Utilities

Per the Self-Direction Guidance for Providers, to be eligible for this Budget category, all funding sources must be explored, therefore HEAP verification is required. Please refer to the “HEAP FAQ 11.3.25” for more information (click here). Individuals must complete Yedei Chesed’s HEAP Verification process on an annual basis for OTPS Utilities to continue to be reimbursed. Please reach out to the Care Manager if assistance is needed to apply for this benefit.

• OTPS Utilities can include services that heat and/or cool the home, such as gas, electricity, oil, propane, as well as water and sewer.

• OTPS Utilities cannot cover waste removal or pest control.

  • For individuals living independently, reimbursement may be explored under IDGS Household Related Items and Services (click here).

• Only the individual’s portion can be reimbursed.

  • Example: The Individual, their parents, and the Individual’s sibling (even if they are under the age of 18) live in the home. This is a total of 4 household members. The reimbursement for the utility must be divided by 4, and only 1/4 reimbursed, since that is the Individual’s portion.

  • For people living alone, the full amount can be reimbursed.

• If utilities are listed in the Housing Subsidy tab AND in the OTPS tab:

  • OTPS Utilities can only be utilized to subsidize the difference between the amount listed in the Housing Costs section, Line 58, the individual’s share, and the amount listed on the utility bill.

  • For example, if the housing tab has $50 for utilities, and the utility bill (or bills) is $100, Self-Direction can only reimburse $50 for that month.

Common utility bill terminology:

• Budget Billing – A monthly amount based on the previous year’s utilization, set by the utility company.

• Payment Plans –

  • Unpaid prior balance that is paid off on a month-to-month basis using a fixed monthly amount. This cannot be reimbursed in the current bill.

  • If the Payment Plan is to cover the “Difference Amount” from a “Budget Billing Plan” and utility bills showing the Budget Billing Plan have been submitted for reimbursement, this may be reimbursed. For example, a Budget Billing Plan was set up, and at the end of the Budget Billing year, the utilization was higher than what was paid. The Payment Plan implemented to cover that remaining balance can be reimbursed.

• Adjustments – Discounts/credits applied for various reasons, such as “EAP” credits. The reason for the adjustment is usually listed on the full utility bill and must be reflected in the amount to be reimbursed.

How to calculate the amount to be reimbursed:

There are 3 ways of calculating the amount to be reimbursed. However, whichever way is chosen, it’s important to stay consistent. Once one option is chosen, that should be the way all utility reimbursements are entered going forward.

1. Option 1 (Recommended): Use a fixed monthly amount that is 1/12 of the budget for OTPS Utilities. Note: the amount to be reimbursed per month cannot exceed the amount owed as per that month's utility bill(s).

2. Option 2: Use the Total Amount Due.

   1. Deduct any previous charges or balance amounts, payment plan amounts, and any applicable late fees, that are not already deducted from the Total Amount Due.

3. Option 3: Use the utilization amount.

   1. Billing adjustments or discounts/credits, etc. must be deducted from this amount as well. At times, the amount may be more than the “Budget Billing Plan” and/or the “Total Amount Due” for the month.

   2. Important: If this option is chosen, the balance for a ‘budget billing plan’ at the end of the plan year will not be reimbursed since the energy utilization was already reimbursed in full during the year.

Please see examples of options 1, 2, and 3 below.

Option 1 - Use a fixed monthly amount that is 1/12 of the budget for OTPS Utilities. 

• For example, the Self-Direction budget has $600 for OTPS Utilities. Each month, $50 can be reimbursed provided either the “Total Amount Due” or the “Utilization” on the attachment is at least $50 that month.

• Write in the “Description” section “Fixed monthly amount” as well as anything else that needs to be communicated to the FI such as household size.

• The Fixed Monthly Amount may be changed in the event the funding in the Self-Direction Budget is changed and should be indicated in the “Description” section.

Option 2 - Use the Total Amount Due

Example A: conEdison	Calculations:
	The “Total amount due,” $312.18, is the amount to be reimbursed since it includes the (EAP) discounts.   After dividing by the number of household members, the amount should match the “Amount” field in eVero.
Example B: NYSEG	Calculations:
	(1) Even though the “payment due upon receipt” is zero (2) the amount to be reimbursed is $99 (3) because there was overpayment made previously that reduced the amount owed for the ‘budget billing year’.   After dividing by the number of household members, the amount should match the “Amount” field in eVero.
Example C: Central Hudson	Calculations:
	1. Subtract the amount owed from the previous month: $526.01 – $305.00 = $221.01.   2. Subtract the “Billing Adjustments”: $4.76.    3.Using the “Total Amount Due Now” of $799.25 - $221.01 – $4.76, the amount to be reimbursed should match the “Current Electric Charges” of $573.48.   After dividing by the number of household members, the amount should match the “Amount” field in eVero.

Option 3 - Use the utilization amount

Example A: conEdison	Calculations:
	1. Start with the electricity total of $617.86   2. Add the gas total of $133.85   3. The total to be reimbursed (if no adjustments or discounts are noted on the first page of the bill) is $751.71   After dividing by the number of household members, the amount should match the “Amount” field in eVero.
Example C: Central Hudson	Calculations:
	1. Use the “Total Current Charges.”    2. Subtract the “Billing Adjustments” of $60.46.     The total to be reimbursed is $247.72.   After dividing by the number of household members, the amount should match the “Amount” field in eVero.