No Legislative or Federal audit findings have been reported for the Low Income Home Energy Assistance Program (LIHEAP) in the last four years.
Compliance Monitoring
Compliance monitoring is conducted by the LIHEAP staff. The most common findings are listed below and may be discovered during compliance monitoring reviews:
* Overpayment of program funds due to improper or no documentation of household's income and the nonexistence of a crisis as verified by the household's energy supplier.
* Underpayment of benefits to households due to the use of excluded income.
* Failure to document and verify payments of program funds to energy suppliers via payment vouchers, etc.
* Unable to locate all records for compliance review.
* No notification to household of disposal of application.
Two reviews, instead of one, will be conducted during a program year at those agencies that have shown to have a high percentage rate of errors during the first review. Also, the percentage of case records reviewed by LIHEAP staff during each program will be increased.
Fraud Reporting Mechanisms
Sub-grantees will be requested to include telephone numbers, including the Department of Human Services (DNS) Fraud Hotline toll free number, in program media notices to the general public concerning the LIHEAP program. During public hearings, which are held each year, the public will be requested to report any instance of fraud to both the sub-grantee agency and DHS. Program and hot line telephone numbers are also included on the DHS web site.
Verifying Applicant Identities
During the application process, the sub-grantee uses Social Security Numbers (SSN's) provided by the applicant to cross reference the applicant's information with other state and federal agencies, i.e. the Department of Workforce Services, the Social Security Administration, the Office of Child Support Enforcement and the Department of Human Services (see Social Security Number Request section).
Social Security Number Request
Social security numbers are used to verify income and other client data. An encrypted file containing Social Security Numbers are remitted to sub-grantees who implement the LIHEAP program. The files are used in compliance with the Privacy Act of 1974 and clients are informed of how their SSN numbers will be used by the Department of Human Services. Please refer to the "Cross Checking against Social Security Numbers against Government Systems/Databases" section for additional information concerning the use of SSN numbers to prevent fraud.
Cross Checking Social Security Numbers against Government Systems/Databases
Applications are processed by sub-grantees using information provided by state and federal agencies i.e., the Department of Workforce Services, the Social Security Administration, the Office of Child Support Enforcement and DHS. Social Security Numbers (SSN's) are an intricate part of any verification process when cross checking information. Client SSN's maintained by DHS are used to verify citizenship with the Social Security Administration,
verify death matches against records maintained by the Department of Health Bureau of Vital Statistics and compared to a list of incarcerated persons provided by the Department of Community Corrections.
The sub-grantee agencies who implement the program use Social Security Numbers provided by the applicant to verify income.
Verifying Applicant Income
Income verification is completed by the sub-grantee agencies who implement the program. All income is verified by using supporting documentation i.e., check stubs, information from the Department of Workforce Services, the Social Security Administration, the Office of Child Support Enforcement and DHS. In addition, the DHS Division of County Operations uses "The Work Number" to verify recent earned income directly from employers.
Privacy Protection and Confidentiality
The Department of Human Services has extensive policies and procedures in place to prevent and report fraud and misuse of applicant information. Policies are provided to CAP agencies to take all measures necessary to prevent improper use of applicant information. Through collaboration, the state will study additional measures to implement in the near future.
LI HEAP Benefits Policy
In an effort to prevent fraud, sub-grantee records are reviewed each year by LIHEAP staff. Additionally, energy suppliers are randomly selected and contacted to verify and document information contained in the applicant's case records. Energy suppliers are also monitored to verify utility costs provided to the sub-grantees as well as conducting a second party review of the payments made to the suppliers on behalf of the applicants.
Procedures for Unregulated Energy Vendors
There are no procedures for unregulated energy vendors in place at this time. We plan to collaborate with other states for ideas and measures which they are using to prevent fraud and improper payments to these vendors.
Verifying the Authenticity of Energy Suppliers
Energy supplier authenticity is verified through applicants' energy bills, by obtaining the list of energy suppliers and a review of a percentage of suppliers each year. Also, each agency is required to enter into a contract with each supplier to which payments are made.
Training and Technical Assistance
Training is provided each year to staff of the sub-grantee agencies and to non-governmental individuals, including energy suppliers and non-profit agencies. Also, technical assistance is continuously provided during the program year.
Audits of Local Administering Agencies
Each sub-grantee agency is required to have an audit completed by a professional audit firm of all programs and components within the agency. The audit results are provided to DHS for review. Any agency with audit findings is required to submit a plan of corrective action.
Telephone Hotlines
The DHS Division of County Operations maintains a toll free number ( 1-800-422 -6641) to report allegations of fraud and program abuse.
ADDITIONAL CERTIFICATIONS AND REQUIREMENTS
Attached are additional certifications required as follows:
* Lobbying certification, which must be filed by all States and territories. If applicable, Form LLL, which discloses lobbying payments, must be submitted. (Tribes and tribal organizations are EXEMPT.)
* Debarment and suspension certification, which must be filed by all grantees.
* Drug-free worfcpiace requirement certification, which must be filed by all grantees,
unless the grantee has filed a statewide certification with the Department of Health and Human Services. STATES ONLY: If you have filed a statewide certification for the drug-fi-ee workplace requirement, please check here:______
* One of the requirements included in the 1994 reauthorization of the statute is that state grantees must include in their annual application for fiands a report on the number and income levels of households applying for and receiving LIHEAP assistance, and on the number of recipient households that have members who are elderly, disabled, or young children.
Ail Tribes and those territories with allotments of less than $200,000 need only submit data on the number of households served by each component (heating, cooling, weatherization and crisis). The approval for the collection of information contained in the LIHEAP Household Report is covered by OMB approval number 0970-0060.
* Though not a part of this application, the report on funds to be carried over or available for reallotment as required by section 2607(a) for the preceding year must be submitted by August 1 of each year. A grant award for the current fiscal year may not be made until the carryover/reallotment report is received. The approval for the collection of information contained in the LIHEAP Carryover and Reallotment Report is covered by OMB approval number 0970-0106.
ADDITIONAL CERTIFICATIONS AND REQUIREMENTS
Attached are additional certifications required as follows;
* Lobbying certification, which must be filed by all States and territories. If applicable, Form LLL, which discloses lobbying payments, must be submitted. (Tribes and tribal organizations are EXEMPT.)
* Debarment and suspension certification,which must be filed by all grantees.
* Drug-free workplace requirement certification, which must be filed by all grantees, unless the grantee has filed a statewide certification with the Department of Health and Human Services. STATES ONLY: If you have filed a statewide certification for the drug-free workplace requirement, please check here:______
* One of the requirements included in the 1994 reauthorization of the statute is that state grantees must include in their annual application for funds a report on the number and income levels of households applying for and receiving LIHEAP assistance, and on the number of recipient households that have members who are elderly, disabled, or young children.
All Tribes and those territories with allotments of less than $200,000 need only submit data on the number of households served by each component (heating, cooling, weatherization and crisis). The approval for the collection of information contained in the LIHEAP Household Report is covered by OMB approval number 0970-0060.
* Though not a part of this application, the report on flinds to be carried over or available for reallotment as required by section 2607(a) for the preceding year must be submitted by August 1 of each year. A grant award for the current fiscal year may not be made until the carryover/reallotment report is received. The approval for the collection of informafion contained in the LIHEAP Carryover and Reallotment Report is covered by OMB approval number 0970-0106.
(1) Abide by the terms of the statement; and
(2) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction;
Place of Performance (Street address, city, county, state, zip code)
DEPARTMENT OF HUMAN SERVICES / JlEFJ£f OF COMMIINTTY SFRVTrFS 700 MAIN STREET LITTLE ROCK, ARKANSAS 72201_________________
Check if there are workplaces on file that are not identified here.
Alternate II. (Grantees Who Are Individuals)
[55 FR 21690, 21702, May 25, 1990]
CONTACT PERSON: CATHY ROWE
NOTICE OF RULEMAKING AND PUBLIC HEARINGS
The Department of Human Services, Division of County Operations, intends to adopt a State Plan for distribution of Low-Income Home Energy Assistance Program (LIHEAP) Block-Grant funds and administration of the Home Energy Assistance Program, for Federal Fiscal Year 2014, covering the period from October 1, 2013 to September 30, 2014. Arkansas administers the LIHEAP Block Grant under Public Law 97-35, as amended. Funding is expected to be approximately $27,000,000.00.
The draft State Plan for LIHEAP is available for review at the Home Energy Assistance Program office on the 3rd floor of Donaghey Plaza South, Seventh and Main Streets, in Little Rock, during business hours, 8:00 a.m. to 4:30 p.m., or copies may be obtained by contacting the Office of Community Services at (501) 682-8715.
Those who wish to comment on the proposed plan may attend the public hearing closest to you or you may comment in writing to the state agency listed below. All comments must be submitted no later than 30 days from the date of this newspaper notice to:
Division of County Operations
ATTN: Office of Community Services/HEAP Unit
Post Office Box 1437, S330
Little Rock, Arkansas 72203
SCHEDULE OF PUBLIC HEARING
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DARDANELLE, AR |
WEDNESDAY, JUNE 19, 2013 Q 10:30 A.M. Arkansas River Valley Area Council, Inc. 613 N 5TH Street Dardanelle, Arkansas 72834 |
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POCAHONTAS, AR - |
WEDNESDAY, JUNE 19, 2013 @ 10:30 A.M. Black River Area Development Corporation 1403 Hospital Drive Pocahontas, Arkansas 72455 |
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TEXARKANA, AR - |
THURDAY, JUNE 20, 2013 @ 10:30 A.M. Southwest Arkansas Development Council, Inc. 1007 Jefferson Ave Texarkana, Arkansas 71854 |
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BENTON, AR |
FRIDAY, JUNE 21, 2013 @ 10:30 A.M. Central Arkansas Development Council 321 Edison Ave Benton, Arkansas 72015 |
