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SECTION 1300 BENEFITS PAYMENTS

LIHEAP MANUAL JANUARY 2022 72

1300.6 MIS-POSTED BENEFIT AMOUNTS

If the benefit amount on a vendor or applicant issued checks is posted to the wrong account:

• The individual applicant has the responsibility to notify the CAA that took the application. • The CAA must coordinate with the vendor to ensure the benefit is posted/credited to the correct account.

1300.7 INCORRECT HOME ENERGY SUPPLIER

If an application is processed with an incorrect vendor code and the benefit check has not been issued: • The local office that took the application must advise the office issuing the check to stop the issuance. • The benefit must be marked through on the computer generated check register. • The amount must be deducted from the vendor grand total. • The original application must be Voided and Reissued in the EAP system. • Documentation must be entered on the check.

1300.8 REFUNDS If a check amount has been posted to an account, the account is closed, and a credit balance exists:

• The excess amount must be returned to the CAA that issued the check.

A refund check is received by the CAA and the check is made payable to the agency:

• The CAA must deposit the check in the CAA account and issue an agency check made payable to OHS. • The EAP system must be updated to show a refund of the benefit (contact Program Manager).

A refund check is received by the CAA and the check is made payable to the individual:

• The CAA must return the check to the vendor requesting the check be reissued made payable to the CAA.

A refund check is received by the CAA, made payable to either the applicant or the agency and the CAA cannot determine the Fiscal Year for which the refund is applicable the CAA must contact the Program Manager for consultation.