FUNERAL HOME DIRECTOR HANDBOOK
FUNERAL HOMEDIRECTORHANDBOOKWest VirginiaDepartment ofHealth and Human Resources2018
FUNERAL HOME DIRECTOR HANDBOOKTABLE OF CONTENTSA.INTRODUCTION .1B.ELIGIBILITY REQUIREMENT .1C.BURIAL RATE .4D.DEVELOPMENT OF RESOURCES .5E.APPLICATION PROCESS .9F.BURIAL PAYMENT PROCESS . 14G.CORRECTIVE ACTION . 16APPENDIX A – INDIGENT BURIAL FORMSAPPENDIX B – TERMS AND DEFINITIONSNOTE: All questions about the Indigent Burial Program should be directed to the Division ofFamily Assistance at (304) 356-4619.The West Virginia Income Maintenance Manual can be accessed at the following ance/Pages/default.aspxThe burial forms are incorporated into the Funeral Home Director Handbook.
WEST VIRGINIA DEPARTMENT OF HEALTH AND HUMAN RESOURCESINDIGENT BURIAL PROGRAM POLICIESA. INTRODUCTIONThe purpose of the Indigent Burial Program is to provide a decent burial for personswho die and have no resources to pay for the interment costs at the time of death.B. ELIGIBILITY REQUIREMENTSWhen making the decision regarding the eligibility for payment of the burial rates,the Worker must give consideration to the following criteria.1.ResidenceThe deceased must have been a resident of West Virginia at the time ofdeath in order to be eligible for a burial payment. (See exception below.)Individuals who have left West Virginia for the purpose of residing in otherstates (or who have become residents in other states) and later deceaseare ineligible for Burial Program benefits.The Worker must verify residency for the deceased. Examples used toverify residency include, but are not limited to, current state issue Driver’sLicense/ID card, current utility bill, current rent or mortgage receipts, currentlandlords statement, current written statement from neighbors andemployment records.Exception: One exception applies to the residence requirement. This occurswhen a non-resident of West Virginia deceases while traveling or visiting inthe state and has no family, friends, or institution in the state of his residencethat will assume responsibility for the funeral arrangements or otherwiseclaim the body. The Worker must verify that this situation exists before thecase may be found eligible for payment.2.Application Submittal DeadlinePayment for burial expenses cannot be made unless the application form,DFA-BU-1, has been completed and the applicant found eligible forpayment and the date of interment or cremation did not occur more than 30days prior to the date of application.3.NeedResources of the deceased shall consist of readily available liquid assetssuch as, but not limited to, life insurance policies, burial trust funds, cash,checking and/or savings accounts, certificates of deposits, etc. The incomeof the deceased must not have exceeded 133% of the FPL.1WV Department of Health & Human ResourcesFuneral Home Director Handbook 2018
The Worker must verify the availability of these liquid assets prior toapproval of the burial application. If the information is not known by theresponsible relative it must be explained to the responsible relative they areattesting there are not sufficient resources by signing the DFA-67-A andDFA-BU-1, and that a claim will be placed against the estate of thedeceased.If the applicant indicates that, for an adult burial, the deceased had at least 1,000 in available resources, the Worker must find the application ineligiblefor benefits.4.Responsible RelativesIf a responsible relative (i.e., one who is liable or one who simply wishes topay the allowable amount) indicates that he agrees to make the allowablepayment of 1,000, the Worker must deny the application for payment ofburial.If the responsible relative agrees to pay any amount less than the allowableamount or indicates that he cannot make any payment toward the allowableamount, the Worker must approve application for a burial payment providingall other eligibility requirements are met. The income of the responsiblerelative must be verified. The income limit is 133% of the FPL. The AGwould consist of responsible relative and those living with the responsiblerelative. The applicant has 10 days to provide income verification or theapplication will be denied if income is not verified within that time.5.Maximum Allowable PaymentThe maximum allowable payment has a limit on the amount of payment thatcan be received by the funeral home when the Department participates inthe payment of a burial. The extent of the Department's participation, or theamount of the program benefit, is determined by the burial rate. and, whenapplicable, the amount which exceeds the maximum allowable payment.The maximum allowable payment is 1,200, if resources exceed themaximum burial payment of 2,200 the application must be denied. Themaximum allowable payment is not to be confused with the burial rate. Themaximum burial rate is the amount the Department will make toward thecost of all funeral-related expenses. The maximum burial rate is 1,000.The maximum allowable payment is also used to establish eligibility for aburial payment in relation to the resources of the deceased and tocontributions made by responsible relatives.Finally, the maximum allowable payment is used to establish the amount ofresources (i.e., payment received from sources other than the Department)2WV Department of Health & Human ResourcesFuneral Home Director Handbook 2018
that may be received by the funeral home before the maximum burial rateis reduced. The maximum allowable payment for burials may not exceed 2,200. The amount of resources that are exempted before being appliedto the burial rate is 1,200 (exempted resources amount of 1,200 burialrate of 1,000 2,200). Therefore, the Department will not participate inthe burial costs when the total amount of resources received by the FuneralHome Director for a burial is 2,200 or more. When the amount of resourcesexceeds 1,200 but is less than 2,200, that amount, the excess, will bededucted from the burial rate (State Code §9-5-18).If resources are established, they will be reduced from the maximumallowable payment of 2,200.6.Interment PlansThe following instructions describe the casket and merchandise that mustbe used when the Department makes payment for burial. In addition,certain types of allowable interment plans are described. A direct burial onlyincludes the removal of the remains from the place of death; casket for thedeceased and transportation to a West Virginia cemetery.There is no extra allowance for local or long-distance transportation for thedeceased.a.Casket and Casket SizeThe following is a description of the type of casket which must beused when the Department is making payment of the burial rate.The casket shall be at least, but shall not exceed, a flat top or ovaltop constructed with wood or wood products and covered with suchexteriors as doeskin, lambskin, moleskin, plain or embossed cloth.Unless the Funeral Home Director does not have an appropriatecasket available and he agrees to absorb the higher cost of the moreexpensive casket. No outside container is included in the directburial.If anyone (e.g. relative, friend, etc.) provides a better or moreexpensive casket than that which is described above, theDepartment will not participate in the payment of the burial expenses.b.Direct CremationCremation is the preferred method under the indigent burial program. Directburial is used in place of direct cremation only when the decedent objects3WV Department of Health & Human ResourcesFuneral Home Director Handbook 2018
to cremation pursuant to the decedent’s religion or otherwise prohibited byfederal law, state law or regulation, in which case, burial will be substitutedin place of cremation. If there is no religious objection or prohibition byfederal law, state law or regulation, an indigent for which payment isauthorized shall be cremated. Cremations are allowed under the burialprogram policy. The applicant and Funeral Home Director must understandthat the burial rate ( 1,000) and maximum allowable payment ( 2,200) willapply to cremations as well as any other interment plan (State Code §9-518).c.Burial of Two or More Bodies in One CasketIn certain rare situations, when it is warranted by the condition of thebodies, or when it is desired by the family, the Department will makepayment for the burial of two bodies in one casket.-The next of kin or any persons who may be chargeable withthe funeral expenses of the deceased, or the person takingresponsibility for making the burial arrangements, and theFuneral Home Director must agree to this type of interment.The Funeral Home Director also must notify the Departmentprior to the burial that two or more bodies are placed in thesame casket and state the reason given for this type ofarrangement.EXAMPLE: Two infants are buried in a casket. TheDepartment will pay only the burial rate of 1,000. and applythe maximum allowable payment of 2,200.d.Green BurialA Green Burial is not covered under the Indigent Burial Program.7.Application Submittal DeadlinePayment for burial expenses cannot be made unless the application form,DFA-BU-1, has been completed and the applicant found eligible forpayment and the date of interment or cremation did not occur more than 30days prior to the date of application. The application must be signed inblue ink.C. BURIAL RATEThe burial rate of 1,000 is the maximum amount that will be paid by theDepartment. This rate applies to all burials. Under no circumstances is this ratenegotiable regardless of the specific burial plan desired by the applicant.4WV Department of Health & Human ResourcesFuneral Home Director Handbook 2018
D. DEVELOPMENT OF RESOURCESThe development of resources is a joint responsibility of both the Department andthe Funeral Home Director. However, the Department's activity in the developmentof resources is limited to the estate of the deceased and only in situations whenthe estate is sufficiently valued to obtain up to the 1,000 reimbursement to theDepartment.The Funeral Home Director may develop resources from many different sources.Whenever the Funeral Home Director develops an amount of resources thatexceeds the exempted resource amount of 1,200 the Department will deduct thisamount from the burial rate. When the Funeral Home Director receives resources,which exceed the exempted resource amount after payment is received from theDepartment, the Department must be reimbursed by the Funeral Home Director.EXAMPLE: The Funeral Home Director receives payment of resources on aburial for 1,450. 1,450- 1,200 250ResourcesExempted resource amountExcess 1,000- 250 750Burial RateExcessAmount of payment received by the Funeral Home Directorfrom the Department 1,450 750 2,200ResourcesBurial PaymentMaximum allowable payment (total payment received by theFuneral Home Director)EXAMPLE: The Funeral Home Director receives payment of resources on a burialfor 500. 500- 1,200 0 1,000- 0 1,000 500 1,000 1,500ResourcesExempted resource amountExcessBurial RateExcessAmount of payment received by the Funeral Home Directorfrom the DepartmentResourcesBurial PaymentTotal payment received by the Funeral Home Director5WV Department of Health & Human ResourcesFuneral Home Director Handbook 2018
In this example, the Funeral Home Director is entitled to receive 700 in additionalresource before the maximum allowable payment of 2,200 is reached. Assumefurther that the Funeral Home Director receives 800 in additional resources afterthe burial payment from the Department was received. The Funeral Home Directormust reimburse the Department 100 because the maximum allowable paymentwas exceeded by 100.1.Resources Obtained For BurialsResources of up to 1,200 may be obtained toward the cost of a burial fora total maximum payment of 2,200 before the resources are deductedfrom the burial rate.2.ResourcePaymentProgramBenefitExample 1 800 1,000Total PaymenttoFuneral Home 1,800Example 2 900 1,000 1,900Resources Due The DepartmentAny resources or contributions that are available shall be reduced from the 1,000maximum allowable payment.The Department is entitled to receive resources from the following sources:-The deceased's estate and-The amount of resources developed by the Funeral Home Directorwhich exceeds the exempted resource amount.a.Form DFA-BU-3, Affidavit of Burial Costs and SupportingDocumentationThe Department will seek reimbursement of burial costs by filing anAffidavit of Burial Costs with the Office of the County Clerk havingjurisdiction of the deceased's estate (the county in which thedeceased maintained his residence or the county in which thedeceased owned real estate). The Worker must attempt to obtainsufficient information about the deceased's estate in order to makedecisions to seek reimbursements. If the Worker determines that theminimum value of the estate is 1,000 after the costs ofadministration are deducted, the Worker must seek reimbursement.6WV Department of Health & Human ResourcesFuneral Home Director Handbook 2018
According to the West Virginia Code §9-5-18, supportingdocumentation must be included with the DFA-BU-3 form when it issubmitted to the Office of the County Clerk. This documentation willbe a copy of the Burial Billing Form, DFA-67-A, refer to Item F, BurialPayment Process, and a copy of the Accounts Payable MonthlyBurial Report.The Monthly Burial Report is a list of names of the deceased for eachcounty with the vendor name, document I.D. number, warrantnumber, warrant date, and the amount of payment made by theDepartment to the vendor. This document fulfills the requirementthat verification of an actual payment must be made just as the DFA67-A form verifies that an actual request for payment was made bythe vendor. The DFA-BU-3 form establishes that the Department hasfiled a claim against the estate. Each month, Accounts Receivable,Office of Accounting will prepare the Monthly Burial Report showinga list of deceased persons based on the DFA-67-A forms submittedfor that month. The Financial Clerk will submit to the Office of theCounty Clerk one copy of the Monthly Burial Report, one copy of theDFA-67-A, and the original DFA-BU-3, Affidavit of Burial Costs, foreach name on the list. When it has been determined that an estatedoes not exist or insufficient resources in the estate precludes thenecessity of establishing a claim, the Financial Clerk will cross outthe deceased's name on the list and not submit supportingdocumentation for that burial.b.Instructions for Completing Form DFA-BU-3The Financial Clerk will complete the DFA-BU-3 form on all cases.The Affidavit of Burial Costs is a form letter and is completed asfollows:Introductory StatementThe Financial Clerk will enter the name and address of the CountyClerk. The name of the deceased and the amount of the claim isentered in the spaces provided. The amount of the claim cannotexceed 1,000.Affidavit and Verification-The Financial Clerk enters her name, the amount of the claimagainst the deceased's estate, and the name of the deceasedin the spaces on the form.7WV Department of Health & Human ResourcesFuneral Home Director Handbook 2018
c.-The Financial Clerk signs her name in the "Affiant" space andobtains the signature of the Notary Public.-The DFA-BU-3, plus a copy of the DFA-67-A, Burial BillingForm, is attached to the Monthly Burial Report and submittedto the Office of the County Clerk.Reimbursement from the Deceased's EstateWhen the Financial Clerk receives reimbursement from thedeceased's estate for the amount of the burial costs paid by theDepartment, he/she will make a direct deposit of this reimbursementto the burial program for the fiscal year in which the burial was paid.d.Release of Lien against the EstateFollowing deposit of the reimbursement check from the deceased’sestate for the amount of the burial costs paid by the Department, theFinancial Clerk will forward a copy of a lien release packet. The lienrelease packet consists of the following:-A copy of the DFA-67-A;A deposit ticket;A copy of the completed DFA-BU-3; andA copy of the warrant report.A notarized release nullifying the lien against the estate is signed,and copies are sent to the Office of the County Clerk, the FinancialClerk, and the Office of Accounting.3.Resources Due The Funeral Home Directora.Types of ResourcesIt is the responsibility of the person who made the funeralarrangements and the Funeral Home Director to apply for anddevelop the following potential resources which may be available tomeet burial expenses:(1)Statutory Death Benefit Plans-Social Security Administration-Veteran's Administration8WV Department of Health & Human ResourcesFuneral Home Director Handbook 2018
(2)b.-Workers’ Compensation-United Mine Worker's Association-Other statutory death benefitsPrivate Death Benefit Plans-Life Insurance-Prepaid Burial Trusts-Other private death benefit plans(3)Contributions from friends and relatives(4)Automobile Liability Insurance(5)OtherTreatment of ResourcesAll resources are treated the same, regardless of whether or not thedeceased was a recipient of public assistance or any other type ofbenefit from the Department or other agencies. Please note that thetreatment of resources discussed in this section is exclusive ofresources received by the Department from the deceased's estateas discussed above.E.APPLICATION PROCESS1.General InstructionsAlthough it is preferable that the application for payment of burial expensesbe made by the surviving spouse or other close relative, the application maybe made by the person who has accepted responsibility for making burialarrangements. This includes, but is not limited to, the Funeral HomeDirector, friends, and neighbors. All applicants must be at least the age of18.Form DFA-BU-1, Application for Burial Expenses, will be used in takingapplications for payment of burial expenses.Form DFA-BU-2, Affidavit of Responsible Relative, is used to determinewhether certain relatives, who are designated under State Law as liable forburial expenses, are financially able to make payment of all or part of the9WV Department of Health & Human ResourcesFuneral Home Director Handbook 2018
maximum payment allowed by the Department. In order to maintain theDepartment's policy of developing all possible resources, other relativeswho are not designated under State Law as liable for burial expenses arealso evaluated as to their ability and willingness to pay all or part of theappropriate burial rate.2.Liability Of Responsible RelativesAs indicated in the Public Welfare Law §9-5-9, liability of relatives forsupport, certain relatives of the deceased who are financially able shall beresponsible to pay the expenses of burial. These relatives are listed in theorder of priority:1.2.3.4.The spouseThe childrenThe parentsThe brothers or sisters"Financially able" is defined as the responsible relative's financial ability tomake payment toward or the entire maximum payment allowed by theDepartment.As long as the deceased and spouse were still legally married, the spouseis still a responsible relative.In many situations, other relatives (nephew, niece, cousins etc.) who arenot legally liable for payment of burial costs will take the responsibility forarranging the burial and make a
Funeral Home Director Handbook 2018 In this example, the Funeral Home Director is entitled to receive 700 in additional resource before the maximum allowable payment of 2,200 is reached. Assume further that the Funeral Home Director receives 800 in additional resources after the burial payment from the Department was received.File Size: 668KB
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1 This practice is under the jurisdiction of ASTM Committee C-16 on Thermal Insulation and is the direct responsibility of Subcommittee C16.30 on Thermal Measurements. Current edition approved Jan. 27, 1989. Published May 1989. Originally published as C 680 – 71. Last previous edition C 680 – 82e1. 2 Annual Book of ASTM Standards, Vol 04.06. 3 Annual Book of ASTM Standards, Vol 14.02. 4 .
