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DEO LIHEAP Policies and Procedures Manual Page 32

G. If an application is received from a county outside of the subrecipient’s service area, then it should be returned to the applicant stating why it could not be accepted and where the applicant should apply.

.06 Reapplication A. An applicant can reapply for LIHEAP anytime if the subrecipient denied their first application as long as funds are available. B. If an applicant applies and then files a second application while the first application remains pending, the subrecipient must determine eligibility based on the first application. 1. If the household is eligible based on the first application, the second application is not considered. The second application is marked "DUPLICATE" and filed in the case record. (2) If the household is denied services based on the first application, the second application must be considered. .07 Duplicate Applications When an applicant or a household member files more than one application, the subrecipient must check for duplication. A. When the subrecipient discovers possible duplication, the following procedures should be followed: 1. Rule out the possibility of an error in recording the social security number. 2. Find the duplicate case(s). 3. Compare Information from client files. 4. If the case records do not contain sufficient information to decide duplication, check other subrecipient records, and 5. If a duplicate application is received, the subrecipient must send a locally drafted letter, or the Energy Assistance Notice of Denial, to the applicant and maintain a report indicating the duplicate application was received during the program year. .08 Application Tracking The subrecipient must establish and maintain an electronic tracking system of all valid LIHEAP applications. The subrecipient should be able to collect and report on the following information, including but not limited to: