Soldier, Airmen, Family and Commanders Guide to the Arizona National Guard Emergency Relief Fund (AERFund)

Revised December 2011

AZNG Emergency Assistance Program

This document is provided as a source of information and guidance to assist Soldiers, Airmen, and dependent family members of the Arizona National Guard in requesting emergency financial assistance. It may also be used by Commanders, unit leaders, full-time support staff, unit Family Readiness Group leadership, and Family Assistance Center Specialists when assisting military members and/or their families with the preparation and submission of requests for emergency financial assistance.

SECTION I PURPOSE: The Arizona National Guard Emergency Relief Fund (hereafter referred to as the AERFund) was established to provide short term, emergency financial assistance to eligible personnel. Applications can be submitted for emergencies when the situation can reasonably be expected to be remedied with onetime assistance. The AERFund can provide AZ Army and Air National Guard members with assistance in the form of interest-free loans or grants. The AERFund is dedicated to "helping us take care of our own," and provides a valuable means to assist and improve the morale and welfare of our National Guard members. The remainder of this document covers the procedures to be followed by Soldiers and Airmen to request assistance from the Arizona National Guard Emergency Relief Fund (AERFund).

SECTION II FUNDING AND ADMINISTRATION: All initial funding for the AERFund is received in the form of donations from individuals, corporations, businesses, and specific fund-raising activities. The fund is maintained as a non-profit organization incorporated in the State of Arizona and recognized by the Internal Revenue Service as tax exempt under the provisions of 26 U.S.C. 501(c)(3). The AERFund is not a State Agency or Federal entity and is not affiliated with the United Way, although citizens may contribute to the AERFund via payroll deduction through contributory programs like the Combined Federal Campaign (CFC), United Way, or State Employee Charitable Campaign (SECC). Repayment of loans given to military members is another source of continuing income for the fund. The majority of all funds received by the AERFund go directly to helping Arizona National Guard members (traditional, AGR, or mobilized). The fund has minimal overhead costs due to the voluntary nature of its Board of Directors; however, required professional, financial, audit, and legal services will be paid from revenues received. The Board may also appoint an Administrator who reports to the Board, handles the day-to-day administrative requirements, and coordinates fund-raising activities and other donations.

SECTION III GENERAL FUND GUIDELINES: The AERFund operates under the general guidelines, eligibility and process prescribed below. Definition of Emergency/Crisis Situations that Qualify for Assistance: As mentioned above, the requested financial assistance must be to solve an emergency or crisis situation. An emergency or crisis
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situation is defined as an event beyond the control of the Guard member that requires financial assistance that is not available from any other reasonable source. Additionally, the assistance should remedy a one-time problem, not an ongoing situation. If an applicants monthly cost of living notably exceeds their normal income, no one-time infusion of financial assistance from the fund will solve the problem. The AERFund requests that the applicant explore all available resources, (conventional loans, family members, community service organizations, churches, etc.), before making application for emergency assistance. A percentage of available funds are designed to provide immediate cash to National Guard members who are waiting to receive military pay or military reimbursements that have been delayed through no fault of their own. Examples of emergency or crisis situations that could qualify are: Delay in receiving pay or reimbursement from the government, causing inability to meet immediate financial obligations. Temporary shelter, lodging or rent, or payment of rent/mortgage to avoid eviction. Emergency utility assistance, i.e. electric, gas, water. Emergency repair/replacement of major required appliances (water heater, AC, etc). Emergency transportation and vehicle repair. Costs incurred for emergency travel due to death of immediate family member. Any special circumstance as deemed appropriate by the Board of Directors.

Examples of things that would not typically qualify for assistance are: Payment for nonessential items or services, second phones, cable or ISP. Finance ordinary leave or vacation. Payment of legal fines or expenses. Liquidation or consolidation of debt; payment on monthly credit card debt. Assistance with down payment on a home purchase or home improvements. Funds to purchase, rent, or lease a vehicle. Funds to cover bad checks. Reimbursement of items already purchased/paid for through other financial means. NOTE: Only bills that are past due or due immediately are considered an emergency.

Response Time: Provided the application form contains all the required information necessary to process the request, the military member or family member can typically expect a decision within two to three business days after receipt. If approved, funds are usually available within 24-48 hours. If an interest-free loan is approved, the military member (or spouse with Power of Attorney) will be asked to sign a Promissory Note upon receipt of the funds and a repayment plan and date will be established. Type of assistance available: The type of assistance approved is at the discretion of the Board. Most assistance is in the form of an interest-free loan; however, it is also possible to receive a grant (an outright gift of funds) depending on the circumstances. A combination of loan and grant is also possible. Each request is reviewed and considered on a case-by-case basis. Upon approval, and at the discretion of the Board, the funds may be paid to the military member or may be made payable directly to a creditor. Financial Counseling: When it is apparent that the military member and/or spouse need financial counseling, the Board may recommend such counseling in addition to any assistance received from the fund. The Family Assistance Center or the military members unit of assignment may provide referral to the National Guard Personal Financial Consultant located at the Personnel Readiness Center, who provides no-cost financial counseling service. MilitaryOneSource (1-800-342-9647) is another organization that provides this service to military members for free.
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Repayment: Repayment of an interest-free loan should be made by cash, check, or money order made payable to AZNG Emergency Relief Fund. Payments should be mailed to: AZNG Emergency Relief Fund P.O. Box 64252 Phoenix, AZ 85082. The Promissory Note signed by the military member (or spouse with Power of Attorney) will specify the repayment date and the payment schedule which is expected to be followed. Service members receiving loans are typically expected to make repayment in a number of small, incremental payments, made on a consistent basis. This will, in most cases, be easier than making one lump sum payment at the end of the loan period. Repayment of the loan CANNOT be deducted from a military paycheck; the military member must make personal payments by check, money order, or cash to the address above. All military members receiving a loan should be aware of their moral and financial obligation to make good on the Promissory Note they sign. Repayment allows the fund to continue to help other military members in need. Failure to repay the loan by the due date will result in a reminder letter being sent to the military member. If the individual fails to respond or fails to resume a consistent repayment plan, a letter will be sent to his/her Commander informing them of the members failure to meet this financial obligation. Should the military members financial situation worsen or not allow for timely repayment, he/she may submit a written request to the Board for extension of the repayment date or writeoff/forgiveness of the remaining loan balance with specific justification and explanation. The Board will consider all factors and notify the military member of their decision.

SECTION IV APPLICATION PROCEDURES: The Application Form provided at the end of this document should be filled out as completely as possible, following the instructions provided. NOTE: It is preferred that the Application Forms shown on page 810 be used, however, other means (email, memo, etc.) for requests will be accepted as long as all the information required to process the request is provided. A poorly prepared or incomplete application could result in delays in processing. Separate Fillable Word and PDF versions of the Application Form and Client Worksheet are available and can be emailed to a unit or applicant upon request. Unit leaders, full-time staff, unit Family Readiness Group leadership, or Family Assistance Center Specialists who are assisting a Soldier/Airman in the completion of their application, should expedite the application for the military member/family as much as possible. Under no circumstances will the unit, chain of command, or others disapprove an application for assistance only the AERFund Board and voting members have the ability to approve or disapprove an application. Soldiers/Airmen requesting assistance may submit their own application and all applicable documents direct to the board for review; however, including a letter of support from the unit is highly encouraged. Step 1. Determine Eligibility: Any current drilling member of the Arizona Army or Air National Guard is eligible to request assistance from the AERFund based on a financial emergency or crisis situation. A spouse or legal dependent may submit an application on behalf of the military member, with his/her consent.
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Step 2. Complete the Application: Administrative Data complete all data at the top of the form, specifically: Complete name, rank, unit, address and contact information of the requestor If deployed, indicate unit and location if not deployed, leave blank Unit of Assignment all applications must include individuals current military unit Employment ensure that current (or pre-deployment) employer, job title, and salary are included. Also, if married, include spouses employment information; indicate if none. Description of Request Indicate the purpose or bills that the loan/grant will be used for. Be specific list ONLY those bills for which assistance is requested. Show the creditors name/type of bill, the amount requested, and the due (or past due) date for each item that assistance is requested for. Describe in as much detail as possible the circumstances or events that caused the financial emergency. Indicate whether the request is for a loan (indicating projected ability to repay over time), or a grant (the military members situation is such a dire emergency that repayment within a reasonable time cannot be predicted). The Board will make the final determination of whether a loan or grant is approved based on all the information submitted. Describe any attempt to remedy the situation by the military member or the lack of other options or resources (denial for conventional loan; lack of savings account, family assistance, or other organizational assistance; etc.), and any other information pertinent to the case. Unit Input When forwarding an application for AERFund assistance, information regarding the military members standing in the unit, drill attendance, and any additional information reference the military members situation is highly encouraged. The AER board requests that a unit representative provide this input in a separate memo or via email, especially when a delay in military pay is the cause for financial crisis. Include unit POC name and phone number. If unit input is not readily available, the applicant should include copies of their last three Military Leave and Earnings Statement to prove good standing and drill attendance. Backup Documentation All applications should be accompanied by a completed Client Worksheet, see form on pages 910. This document should include a listing of all normal, monthly expenditures and income. Ensure the military members date of birth is included on this form for identification purposes. Applicants generally will be required to provide verifiable proof of the emergency (i.e. copies of bills, rental agreement, etc.) and other supporting documents. These supporting documents may also include the Leave and Earnings Statement and/or any proof of family income, mobilization/ training orders, estimates for repair of vehicles, appliances, etc. Step 3. Submit the Application: Applications for assistance should be forwarded via email to the Fund Administrator at azng.erfund@gmail.com or may be mailed to the AZNG Emergency Relief Fund, P.O. Box 64252, Phoenix, AZ 85082. The assistance application and supporting documents are emailed to the Board members for voting, so scanning all documents and submitting them by email will expedite the request. For questions regarding AERFund procedures or to follow-up on the status of an application, contact the Fund Administrator at the email address above.

Step 4. Finalization Upon completion of the voting process, the military member or family member requesting assistance will be notified of the Boards decision, by email or phone, and normally within two to three business days. If submitted by unit personnel, they may be informed also and asked to assist in the delivery process. Arrangements will be made for pickup or delivery of the check and signature on the Promissory Note (if approved as a loan). Promissory Notes may be signed only by the military member or a spouse, provided the spouse has a current Power of Attorney authorizing them to sign for the military member. Promissory Notes will be witnessed by a member of the Board of Directors or an appointed Fund Administrator. A current Military ID Card (or Dependent ID) is required. A simple Receipt Form will be signed if approved for a grant which does not have to be repaid. Case files will be prepared on all individuals receiving assistance, and repayment of loans will be monitored by the Board of Directors or appointed Fund Administrator. Military members wanting to check on their repayment status or remaining balance, may send an email to azng.erfund@gmail.com Upon payoff of the loan, the military member will receive a letter indicating that their loan is repaid in full and their obligation has been met.

SECTION V PROGRAM HISTORY, DESCRIPTION, AND BACKGROUND: The Arizona National Guard Emergency Relief Fund (AERFund), was originally established in 1996 under the name Army Reserve Components Emergency Relief Fund. It was created because the Active Component Army Emergency Relief (AER) was not (and is not) available to members of the Reserve Component, and there was no other immediate means to provide emergency financial assistance to military members of the AZARNG and local USAR units experiencing financial crisis due to personal reasons or delays in military pay. The fund was originally established by the Board of Directors and membership of the Arizona Territorial Chapter, Association of the United States Army (AUSA), who filed for incorporation and independent 501(c)(3) (non-profit) status. The fund, originally created, funded, and managed by AUSA Board members, was turned over completely to the AZARNG in 1997. Since that time, AERFund Executive Board membership has been made up primarily of current and/or former AZARNG Officers and Senior NCOs and at least one non-Guard, AUSA Board member/officer. Board members oversee the management of the fund and review all applications for emergency assistance from eligible military members and their authorized dependents. In 2003, the AERFund Executive Board approved changes to the Funds charter and letter of incorporation which extended eligibility for assistance to members of the AZ Air National Guard. As a result of this vote, Air NG members were added to the Executive or voting membership of the Board. To reflect this change and drop the Army-only designation, the funds official name was changed to AZNG Emergency Relief Fund, which was approved by the State of Arizona on August 30, 2006. Additionally, in response to the outpouring of support by the citizens of Arizona for Reserve Component military members deploying in support of Operation Iraqi Freedom/Operation Enduring Freedom, a subaccount of the parent fund was created in March 2003 which was called the Family Assistance Fund (FAF). Unlike the AERFund which was restricted to only AZ Army and Air National Guard personnel, the FAF accepted applications for emergency assistance from military members and their dependents who were mobilized and had membership in any Arizona Reserve Component unit or who had residency in Arizona.
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In 2005 the Board asked the State of Arizona to provide the opportunity for individual taxpayers to designate an amount of the taxpayers income tax return as a voluntary contribution to the National Guard Relief Fund (FAF). This was approved by the 47th Legislature via Senate Bill 1466, and signed by the Governor on April 18, 2005, for taxable years starting after December 31, 2005. By law, these funds shall be used by the National Guard to provide financial assistance to military members or families of Arizona National Guard members when the NG member is placed on active duty and serving in a combat zone. In November 2011, the two funds were separated at the request of The Adjutant General, with the Adjutant General assuming control of the Family Assistance Fund (aka FAF)(or National Guard Relief Fund) for deployed service members. As of November 2011, the Arizona National Guard Emergency Relief Fund (known as the AERFund) continues to be administered by a Board of Directors operating under the original Articles of Incorporation and 501c(3) non-profit status. This fund will typically be utilized by non-mobilized Soldiers and Airmen of the Arizona National Guard who are not eligible to apply for other emergency financial assistance programs.

Arizona National Guard Emergency Relief Fund Request for Assistance

The Arizona National Guard Emergency Relief Fund, Inc. is an independent 501(c)(3) Arizona non-profit corporation; not affiliated with the Department of Defense or any Arizona state government agency.

All three (3) pages of this form must be completed in their entirety. The information will be used to assess our ability to assist you. Incomplete answers and/or missing documentation will delay processing of your request. Full Name/Rank of Service Member Branch of Service Home Mailing Address/City/State/Zip ETS Unit of Assignment Email Address

Home Phone Spouses Name

Work Phone

Cell/Other Service Member is deployed to: $ month per year hour month year

Service Members employer (or pre-deployment employer), job title and pay rate Spouses employer, job title and pay rate Number of children in household: Ages $ per hour

Childrens special needs?

List the name of each creditor/individual/agency, the exact amount, and the due date of each bill for which you are seeking assistance. Attach copies of each bill. Please list ONLY those bills for which you are requesting assistance.

Please describe your emergency situation including specific details of events, reasons, and/or circumstances that have led to the emergency. Use additional paper if necessary.

Please describe what you have done to attempt to remedy your emergency situation, e.g. contacted the agency to request an extension, attempted loan from other sources, requested assistance from community resources, etc.

Submitted by:

Service Member

Spouse

Other:

Date

NOTE: The AERFUND Board requests unit verification of membership and drill attendance via memo or email.

The following documents are attached or available (as applicable or requested) Bills/statements Repair or other estimate of cost Leave & Earnings Statements Other (specify):
Form Revised 1 December 2011

ARIZONA NATIONAL GUARD EMERGENCY RELIEF FUND REQUEST FOR ASSISTANCE (Page 2 of 3) Service Members Full Name Service Members Marital Status Married Single No Service Members Date of Birth Divorced Number of Dependents Widowed

Legally Separated

Previous AER/FAF request(s) for assistance?

Yes If yes, date(s) of previous request(s): Monthly Contribution: N/A N/A $ $ $

Income SM Employer Spouse Employer Child Support Income Alimony Income Social Security Food Stamps Other
Total Income

$ $ $ $ $ $ $ $

Monthly Gross

Monthly Net $ $ $ $ $ $ $ $

Bank Balances Savings Checking IRA 401k 403b

Total Bank Balances

Present Value $ $ $ $ $

Please list your monthly living expenses. Do not list any expenses which are deducted directly from your gross pay. Essential Living Expenses/Current Monthly st $ Rent/1 Mortgage nd $ 2 mortgage $ HOA (Assoc Dues) $ Property Taxes $ Homeowners/Renters Ins $ Gas/Electric (Average) $ Water/Sewer/Garbage $ Cable $ Telephone (not cell phone) $ Groceries/Household Items $ Health/Dental/Vision Insurance $ Prescriptions/Doctor visits $ Car Payment #1 $ Car Payment #2 $ Gasoline (monthly) $ Maintenance/Repairs $ Auto Insurance $ Auto Registration $ Parking/Bus Fares $ Daycare/Babysitting $ Alimony/Child Support Payments $ School Tuition $ Student Loans $ Life Insurance $ Union Dues $ Storage Fees $ Other Essential Total
Form Revised 1 December 2011

Variable Living Expenses/Current Monthly $ Beauty Shop/Barber $ Cosmetics $ Movies/Videos $ Dining out $ Gym/Hobbies/Clubs $ Vacations/Travel $ Music/Books $ Clothing purchases $ Laundry/Dry Cleaning $ Pool/Lawn Service $ Housecleaning Service $ Monitored Alarm $ Gifts $ Pet Care $ Pager/Cell Phone $ Banking Fees/Postage $ Cigarettes/Alcohol $ Computer/Online Fees $ Religious/Charity $ Other $ Other Variable Total

EXPENSES TOTAL 9

ARIZONA NATIONAL GUARD EMERGENCY RELIEF FUND REQUEST FOR ASSISTANCE (Page 3 of 3) Unsecured Debt List all unsecured debt with balances over $100. Do not include mortgage, vehicle loans, student loans, or any other debt which is already listed on page 2 of this request. # Mos. Name of Creditor Acct# Balance Int % Min Payment Late $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Total: I have credit card resources available, all with balances less than $100. I have no credit card resources available. I understand and agree that the Arizona National Guard Emergency Relief Fund Board of Directors may ask questions to my military unit to verify my good standing with my unit (attendance at drill and annual training, lack of disciplinary actions pending). I also understand and agree that information regarding my entitlements to base pay, allowance for housing, substance allowance, and any entitlement to bonus or line of duty payments may need to be verified (including pay entry and ETS dates). Under existing Privacy Act law and regulations, I agree to the release of the above information, in addition to that allowable under law (as follows): Name verification Rank and date of rank Gross salary Present, past and confirmed future assignments Unit telephone number and immediate chain of command Source of commissioning Military and civilian education level Duty status at any given time

If you left the above section blank, please check one of the following:

__________________ Date

____________________________________________ Signature Service Member Spouse with Power of Attorney (copy of Power of Attorney must be attached)

Form Revised 1 December 2011

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