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DEO LIHEAP Policies and Procedures Manual Page 31

.05 Accepting Applications A. Subrecipients will accept an application if it: 1. Is a valid application form 2. Is received within the application period 3. Contains the applicant's original signature and the signature date. The spouse’s signature is not required. An electronic signature is considered an original signature. B. When the application form meets the listed criteria, the form must be date- stamped with the date it was received at the accepting location. The date stamped on the application is the official date of application receipt and cannot be changed. C. An application will not be accepted if it is not signed and dated. 1. An unsigned or undated application must be returned to the applicant with a letter explaining why it could not be accepted and that it will be accepted if it is corrected and returned while funds are available. 2. A subrecipient may call the applicant and reserve the unsigned and/or undated application for the applicant to complete if the applicant requests it. 3. Staff may date an application if requested by the applicant. D. Any application received after funds are all obligated must be returned to the household with a Notice of Denial and Appeal. Copies of the application form and the notice should be kept on file. The notice may be given to the applicant in person or it may be mailed. E. When the applicant submits a signed and dated application, it should be reviewed immediately for completeness. If any application questions are unanswered or incomplete, the subrecipient should have the applicant provide the missing information. If the applicant is unable to complete the form at that time, then the subrecipient should inform the applicant that the application cannot be processed until all required information is received and verified. The subrecipient must provide a written deadline to the applicant for completion and re-submission of their application. The subrecipient must act with Reasonable Promptness, meaning it has 15 days from the date of Application Receipt to approve or deny it. F. Subrecipient staff should obtain as much information and verification as possible while the applicant is in the office.