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4. OCS Internal Auditor will check if funds are available on contract, verify and check math, then mark with proper coding of payment and gives to the Management Analyst (MA) for signature.) 5. Management Analyst will sign and give to LIHEAP AS. 6. LIHEAP AS will make copies, I for file and one for MA, and then return original invoice to OCS’ AS. 7. OCS Administrative Specialist writes in date invoice is submitted to fiscal; and takes original invoice to Fiscal and places in their invoice box.
B. Crisis Payments 1. Contractor agency will prepare Summary Sheet of crisis benefits, by vendor, by county from CAPS database. 2. OCS Administrative Specialist (AS) will date stamp contractor invoices upon receipt; next the AS will stamp invoice with payment authorization coding stamp; then logs in vendor amount and date invoice was received; then logs same information onto computer spreadsheet. 3. OCS IA will check if funds are available on contract; then reviews summary sheet to verify math. 4. IA will assign reporting category to invoice and submit to MA for signature. 5. Management Analyst will sign and give to LIHEAP AS. 6. LIHEAP AS will make copies; 1 for the file 1 for MA, then return original invoice to OCS’ AS. 7. AS writes in date invoices is submitted to fiscal, then takes original invoice to Fiscal and places in their invoice box.
C. Different Names 1. Due to the circumstances that often face the low income population, it is often necessary to receive services from a fuel vendor in a name other than their own. 2. The primary reasons this may occur are listed below: a. Lead applicant is a widow or widower and does not choose to change the billing name from the deceased to the living spouse. b. Landlord often wants to keep the energy bill in their name instead of the tenants in order to have control and be aware of when the bill is being paid. c. LIHEAP applicant may owe a balance from the past and the vendor will not allow them to have new service turned on in their name until the old bill is paid. 3. If either of the above occurs, then the contractor agency must take the following steps: