Cooling Assistance

Use this process to enter cooling assistance information.

Process Steps:

The Cooling Assistance page displays.

In the Cooling Request section:

- Select the type of request from the Cooling Request dropdown menu (required).
- Enter the Service Request Amount.
- Select from the Living Situation dropdown menu (required).

The EAP Application Status will show a Pending status by default at the time of intake. Once eligibility is run, the EAP Application Status field will reflect the status based on the eligibility results. EAP Applications with Approved, Denied or Closed status will be displayed in read-only mode.

In the Cooling Equipment in Working Condition section:
- Select Yes or No from the Window Air Conditioner dropdown menu.
- Select Yes or No from the Central Air Conditioner Unit dropdown menu.
- Select Yes or No from the Heat Pump dropdown menu.
- Select Yes or No from the Portable Fan dropdown menu.
- Select Yes or No from the Ceiling Fan dropdown menu.
- Select Yes or No from the Attic Fan dropdown menu.
- Select Yes or No from the Whole House Fan dropdown menu.

In the Cooling Assistance section:

- Select Yes or No from the Is Utility Service Address on Account same as the Physical Address dropdown menu.
- Select Yes or No from the If disconnection amount exceeds maximum, has the difference been paid? dropdown menu.
- Enter the amount for the Co-payment Requirement.
- Select the verification source from the Verification of co-payment dropdown menu.
- Select the name of the customer from the Who owns or is responsible for the cooling equipment? dropdown menu.
- Select Yes or No from the Does Landlord give permission for repair / install / use? dropdown menu.
- Select the verification source for the Verification of Permission for repair / install / use dropdown menu.

In the Additional Information section:
- Select the customer’s name from the Name on the account dropdown menu.
- Enter the customer’s First, Middle and Last Name on the account when Other is selected from the Name on the Account dropdown menu.
- Enter the Account number on the bill.
- Enter the Actual Bill Amount.
In the Vendor Details section:
- Select Yes or No from the Utility payment automatically withdrawn from bank account or debit / credit dropdown menu.
- Select the Direct Pay Reason from the dropdown menu.
- Click on the magnifying glass icon to search for vendors in the VaCMS and select the appropriate Vendor.

The Vendor search pop-up displays vendors who are providing services in the locality of the case in addition to the search criteria entered. Vendor information will not be retrieved if a vendor is no longer providing services in the locality of the case.

- • If a vendor is selected from the existing vendors in the VaCMS then Vendor Name will be populated and cannot be changed.

In the Heating Data section:
- Select Yes or No for the Does the household have a heating expense? dropdown menu.
- Select the type of fuel from the Select the fuel type used to most frequently heat the home dropdown menu.
- Click on the magnifying glass icon to search for vendors in the VaCMS and select the appropriate Heating Vendor.
- If a vendor is selected from the existing vendors in the VaCMS then Vendor Name will be populated and cannot be changed.
In the Performance Measures section:
- Select Yes or No for the Does the household have an electricity disconnection notice dropdown menu.
- Select Yes or No for the Is the household’s electricity service off / disconnected? dropdown menu.
- Select Yes or No for the Is the cooling equipment not working properly? dropdown menu.
- Select Yes or No for the Is the cooling equipment not working at all or does the household not have cooling equipment? dropdown menu.
- Click Save + Add.
- Click Save + Continue.

For denying a service request record, use the EAP Program Denial page to request denial of the service request and then run eligibility to process the denial.

Results of the Procedure:

The customer’s cooling assistance details are recorded.

Updated 10/03/2016