SUBJECT: SHRAP Training Questions & Answers and Updated HMIS Coding Procedures

Transcription

1 CHRIS CHRISTIE Governor KIM GUADAGNO Lt. Governor Department of Human Services Division of Family Development PO BOX 716 Trenton, NJ JENNIFER VELEZ Commissioner JEANETTE PAGE-HAWKINS Director TEL: (609) October 07, 2013 TO: COUNTY WELFARE AGENCY DIRECTORS COUNTY WFNJ DIRECTORS COUNTY INCOME MAINTENANCE ADMINISTRATIVE SUPERVISORS COUNTY CASE MANAGEMENT SUPERVISORS COUNTY FISCAL OFFICERS COUNTY DOCUMENT CONTROL UNIT COORDINATORS COUNTY WELFARE AGENCY TRAINERS COUNTY SOCIAL SERVICE ADMINISTRATIVE SUPERVISORS COUNTY WFNJ/GA ADMINISTRATIVE SUPERVISORS MUNICIPAL WELFARE DIRECTORS COMPREHENSIVE EMERGENCY ASSISTANCE SYSTEM CHAIRS HUMAN SERVICE ADVISORY COUNCIL DIRECTORS COUNTY ADMINISTRATIVE ENTITIES SUBJECT: SHRAP Training Questions & Answers and Updated HMIS Coding Procedures DFD Instruction No PURPOSE The Division of Family Development (DFD) provided training on the implementation of the Sandy Homeowner/Renter Assistance Program (SHRAP) on September 11 th -13 th, This instruction will answer some of the frequently asked questions from the training sessions, provide updated coding information for recording SHRAP payments in the Homeless Management Information System (HMIS), and issue an amended program affidavit (SHRAP-1) to include language authorizing the release of information. PROGRAM Questions and Answers 1. How should the months of assistance be counted if a household is granted both a rent and mortgage payment in the same month?

2 One month of housing assistance would be credited for this scenario. 2. When can the SHRAP providers begin accepting requests for services? SHRAP will be in operation beginning October 15, How will the public be made aware that SHRAP services are available? The public will be made aware of SHRAP through: o Press Release o Information provided to constituent groups o NJ 211 o The DHS website o DHS social media o Public service announcements (pending funds) Public awareness will be organized at the State level. 4. Should the household be provided the entire $15,000 in assistance? No, the amount of assistance granted to each household will be based upon demonstrated need. For example, if a household is in need of only a few months of assistance totaling $7,000 in mortgage payments, then the household will only be provided with enough assistance to cover the NEED. The $15,000 is a cap on assistance, not the amount distributed for every application. 5. Will cash be provided directly to the household? No, assistance is to be provided through vendor payments to the landlord/mortgage, utility, etc. company, or with a voucher for assistance with essential items. Providing gift cards to a household is NOT an acceptable way to distribute assistance. 6. Can assistance be provided for other essential items which are not included on the list provided with DFDI ? At this time, the only allowable expenses are those listed with the DFDI that are considered essential for shelter and safety. Assistance is NOT authorized for items such as vehicles or sump pumps. 7. Is there an income/resource test for households requesting services? No, SHRAP is intended to provide assistance to any resident experiencing a housing crisis related to Superstorm Sandy. 8. If two families/two individuals are sharing one apartment, can both members of a household, if not legally or blood related, make application for SHRAP and benefits be proportional? Both parties could be eligible for SHRAP if both parties complete the affidavit and submit the necessary verification. If only one person completes the SHRAP affidavit, assistance still can be provided to cover that person s share of the rent, etc.

3 9. Is Foothold HMIS the only acceptable method for tracking and reporting SHRAP payments? Yes, payments must be entered into Foothold HMIS to ensure accurate monthly reporting, and to prevent a household from receiving assistance in multiple areas of the State. 10. If the household is pending assistance from another source, such as FEMA, should the SHRAP assistance be authorized or held pending the assistance from the alternate source? SHRAP services may be provided even if the household has a pending assistance application with FEMA, or another assistance agency, as long as another agency has not already provided a service to meet the specific need being requested through SHRAP. 11. How long does the provider agency have to process the SHRAP payments when a household has signed the affidavit and provided all necessary verifications? It is expected that SHRAP assistance will be provided on the same day the household requests it, if all verifications have been provided. It is understood that there are operational reasons why it may not be possible to provide a vendor check or voucher on the same day; however, in all cases assistance should be provided within 5 business days of the household s request or provision of verification. 12. Can a provider use SHRAP funds to assist with housing in another area of the state? SHRAP is a statewide assistance program, and may be used to assist a household with housing in a location that is outside the project area for the SHRAP vendor. If a household was displaced by Superstorm Sandy, SHRAP funds may be used to pay rent/mortgage costs for the residence to which the household is returning, even if that area is not in the same county as the SHRAP vendor providing the assistance. 13. Do all members of the household need to be citizens or eligible aliens? No, assistance must be provided to a citizen or eligible alien; however, it is not a requirement that all household members be citizens or eligible aliens. For example, assistance may be provided to a household with citizen children even if the parent is an ineligible alien. 14. If a utility has been shut off, can it be turned back on with SHRAP dollars? Yes, a utility reinstatement is an acceptable use of SHRAP assistance. Payments to the utility company, for both past due bills and to turn utilities back on, must be issued through a vendor payment or a voucher. 15. How will the SHRAP provider know if a SHRAP payment has been made in another part of the State? Foothold HMIS will be used for tracking and reporting assistance provided by SHRAP. Provider agencies should perform a HMIS person search prior to providing assistance to determine if SHRAP assistance has been provided to the household in another area of the State.

4 16. How will the $10,000 in Department of Community Affairs (DCA) Sandy assistance be considered for SHRAP? The $10,000 in Sandy assistance provided by DCA is not considered when determining need for SHRAP. 17. How much direct supervision will DFD offer to SHRAP providers? DFD will be monitoring closely the implementation and expenditures of the program. Reporting is required on a monthly basis, and DFD will have field staff visiting assistance providers to ensure accountability and effective program implementation. 18. Will Fair Hearings be heard for SHRAP cases? No, SHRAP cases are not eligible for Fair Hearings. Homeless Management Information System (HMIS) The HMIS coding information provided in DFDI for recording SHRAP payments in has been updated as follows: Creating a SHRAP Prevention (Service Only) Program 1. Opening Menu 2. System Set Up 3. Agency Program Information 4. Add/Edit Entire Program 5. Add New Program 6. General Settings Tab: Fill in Program Name Program Name should be SHRAP Your Program Name Your County ; The Program Group should be SHRAP Services ; Program Category Type is SSO Supportive Services Only ; Input Intake form is (SINGLE STEP is Recommended); and All other fields on the tab are left blank except Monthly Service Units which should contain an estimate of the number of clients you will serve. 7. Click on Optional Settings Tab: Submits HUD APR must be checked on all programs; Consumer Lookup Record Sharing Select Consumer Choice ; Consent Expiration Terms (input in months how long the consent forms are good for); and Serves Homeless Only must not be checked. 8. Click on HMIS Settings Tab: Other Program Name (enter the name as it appears on the HIC.); Site Configuration Type (Single Site, Single Building); Site Type is (Non Residential: Service Only); Housing Type is (Not Applicable: Non Residential Program); HUD Program Type is (Service Only Program);

5 Target Population A is (SMF+HC); Target Population B is (N/A); Select your Continuum of Care, County, Zip Code and GEO Code; HPRP Grantee ID must be (N/A); Direct Service Code is (Yes); Operational Calendar is (Full Year); and HUD Contract # (if required). 9. Address/Contact Information Tab: Input Agency Address and Contact Number. 10. Click Continue. 11. Confirm that your information was entered correctly. When documenting services in the contact log, please use the correct funding source from the dropdown The funding source should be SHRAP. FORMS The Sandy Homeowner/Renter Assistance Program Affidavit (SHRAP-1) has been updated. The affidavit the applicant signs authorizes SHRAP assistance agencies to verify their information provided. All prior versions of the SHRAP-1 should be destroyed, and agencies are only to use the revised version of the form. Please bring this information to the attention of appropriate staff. Questions may be directed to your field representative. Sincerely, SIGNED Jeanette Page-Hawkins Director JPH:AKS:LRB Attachment c: Dr. Allison Blake, Commissioner Department of Children and Families Valerie J. Harr, Director Division of Medical Assistance and Health Services S:\WORKING2\Larry\SHRAP\DFDI-SHRAPQnA 10-1.docx

6 Sandy Homeowner/Renter Assistance Program Affidavit SHRAP-1 (Rev 09/13) The Sandy Homeowner/Renter Assistance Program is a temporary relief effort to assist individuals and families who are experiencing a housing crisis as a result of Superstorm Sandy. I (we) are requesting services as a result of one or more of the following crises: I (we) are unemployed or underemployed as a direct result of Superstorm Sandy. Please explain: I (we) have paid both mortgage and rent for temporary housing since I (we) could not live at our primary residence due to Superstorm Sandy. My (our) business suffered damage (physical damage, business interruption or reduced revenue) from Superstorm Sandy. Please explain: I (we) have taken a loan to repair damage caused by Superstorm Sandy to my (our) home, and am now in repayment which reduces my (our) available income. Other (Please explain how Superstorm Sandy caused financial hardship related to the relief you are seeking): This program may not be used to duplicate or supplant any subsidies, benefits, or services that have been, or will be, provided by the Federal Emergency Management Agency (FEMA), NJ Department of Community Affairs (DCA), or any other Federal, State, local or private agency or insurance company. By signing below: I (we) certify that I (we) are seeking assistance because my (our) primary residence was affected by Superstorm Sandy. I (we) attest that I (we) have not received funding from any other state or federal agency, private insurance, or charitable organization for the items/services currently being requested. I (we) understand that any information I (we) provide may be subject to verification. I (we) certify that all the information I (we) provided is true and complete to the best of my (our) knowledge. I (we) attest that I (we) have read and agree to these statements and fully realize that the Division of Family Development relies upon truth and accuracy of my (our) statements. Certification: My (our) household is in need of homeowner/renter assistance as a result of Superstorm Sandy. I (we) understand the statements on this affidavit and the penalties for hiding or giving false information, including but not limited to, criminal penalties for false swearing pursuant to N.J.S.A. 2C:28-2, and civil penalties under 45 C.F.R for program fraud. I (we) certify, under penalty of perjury, that the information I (we) have given is correct and complete to the best of my knowledge. I (we) authorize FEMA, NJ DCA or any other agency disbursing financial or material assistance related to Superstorm Sandy to release to any agency administering the SHRAP program any information necessary to determine the correctness of my certification. Applicant Name (Print/Sign) Date Co-Applicant (Print/Sign if applicable) Date Agency Representative (Print/Sign) S:\WORKING\WFNJFORM\SHRAP-1 (Rev 09-13).docx Date