HomeMy WebLinkAboutPolicies - Veterans ServicesVETERANS ASSISTANCE FUNIF
Updated: January 23rd, 2023
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TABLE OF CONTENTS
1. INTRODUCTION:
1.1. Purpose
1.2. Source of Funding
1.3. Assistance to Veterans
1.4. Grant County Veteran Advisory Board
1.5. Grant County Veteran Service Officer
2. ELIGIBILITY:
2.1.
Use of Veterans Assistance Fund
2.2.
Service Requirements
2.3.
Documentation of Veteran Status
2.4.
Spouses, Domestic Partners and/or Dependent Children
2.5.
Income Requirements
2.6.
County Residency
2.7.
Unemployed Veterans - Work Search Requirements
3. DIRECT ASSISTANCE:
3.1.
Overview
3.2.
Maximum Allocation
3.3.
Method of Payment
3.4.
Documentation of Costs
3.5.
Housing Assistance
3.6.
Energy/ Utilities Assistance
3.7.
Food Assistance
3.8.
Transportation Assistance
3.9.
Medical, Dental, and Prescription Coverage
3.10.
Burial Assistance
3.11.
Other Assistance
3.12.
Clothing
3.13.
Occupational Certification
3.14.
Union Dues
3.15.
Unforeseen Circumstances
4. VETERAN SERVICE ORGANIZATIONS AND SERVICER OFFICERS:
4.1. Veteran Service Organizations
4.2. Veteran Service Officers
5. GRIEVANCE/APPEAL PROCESS:
5.1.- Filing a Grievance or an Appeal
5.2. Secondary Appeal
5.3. Responding to a Grievance or an Appeal
5.4. Review and Determination
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6. GRANT COUNTY ROLES AND RESPONSIBILITIES:
6.1. Fiscal Management
6.2. Administrative Assistance
7. REVIEW AN® EVALUATION:
7.1. Ongoing Review
7.2. Annual Review
7.3. Contact
8. VOUCHER PROCESS
8.1. Under Development - Not Used at This Time
9. APPROVAL:
9.1. Grant County Board of Commissioners Signature Page
Appendix A 2023 Veteran Assistance Fund Guidance
Limits Appendix B 2023 Poverty Level Guidance
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IN 0
1.1. PURPOSE: The purpose of the Grant County Veterans' Assistance Fund (hereinafter
called Veterans' Assistance Fund or VAF), is to provide emergency relief of indigent
veterans, their families, and the families of deceased indigent veterans as defined in
RCW 41.04.005 and 41.04.007. The intent of the veterans' assistance program is to
provide a model program that benefits veterans and family members facing financial
hardship. This program is not designed to be a sustainment program.
1.2. SOURCE OF FUNDING:'The Veterans' Assistance Fund is generated from a tax levied
by Grant County as required by state law. Use of the fund is governed by RCW
73.04.0701 73.04.080, and 73.08.005 through 73.08.090, and these policies and
procedures.
1.3. ASSISTANCE TO VETERANS: Only eligible veterans and eligible family members of
veterans may receive assistance from the Veterans' Assistance Fund. The eligible
veteran or eligible family member must have a financial crisis and must provide
documentation (Monthly Pay Stubs, Previous Year Taxes, Bank Statements) proving
their need to receive assistance from the fund.
1.3.1 There is no automatic entitlement to assistance. The veteran must meet all
requirements and the provision of assistance is subject to the availability of funds.
The assistance provided may include financial assistance for certain purposes,
including homeless shelter services, case management services, referral services
and other programs that benefit eligible veterans and eligible family members.
1.4. GRANT COUNTY VETERANS' ADVISORY BOARD: The Grant County Veterans'
Advisory Board (VAB) provides advice to the Grant County Board of Commissioners
(BOCC) on the needs of local indigent veterans, the resources available to local
indigent veterans, and programs that could benefit the needs of local indigent veterans
and their families. The VAF is only one example of resources and/or programs that may
be available to indigent veterans.
1.5. GRANT COUNTY VETERAN SERVICE OFFICER: The County Veteran Service
Officer (CVSO):
1.5.1. Is a Grant County employee under the direction of the BOCC.
1.5.2. Processes requests for assistance from the assistance fund and
issues vouchers as necessary.
1.5.3. Provides assistance with applying for and processing Veteran
Administration (VA) claims for compensation and pension.
1.5.4. Provides other Veteran assistance and services as necessary and applicable.
1.5.5. Administers the Grant County Veterans Assistance Fund on behalf of the BOCC.
1.5.6. Provides oversight on the VAF and is the approval authority for the VAF.
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2. ELIGIBILITY. -
2.1. USE OF VETERAN ASSISTANCE FUND: Eligibility is required for any assistance or
service provided through the VAF. Eligibility for use of the VAF is determined by the
CVSO.
2.2. SERVICE REQUIREMENTS/ VETERAN STATUS: As defined by RCW 73.08.010, a
"Veteran" means:
2.2.1. A person who served in the active military, naval, or air service; a member of the
women's air forces service pilots during World War 11; a United States documented
merchant mariner with service aboard an oceangoing vessel operated by the war
shipping administration; the office of defense transportation, or their agents, from
December 7, 1941, through December 31, 1946; or a civil service crewmember
with service aboard a United States army transport service or United States naval
transportation service vessel in oceangoing service from December 7, 19417
through December 31, 1946, who meets one of the following criteria:
2.2.1.1. Served on active duty for at least one hundred eighty days and who was
released with an honorable discharge;
2.2.1.2. . Received an honorable or general under honorable characterization of
service with a medical reason for separation for a condition listed as non -
existed prior to service, regardless of number of days served; or
2.2.1.3. Received an honorable discharge and has received a rating for a service -
connected disability from the United States department of veterans affairs
regardless of number of days served;
2.2.1.4. A current member honorably serving in the armed forces reserve or
national guard who has been activated by presidential call up for purposes
other than training;
2.2.1.5. A former member of the armed forces reserve or national guard who has
fulfilled his or her initial military service obligation and was released with an
honorable discharge;
2.2.1.6. A former member of the armed forces reserve or national guard who does
not have over one hundred seventy-nine days of active duty service but meets
the federal definition of a veteran having completed twenty years of service.
2.2.1.7. At the discretion of the county legislative authority, counties may expand
eligibility for the veterans' assistance fund as the county determines
necessary, which may include serving veterans with additional discharge
characterizations.
2.3. DOCUMENTATION OF VETERAN STATUS,- Documentation includes DD -214, VA
Statement of Service (SOS), Veterans Affairs ID Card, or if discharged prior to 1950, a
Certificate of Discharge. The Veterans Service Officer will assist the veteran in
completing a request to receive a copy of their DD -214 as necessary. As long as a
Veteran present one of these documents we can move forward.
2.4. SPOUSES, DOMESTIC PARTNERS AND/OR DEPENDENT CHILDREN: Spouses,
domestic partners and/or dependent children may be eligible for assistance, only upon
the death of the veteran, for the subsequent six (6) months.
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2.4.1. Spouses, domestic partners and/or dependent children that apply for
assistance upon the death of a veteran must meet all other applicable rules and
regulations.
2.5. INCOME REQUIREMENTS: The following income requirements will be utilized for
assistance:
2.5.1. HOUSEHOLD INCOME: Shall not exceed 150% of the current Federal
Poverty Level (see Appendix B).
2.5.2. Able to prove that the household income does not exceed the 150% of the Federal
Poverty Level.
2.6. GRANT COUNTY RESIDENCY REQUIREMENTS: To receive assistance from the
VAF, applicants must be a permanent, Grant County resident for the preceding 90 days
(3 months) and be able to provide proof of residency.
2.7. UNEMPLOYED VETERANS - WORK SEARCH REQUIREMENT: There
may be a requirement for work search, in agreement and working with the veteran
advocate at WorkSource. Work search will be clearly defined with the guidance of
WorkSource. This will be based on veteran ability to work.
3. DIRECT ASSISTANCE:
3.1. OVERVIEW: Emergent needs are generally limited to basic needs to survive, such as
health, housing, heat, medicine, and food. The VAF should not be viewed as a
veteran's benefit or entitlement program. It is designed only to assist in emergent
situations. There is no guarantee of approval. The goal is to help veterans and their
families with emergent needs. Grant County uses local chapters of nationally
recognized veterans' organizations, community service providers and employees to
assist in applying for this fund. Veterans who do not qualify for VAF assistance may be
directed by these individuals towards other resources and/or programs that may help
the veteran.
3.2. MAXIMUM ALLOCATION: Maximum, financial allocation for direct individual
assistance for an indigent veteran will not exceed the yearly limit of total aggregate
services during a twelve-month, calendar period for all assistance under Chapter 3 and
all its subsections.
3.3. METHOD OF PAYMENT: Individual assistance is provided through a check (Grant
County Warrant) payable directly to vendors/landlords/service agencies on behalf of
the veteran.
3.3.1. Payments will not be issued to veterans.
3.3.2. Payments will only be issued upon all requirements of this policy have been
satisfactorily met.
3.3.3. Payments will only be issued to people/organizations with a current IRS Form W-
9 on file with the Grant County Auditor's Office.
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3.4. DOCUMENTATION OF COSTS: Costs for voucher may be documented by invoice,
purchase order, receipt and/or bill as required.
3.4.1. Statements or estimates shall not be used for payment.
3.4.2. Invoice, purchase order, receipt or detailed bill is required to accompany voucher
for payment (i.e. mortgage statement, utility bill, etc).
3.5. HOUSING ASSISTANCE: The purpose of this paragraph is to ensure the veteran has
shelter.
3.5.1. Property: Veteran must have a written rental, lease or mortgage agreement or
contract.
3.5.2. Eviction: Veteran must show proof of eminent danger of eviction including but not
limited to a late or delinquent payment letter, eviction notice or notice to vacate.
3.5.3. Shared Dwelling: In the case of veteran sharing a dwelling with another person
(not immediate family as described in Section 2.5) the rental amount will be
prorated by the number of people living in the house.
3.5.4. First Month's Rent Assistance: Veteran may receive first -last -month's rent and
deposit, or a portion there of, funding to move into housing. This will be approved
on a case-by-case basis through the Veteran Services Department.
3.5.5. Temporary Lodging Assistance: If shelter (temporary or otherwise) is not
available, applicants may receive temporary lodging at local, county agreed upon
accommodations, up to the maximum dollar limit per veteran. Applicants must be
homeless; or a new enrollee in a transitional or permanent housing program
waiting for placement. Transitional/permanent housing enrollees must be
referred -by the agency offering the housing placement. Temporary housing is
limited to 14 days during a calendar year.
3.5.6. The veteran (or qualified dependent) may receive assistance for Rent/Mortgage
no more than once in a calendar year per the funding guidance.
3.6. ENERGY / UTILITIES ASSISTANCE: Veteran may receive funding to be used for
payments for heating, electricity, water, or sewer. The following criteria shall apply:
3.6.1. Utilities Notice: Veteran must demonstrate that he or she is in eminent danger
of losing utility or energy source.
3.6.2. Shared Dwelling: In the case of veteran sharing a dwelling with other adults (not
immediate family as described in Section 2.5), the utilities assistance costs will be
prorated by the number of adults living in the home.
3.6.3. The veteran (or qualified dependent) may receive assistance for Utilities no
more than once per Utility in a calendar year per the funding guidance.
3.7. FOOD ASSISTANCE: Veteran may receive food assistance. The following criteria shall
be applied when providing food assistance:
3.7.1. The veteran (or qualified dependent) may receive assistance for no more than
three months in a calendar year per the funding guidance.
3.7.2. Toiletries and personal use items may also be purchased under this section.
3.7.3. The following is prohibited for purchase under this section:
3.7.3.1. Alcohol.
3.7.3.2. Drugs (prescription, recreational, over the counter, etc.).
3.7.3.3. Tobacco products.
3.7.3.4. Pet food.
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3.7.3.5. Gift cards or prepaid cards.
3.7.3.6. Any Luxury Hygiene or Luxury Food Products
3.8. TRANSPORTATION ASSISTANCE: Veteran may receive transportation assistance in
the form of Public Transportation (bus pass) from Grant Transit Authority (GTA).
3.9. MEDICAL, DENTAL A® PRESCRIPTION COVERAGE: Veteran may receive
assistance to be used for emergent medical, dental, or medication prescribed by a
licensed medical professional (excluding marijuana) provided the veteran is enrolled in
a VA or other health care insurance plan.
3.9.1. Prescription must be in veteran's name with a price quote from a licensed
pharmacy.
3.9.2. The VAF will not be used to purchase Cannabis - even with prescription.
3.10. BURIAL ASSISTANCE: Families or friends of qualified veterans may receive
funding to assist with the costs of burial or cremation of the veteran. The VAF can only
be used to supplement the cost of the burial of a Veteran.
3.10.1. Burial assistance shall not exceed the yearly Funding Guidance.
3.10.2. Burial assistance shall not be used in conjunction with VA burial benefits.
3.11. OTHER ASSISTANCE: Veteran may receive other emergency assistance not
covered under the above sections.
3.11.1. Other assistance requests will be submitted to the County Veteran
Service Officer for review, recommendation and/or secondary approval from the
BOCC.
3.12. CLOTHING: Veteran may receive assistance in acquiring and/or purchasing of
occupation -required clothing necessary for a veteran to become or remain employed,
or to cloth veterans who are currently unsheltered.
3.12.1. Veteran must prove emergent need.
3.13. OCCUPATIONAL CERTIFICATION: Funds may be used to pay for occupation
certification test fees and/or occupation license fees for otherwise qualified applicants.
Veteran must prove emergent need.
3.14. UNION DUES: Funds may be used to pay for new or delinquent union dues for
otherwise qualified applicants, provided the applicant can prove assistance guarantees
employment.
3.15. UNFORESEEN CIRCUMSTANCES: If an applicant is in need of assistance in
an area not covered under Chapter 3, the CVSO may forward the request directly to
the BOCC for review and approval per Section 7.2.6.
4. VETERAN SERVICE ORGANIZATIONS AND VETERAN SERVICE OFFICERS (VSO):
4.1.VETERAN ORGANIZATIONS: Local chapters of nationally recognized veteran
organizations and their volunteer veteran service officers are natural conduits of
information about assisting veterans. They understand veterans' needs and can help
them apply for benefits on the federal and state level. These organizations may
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maintain their own assistance/relief funds and include:
4.1.1. American Legion (AL):
4.1.1.1. AL Post 28 - Ephrata
4.1.1.2. AL Post 157 - Electric City
4.1.1.3. AL Post 183 - Quincy
4.1.1.4. AL Post 209 - Moses LakeVeterans of Foreign War (VFW) - Quincy
4.1.2. Vietnam Veterans of America (WA) - Moses Lake
4.1.3. Combat Veterans Motorcycle Association (CVMA) Ch 11 -2 - Moses Lake
4.2. VETERAN SERVICE OFFICERS (VSO):
4.2.1. Are the ideal first point of contact because of their geographical location
throughout the county, their experience in working with veterans and their familiarity
with veteran programs.
4.2.2. Are trained by their assigned organization to assist veterans with assistance,
claims and the requirements and/or needs of veteran assistance.
4.2.3. VSOs are the primary contact when addressing Veteran Administration (VA)
claims, pension, or any matter that is VA centric.
4.2.4. Individuals requesting VA Claim assistance will be referred to the nearest
qualified VSO.
4.2.5. These VSO's may screen veteransfor assistance under the VAF.
5. GRIEVANCE AND APPEALS PROCESS:
5.1. FILING A GRIEVANCE OR APPEAL:, If the Veteran feels they were erroneously denied
assistance they may file a written grievance or appeal to the CVSO within 15 days of
the incident/denial. The CVSOwill attempt to resolve the matter in a professional
manner.
5.2. SECONDARY APPEAL: If the issue is not resolved, the veteran may file a written
grievance or appeal to the BOCC:
Clerk of the Board
Grant County
PO Box 37
35 C Street NW
Ephrata, WA 98823
5.3. RESPONDING TO A SECONDARY GRIEVANCE OR APPEAL:, The Clerk of the
Board shall:
5.3.1. Acknowledge receipt of the correspondence within five business days by
responding to the veteran.
5.3.2. Review the grievance or appeal within 15 business days of receipt.
5.3.3. Provide a written recommendation to the BOCC within 30 days of receipt.
5.3.4. Provide final BOCC determination, in writing, to the veteran within five (5)
business days of decision.
5.4REVIEW AND DETERMINATION: The BOCC has final approval authority over all
.grievances or appeals.
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6. GRANT COUNTY'S ROLE AND RESPONSIBILITIES:
6.1. FISCAL MANAGEMENT: The Grant County Veteran Services Department, under the
Board of County Commissioners, acts as the fiscal agent for the Veterans Assistance
Fund and provides the following assistance per county policy and procedures:
6.1.1. Reimbursements: Process reimbursements for vouchers received on a weekly
basis.
6.1.2. Contracting / Agreements: If necessary, prepare, manage, and monitor the
following:
6.1.2.1. Contracts with Vendors
6.1.2.2. Contracts with VSDs.
6.1.2.3. Contracts with Veteran Service Organizations.
6.1.2.4. All other contracts and/or agreements regarding veteran services.
6.1.3. Oversight: Provide oversight to ensure accountability of funds, including audits
as required by policy and all applicable laws.
6.1.4. Annual Review: Work with the County Auditor's Office to schedule and perform
an annual review of the Veterans Assistance Fund.
6.1.5. Annual Budget: Develop, implement, and manage the annual budget, and
process budget adjustments through the supplemental appropriation hearing
process if necessary. 1
6.1.6. Tracking and Reporting: Compile revenue and expenditure tracking and
reporting.
6.1.7. Perform internal auditing of vouchers and other expenses for compliance with
state law and fiscal agency policies and procedures.
6.1.8. Financial Statements: Provide fiscal information to the following:
6.1.8.1. The Board of County Commissioners, as requested, through the Clerk of
the Board.
6.1.8.2. The VAB quarterly or upon request.
6.2. ADMINISTRATIVE ASSISTANCE: The County Veterans Assistance Officer provides
administrative assistance to the Veterans Advisory Board, including the following:
6.2.1. Scheduling of meetings and locations.
6.2.2. Other administrative functions as necessary.
6.2.3. Contracting: Prepare contracts that allocate funds to assistance organizations
awarded contracts through the County's procurement process as necessary.
6.2.4. Review: Review service organization and CVSO performance on behalf of the
BOCC. Ensure oversight, documentation, and audits of organizations that make
assistance determinations and process costs charged to the VAF. Review includes
ensuring that direct service providers have standard performance practices in
accordance with county code, state and federal laws.
6.2.5. Planning: Assist the Veterans Advisory Board with its planning process and
coordination with federal, state, and local agencies and related organizations.
6.2.6. Evaluations: Assist the Veterans Advisory Board with evaluations regarding the
effectiveness of programs.
6.2.6.1. Review and approve applications not covered under Chapter 3; and
6.2.6.2. Oversee contracts with outside agencies regarding Veterans services.
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7. REVIEW AIV® EVALUATION:
7.1. ONGOING REVIEW: The Veteran Assistance Fund Policy and Procedures should be
reviewed as they are used. Recommendations will be compiled and reviewed annually
for improvements and corrections.
7.1.1. Recommendations should be directed to the Veteran Services Department.
7.2. ANNUAL REVIEW: The VAB will review the policy and procedures annually and
provided recommendations to the BOCC no later than the 4th quarter meeting of every
year.
7.3. CONTACT: The point of contact for recommendations is the following:
VETERAN SERVICES
ATTN: Veteran Service Officer
P.0 Box 37
35 C Street NW
Ephrata, WA 98823
8. VOUCHER PROCESS:
8.1. External Process:
8.1.1. To Be Determined.
8.2. Internal Process:
8.2.1. Vouchers are processed by and through the CVSC and the BOCC Office for
payment.
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