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a. The application or Vendor Declaration Form (See Appendix 1800, Forms); will suffice as adequate documentation if it indicates the bill is in a name other than the LIHEAP applicant and either the application or the VDF should be attached to the invoice as supporting documentation. b. When supporting documentation is attached; it is OK to process the invoice for payment. c. If supporting documentation is not attached, contractor agency is contacted by either the IA or MA to submit supporting documentation so that payment can be processed.

D. Summer Cooling Assistance Program (SCAP)/Electric Invoices 1. Contractor agency will submit separate invoices, by county with print screen from CAPS listing each client receiving a benefit by vendor as supporting documentation, to DSSC/OCS. A summary sheet listing each vendor and total amount for each vendor will be attached to the invoice.

E. Summer Cooling Assistance Program/Air Conditioner Invoices 1. Contractor agency will submit invoices by county a. Supporting documentation to include invoice from delivery/installation vendor. b. Delivery and installation slip signed by household member 18 years 2. Follow steps 2-7 as stated in A, Regular Fuel Payments.

F. Undocumented /Non-Qualified Aliens

The CAPS database cannot process payments without a valid Social Security number, therefore, invoices for undocumented, non- qualified aliens must be processed manually.

1. Sub grantee submits invoice to OCS with the following information: a. Names, addresses and benefit amounts for each undocumented, non- qualified alien household by vendor, by County. b. Must include copy of DEAP application for each household as backup documentation. c. Must highlight each household member that is qualified to receive LIHEAP assistance. 2. Follow steps 2-7 as stated in A, Regular Fuel Payments.