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SECTION 900 MONITORING

LIHEAP MANUAL JANUARY 2022 41

901 BACKGROUND

OHS is required by the Health and Human Services Administration (HHS) to administer the Low Income Home Energy Assistance Program in accordance with the provisions of LIHEAP federal statues and assurances.

901.1 REQUIREMENT

To provide local and state level monitoring and technical assistance to Community Action Agency staff to assure implementation of the program in each service delivery area and compliance with administrative and fiscal LIHEAP regulations.

901.2 STATE LEVEL REVIEWS

The Department of Human Services will monitor the activities of the CAA's at least every three years using on-site reviews and desk audits. These reviews may be conducted during and/or after the program component operation period. Community Action Agency staff will be included in the interview. Monitoring of program activities will be conducted by reviewing all areas of the LIHEAP component. (Programmatic and Fiscal).

A letter will be sent to the CAA to notify them of their monitoring dates. This letter will include a list of documents requested prior to the visit and at the site visit itself. OHS can conduct unannounced monitoring visits if presented with reasonable evidence of fraud, abuse or neglect of program funds or mismanagement of program.

On site reviews may include the following:

• Entrance conference with the Executive Director, Board Chairperson and staff involved with the program • Review of minimum standards and procedures for program administration • Staff interviews • Site and/or Service Delivery Sites reviews • Case Record Reviews at designated sites • Observation of a service performed for one or more clients by staff • Denied files • Client Interview • Fiscal record review • Agency voids and transfers • Overpayment claim files • Exit interviews with the Executive Director and/or their designee and the Board Chairperson to discuss preliminary findings