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Iowa LIHEAP Policy and Procedures Manual

8.00 Documentation and Recordkeeping Requirements

Effective 09/01/2023

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8.00 DOCUMENTATION AND RECORDKEEPING REQUIREMENTS

This section describes the documentation CAAs must maintain in LIHEAP customer, vendor, and heating system contractor files, as well as other programmatic documentation requirements. Clear notations, without acronyms, are to be maintained in files as needed. Anyone who views the file should be able to easily follow the timeline of events.

8.10 LIHEAP Customer Files LIHEAP customer files must contain, at a minimum, the documentation listed below.

● Completed application ● Social Security Number verification (or other acceptable documentation) of all eligible household members. If no verification was provided, a state approved waiver must be in the file. ● Signed proxy statement (see Proxy Form in the Members Only page of https://humanrights.iowa.gov/dcaa), or power-of-attorney, for all applications completed by a non- household member ● Utility bill (must include name and address of account holder, service address, vendor/utility company name, and account number or account ID) o When the utility bill does not include the vendor/utility company name, match up the information using the account number, etc. ● Income documentation ● Approval/Denial letter o Scan handwritten notes and include them in the household file

8.20 ECIP/Crisis Files LIHEAP ECIP/Crisis files must contain, at a minimum, the documentation listed below.

● Completed application ● Nature of crisis and how it was handled ● Proof of home ownership (only when a heating unit or central air conditioning repair/replacement will take place) ● Landlord approval when providing window air conditioners ● Audit of heating unit, if applicable ● Bid documentation for heating unit repair/replacement, if applicable ● Invoice for heating unit repair/replacement, if applicable ● ECIP Heating Unit Repair/Replacement Inspection Sheet, if applicable (performed by agency QCI, Auditor, HVAC Technician, or an agency staff person who has completed Weatherization-provided Furnace or Combustion Health & Safety training) ● Vendor/Landlord Information Verification form for renters whose water charges are included in rent ● Utility bills or other state-approved documentation ● Scan handwritten notes and include them with the household file

8.30 Vendor Files LIHEAP vendor files must contain, at a minimum, the documentation listed below.

● Electric/Natural Gas Vendors o Electric/Natural Gas Vendor Agreement o Vendor Tax ID Number o Sam.gov search saved electronically in file (see Section 12.30 for more information) o Receipt of funds documentation