Virginia Energy Assistance Program (EAP)

Quick Facts

• Administering agency: Virginia Department of Social Services (VDSS) oversees the Energy Assistance Program with local departments handling intake and payments.
• Program components: Fuel Assistance (heating season subsidies), Crisis Assistance (emergency support and heating equipment repair/replacement), and Cooling Assistance (summer electric bill help and cooling equipment).
• Eligibility: Households with income at or below 150% of the Federal Poverty Guidelines who are responsible for home energy costs.
• Application channels: Apply online through CommonHelp, call the Enterprise Customer Service Center (855-635-4370), or contact local DSS offices.
• Key strategy: Submit complete applications early in each season to maximize benefit availability and ensure timely processing.

Program Overview

Virginia’s Energy Assistance Program supports households facing extreme temperatures—from Blue Ridge winters to Tidewater heat. Funded by federal LIHEAP dollars and state resources, EAP provides seasonal subsidies and emergency interventions to keep utilities active, maintain safe heating/cooling equipment, and direct households to long-term efficiency upgrades.

The program operates in three main phases:

• Fuel Assistance: Applications accepted mid-October to mid-November. Benefits are credited to heating accounts or fuel vendors in December/January.
• Crisis Assistance: Runs November through mid-March for heating emergencies, with year-round availability for equipment repairs/replacement.
• Cooling Assistance: Applications accepted June 15–August 15, providing electric bill credits and cooling equipment for vulnerable households.

Local DSS offices coordinate with utilities and vendors, arrange equipment inspections, and connect households to weatherization providers, utility discount programs, and financial counseling.

Eligibility Requirements

1. Income: Gross household income must be at or below 150% of the Federal Poverty Guidelines. Households may submit income for the prior month or a 12-month period.
2. Energy responsibility: Applicants must pay for heating or cooling costs directly or through rent. If utilities are included in rent, submit a landlord statement verifying energy expenses.
3. Residency: Applicants must live in Virginia and occupy the dwelling as their primary residence.
4. Identification: Provide Social Security numbers and identification for all household members.
5. Citizenship: At least one household member must be a U.S. citizen or qualified non-citizen.
6. Resources: No resource test applies for Fuel or Cooling Assistance; Crisis equipment services may consider available resources when determining repairs vs. replacement.

Priority is given to households with seniors, individuals with disabilities, young children, or medically vulnerable members. Veterans, domestic violence survivors, and families exiting homelessness can request confidential handling and expedited appointments.

Benefit Components

• Fuel Assistance: One-time payment based on income, household size, fuel type, and region. Benefits typically range from $300 for smaller electric-heated homes to $1,500 for larger households using fuel oil or propane. Payments go directly to utilities or fuel vendors.
• Crisis Assistance: Provides emergency payments to prevent or stop disconnections, deliver fuel when supply is below 10 days, cover utility deposits, and pay for heating equipment repairs or replacements. Maximum benefits can exceed $1,000 depending on documented need.
• Equipment repair/replacement: VDSS partners with licensed contractors to repair or replace furnaces, boilers, heat pumps, or wood stoves when unsafe or inoperable. Applicants must provide estimates and allow inspections.
• Cooling Assistance: Offers up to $600 in electric bill payments and may provide window AC units, fans, or repair of cooling equipment for households with a member aged 60+, under 6, or with qualifying medical conditions.
• Weatherization referrals: Local DSS offices refer households to the Department of Housing and Community Development’s Weatherization Assistance Program, utility energy efficiency initiatives, and Healthy Homes programs.

Application Process

1. Gather documents: Collect IDs, Social Security cards, proof of income, utility bills, landlord statements, and crisis documentation.
2. Apply online: Use CommonHelp to submit applications during open enrollment periods. Create an account, complete the questionnaire, and upload documents.
3. Phone or in-person: Call 855-635-4370 or visit your local DSS office to apply if you prefer personal assistance or lack internet access.
4. Interview (if required): Some localities may request an interview to clarify household composition or income. Be prepared to discuss energy usage and crisis circumstances.
5. Vendor verification: DSS contacts utilities and fuel vendors to confirm account status, amounts due, and delivery scheduling.
6. Receive notice: Applicants receive written approval/denial. Fuel benefits post in December/January; crisis payments issue promptly once documentation is complete; cooling payments post within 30 days of approval.
7. Monitor accounts: Verify payments on utility statements or vendor receipts. If issues arise, contact DSS with your case number immediately.

Documentation Checklist

• Government-issued photo ID for the applicant and adults in the household.
• Social Security numbers or verification documents for all household members.
• Proof of income for the prior month (pay stubs, Social Security, SSI, unemployment, pensions, child support, self-employment records).
• Proof of zero income if applicable (self-declaration and support statements).
• Current heating and electric bills with account numbers and amounts due.
• Fuel vendor statements showing delivery history and current tank levels.
• Disconnect or shutoff notices, eviction notices citing utility arrears, or medical documentation for critical-care needs.
• Lease or landlord statement verifying responsibility for utilities if included in rent.
• Documentation for heating equipment issues (contractor estimates, photos, inspection reports).

Seasonal Timeline

• September: Service heating systems, gather documentation, and create CommonHelp account.
• Mid-October – Mid-November: Submit Fuel Assistance application. Respond promptly to requests for additional documentation.
• December – January: Monitor accounts for fuel benefit postings. Coordinate with vendors on deliveries.
• November – Mid-March: Apply for Crisis Assistance if facing disconnection, low fuel, or equipment failure. Report emergencies immediately.
• April – May: Schedule equipment maintenance, follow up on weatherization referrals, and prepare for cooling season.
• June 15 – August 15: Apply for Cooling Assistance. Request AC repair/replacement or bill credits early to beat peak heat.
• Year-round: Equipment repairs for heating emergencies may be available beyond standard crisis window when safety is at risk.

Maximizing Support

1. Layer programs: Combine EAP with utility programs such as Dominion Energy’s EnergyShare, Appalachian Power’s Neighbor-to-Neighbor, or municipal payment plans.
2. Enroll in budget billing: Levelized plans reduce winter spikes and help manage payments between benefit disbursements.
3. Track usage: Use online portals or smart thermostats to monitor energy consumption and detect issues like failing HVAC equipment.
4. Leverage weatherization: Accept energy audits and implement recommended upgrades to lower future bills.
5. Maintain organized records: Keep copies of all applications, notices, and bills in a binder for easy reference and reapplication.
6. Communicate with landlords: Document maintenance requests for insulation, HVAC, or window repairs. Escalate unresolved issues to local housing inspectors.
7. Build emergency reserves: Set aside small amounts monthly to cover fuel or repair co-pays not covered by EAP.

Coordination Opportunities

• Weatherization Assistance Program: Administered by local community action agencies; provides insulation, air sealing, HVAC upgrades, and health/safety improvements.
• Low Income Household Water Assistance Program: Apply alongside EAP to address water/sewer arrears.
• SNAP, TANF, and Child Care Subsidy: Sharing verification with DSS reduces paperwork and stabilizes household budgets.
• Medicaid Managed Care: Care coordinators can help secure medical necessity documentation for energy protections.
• Nonprofit resources: United Way, Salvation Army, Catholic Charities, and local churches provide supplemental utility funds.
• Legal aid: Virginia Legal Aid can assist with disputes over disconnections, landlord neglect, or benefit denials.

Frequently Asked Questions

Can I receive Fuel, Crisis, and Cooling Assistance in the same year? Yes, if you meet eligibility and apply during each program period.

Will EAP pay for a full HVAC replacement? Crisis Assistance may cover replacement when repair is not possible and the system is necessary for safety. Provide contractor estimates and allow inspections.

Does EAP help with wood or coal? Fuel Assistance covers multiple fuel types, including wood and coal. Submit vendor receipts or delivery invoices.

What if I miss the Fuel application window? You can still apply for Crisis Assistance if facing an emergency. Mark your calendar for next year’s Fuel enrollment.

Does receiving EAP affect other benefits? No. EAP is non-taxable and does not impact SNAP, Medicaid, or housing assistance eligibility.

Can undocumented family members receive benefits? At least one household member must have qualified status. Mixed-status households can receive prorated benefits.

Troubleshooting & Appeals

• Missing documents: If you cannot obtain a document (e.g., lost Social Security card), submit proof of replacement request and ask for temporary acceptance.
• Utility disputes: Provide pledge numbers to utilities and request DSS assistance if payments are not applied correctly.
• Delays: Follow up with your worker if you do not receive a determination within 30 days. Escalate to a supervisor if necessary.
• Appeals: File a written appeal within 30 days of denial. You’ll receive a fair hearing before an impartial officer.
• Language/accessibility: Request interpreters, large-print materials, or home visits. DSS must provide reasonable accommodations.
• Contractor issues: If you experience problems with heating repair contractors, report concerns to DSS immediately for resolution.

Energy Efficiency Checklist

• Schedule annual HVAC maintenance and change filters regularly.
• Seal ducts, attics, and crawl spaces to prevent heat loss.
• Install weatherstripping and caulk around doors and windows.
• Use programmable thermostats and set temperatures at 68°F winter/78°F summer.
• Upgrade to LED lighting and ENERGY STAR appliances when feasible.
• Insulate water heaters and pipes; set water heater to 120°F.
• Practice safe space heater use and install carbon monoxide detectors.
• Create an emergency kit with blankets, flashlights, and batteries for outages.

100-Day Action Plan

• Days 1–10: Gather documents, create CommonHelp account, and set calendar reminders for application periods.
• Days 11–20: Submit Fuel application (if within window) or prepare Crisis documentation.
• Days 21–40: Respond to DSS requests, confirm vendor holds, and maintain communication with your worker.
• Days 41–60: Verify payment postings, enroll in budget billing, and schedule weatherization assessment.
• Days 61–80: Attend energy education workshops, implement conservation measures, and coordinate equipment repairs.
• Days 81–100: Build emergency savings, review household budget, and prepare for upcoming program periods (Crisis or Cooling).

Key Resources

• Virginia Energy Assistance Program
• CommonHelp Application Portal
• Weatherization Assistance Program – DHCD
• Dominion Energy EnergyShare
• Virginia 211 – statewide referral network

By combining timely applications, organized documentation, utility partnerships, and energy efficiency improvements, Virginia households can leverage the Energy Assistance Program to navigate extreme temperatures, protect health, and maintain stable housing costs year after year.