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Board of County Commissioners
Grant County
Veteran Services
POBox 37
Ephrata WA 98823
(509) 754-2011 Ext -2931
April 28, 2022
Re: Immediate Change to Veterans Assistance Fund Policy regarding Burial Assistance
The Veteran Services Department is requesting an immediate change to the burial/cremation
assistance policy. Currently the policy allows for the financial assistance in a burial or cremation
service provided to any Grant County Veteran up to $5,000.00. Due to the sudden rise in deaths
of our Veterans, our fund has become depleted, and we have requested a $100,000.00 budget
extension to cover only the burial/cremation assistance.
There are various reasons for the sudden rise in this assistance to include raising the overall
dollar amount of this assistance in 2022, the number of Veterans passing away and the separating
the burial out as a "stand alone" payment rather than included in the overall yearly aggregate.
Below is the current policy:
Any Honorably Discharged Veteran Up to $5,000.00
*Does not apply to yearly maximum
I am recommending that the following changes be immediately adopted as policy:
Any Honorably Discharged Veteran Up to Yearly Limit of $3,000.00
*Yearly maximum applies
This will put the dollar amount more in-line with the average County cremation costs and limit
the dollar amount to every Veteran.
Respectfully
&crT &inyrich
Jerry Gingrich, Deputy Clerk 2
Jerry Gingrich
VETS@grantcountywa.gov
/ MAY ® 3 2022
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"To meet current and future needs, serving together with public and private entities, while fostering a respectful and successful work environment"
GRANT COUNTY
2022
VETERANS ASSISTANCE FUND
POLICIES AND PROCEDURES
Updated: May 31d, 2022
Page 1 of 14
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 Services Coordinator
1.6. 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 — Potential 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
Page 2 of 14
6. GRANT COUNTY ROLES AND RESPONSIBILITIES:
6.1. Fiscal Management
6.2. Administrative Assistance
7. REVIEW AND 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 2022 Veteran Assistance Fund Guidance Limits
Appendix B 2022 Poverty Level Guidance
Page 3 of 14
1. INTRODUCTION:
1.1. PURPOSE: The purpose of the Grant County Veterans' Assistance Fund (hereinafter
called Veterans' Assistance Fund or VAF), is to provide for the 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
73.04.070, 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 need and must provide
documentation proving their need to receive assistance from the fund.
➢ 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 SERVICES COORDINATOR: The Grant County Veteran
Services Coordinator (GCVSC):
1.5.1. Is a Grant County employee under the direction of the BOCC.
1.5.2. Processes requests for assistance and issues vouchers as necessary.
1.5.3. Administers the Grant County Veterans Assistance Fund on behalf of the BOCC.
1.5.4. Provides oversight on the VAF and is the approval authority for the VAF.
1.5.5. Manages the VAF budget and reports to the BOCC on a monthly basis.
1.6. GRANT COUNTY VETERAN SERVICE OFFICER: The Grant County Veteran Service
Officer (GCVSO):
1.6.1. Is a Grant County employee under the direction of the BOCC.
1.6.2. Processes requests for assistance from the assistance fund and issues
vouchers as necessary.
1.6.3. Provides assistance with applying for and processing Veteran
Administration (VA) claims for compensation and pension.
1.6.4. Provides other Veteran assistance and services as necessary and applicable.
Page 4 of 14
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
GCVSC or GCVSO.
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 II; 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, 1941,
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), or if discharged prior to 1950, a Certificate of Discharge.
The Veterans Service Officer or agency staff will assist the veteran in completing a
request to receive a copy of their DD -214 as necessary.
2.4. SPOUSES, DOMESTIC PARTNERS AND/OR DEPENDENT CHILDREN: Spouses,
domestic partners and/or dependent children may be eligible for assistance, upon the
death of the veteran, for the subsequent six (6) months.
Page 5 of 14
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).
2.6. 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).
2.7. UNEMPLOYED VETERANS — POTENTIAL 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.
3. DIRECT ASSISTANCE:
3.1. OVERVIEW: Emergent needs are generally limited to basic needs to survive, such as
housing, heat, medicine, and food. Needs secondary to those necessary for life are
important but might not necessarily be addressed by the VAF. 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 benefit 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.
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.
Page 6 of 14
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.
3.6. 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.
3.7. 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.
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 AND PRESCRIPTION COVERAGE: Veteran may receive
assistance to be used for emergent medical, dental, or medication prescribed by a
Page 7 of 14
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 does apply to the yearly maximum.
3.10.3. Burial assistance shall not be used in conjunction with VA burial benefits.
3.11. OTHER ASSISTANCE: Veteran may receive other assistance not covered under
the above sections.
3.11.1. Other assistance requests will be submitted to the Grant County Veteran
Service Coordinator 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 GCVSO may forward the request directly to
the GCVSC 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
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 Lake
Page 8 of 14
4.1.2. Veterans of Foreign War (VFW) - Quincy
4.1.3. Vietnam Veterans of America (WA) — Moses Lake
4.1.4. 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 refer a veteran to the GCVSC for 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 GCVSC within 15 days of
the incident/denial. The GCVSC will 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:
County Commissioners
Grant County
PO Box 37
35 C Street NW
Ephrata, WA 98823
5.3. RESPONDING TO A SECONDARY GRIEVANCE OR APPEAL: The Veterans
Assistance Coordinator shall:
5.3.1. Acknowledge receipt of the correspondence within three business days by writing
to the veteran.
5.3.2. Review the grievance or appeal within 5 business days of receipt.
5.3.3. Provide a written recommendation to the BOCC within 10 days of receipt.
5.3.4. Provide final BOCC determination, in writing, to the veteran within three (3)
business days of decision.
5.4. REVIEW AND DETERMINATION: The BOCC has final approval authority over all
grievances or appeals.
Page 9 of 14
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.
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 Grant County Veterans Assistance
Coordinator 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 GCVSO 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.
Page 10 of 14
7. REVIEW AND 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 Services Coordinator
PO 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 GCVSC and the BOCC Office for
payment.
Page 11 of 14
APPROVAL:
The Veteran Assistance Fund Policy and Procedures shall be full force and effective as
approved by the Grant County Board of Commissioners.
Dated this 3rd day of May 2022.
BOARD OF COMMISSIONERS
GRANT COUNTY, WASWNGTON
Chair
G�
Chair
Cindy
A
ZAL14-
Bar r J. Vasqu
Clerk -of the Board
Page 12 of 14
APPENDIX A — 2022 VAF LIMIT GUIDANCE
The following criteria/limits shall be used when administering assistance in the application
process for the 2022 Grant County Veteran Assistance Fund:
LIMITS:
• Calendar Year Total:
o $3,000.00 / veteran (this includes dependents) maximum.
• Monthly Limits (calendar month):
o Food Limit shall be:
■ Up to $300.00/calendar month per veteran, up to $400.00/calendar
month per veteran w/dependent and;
■ Not exceed yearly maximum limit.
o Utility Limits shall be:
■ Not exceed yearly maximum limit
o Rent/Mortgage limit shall:
■ Not exceed yearly maximum limit.
o Motel Stay shall:
■ Be verified homeless and;
■ Not to exceed 14 days total annually and;
■ Motel shall be under agreement with Grant County.
• Burial / Cremation Limit:
o Up to $3,000.00/veteran or the yearly maximum.
• All Other Assistance:
o Approved on a case-by-case basis.
Dependents: Dependents must be documented and included in
the application processes.
Burial: Includes cremation, burial, etc.
Deposits: Deposits will be made on a case-by-case basis. Must be
approved by the GCVSC.
Utilities: May also include wood, propane, etc. if it is the primary
source of heat and/or cooking in the home.
*Guidance Effective 5/3/2022
APPENDIX B — 2022 POVERTY LEVEL GUIDANCE
Page 13 of 14
(In accordance with HHS 2022 guidance)
The following criteria/limits shall be used by all assisting in the application process for the Grant
County Veteran Assistance Fund:
Household Size Monthly Max Income 050%
1
$ 1,610
2
$ 2,178
3
$ 2,745
4
$ 3,313
5
$ 3,880
6
$ 4,448
7
$ 5,015
8
$ 5,583
This is the 150% of Federal Poverty Level, as taken from the 2022 Health and Human
Services Poverty Guidelines / Federal Poverty Levels.
Page 14 of 14