Weatherization Manual Policies and Procedures Supporting Documents for United States Department of Energy (doe) United States Department of Health and Human Services (hhs) Bonneville Power Administration



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July 2017 Edition




Low-Income Weatherization Program

Introduction
The Weatherization (Wx) Program increases home energy efficiency for low-income families. Thereby the Wx Program lowers energy use, reduces utility bills, and decreases the need for assistance with utility costs. The Wx Program also preserves low-income housing.


Vision:

All Washington State low-income housing is energy efficient, safe and affordable.



Mission Statement:

The Weatherization Program makes cost effective energy efficiency and related repair improvements to homes occupied by low income people to reduce energy bills and increase home health, safety and durability.


Commerce administers the Weatherization Program. Across Washington state, Local Agencies (LA) and Tribes provide weatherization services to low-income families.




Funding Sources include:

  • U.S. Department of Energy (DOE) Weatherization Assistance Program

  • U.S. Department of Health and Human Services (HHS) – LIHEAP

  • Bonneville Power Administration (BPA)

  • Washington State Matchmaker Program (MM)

  • Electric and Natural Gas Utility Companies

Low-Income Weatherization Program

Precedence

Weatherization (Wx) projects shall be weatherized in accordance with the State of Washington Weatherization Manual (Policies and Procedures and Supporting Documents) for the appropriate housing type (single-family, mobile, and multi-family). Policy defines allowable Wx Program work.


The Washington State Weatherization Field Guide Retrofitting Washington (Wx Field Guide) defines applicable work that meets the specifications, objectives, and desired outcomes outlined in the Standard Work Specifications for Home Energy Upgrades (SWS). The Guidelines for Home Energy Professionals Standard Work Specifications are reference for any work the WA Field Guide does not address.
Exception: The technical specifications in the Field Guide take precedence over the Wx Manual Policy.
Where the referenced documents specify different requirements, materials, or methods of construction the most restrictive shall govern.
Policy Memos

Policy Memo revisions to this publication are posted on the Commerce Extranet Wx Site, Wx Manual page, in the Published Wx Manuals Library. Policy memos make “Emergent Policy Changes” to the Wx Manual. Emergent Policy Changes are effective as of the date on the corresponding Policy Memo, unless another date is specified within the Policy Memo. Revisions are applied to the current Wx Manual available online at both Commerce’s website and Commerce’s Extranet Wx Site. Policy memos take precedence over published Wx Manual. The policy memo changes are automatically submitted for review during the next Proposed Change and Review Process.


Questions and Answers (Q&A)

To ask Weatherization Questions, please email WxQuestions@commerce.wa.gov. Past general questions and answers are posted on the Commerce Extranet Wx Site, HIP Wx Team Site page, in the Questions-Answers List. These Q&As are intended to supplement, discuss, and explain Wx requirements. They do not supersede requirements within either the Wx Contracts or the Wx Manual.


Margin Markings

Solid vertical lines in the margins within the body of the Wx Manual indicate a substantive change from the requirements in the previous version. Margin marks are not used for correcting a typo or making a formatting change or move. The margin mark locates where the change was made and corresponds with the date of the specific Policy. For changes made prior to 2016 the date is in the Table of Contents (TOC). Sometimes the revised date is also in the header or footer. For changes made in 2016 and after, the Effective Date is in the new introduction block along with the version replaced. If the margin line is marking a blank line alone, this indicates a deletion.


Web Addresses:

National Renewable Energy Laboratory’s (NREL) Standard Work Specifications Tool: https://sws.nrel.gov/

Commerce Extranet Weatherization Site: https://extranet.commerce.wa.gov/
The Weatherization Manual (Wx Manual) is prepared by the Department of Commerce (Commerce). The Wx Manual and Answers to Frequently Asked Questions (FAQs) are subject to change. Neither Commerce, nor any of their employees, makes any warranty, express or implied, or assumes any legal liability or responsibility for the accuracy, completeness, or usefulness of any information, apparatus, product, or process disclosed, or represents that its use would not infringe privately owned rights. Reference herein to any specific commercial product, process, or service by trade name, trademark, manufacturer, or otherwise does not necessarily constitute or imply its endorsement, recommendation, or favoring by Commerce or any agency thereof.

July 2017 Page 1 of 5

Policies and Procedures

For Managing the Low-Income Weatherization Program


Table of Contents


Cross References: The small policy numbers (i.e. (P1.4)) following titles are the old Wx Policy numbers, for reference.

See Also: 2017 Field Guide Retrofitting Washington

Chapter 1 Eligible Clients


Section 1.1 Qualifying Clients

Policy 1.1.1 Applying Income Eligibility Standards (partial P2.1) July 2016

Policy 1.1.2 Determining Income Eligible Clients (P1.2, 1.2.1) July 2017

Policy 1.1.3 Qualifying Owners or Tenants (P1.4) July 2016



Section 1.2 Enrolling Clients

Policy 1.2.1 Prioritizing Eligible Weatherization Clients (P1.1) July 2017

Policy 1.2.2 Searching for Eligible Weatherization Clients (P1.1) July 2016

Policy 1.2.3 Serving Low-Income Native Americans (P1.1.1) July 2016



Section 1.3 Documenting Eligible Clients

Policy 1.3.1 Documenting Income Eligibility (partial P2.1, all docs) July 2017

Policy 1.3.2 Setting Period of Eligibility (P1.3) July 2016

Policy 1.3.3 Using Property Owner/Agency Agreements (P1.4.1) July 2017



Section 1.4 Benefits and Contributions

Policy 1.4.1 Accrual of Benefits July 2017

Policy 1.4.2 Leveraging Owner Contributions July 2017

Chapter 2 Eligible Dwellings


Section 2.1 Dwelling Types

Policy 2.1.1-SF Qualifying Single Family Residences (NEW) July 2016

Policy 2.1.2-MF Qualifying Multi-Unit Residences (P1.5) July 2017

Policy 2.1.3 Ineligible Residences and Exceptions (P1.6) July 2016

Policy 2.1.4 Shelters, Group Homes, and Transitional Facilities (P1.7) July 2016

Policy 2.1.5 Subsidized Housing Weatherization (P1.8) July 2017

July 2017 Policies and Procedures for Managing the Low-Income Weatherization Program
Table of Contents Page 2 of 5

Policy 2.1.6 Preserving Historic Properties (P1.9) July 2016

Policy 2.1.7 Reweatherizing (partial P1.6) July 2016

Section 2.2 Documenting Eligible Dwellings

Policy 2.2.1 Documenting Residence (P3.1) July 2016


Chapter 3 Policies moved. References to new locations



Chapter 4 Complaints and Dispute Resolution


Policy 4.1 Resolving Complaints and Disputes July 2017

Chapter 5 Providing Weatherization Services


Section 5.1 General

Policy 5.1.1 General Requirements July 2016

Policy 5.1.2 Weatherization Project Documentation July 2016

Policy 5.1.2.1 Certification of Insulation July 2015

Policy 5.1.2.2 Weatherization Information Data System (WIDS) July 2017

Policy 5.1.3 Deferral Standards April 2009

Policy 5.1.4 Consumer Conservation Education (Client Ed) July 2017

Policy 5.1.5 Low Cost/No Cost July 2015

Policy 5.1.6 Coordination with Utilities and Related Programs July 2015

Section 5.2 Energy Audit

Policy 5.2.1-SF Energy Audit Oct 20, 2016

Policy 5.2.1-MF Multifamily Energy Audit (not included) October 2017

Policy 5.2.2 Energy Audit Pre-Assessment (Pre-Audit) July 2015

Policy 5.2.3-SF Diagnostic Testing July 2016

Policy 5.2.3-MF Multifamily Diagnostic Testing(not included) October 2017

Policy 5.2.4-SF Priority List (PL) July 2017

Policy 5.2.5 Targeted Residential Energy Analysis Tool (TREAT) July 2016



Section 5.3 Air Sealing

Policy 5.3.1 Air Sealing July 2015

July 2017 Policies and Procedures for Managing the Low-Income Weatherization Program
Table of Contents Page 3 of 5

Section 5.4 Insulation – Building Envelope

Policy 5.4.1 General Insulation Requirements July 2017

Policy 5.4.2 Attic Insulation July 2016

Policy 5.4.3 Wall Insulation July 2016

Policy 5.4.4 Floor Insulation July 2017

Policy 5.4.5 Windows and Doors July 2016



Section 5.5 Heating and Cooling

Policy 5.5.1 Air Conditioning and Heating Systems July 2016

Policy 5.5.2 Combustion Heating Systems July 2017

Policy 5.5.3 Electric Heating Systems July 2016

Policy 5.5.4 Solid Fuel Burning Appliance Systems July 2015

Policy 5.5.5 Space Heaters July 2012

Policy 5.5.6 Ductless Heat Pumps (DHP) July 2015

Policy 5.5.7 Fuel Switching July 2015

Policy 5.5.8 Thermostats July 2015

Policy 5.5.9 Renewable Energy Systems July 2016



Section 5.6 Ventilation Ducts

Policy 5.6.1 Heating and Cooling Ducts July 2017

Policy 5.6.2 Mechanical Ventilation Ducts July 2016

Policy 5.6.3 Dryer Ducts July 2016



Section 5.7 Baseload

Policy 5.7.1 Water Heaters July 2016

Policy 5.7.2 Water Pipe July 2015

Policy 5.7.3 Refrigerator Replacement July 2017

Policy 5.7.4 Energy-Efficient Lighting July 2017

Section 5.8 Repair

Policy 5.8.1 Weatherization-Related Repair (Incidental Repairs) July 2017

Policy 5.8.2 Matchmaker Policy July 2014

Policy 5.8.3 Weatherization Plus Health - Basic May 11, 2016

Policy 5.8.4 Weatherization Plus Health - Enhanced Jan 1, 2016

July 2017 Policies and Procedures for Managing the Low-Income Weatherization Program


Table of Contents Page 4 of 5

Section 5.9 Mobile

Policy 5.9.1 Mobile Homes July 2015



Section 5.10 Multi-Family

Reserving Space if needed for Multifamily July 2017

Chapter 6 Allowable Costs


Section 6.1 General Standards for Allowable Costs July 2015

Policy 6.2 General Standards of Fiscal Accountability July 2017

Policy 6.3 Administrative Costs July 2017

Section 6.4 Program Operation Costs July 2015

Section 6.4.1 Compliance with Federal Standards for Use of Recycled
Insulation Materials April 2009

Policy 6.5 Training and Technical Assistance Costs July 2017

Section 6.6 Equipment/Vehicles July 2012

Policy 6.7 Budget Revisions Sept 19, 2016

Section 6.8 Audits July 2015

Chapter 7 Quality Assurance


Policy 7.1 Local Agency Inspection of Weatherization Work Oct 20, 2016

Section 7.2 Commerce Program Monitoring July 2015

Policy 7.3 Assessing Local Agency Risk July 2017

Policy 7.4 Weatherization Outcomes July 2017


Chapter 8 Program Management, Administration, and Reporting


Section 8.1 Soliciting Providers for Weatherization Program Services April 2009

Section 8.2 General Weatherization Work Plan July 2017

Section 8.3 Contracts and Amendments July 2017

Section 8.3.1 Spending Limits April 2009

Policy 8.4 Subcontracting July 2017

Policy 8.4.1 Warranties and Owner Release July 2016

July 2017 Policies and Procedures for Managing the Low-Income Weatherization Program
Table of Contents Page 5 of 5

Policy 8.5 Certification Regarding Lobbying July 2017

Policy 8.6 Issuance of Working Capital Advances July 2017

Policy 8.7 Reporting and Reimbursement of Expenses July 2017

Policy 8.8 Final Contract Closeout Report July 2017

Policy 8.9 Counting Year-End Unit Completions July 2017

Section 8.10 Refunds April 2009

Section 8.11 Program Income April 2009

Section 8.12 Inventory Control April 2011

Section 8.12.1 Disposition of Equipment/Vehicles July 2012

Section 8.12.2 Weatherization Materials Transfer and Inventory April 2009

Section 8.13 Prevailing Wage July 2015


Chapter 9 Health and Safety


Section 9.1 Ensuring LocalAgencies and Subcontractors H&S July 2016

Policy 9.1.1 Field SafetyTraining July 2016

Policy 9.1.2 Safety Meetings July 2016

Policy 9.1.3 Inspecting On-Site H&S Work Practices July 1, 2016

Policy 9.1.4 Confined Spaces July 2017

Section 9.2 Client Health and Safety July 2012

Policy 9.3 Indoor Air Quality – Mechanical Ventilation July 2017

Policy 9.4 Combustion Safety Testing July 2017

Section 9.5 Smoke Detectors, Carbon Monoxide (CO) Detectors,
& Fire Extinguishers July 2015

Policy 9.6 Biologicals and Unsanitary Conditions,


including Mold and Moisture July 2017

Section 9.7 Electrical July 2012

Policy 9.8 Lead Based Paint July 2017

Policy 9.9 Asbestos July 2016

Policy 9.10 Radon July 2016

Policy 9.11 Pests July 2012


TOC

CHAPTER I ELIGIBLE CLIENTS


Section 1.1 Qualifying Clients

Policy 1.1.1 Applying Income Eligibility Standards

Policy 1.1.2 Determining Income Eligible Client

Policy 1.1.3 Qualifying Owners or Tenants



Section 1.2 Enrolling Clients

Policy 1.2.1 Prioritizing Eligible Weatherization Clients

Policy 1.2.2 Searching for Eligible Weatherization Clients

Policy 1.2.3 Serving to Low-Income Native Americans



Section 1.3 Documenting Eligible Clients

Policy 1.3.1 Documenting Income Eligibility

Policy 1.3.2 Setting Period of Eligibility

Policy 1.3.3 Using Property Owner/Agency Agreements



Section 1.4 Benefits and Contributions

Policy 1.4.1 Accrual of Benefits



Policy 1.4.2 Leveraging Owner Contributions

  1. Effective Date: July 2016 Page 1 of 1

  2. Weatherization Policy

  3. See also:

  4. LIHEAP Intake

  5. LIHEAP Forms

  6. 10 CFR 440.22(b)(3)(iii) and (e)

  7. Replaces: Policy 2.1 partial (PM 16-01– February 8, 2016) Policy 1.3.1, Documenting Eligibility

  8. POLICY 1.1.1 Applying Income Eligibility Standards

  1. Using LIHEAP Income Eligibility Guidelines: The Weatherization Program follows the Washington State Energy Assistance Program/Low-Income Home Energy Assistance Program (LIHEAP) income eligibility guidelines. See LIHEAP Intake link (above) for LIHEAP Policies:

    1. LIHEAP Policy 1.3.0, Determining Income Eligibility, and

    2. LIHEAP Policy 1.3.1, Defining Types of Income, Exclusions and Deductions.

  1. Considering Earned Income: Local agencies must account for all pay periods in the period used to establish eligibility, when considering earned income.

  2. Calculating Average Gross Income: Local agencies must consider average income reported by current members of the household. See LIHEAP 1.3.0 (B), Average Gross Income Will Be Calculated.

  3. Establishing Average Monthly Income: Local agencies must use any DSHS and SSA income documentation received by an applicant for the month prior to application to establish the average monthly income from the income source, unless the client indicates the income varied in amount over the period considered.

  4. Documenting Income Eligibility: See Policy 1.3.1, Documenting Eligibility.



  1. Effective Date: July 2017 Page 1 of 2

  2. Weatherization Policy

  3. See also:

  4. Weatherization Income Eligibility Guidelines

  5. WPN 17-3, 2017 Poverty Income Guidelines and Definition of Income

  6. LIHEAP Intake

  7. Policy 1.1.1, Applying Income Eligibility Standards

  8. Policy 1.2.1, Prioritizing Eligible Weatherization Clients

  9. Policy 1.3.1, Documenting Income Eligibility

  10. Policy 1.3.2, Setting Period of Eligibility

  11. Exhibit 1.3.1D, Declaration of No Income

  12. 10 CFR 440.22(a)(1)(2)(3)

  13. WPN 99-7, 1999

  14. Replaces: Policy 1.1.2 October 1, 2016 63 FR 41662 - Verification of Eligibility for Public Benefits

  15. POLICY 1.1.2 Determining income ELIGIBle Clients

  1. Using LIHEAP Income Eligibility Guidelines: Local agencies must follow the income eligibility guidelines for the Washington State Energy Assistance Program/Low-Income Home Energy Assistance Program (LIHEAP) to determine types of eligible income, how to document income, and other eligibility rules. For more information, see:

    1. Weatherization Income Eligibility Guidelines,

    2. LIHEAP Intake link (above),

    3. Policy 1.1.1, Applying Income Eligibility Standards, and

    4. Policy 1.3.1, Documenting Income Eligibility.

  1. Commerce Publishes Wx Income Eligibility Guidelines Annually: Commerce uses federal poverty guidelines issued annually by the United States Department of Health and Human Services (HHS) to establish client eligibility for the Weatherization Program. See Weatherization Income Eligibility Guidelines

  2. Determining Eligibility:

    1. Local agencies must determine income eligibility of a household prior to providing weatherization services.

    2. Each household member must submit source income documentation for the time period set.

  1. Exceptions:

      1. Children under nineteen years of age.

      2. Self-Certification. See Exhibit 1.3.1D, Declaration of No Income.

  1. Wx Policy 1.1.2 Determining Income Eligible Clients Page 2 of 2

  1. Applying Eligible Income Guidelines Threshold: To qualify as eligible clients, the income received by all household members must not exceed 200 percent of federal poverty guidelines or 60 percent of state median income, whichever is greater. See Policy 1.2.1, Prioritizing Eligible Weatherization Clients for priority.

  1. Exceptions:

    1. For Wx projects using LIHEAP funding, income must not exceed 60 percent of state median income.

    2. Use only eligible household members in the household count to determine eligibility.

  1. Applying Income Exclusions: For high residential energy burden/users, all current income exclusions apply. See LIHEAP Intake link (above) for LIHEAP Policy 1.3.1, Defining Types of Income, Exclusions and Deductions.

  1. For all other eligible client households, all income exclusions apply except:

    1. 20 percent allowance for wage earner.

    2. 10 percent retirement deduction.

    3. 10 percent deduction for unemployment benefits.

  1. Setting Time Period to Document Household Income: Local agencies must set a period of time used to document the household’s income. They may use either three (3) or 12 months prior to the date of application.

    1. When three months of income are used, it will be converted to an estimated annual wage by multiplying the most recent three months of income by four.

    2. If the household is determined to be ineligible based on the average income for three months, the applicant must be notified that 12 months of documentation may be provided to re-determine eligibility.

  2. Determining Citizenship Status: Local agencies must determine the citizenship status of each household member. See Policy 1.3.1, Documenting Income Eligibility.



  1. Effective Date: July 2016 Page 1 of 1

  2. Weatherization Policy

  3. See also:

  4. Chapter 1, Eligible Clients

  5. Chapter 2, Eligible Dwellings

  6. Replaces: Section 1.4 – April 2009 Policy 1.3.3, Using Property Owner/Agency Agreements

  7. POLICY 1.1.3 Qualifying applicant eligibility: Owners or tenants

  1. Qualifying Owners or Tenants:

  1. Eligible applicants must be owners or tenants of single or multi-family homes, apartments, mobile homes, shelters, or other group facilities that are qualified by Commerce and its funding agencies.

  1. Qualifying Renters:

  1. If the household is renting, a property owner/agency agreement must be signed by the owner or authorized agent of the building and included in the applicant household file before weatherization work begins. This includes residences designated as existing Section 8 housing. See Policy 1.3.3, Using Property Owner/Agency Agreements, for agreement forms for single and multi-family residences.

  1. Qualifying Clients and Dwelling:

  1. Additional policies for qualifying clients and dwellings, income standards, verification and documentation are described in Chapter 1, Eligible Clients and Chapter 2, Eligible Dwellings.



  2. Effective Date: July 2017 Page 1 of 1

  3. Weatherization Policy

  4. See also:

  5. Chapter 1, Eligible Clients

  6. Replaces: Policy 1.2.1 - July 2016 Policy 1.2.2, Searching for Eligible Weatherization Clients

  7. POLICY 1.2.1 Prioritizing ELIGIBle Weatherization Clients

  1. Providing Weatherization Services:

  1. Local agencies will provide weatherization program services to eligible households in their service area and ensure that those who want to apply have an opportunity to do so. Commerce recognizes the extensive variations in the availability of eligible clients and relies on the discretion of local agencies to judge local situations. See Policy 1.2.2, Searching for Eligible Weatherization Clients.

  1. Prioritizing Clients:

  1. Local agencies must give priority for weatherization services to:

    1. Elderly (60 years of age or older).

    2. Persons with disabilities.

    3. Children nineteen years of age, or under.

    4. High Residential Energy Users

    5. Households with High Energy Burden

    6. Native American, with particular emphasis on households residing on reservations.

  1. Giving Preference to Clients:

  1. Local agencies may give preference for weatherization services to households meeting two or more of the priority criteria listed (e.g. elderly + high energy burden/user).



  2. Effective Date: July 2016 Page 1 of 1

  3. Weatherization Policy

  4. See also:

  5. Replaces: Section 1.1 partial – July 2015 10 CFR 440.1

  6. POLICY 1.2.2 Searching for Eligible WEATHERIZATION Clients

  1. Finding Applicants:

  1. Local agencies must identify eligible Weatherization households in their service area.

  1. Submitting Applications:

  1. Local agencies must ensure that every applicant who wants to submit an application has an equal opportunity to apply.

  1. Performing Outreach:

  1. Local agencies must advertise the Weatherization Program to find eligible households in their service area. Outreach methods, include, but are not limited to:

    1. Informing organizations or advocacy groups that have a special interest in, or regular contact with, persons listed in Policy 1.2.1, Prioritizing Eligible Weatherization Clients.

    2. Arranging for applications to be taken by, or at the site of, those organizations or advocacy groups.

    3. Placing multi-lingual posters and materials describing the program in public areas and buildings.

    4. Placing TV and radio ads to reach people who cannot read and those with limited English skills.

    5. Providing interpreters for non-English speaking applicants or applicants with communication challenges.

    6. Working with energy vendors to provide customers with program information.



  1. Effective Date: July 2016 Page 1 of 1

  2. Weatherization Policy

  3. See also:

  4. Exhibit 1.2.3A, Percent of NA Low-Income Households

  5. Replaces: Section 1.1.1 – July 2015 Policy 1.2.2, Searching for Eligible Weatherization Clients

  6. POLICY 1.2.3 SERVING LOW-INCOME NATIVE AMERICANS

  1. Prioritizing Native Americans for Weatherization Services

  1. Local agencies must serve low-income Native Americans in their service area, with particular emphasis on households residing on reservations.



  1. Serving Native Americans Proportionately

  1. Local agencies must serve eligible low-income tribal members in proportion to the percentage of Native American population based on current census data for their service area.



  1. Performing Native American Outreach:

  1. Local agencies must develop a Native American Outreach Plan each year and submit to Commerce by December 31.

  2. Local agencies may use a variety of outreach methods to recruit Native American clients as noted in Policy 1.2.2, Searching for Eligible Weatherization Clients. Special outreach efforts may be required to achieve desired service levels, such as speaking at tribal community events.



  3. Effective Date: July 2017 Page 1 of 5

  4. Weatherization Policy

  5. See also:

  6. LIHEAP Intake

  7. LIHEAP Forms

  8. Policy 1.1.1, Applying Income Eligibility Standards

  9. Exhibit 1.3.1A, Income and Residence Verification Checklist

  10. Exhibit 1.3.1B, Household Information Form (HIF)

  11. Exhibit 1.3.1C, Household Member & Income Information Form

  12. Exhibit 1.3.1D, Declaration of No Income

  13. Exhibit 1.3.1E, Sample Wx Program Utility Information Release Waiver

  14. Exhibit 1.3.1F, Qualified Alien Documents

  15. Replaces: Policy 1.3.1 July 2016

  16. POLICY 1.3.1 Documenting Eligibility

  1. Documenting Income Eligibility: Client file must contain income eligibility documentation. These documents can be stored electronically or retained in hard copy for each client.

    1. Types of required documentation:

      1. Source Documentation: Clear copies of income documents.

      2. Verification: Signed and dated statement by local agencies that the document was seen. See Exhibit 1.3.1A, Income and Residence Verification Checklist. Local agencies may use this exhibit or equivalent documentation to record the “I saw” verification of client status, income, and residence.

      3. Availability of Supporting Documentation: For purposes of review and audit, each client file must contain:

        1. Application: The client application with the required demographics and income from the entire family living in the residence;

        2. Eligibility Evidence: Evidence the client is eligible to receive Wx Services, including but not limited to: a memorandum from a third party certification office stipulating the income levels of the family; or source documentation for each income source listed on the application.

      4. Multi-family buildings: Local agencies may use their own certification form to verify income eligibility of residents in public/subsidized multi-family buildings. When centralized records are available, they may substitute for individual Household Information Forms.

  1. Wx Policy 1.3.1 Documenting Eligibility Page 2 of 5

    1. Applying for EA and Wx: For households applying to both the Energy Assistance and Weatherization programs, local agencies must follow applicant file and verification procedures defined by the Washington State Energy Assistance Program/LIHEAP. See LIHEAP Intake and LIHEAP Forms links above. At a minimum, the documentation in Wx client file must include all of the following:

      1. Application: LIHEAP Exhibit 1.3.1B, Household Information Form (HIF), or equivalent information

      2. Eligibility Evidence:

        1. Eligibility Determined by Outside Agency/Program: If income eligibility is determined by an outside agency or program, i.e. Low-Income Home Energy Assistance Program (LIHEAP) or the U.S. Department of Housing and Urban Development (HUD), any document used to determine eligibility, such as a copy of LIHEAP eligibility or a copy of the HUD building list, will suffice as evidence of client eligibility;

        2. Source Documentation; or

        3. Verification: The Local Agency Representative must review and verify client’s income eligibility information, determine the client is eligible for Wx Program, and document in the client file. The local agency may use Exhibit 1.3.1A, Income and Residence Verification Checklist, or equivalent documentation.

    2. Applying for Wx only: For households applying only for Weatherization, local agencies must collect and document the information included in the client file:

      1. Application: LIHEAP Exhibit 1.3.1B, Household Information Form (HIF), or equivalent information.

      2. Income calculation: LIHEAP Exhibit 1.1.1(B), Household Income Information Form, Exhibit 1.3.1C, Household Member & Income Information Form, or equivalent documentation.

      3. Eligibility Evidence:

        1. Eligibility Determined by Weatherization Program: If income eligibility is determined by the Weatherization program, any document used to determine eligibility must be documented in the client file as evidence of client eligibility.

  1. Wx Policy 1.3.1 Documenting Eligibility Page 3 of 5

        1. Source Documentation;

        2. Verification: The Local Agency Representative must review and verify client’s income eligibility information, determine the client is eligible for Wx Program, and document in the client file. The local agency may use Exhibit 1.3.1A, Income and Residence Verification Checklist, or equivalent documentation; or

        3. Self-Certification: After all other avenues of documenting income eligibility are exhausted, self-certification is allowable. However, evidence of the various attempts at proving eligibility must be contained in the client file. This includes a notarized statement signed by the applicant indicating they have no other proof of income.

          1. Signed declaration of income statement must be used when documentation is unavailable.

          2. Clients claiming zero income must sign a declaration of no income. See Weatherization Program Exhibit 1.3.1D, Declaration of No Income. Local agencies may use this exhibit or equivalent documentation.

  1. Maintaining Client Privacy: Local agencies will maintain the privacy of the client’s personal information.

    1. Personal information collected, used, or acquired in connection with the Weatherization Program shall be used solely for the purpose of providing weatherization services. Local agencies agree not to release, reveal, publish, transfer, sell, or otherwise make known to unauthorized persons a client’s personal information without his or her express written consent or as provided by law. Written consent must include what client information may be shared and to whom or which agencies/businesses.

    2. Local agencies agree to implement physical, electronic, and managerial safeguards to prevent unauthorized access to personal information. Personal information includes information that would identify an individual’s health, education, business, use or receipt of governmental services, name, address, age, telephone number, social security number, driver’s license number, and finances including financial profiles, credit card numbers, or other identifying numbers.

  1. Wx Policy 1.3.1 Documenting Eligibility Page 4 of 5

    1. Commerce reserves the right to monitor, audit, and investigate the use of personal information collected, used, or acquired by local agencies. Not properly maintaining clients’ private information could result in termination of a contract or subcontract.

    2. Local agencies agree to indemnify and hold harmless Commerce, the State and its officers, employees, and authorized agents for any damages related to local agencies’ unauthorized use of personal information.

    3. Local agencies shall include this client privacy policy in all subcontracts. In addition, local agencies shall include in subcontracts a clause stating that subcontractors agree to indemnify and hold harmless local agencies, the State and its officers, employees and authorized agents for any damages related to subcontractors’ unauthorized use of personal information. Local agencies are responsible for monitoring the use of personal information collected by subcontractors.

  1. Acquiring Energy Records and Account Information Waivers: Local agencies must acquire signed client waivers enabling Weatherization Program access to utility and other energy vendor billing records and account information, including account number, the name to which the account is billed and the billing address is accurately recorded for all clients. Account information must be gathered for all energy vendors, both electric and the primary heating source, and must include both consumption and expenditure data. See Exhibit 1.3.1E, Sample Wx Program Utility Information Release Waiver.

  2. Documenting Household Size and Citizenship Status: Per 62 FR 61344-61416, an eligible household member must be a U.S. citizen or qualified alien. Each eligible household member’s citizenship status must be documented.

  1. Exceptions:



    1. Children under the age of 1 are exempt from qualified alien status verification.

    2. Local agencies that are nonprofit charitable organizations and have completed the eligibility criteria opt out process and have a contractual agreement with Commerce for Weatherization Services. These entities are not required to determine, verify, or otherwise require proof of an applicant’s eligibility based on the applicant’s status as a U.S. citizen, U.S. non-citizen national or qualified alien. (62FR 61345 D) According to HHS guidance, if those exempt entities decide not to perform that eligibility determination then the State is responsible to perform it on their behalf.

  1. Wx Policy 1.3.1 Documenting Eligibility Page 5 of 5

  1. Citizenship Documentation must include one of the following:

    1. United States birth certificate;

    2. A copy of the social security card;

    3. A copy of other documentation or correspondence that shows both the name and social security number;

    4. The local agency can place in the file a signed statement that documentation proving an applicant's social security number was witnessed; or,

    5. See Exhibit 1.3.1F, Qualified Alien Documents for a list of acceptable documents.



  1. Effective Date: July 2016 Page 1 of 1

  2. Weatherization Policy

  3. See also:

  4. Policy 1.1.1, Applying Income Eligibility Standards

  5. Replaces: Policy 1.3 – July 2015 Policy 1.3.1, Documenting Income Eligibility

  6. POLICY 1.3.2 Setting Period of Eligibility

  1. Setting Period of Eligibility:

  1. An applicant will remain eligible for weatherization services for 12 months from the date of verified eligibility.

  1. Continuing Period of Eligibility:

    1. If weatherization work is expected to begin between 12 and 15 months from the date of verified eligibility, the household must show continued eligibility.

    2. A signed declaration of income statement for the previous three months may be used to update application if necessary.

  2. Expiring Eligibility:

  1. If weatherization work has not begun after 15 months from the date of application, the household must reapply in full.

  1. Beginning Weatherization Work:

  1. Weatherization work begins on the date of energy audit.



  2. Effective Date: July 2017 Page 1 of 1

  3. Weatherization Policy

  4. See also:

  5. Exhibit 8.4.1A, Property Owner Release Form

  6. Exhibit 1.3.3A, Wx Program Property Owner-Occupant/Agency Agreement

  7. Exhibit 1.3.3B, Wx Program Rental Property Owner/Agency Agreement

  8. Policy 1.4.2, Leveraging Owner Contributions

  9. Exhibit 1.3.3C, Brochure: Owner-Agency Agreement & the Weatherization Assistance Program

  10. Replaces: Policy 1.3.3 – July 2016 Exhibit 1.3.3D, Brochure: Tenant Rights & the Weatherization Assistance Program

  11. POLICY 1.3.3 Using Property Owner/agency agreements

  1. Using Property Owner-Occupant/Agency Agreement: Local agencies will use a property owner-occupant/agency agreement for all owner occupied units. See example Exhibit 8.4.1A, Property Owner Release Form

  2. Using Rental Property Owner/Agency Agreement: Local agencies will use the property owner/agency agreement provided by Commerce for all rental units. See Exhibit 1.3.3A, Wx Program Property Owner/Agency Agreement or Exhibit 1.3.3B, Wx Program Rental Property Owner/Agency Agreement for Multi-Family Buildings.

    1. Receiving Commerce Written Approval to Amend: Local agencies will not amend this agreement without Commerce's written approval.

    2. Contacting Property Owners: Local agencies will make every effort to contact property owner directly to discuss the Agreement, its conditions, and the benefits of weatherization to them and their rental tenants.

    3. Leveraging Owner Contributions: Local agencies must make every effort to secure owner contributions, wherever possible. See Policy 1.4.2, Leveraging Owner Contributions.

  1. Implementing Covenant Restrictions: Local agencies may implement covenant restrictions at their local discretion.

  2. Providing Client Information: Local agencies must provide the following information to clients (owners and tenants) during the course of the weatherization work:

    1. Local agencies must provide information to property owners to help market the agreements: See example: Exhibit 1.3.3C, Owner-Agency Agreement & the Weatherization Assistance Program.

    2. Local agencies must provide information to tenants to inform them of their rights following weatherization of their dwelling units. See example: Exhibit 1.3.3D, Tenant Rights & the Weatherization Assistance Program.



  1. Effective Date: July 2017 Page 1 of 1

  2. Weatherization Policy

  3. See also:

  4. 10 CFR 440.22(b)(3)(i)

  5. Replaces: Policy 2.1.5 partial–July 2016 Exhibit 1.4.1, Accrual of Benefits

  6. POLICY 1.4.1 Ensuring Direct Benefits

  1. Benefitting Tenants: Weatherization must directly benefit the client/tenant.

  2. Documenting Direct Benefits: With any rental property (single family or multifamily) Local agencies must document in the client file that the direct benefits of the weatherization work accrues primarily to the low-income client/tenant (10 CFR 440.22(b)(3)(i)). This is especially important for Wx projects in which the tenants do not directly pay for their own utilities. See Exhibit 1.4.1, Accrual of Benefits for list of potential qualifying benefits.



  1. Effective Date: July 2017 Page 1 of 1

  2. Weatherization Policy

  3. See also:

  4. Replaces Policy 1.3.3 partial – July 2016

  5. POLICY 1.4.2 Leveraging Owner Contributions

  1. Supplementing, not Supplanting, Landlord Responsibilities: Local agencies must inform the owner of their legal responsibilities and liabilities under RCW 59.18.060.

  2. Leveraging Owner Contributions: Local agencies must make every effort to leverage owner contributions wherever possible for all weatherization projects. The type and amount of the owner contributions may be negotiated based on market conditions and the discretion of the local agency in order to create good partners and quality weatherization projects.

  1. Exceptions:

  1. Low-income Owners: If the building owner meets the income eligibility and qualifies as low-income themselves, any owner contribution is waived.

  2. Low-income Mission-Based Owners: If the building owner/organization’s mission is to preserve and provide low-income housing with a covenant that ensures low-income housing for ten years or more, any owner contribution is encouraged but may be waived.

  1. Determining Contributions: These contributions may include any or all of the following:

  1. Cash Contribution: A recommended minimum baseline buy-in is $500 for the first unit, plus an additional $125 for each additional unit

  2. In-kind Contributions

  3. Extended Rent Freeze

  4. Covenant assuring continued low-income tenant occupancy for at least five years.

  5. Any combination of the above.

  1. Seizing Opportunities for Deep Energy Savings: Housing providers often work through large maintenance projects (such as re-roofing or re-siding) on their properties as their funding is available. Deep energy saving opportunities become available during the course of these maintenance projects. Local agencies are encouraged to time the weatherization of buildings with these opportunities in mind, and to install new measures as leveraged funds are made available.
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