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Iowa LIHEAP Policy and Procedures Manual 12.00 Vendors

Effective 09/01/2023

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After the program begins October 1st, vendors will be notified when a household has been determined eligible for LIHEAP assistance, as well as the dollar amount awarded. The vendor will deliver the amount of fuel for which that household is eligible, at the contracted price (or market price), on their regular delivery schedule. The dollar amount of that delivery will be deducted from the Prepaid LIHEAP Account. If the initial delivery does not exhaust the household’s LIHEAP payment, the remaining balance will be used for subsequent delivery(ies) to that household until the balance is exhausted. When the entire Prepaid LIHEAP Account has been exhausted, further deliveries to eligible LIHEAP customers will be made at prevailing market prices.

12.22.5 Account Reconciliation A reconciliation of the Prepaid LIHEAP Account (using at a minimum, the LIHEAP Reconciliation Spreadsheet) will be made to assure agreement between the energy supplier and the CAA, regarding use of funds. A reconciliation of the prepaid account must be completed within 45 calendar days of the end of the heating season. Any LIHEAP credit balance remaining with a vendor will be returned to the local community action agency at the time of the reconciliation. Those funds are to be returned to the state LIHEAP office within 30 calendar days of receipt by the CAA. The CAA is to note on the check stub (or send documentation with the check), what portion of the funds is from summer pre-buy. Contact the CAA Unit for guidance when the balance on the vendor prepaid account is $5 or less.

In the event that the energy supplier intends a merger or cessation of business, any federal funds remaining as a credit on the Prepaid LIHEAP Account must be returned to the local community action agency.

Vendors cannot receive prepaid funds unless their previous prepaid account has been reconciled.

12.23 Supported Expenses In cases where either LIHEAP Regular Assistance and/or ECIP crisis funds could be used, it is recommended ECIP funds are prioritized in an attempt to maximize the amount of fuel covered by the LIHEAP Regular Assistance benefit.

The following are expenses which the LIHEAP program supports. ● Deliverable fuel deliveries/fills made to stationary and portable tanks o October 1st – September 30th o Portable Tanks: If the agency has an agreement with the deliverable fuel vendor, payment is to be made to the vendor. If there is no agreement with the vendor, the customer can be reimbursed for fills based upon submitted receipts, up to the award amount. ● Pressure check, safety check, leak seek test ● Regulator and valve replacement for tanks owned by the LIHEAP customer o Note: Vendors are responsible for repairing rental tanks ● Gas lines o The line from the tank to the house and inside the house to the heating unit ● Emergency delivery fees such as after hours, same day delivery, non-route delivery ● Tax and other standard charges

12.24 Unsupported Expenses The following are considered unsupported expenses and will not be paid from the LIHEAP program: ● Pump-out fees

12.30 Debarment and Suspension The Iowa HHS and CAAs must not make any award or permit any award to a vendor/contractor which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistance programs under Executive Order 12549 (Debarment and Suspension). Please note that language addressing this issue is in section “O”, of the General Terms included with the state contract.