The client’s application process is as follows:

1. Applicant works with the IRS to obtain their Tax Return Transcript from the most recent tax year available (or if they did not file taxes for that year, obtain a Verification of Non-Filing instead).
2. Applicant completes the fee assistance application and submits to a staffed facility with that transcript and any required supplemental documentation attached.
3. Facility director confirms that the application is complete, makes a recommendation for assistance based off of the documents provided, and sends up their management chain for review.
4. Once the application is in a “pending” state, the applicant can register for upcoming programs and pay a 10% deposit towards the full fee until a decision is reached.
5. The division’s management chain (regional manager and program superintendent/division chief) make a final recommendation and relay the information back to the facility.
6. Facility director sends applicant an approval letter outlining their new benefits (or rejection letter letting them know that they do not qualify at this time).
7. Applicant and any approved family members may perform registrations between the listed effective and expiration dates using their fee reduction.

During the application process, the client is required to submit documentation verifying their income and family size. Effective 7/1/15, an IRS Return Transcript must be submitted with every new fee assistance application in order to meet these requirements.

Why?

By requiring government-verified documentation, we can ensure that fee assistance applications are processed fairly so that all Prince George’s County residents can participate in recreation activities regardless of income.

Revised July 2015

• The transcript is easily and quickly retrievable for clients; there is no fee to request a transcript and no limit on the amount of times it can be requested.
• Using one universal standard provides a reliable, simple, and consistent way for our staff to evaluate financial need and ensure that the decision-making process is consistent across the department.
• The retrieval is ADA-friendly (meets accessibility standards in compliance with federal regulations) and multi-lingual; therefore, we can be inclusive to all under-served populations.

As a Result:

• Other forms of verification (pay stubs, employer records, public assistance, etc.) will no longer be accepted as proof of income.
• Since tax information only changes once a year, we will only need to verify it that often; hence, applications only need to be submitted annually.

How We Use It

• The transcript includes most line items from the applicant’s tax return (Form 1040, 1040A or 1040EZ) as it was originally filed, including any accompanying forms and schedules. In addition to the name(s) of the tax filer(s), it includes Social Security numbers or ITINs, names of all dependents, address, and filing status. These line items help us verify the family size and confirm that the applicant is truly a county resident entitled to aid.
• The transcript also includes an important line item on page 2: Adjusted Gross Income, or AGI. AGI is defined by the IRS as “gross income minus adjustments to income.” We use this number in our processing (rather than just their gross taxable income) as a representation of the family’s income standard because many government programs use it as their point of reference in determining need, from Supplemental Nutrition Assistance Program (SNAP) to the federal health insurance marketplace.
• By juxtaposing the family size with the income using our yearly Fee Assistance Chart, we can determine whether the applicant qualifies for fee assistance (and if so, at what percentage).

If They Don’t Have a Transcript

If the client did not file taxes for the previous tax year (for whatever reason), they must instead submit an IRS Verification of Non-Filing form (or “VNF”obtained through the same process as below) with their application.

• The form simply states that the person referenced (as identified by their SSN) has no record of a file for that year.
• Because the VNF does not reference any family members, the applicant must provide a proof of relationship for each family member (dependent) who would have been listed on a return transcript had taxes been filed.
• Options for proof of relationship verification can be found on the Document Requirements Form (use Section 2: Family Size to see options).
• Any dependents over 18 must have a VNF for themselves submitted as well.
• For example, a mother with 2 children who did not file for 2018 could supply 1VNF for herself and a birth certificate for each child. This would satisfy both the income and family size verification requirements for her application.
• For anyone with a VNF, the AGI used will be $0.

If The Transcript Is Not Accurate (According to Applicant)

The transcript should list all of the applicant’s family members as well as their family’s total income for the previous tax year. If the transcript does not exactly represent the client’s current household by his/her explanation, he/she must provide specific, pre-defined supporting documentation to justify adding or removing a family member from the application, or modifying the adjusted gross income. Revised July 2015

• Online: Click here to visit IRS.gov.  Select "Get Your Tax Records" and follow the directions to obtain the transcript online or to place an electronic request for the form to be sent via U.S. mail.
• By Phone: Call 1-800-908-9946 and follow the voice-activated prompts or speak with an IRS representative.
• In Person: Visit a local IRS office. A list of locations in Maryland can be found here. Not sure what the nearest office is? Enter your zip code here: https://apps.irs.gov/app/officeLocator/index.jsp
• By Mail: Download a Request For Transcript of Tax Return and send it by mail or fax as directed.

Clients may ask for assistance in completing their applications, too. You can use the Fee Assistance web forms to help answer their questions.

The Fee Assistance Calculator can be found on www.pgparks.com. This allows clients to estimate if they will be eligible and should take the time to complete an application. Use the “Adjusted Gross Income” listed on the second page of the transcript for the Income field, enter the total number of family members, and click Go! for an estimate of what assistance they may receive. Note: This is not a guarantee!

The web form also tells you what year’s tax records they will need to provide (based on today’s date). Revised July 2015

The FA Document Requirements Flowchart can be found on inSite on the “Fee Assistance” page. It includes the calculator, the tax year ruling, and “if-then” flowcharts for supplemental documents.

In order to serve the needs of our Spanish-speaking population, the following resources have been made available in Spanish as well as in English:

• Application (www.pgparks.com)
• Instructions for Obtaining IRS Transcript (www.pgparks.com)
• Client correspondence templates (inSite)

http://www.pgparks.com/324/Fee-Assistance-Program

Approval Letter (English)

Approval Letter (Spanish)

Denial Letter (English)

Denial Letter (Spanish)

Incomplete Application (English)

Incomplete Application (Spanish)