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SECTION 1100 APPLICATION PROCESSING

LIHEAP MANUAL JANUARY 2022 60

Data Entry Staff will:

• Key only what is on the application or initial any fields that are changed by data entry staff. LIHEAP Coordinator or Approved Designee will: • Review and sign all approved and denied applications after receiving the application from intake staff • Verify the weekly approved print • Verify the daily crisis print • Have payments mailed within required Standard of Promptness for the application type and review the approved payment print • Review error files daily • Ensure separation of duties/program integrity • Coordinate with the fiscal officer regarding expenditure reports • Monitor all intake locations • Update, maintain and monitor waiting lists • Monitor fund balances • Authorize voids • Authorize transfers

1100.18 APPLICATION DISPOSITION

If the application is approved, the agency must provide the pink slip to the applicant within 5 calendar days after the application appears on the approved transaction list.

If the application is denied, the agency must provide the yellow slip and fair hearing letter to the applicant within 5 calendar days of the determination that the household is not eligible.

1100.19 VOIDS

Approved payments must be voided when an incorrect:

• Applicant Name • Applicant Social Security Number • Address • Vendor information has been processed by the system

The EAP coordinator must authorize all void requests in writing. The EAP System Void Report must be reviewed daily and reconciled with the previous day's void activity. The monthly accumulation of void activity must be reconciled with the monthly LIHEAP Expenditure Report. A monthly EAP System Void Report must be submitted with the monthly Expenditure Report.