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VENDOR MANAGEMENT SECTION 500

LIHEAP MANUAL JANUARY 2022 27

501.3 VENDOR APPROVAL PROCESS

OHS Sends package to vendors inviting them to participate in program. Package consists of: • Letter of instruction • Home Supplier Agreement • List of Community Action Agencies and Program Contact telephone numbers Home Energy Supplier completes and sends the Agreement to OHS with the following information: • Company name, address and phone number • Mailing address for checks • Supplier or IRS Tax Number • Signature of Authorizing Official • Date signed • Program Contact Person and telephone number • OHS reviews the Agreement for completeness

If the Vendor Agreement is complete: • The State office will issue a vendor code number • Notify the vendor by a confirmation letter • Update the vendor file the in EAP system • Provide a list of the Approved Vendors to CAA's If the Home Energy Agreement is incomplete: • The State office will return the Agreement with a letter identifying the omissions and the due date for the agreement must be returned. 501.4 VENDOR RESPONIBILITIES

The Vendor agrees to comply with the following guidelines for these program components:

Regular: • Credit active account • Return check to agency due to inactive account • Deliver fuel Crisis:

• Credit client account to prevent a disconnection • Credit client account to restore service • Deliver Fuel All Vendor payments must adhere to the current Vendor Agreement.

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Page 27

Official source

VENDOR MANAGEMENT SECTION 500

LIHEAP MANUAL JANUARY 2022 27

501.3 VENDOR APPROVAL PROCESS

OHS Sends package to vendors inviting them to participate in program. Package consists of: • Letter of instruction • Home Supplier Agreement • List of Community Action Agencies and Program Contact telephone numbers Home Energy Supplier completes and sends the Agreement to OHS with the following information: • Company name, address and phone number • Mailing address for checks • Supplier or IRS Tax Number • Signature of Authorizing Official • Date signed • Program Contact Person and telephone number • OHS reviews the Agreement for completeness

If the Vendor Agreement is complete: • The State office will issue a vendor code number • Notify the vendor by a confirmation letter • Update the vendor file the in EAP system • Provide a list of the Approved Vendors to CAA's If the Home Energy Agreement is incomplete: • The State office will return the Agreement with a letter identifying the omissions and the due date for the agreement must be returned. 501.4 VENDOR RESPONIBILITIES

The Vendor agrees to comply with the following guidelines for these program components:

Regular: • Credit active account • Return check to agency due to inactive account • Deliver fuel Crisis:

• Credit client account to prevent a disconnection • Credit client account to restore service • Deliver Fuel All Vendor payments must adhere to the current Vendor Agreement.