HomeMy WebLinkAboutKittitas County Veterans Assistance Policy_Updated 2023KITTITAS COUNTY VETERANS' FINANCIAL ASSISTANCE MANUAL
1.0 SUBJECT TITLE: Financial Assistance Guidelines
1.1 EFFECTIVE DATE:
1.2 TYPE OF ACTION: 2023 Update
KEY WORDS: Veteran, Qualified Veteran, Honorable Discharge; DD214; Residency; 12 Month Rule;
Application; Voucher; Vendor; Warrant; Grant, Indigent.
2.0 PURPOSE: To assure controls on determination of eligibility, computation of grant amount and
authorization of payment for the Kittitas County Veteran's Assistance Program to pay grant amounts to
be authorized for food, shelter (hotel), rent, transportation for medical needs, utilities, employment
related clothing, or employment search; and other special needs as may be approved by the Advisory
Board.
3.0 DEFINITIONS:
3.1 Veteran" includes every person, who at the time he or she seeks the benefits under this program has
served in at least one of the following capacities as referenced in RCW 73.08.005 Sec. 1 (5) and has not
received a dishonorable discharge for said service. "Veteran" includes every person, who at the time he
or she seeks the benefits under this program has received an honorable discharge or received a
discharge for medical reasons with an honorable record, where applicable, and who has served in at
least one of the following capacities as referenced in RCW 73.08.005 Sec. 1 (5):
(a) As a member in any branch of the armed forces of the United States (Army, Marines, Navy, Air
Force, Space Force), including the National Guard, Coast Guard and armed forces reserves, and has
fulfilled his or her initial military service obligation;
(b) As a member of the women's air forces service pilots;
(c) As a civil service crewmember with service aboard a U.S. Army Transport Service or U.S. Naval
Transportation Service vessel in oceangoing service from December 7, 1941, through December 31,
1946;
(d) As a member of the Philippine armed forces/scouts during the period of armed conflict from
December 7, 1941, through August 15, 1945; or
(e) A United States documented merchant mariner with service aboard an ocean going vessel operated
by the department of defense, or its agents, from both June 25, 1950, through July 27, 1953, in Korean
territorial waters and from August 5, 1964, through May 7, 1975, in Vietnam territorial waters, and who
received a military commendation.
3.2 "DD214" means a Defense Department Form or other comparable equivalent document by the
applicable military service which documents military service, including conditions of discharge, as now
existing, or hereafter amended or replaced.
3.3 "Residency" means having established a domicile in Kittitas County for a minimum of 30 days, or a
veteran who is in the process of establishing a primary residence in the county either by purchasing a
Formatted: Font: (Default) Calibri
Formatted: Font: (Default) Calibri, Highlight
Commented [BE1]: VAB approved 5/1223. Needs BOCC
Approval. Scheduled for 6/06/23 Meeting
Formatted: Font: (Default) Calibri, 11 pt, Highlight
Formatted: Font: (Default) Calibri, Highlight
Formatted: Font: (Default) Calibri
home or property, entering into a lease, or residing with friends or family with intent to remain in the
county.
3.4 "12 Month Rule" means that no client(s) shall receive more financial aid within any 12 consecutive
month period than allowed under current guidelines unless approved by the Advisory Board. The 12
consecutive month period shall commence on the date of the first payment received.
3.5 "Application for Assistance" means the form used by Kittitas County to apply for aid, which must be
completed, signed, and verified as to its accuracy by the applicant, and signed by an authorized claims
officer. Applications for assistance must be confirmed and re-verified by the applicant at least every 3
months to maintain eligibility under this program.
3.6 "Voucher" means the form used to authorize payment to vendors for food and services received by
Veterans.
3.7 "Vendor" means the seller of goods or services.
3.8 "Warrant" means check(s) issued to vendor(s) for payment of invoices/charges of goods or services.
3.9 "Grant Amount" means the amount paid for the services(s) needed.
3.10 "Qualified Veteran" means every "veteran" that meets the criteria for financial assistance under
these policies.
3.11 "Income" means any financial resource including ·but not limited to wages, salaries, interest,
dividends, and income derived from a business, property, real estate , grants, or loans.,
Income does not include VA benefits, public assistance, social security, disability payments, retirement
benefits, food stamps, unemployment, welfare, etc.
3.12 "Indigent" means a person who is:
(a) Receiving an annual income, after taxes, of up to one hundred fifty percent or less of the current
federally established poverty level AND receiving one of the following types of public assistance:
Temporary assistance for needy families, general assistance, poverty-related veterans' benefits, food
stamps or food stamp benefits transferred electronically, refugee resettlement benefits, Medicaid, or
supplemental security income;
(b) Unable to pay reasonable costs for shelter, food, utilities, or transportation because his or her
available funds are insufficient.
3.13 "Authorized claims officer" means any individual(s) nominated by a majority of the Veterans
Advisory Board and approved by the Kittitas County Board of County Commissioners to process claims
under these policies on behalf of Kittitas County. Additionally, the Kittitas County Board of
Commissioners can designate county employees and volunteers as Authorized Claims Officers.
4.0 POLICIES:
4.1 It is the policy of Kittitas County that only qualified veteran and eligible family members of veterans
receive financial assistance from the Veterans' Relief Fund. It is the policy of Kittitas County to approve
up to $2000 annually per qualified individual without dependents and $2,250 for qualified individuals
Formatted: Font: (Default) Calibri, Highlight
Commented [BE2]: VAB informally approved at 5/12
meeting. Request formal approval in June
Formatted: Font: (Default) Calibri, 11 pt, Highlight
Formatted: Font: (Default) Calibri, Highlight
Formatted: Font: (Default) Calibri
Commented [BE3]: VAB informally approved at 5/12
meeting. Request formal approval in June
Formatted: Font: (Default) Calibri, 11 pt
Formatted: Font: (Default) Calibri
with dependents. The Veteran’s Advisory Board shall review the maximum financial assistance
allocations annually. the Military Basic Allowance for Housing for single veterans without dependent
rate and veterans with dependents calculated at the E5 rate a Basic Allowance for Subsistence shall be
added for households with minor children. (Reference www.defensetravel.dod.mil/site/bahcalc.cfm)
4.2 These maximums are for a consecutive 12-month period per applicant except under extreme
exceptional cases with prior approval by a majority vote of the Veterans' Advisory Board. The maximum
amounts listed renew for each successive 12-month period.
4.3 The Veterans Advisory Board must approve by majority vote any request for assistance that exceeds
the limits established in Section 4.1 during a consecutive 12-month period.
4.4 It is the policy of Kittitas County to comply with RCW 73.08.070 that allows Kittitas County to pay a
maximum of $300.00 to assist with the burial expenses of a deceased indigent veteran. Qualification for
indigent veteran burial expense benefits will consider the income of the surviving spouse and value of
the estate.
4.5 For burial expenses, the widow(er) must have a copy of the death certificate and proof of service of
the veteran if applying for financial aid.
4.6 The veteran must be referred for work registration with Employment Security and actively seek
employment if physically and mentally capable of employment.
4.7 The veteran must apply for income from all available sources if potentially eligible.
4.8 The veteran must report all household income.
4.9 If married proof of marital status and dependency must be provided.
4.10 Refusing to apply for or accept additional income sources will cause denial of assistance.
4.11 The burden is upon the veteran applicant to demonstrate eligibility for financial assistance. Failure
of veteran to provide documentary proof as may be requested by the authorized claims officer to verify
eligibility will result in denial of assistance.
5.0 CLAIM PROCEDURES:
5.1 The applicant is interviewed by an authorized claims officer. If eligibility is determined; a permanent
case file is set up to include copies of all necessary documents that determine eligibility; the application
is completed entirely including proper signatures; the grant amount and vendor(s) are identified.
Voucher or vouchers are prepared payable to the vendor(s) identified. Records of these are to be
maintained in the permanent case file, along with a copy of the application for assistance and the other
documentation copies and retained according to pertinent records retention schedules. The Indigent
Veterans' Financial Assistance Program is not to be considered an entitlement program. The Veteran
must work with the Veterans' Coalition and contact all appropriate agencies that may be able to help
increase the veteran's income. If the veteran does not assist his/herself to secure additional income, the
veteran may be denied assistance from the program.
Formatted: Font: (Default) Calibri, Not Highlight
Formatted: Font: (Default) Calibri
Formatted: Font: (Default) Calibri, Not Highlight
Formatted: Font: (Default) Calibri
5.2 ITEMIZED STATEMENTS FROM VENDORS MUST ACCOMPANY VOUCHERS FOR PAYMENT:
(a) Groceries: Limited to $75 per week
1. Food items are limited to grocery food, hygiene, and essential nonfood items. Veterans can
receive gift card(s) up to $75 in value per week. The Veteran must bring receipts for purchases
made with the gift card back to the KCVC before receiving additional benefits. Exceptions for
lost receipts are on a case-by-case basis and must be approved by the Veteran’s Advisory
Board. Reference Appendix A for additional instructions regarding grocery gift cards. Itemized
cash register receipt or itemized invoice signed by client.
2. Alcohol, and Tobacco products and paraphernalia are prohibited.
(b) Rent:
1. Landlord statement usually provided by issuing officer signed by the landlord.
2. If not provided, on face of voucher print: Monthly rent is $ _ Residing at______________ .
Landlord Signature _ _ Phone; Rent for Month of _ __
3. The Veteran may receive only their share of the rent.
(c) Utilities:
1. Current itemized statement from servicing utility company. Only basic service will pay for
telephone up to a maximum of $75 per month.
2. Water, Sewer, Wood, Wood Pellets, Propane, Oil, etc., current itemized dated statement.
(d) Transportation: Fuel Vouchers limited to $75 per week
1. Fuel vouchers will be provided only for legitimate purposes, i.e.; medical/dental,
employment, or house hunting.
2. Auto vehicle repairs will be approved on a case-by-case basis by the Veteran’s Advisory Board.
3. Funds for other forms of transportation may be approved by the Veteran’s Advisory Board, if
the board determines the mode of transportation is essential and the Veteran lacks sufficient
alternatives.
Commented [BE4]: Need to discuss and review gift card
process.
Formatted: Font: (Default) Calibri, 11 pt
Formatted: Font: (Default) Calibri
Formatted: Font: (Default) Calibri, Highlight
Formatted: Font: (Default) Calibri
Formatted: Font: (Default) Calibri
(e) Medical & Dental Services
1. Funds may be approved on a case-by-case basis by the Veteran’s Advisory Board for medical
and dental services NOT already covered by a Veteran’s VA benefits.
(f) Burial Expense:
1. Copy of Death Certificate and itemized funeral home statement.
(g) Other Expenses
1. Other expenses deemed necessary to providing emergency relief and/or assisting a veteran in
accessing services or employment may be approved on a case-by-case basis by the Veteran’s Advisory
Board.
5.3 Staff in the County Auditor’s Office reviews the voucher and attached billing for completeness,
correctness, and appropriateness within the County's guidelines. The voucher is then placed in line for
final approval and signatures of the Board of County Commissioners on the next regular meeting day
(normally Tuesday of each week).
5.4 When approved vouchers are returned to the Auditor's Office. Warrants are released every Monday
barring cancellation. Payment will be delayed if applications are incomplete or incorrect, or vendors'
billings are not itemized.
5.5 EXCLUSIONS:
(a) County veterans' assistance funds cannot be used for the purpose of paying off a mortgage or making
a payment on a mortgage.
(b) Once remarried, a widow or former spouse loses eligibility to Kittitas County Veteran’s benefits from
the deceased spouse, and this cannot be reinstated.
(c) A veteran who misrepresents income or uses veteran’s assistance funds for unauthorized purposes
will be ineligible to receive any further benefits under this program. The veteran can appeal such denial
as set forth in Section 6.0 below. The veteran may only be reinstated for eligibility upon clear and
convincing proof by the veteran that the misrepresentation or misuse of funds was inadvertent and
done in good faith.
Commented [BE5]: VAB confirms language at June
meeting
Formatted: Font: (Default) Calibri
Formatted: Font: (Default) Calibri
6.0 APPEALS PROCESS:
(a) Review of a decision on a claim for assistance may be requested within 15 days of decision by any
authorized claims officer or the affected veteran applicant. Such review will be conducted by the
Veterans' Advisory Board. Review of the decision of the Veterans Advisory Board can be appealed by
filing an appeal with the Board of County Commissioners within 15 days of decision by the Veterans
Advisory Board. The claim will be reviewed by a representative of the Board of County Commissioners,
the County Auditor, and an authorized claims officer other than the authorized claims officer making the
initial decision. The veteran or their family will be notified in writing as to the outcome of that review.
All review hearings under this appeals process should be completed within 30 days of request for
review.
VETERAN'S RESOURCES FOR KITTITAS COUNTY
CRISIS:
• ASPEN: ASPEN Victim Advocacy Services-Ellensburg 4th Street Center – Comprehensive
Healthcare (comphc.org)
• Child Protective Services (CPS): Child Protective Services | Washington State Department of
Children, Youth, and Families
• Court Advocates for Children of Kittitas County: Court Advocates for Children for Kittitas County
: Programs : Local Programs : Washington CASA Association
• Crisis Line Dial 988, Press 1
• Domestic Violence/Sexual Assault Helpline: 800-799-7233
• Red Cross: Central & Southeastern Washington | American Red Cross
EDUCATION/WORK:
• High School Equivalency Program: GED/High School Equivalency Program (HEP) | Central
Washington University (cwu.edu)
• People for People: People For People – Working Together, Changing Lives (mypfp.org)
• Migrant Education Program: Migrant Education Program | Migrant Education Program
• Work Source: WorkSourceWA - in Ellensburg,Washington
• Central Washington University: https://www.cwu.edu/veterans/
ELDERLY, PARENTS, & SPECIAL NEEDS
•
• Hopesource Dial-a-ride: 509-933-2287
• Care Net Pregnancy Center of Kittitas County: Pregnancy Center in Ellensburg, Washington -
Care Net Pregnancy Center of Kittitas County (carenetellensburg.org)
• Planned Parenthood of Central Washington: 866-904-7721
• Central Washington Disabilities Resources: CWDR: Central Washington Disability Resources
(mycwdr.org)
• Elmview: Elmview: Community Support and Employment Training
• Parent to Parent: Info & Resources - Washington State (arcwa.org)
• Department of Vocational Rehabilitation: Division of Vocational Rehabilitation | DSHS (wa.gov)
Formatted: Font: (Default) Calibri
FINANCE/BILLS, CLOTHING & NUTRITION
• HopeSource: https://hopesource.us/ellensburg
• Housing Authority of Kittitas County: Housing Authority of Kittitas County – Affordable, low-
income housing in Kittitas County (hakittitas.org)
• WDVA: Housing Authority of Kittitas County – Affordable, low-income housing in Kittitas County
(hakittitas.org)
• Ellensburg Methodist Church: (509) 962-9257
• Clothing Bank: M6/28 Clothing Bank (ellensburgchurchofchrist.com)
• Cle Elum Food Bank (HopeSource): 509-925-1448
• FISH Food Bank: (509) 925-5990
• DSHS SNAP: Washington State Department of Social and Health Services | Transforming Lives
MEDICAL:
• Central Washington Comprehensive Mental Health: Comprehensive Healthcare – Delivering
Innovative Behavioral Health (comphc.org)
• Hospice Friends: Support – Hearts & Hands of Kittitas County (hospice-friends.org)
• Kittitas County Public Health: Kittitas County Public Health | Home Page
• Kittitas Valley Healthcare: Your Home for Health - KV Healthcare
• Kittitas County Health Network: HOME (healthierkittitas.org)
SUBSTANCE ABUSE/PREVENTION SERVICES:
• Kittitas County Recovery Community Organization
• Alcohol and Drug Dependency Service (Barth Clinic): Addiction Treatment Facility In Yakima &
Ellensburg, WA | Barth Clinic
OTHER:
• Veteran’s of Foreign Wars
o Post 683 (Kittitas) 509-968-4004
o Post 1373 (Cle Elum) 509-674-6226
• American Legion
o Post 8 (Ellensburg) 509-925-9488
• Yakima Training Center (ID Cards) (509) 577-3207
Formatted: Font: (Default) Calibri
Formatted: Font: (Default) Calibri
Appendix A: Grocery Gift Cards Policy & Process
1.0 Whereas the use of gift cards provides greater flexibility and maximizes Kittitas County’s ability to
support Veteran’s in need. The Kittitas County Veterans Advisory Board has opted to transition from
Vouchers to Gift Cards for grocery purchases. This appendix outlines the associated policy and processes
that support this change while ensuring funds continue to be accounted for accurately and in
compliance with all applicable laws and regulations.
2.0: Qualified Veteran’s may receive gift card(s) with a value of up to $75/week. The gift cards will be
issued to the Veteran directly from the KCVC. At the time of issuing, the authorized claims officer will
record the following minimum information on the Grocery Gift Card Disbursement Form:
• Date of Issue
• Veteran’s Full Name
• Veteran’s Address & Contact Information (preferred phone and/or email)
• Total Gift Card Amount
• Gift Card Serial #
• Authorized Claims Officer Name & Signature
The Veteran will then be issued the gift card(s) and may use the amount at the designated grocery store
at any time. Once the purchase is complete, the Veteran shall return the receipt to the KCVC within
seven (7) days. A receipt is required for the issuance of additional benefits.
3.0 Gift Cards will be issued in advance to the KCVC in a total amount approved as by the Veteran’s
Advisory Board. The Kittitas County Auditor’s office shall facilitate the purchase and issuance of gift
cards from the designated grocery store to the KCVC. The KCVC is responsible for maintaining
accountability of all gift cards in their possession. The Auditor’s office shall conduct an audit of all gift
cards issued on a quarterly basis. The audit will also inspect the documentation and receipts associated
with the issuance of gift cards to Veteran’s.
Formatted: Font: (Default) Calibri, Highlight
Commented [BE6]: Need to Review/Discuss Appendix A
Gift Card Process
Formatted: Font: (Default) Calibri, 11 pt, Highlight
Formatted: Font: (Default) Calibri, Highlight
Formatted: Font: (Default) Calibri
Formatted: Highlight