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25 8. Completing an Application

Using the eligibility documentation described in Section 5, the local agency can complete an application by entering all household data into FACSPro and follow the appropriate steps to print out the LIHEAP application, the vendor copy of the LIHEAP application, and LIHEAP 101A Form - Client Home Energy Data Request Waiver (Appendix I) for the applicant’s signature.

If the applicant refuses to sign the Client Home Energy Data Request Waiver, proceed with the completion of the application and notify the State Office after the appointment so the applicant’s name can be removed from the data request list for Performance Measures reporting.

If the local agency is conducting outreach efforts in a location without internet access, intake staff can manually complete a LIHEAP-101 paper application and the Client Home Energy Data Request Waiver and have the applicant sign both documents. Intake staff must enter the data and print the FACSPro application when internet access becomes available. Maintain the signed copy of the LIHEAP-101 form and the FACSPro application in the applicant’s file.

Similarly, if the local agency accepts completed and signed LIHEAP-101 forms from applicants via mail, drop-box, or in electronic format, the intake staff must also print the FACSPro application to be maintained in the applicant’s file and/or uploaded into the applicant’s Documents in FACSPro with the signed form and documentation the applicant submitted.

When the local agency completes an application, the household must be notified of the award in writing. The FACSPro application serves as the official notification of award, and it should be either mailed to the applicant or emailed if the local agency has the applicant’s email address. The FACSPro application also serves as the official award notice to the vendor of the expected payment amount for the household unless the vendor accepts other forms of notification such as pledges entered in an online portal or spreadsheets sent via email.

8.1 Pending Application If the household fails to provide documentation necessary to determine eligibility, the application must be placed in a pending file. The local agency should make copies of all existing documentation and return the originals to the applicant. The household has 15 days to bring the missing documentation to the local agency. Failure to do so will result in the denial of the application.

In cases where the local agency has received written notification for assistance in securing eligibility documentation, it is the responsibility of the agency to secure such verification(s) and to issue a decision on the pending application within the 15-day standard of promptness. Record in FACSPro Customer Notes the reason(s) for any delay in processing the application in a timely manner. The application is to be completed as soon as possible thereafter.