HomeMy WebLinkAboutPolicies - Veterans ServicesGRANT COUNTY
VETERANS ASSISTANCE FUND
POLICIES AND PROCEDURES
Updated: January 29, 2019
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
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.
Auto Repair
3.13.
Appliances
3.14.
Clothing
3.15.
Occupational Certification
3.16.
Union Dues
3.17.
Unforeseen Circumstances
4. VETERAN SERVICE ORGANIZATIONS AND SERVICER OFFICERS:
4.1. Veteran Service Organizations
4.2. Veteran Service Officers
4.3. Service Organization Update
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
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 2019 Veteran Assistance Fund Limits
Appendix B 2019 Poverty Level Guidance
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 benefit veterans and family members facing financial
hardship.
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. Administers the Grant County Veterans Assistance Fund on behalf of the BOCC.
2. ELIGIBILITY.
2.1. USE OF VETERAN ASSISTANCE FUND: Eligibility is required for any assistance or
service provided through the Veteran Assistance Fund (VAF). Eligibility for use of the
VAF is determined by local Veteran Service Officers (VSO), under agreement with
Grant County, to perform the function of providing assistance, utilizing this document.
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.
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.
2.6. GRANT COUNTY RESIDENCY REQUIREMENTS: To receive assistance from the
VAF, applicants must be permanent, Grant County resident for the preceding 180 days
(6 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 or family member 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. The veteran or family member that receives three or
more years assistance
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. Checks will not be issued to veterans.
3.3.2. Checks will only be issued upon all requirements of this policy have been
satisfactorily met.
3.3.3. Checks 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 or bill.
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 no shelter beds are available, applicants may
receive temporary lodging at local, county agreed upon accommodations, up to the
maximum dollar limit per veteran. Applicants must be homeless and too ill to stay
in the elements; 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.
3.6. ENERGY / UTILITIES ASSISTANCE: Veteran may receive funding to be used for
payments for heating, electricity, telephone, 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. Telephone assistance is only for basic service. Cell
phones, long distance calls, call waiting, voice mail, or other types of 'extra' services
are not eligible for assistance.
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 house.
3.7. FOOD ASSISTANCE: Veteran may receive food assistance. The following criteria shall
be applied when providing food assistance:
3.7.1. The veteran may receive monthly assistance as a single individual per the VSO
Funding guidance.
3.7.2. The veteran with dependents may receive additional assistance per the VSO
Funding guidance.
3.7.3. Toiletries and personal use items may also be purchased under this section.
3.7.4. The following is prohibited for purchase under this section:
3.7.4.1. Alcohol.
3.7.4.2. Drugs (prescription, recreational, over the counter, etc.).
3.7.4.3. Tobacco products.
3.7.4.4. Pet food.
3.8. TRANSPORTATION ASSISTANCE: Veteran may receive transportation assistance to
and from work, for appointments, for medical or treatment services, social services
(SSI, SSDI, DSHS) or job interviews.
3.8.1. Public Transportation: If the veteran does not own a vehicle or vehicle is
inoperable, one bus pass may be issued per month.
3.8.2. Fuel Assistance Vouchers: Fuel vouchers may be provided to assist the
veteran with local commuting to and from work, medical appointments or other
similar needs. Fuel Vouchers shall:
3.8.2.1. Be submitted only to approved vendors.
3.8.2.2. Shall not exceed the VSO Funding Guidance.
3.8.2.3. Shall be utilized only for veteran's primary transportation.
3.9. MEDICAL, DENTAL AND PRESCRIPTION COVERAGE: Veteran may receive
assistance to be used for emergent medical, dental, or medication prescribed by a
licensed medical professional (excluding marijuana) providing 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, if all other resources have been exhausted.
3.10.1. Burial assistance shall not exceed VSO Funding Guidance.
3.10.2. Burial assistance does not 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. AUTO REPAIR: Repair or parts necessary for the veteran to seek work, attend
medical appointments, or maintain employment.
3.12.1. Limited to the VSO Funding Guidance.
3.12.2. Veteran must prove ownership and have valid insurance for at least 30
days prior to application.
3.13. APPLIANCES: Purchase of necessary appliances or repair thereto
(refrigerators, furnaces, ranges etc.) that are necessary
3.13.1. Veteran must provide proof of ownership documentation of appliances.
3.14. CLOTHING: Assist 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.
3.14.1. Veteran must prove emergent need.
3.15. 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.
3.16. 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.
3.17. UNFORESEEN CIRCUMSTANCES: If an applicant is in need of assistance in
an area not covered under Chapter 3, the VSO may forward the request directly to the
Veterans Assistance Program Coordinator 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. They are also familiar with county
veteran programs and services. These veteran organizations include, but are not
limited to:
4.1.1. American Legion (AL)
4.1.2. American Veterans (AMVETs)
4.1.3. Veterans of Foreign War (VFW)
4.1.4. Vietnam Veterans of America (WA)
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. By guiding a veteran through the county veterans'
assistance application packet, the VSO can ensure the veteran has all the proper
documentation prior to submitting an application assistance request to the Grant
County Veteran Services Coordinator.
4.2.2. Are trained by their assigned organization to assist veterans with assistance,
claims and the requirements of veteran assistance. These VSDs shall:
4.2.2.1. Be assigned to Veteran Service Organizations within Grant County
4.2.2.2. Have a signed contract with Grant County to assist in the Veterans
Assistance Fund voucher program.
4.2.2.3. Reside in Grant County.
4.3. SERVICE ORGANIZATION UPDATE: Annually, in the month of August, the County
Veterans Assistance Coordinator, or a member of the Veterans Advisory Board, shall
contact the local posts or chapters of veteran service organizations to:
4.3.1. Determine if any changes are needed in the Policy and Procedures Manual for
Assisting Veterans in Need in Grant County
4.3.2. Ensure correct information regarding the names and availability of service
officers willing to be the first point of contact for veterans seeking assistance
through the county program.
4.3.3. Update any other pertinent veteran information.
5. GRIEVANCE AND APPEALS PROCESS:
5.1. FILING A GRIEVANCE OR APPEAL: Each veteran service organization shall have an
in-house grievance or appeal procedure for veterans.
5.1.1. The veteran shall utilize this process to file a grievance or an appeal.
5.2. SECONDARY APPEAL: If the issue is not resolved internally, the veteran can file a
written grievance or appeal to the Veterans Assistance Program Coordinator:
Veteran Assistance Coordinator
Grant County
PO Box 37
Ephrata, WA 98823
5.3. RESPONDING TO A GRIEVANCE OR AN 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.
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 VSOs.
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:
6.1.8.1. The Board of County Commissioners, as requested, but at a minimum
provide monthly update and financial reporting.
6.1.8.2. The VAB quarterly or upon request.
6.2. ADMINISTRATIVE ASSISTANCE: The County Department of Veterans Assistance
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. Procurement Process: Prepare Requests for Proposals (RFP), Request for
Qualifications (RFQ) and other documents as necessary to support the VAF and
the Veterans Assistance Department, following the County's procurement
procedures.
6.2.4. Contracting: Prepare contracts that allocate funds to assistance organizations
awarded contracts through the County's procurement process as necessary.
6.2.5. Review: Review service organization and VSO performance following the
County's risk assessment process. 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.
6.2.6. Planning: Assist the Veterans Advisory Board with its planning process and
coordination with federal, state and local agencies and related organizations.
6.2.7. Evaluations: Assist the Veterans Advisory Board with evaluations regarding the
effectiveness of programs.
6.2.8. Veterans Assistance Coordinator: The coordinator shall:
6.2.8.1. Be a Veteran Services Department employee.
6.2.8.2. Shall provide staff support to the Veterans Advisory Board, which may
include arranging facilities for meetings and providing other services that fall
within the realm of a county advisory board.
6.2.8.3. Shall serve as administrative reviewer of grievances from applicants;
6.2.8.4. Review and approve applications not covered under Chapter 3; and
6.2.8.5. Oversee contracts with outside agencies.
6.2.9. Stand Downs and Other Programs: The Veteran Services Department shall be
responsible for coordinating the County's involvement in producing and executing
Stand Downs and other programs with the intent of providing or improving services
to indigent veterans.
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
Ephrata, WA 98823
8. Voucher Process:
8.1. The voucher process documentation and training is under development and
should be published early to mid 2019.
Veteran Assistance Fund Policy and Procedures
Shall be in full force and effective when approved by the
Grant County Board of Commissioners.
APPROVAL:
Dated this 29th day of January 2019.
BOARD OF COMMISSIONERS
GRANT COUNTY, WASHINGTON
Tavlor
Cind CArter, Vic -Chair
Richard Stevens, Member
ATTEST:
Barb ra . VascLhez
Clerk of the Board
APPENDIX A — 2019 VAF LIMIT GUIDANCE
The following criteria/limits shall be used by all Service Officers assisting in the application
process for the Grant County Veteran Assistance Fund:
LIMITS:
• Calendar Year:
o $2,500.00 / veteran (this includes dependents) maximum.
• Monthly Limits (calendar month):
o Food Limit:
■ Up to $150.00/calendar month per veteran, up to $250.00/calendar
month per veteran w/dependent.
o FUEL LIMIT:
■ Up to $50.00/calendar month per veteran.
• Burial / Cremation Limit:
o $750.00/veteran (dollar amount does not count against yearly maximum).
• All Other Assistance:
o Limited to yearly maximum.
Dependents: Dependents must be documented and included in
the application processes.
Burial: Includes cremation. Does not count against yearly limit.
Communication: Grant County does not pay cell phone or hard line phones.
Travel: Travel includes costs associated with the VA Van service.
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.
APPENDIX B — 2019 POVERTY LEVEL GUIDANCE
The following criteria/limits shall be used by all Service Officers assisting in the application
process for the Grant County Veteran Assistance Fund:
Household Size Monthlv Max Income (150%
1
$ 1,516
2
$ 2,058
3
$ 2,598
4
$ 3,138
5
$ 3,678
6
$ 4,218
7
$ 4,758
8
$ 5,298
The 150% of Federal Poverty Level, as taken from the 2019 Health and Human Services
Poverty Guidelines / Federal Poverty Levels.