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SECTION 200 PROGRAM ADMINISTRATION

LIHEAP MANUAL JANUARY 2022 9

201.3 CONTRACTUAL OBLIGATIONS

OHS and each CAA completes the contract process annually. See Section 300 for contracts details. 201.4 STATE RESPONSIBILITIES

• Program development including policies and procedures • Monitor program budget • Allocation of client benefits, administrative funds, and program support funds • Program management • Technical assistance • System maintenance • Program monitoring • Program and system training • Contractual management and oversight

201.5 CAA RESPONSIBILITIES

• Ensure Board composition and compliance. • Notify State office of any change in Service Delivery Sites locations immediately. • Abide by all provisions, sections and paragraphs found in the DHS contractual agreement. • Ensure that the program is not supported by any other federal funds. • Ensure that Crisis funds are available to clients through March 15th for Heating assistance. • Ensure that if HEAT funds are used to support a client that it is indicated on the client application. • Deposit and maintain all LIHEAP funds in an interest-bearing bank account dedicated to Energy Assistance funding. • Ensure LIHEAP funds are not commingled with CSBG funds. • Agencies must have systems in place to track LIHEAP funds separately from CSBG and other funding. • Ensure that administrative and program support expenses are reported immediately after the month in which it occurred and are submitted monthly with benefit expenses. • Submit a monthly expenditure and programmatic report with a supporting general ledger reflecting the current month’s activity no later than the 15th calendar day following the end of each month during the term of the contract. Agencies who fail to meet this requirement will be cited. All financial supporting documentation must include the administrative and program support expenses featured on the monthly expenditure report from Luminist. • Ensure that all LIHEAP clients benefit funds received from DHS are used ONLY for the payment of LIHEAP client benefits. • Ensure adequate program staffing for the entire length of the contract.