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Iowa LIHEAP Policy and Procedures Manual 14.00 Change of LIHEAP Customer Status

Effective 09/01/2023

Page | 37

o If the new residence has heat included in rent, a direct payment is to be sent to the household. o If the LIHEAP customer is now incarcerated (one-person household) or the CAA is unable to locate the LIHEAP customer, the remaining funds are to be returned to the CAA within 30 calendar days, following the 45-calendar day period of attempting to locate the customer as noted above. If the LIHEAP customer is located within the 30-calendar day period, following the 45-calendar day period of attempting to locate the customer as noted above, the agency should email the CAA Unit to request forwarding the funds to the customer or their new utility. o Vendor refunds that are for the current program year, and are received by the agency prior to October 1st, can be processed two different ways: ▪ Apply the refund to the current month’s Regular Assistance expenditure line item, even if the regular LIHEAP season has passed. The amount will be a reduction in the actual amount expended. If, however, this results in a negative amount in the ‘Net Amount Being Requested’ field on the monthly expenditure report, the negative amount must instead be listed in the ‘Cash-on-Hand’ field, and returned to the state following current cash-on-hand procedures. The ‘Less Funds Previously Requested’ fields should also be adjusted to reflect the amount being returned.

OR

▪ Immediately return the refund to the state as cash-on-hand for the current program year using current cash-on-hand procedures. o Vendor refunds received after the end date of the contract will automatically be considered previous program year funds. o Vendor refunds from previous program years that are received during the current program year will be returned to the state, within 30 calendar days, following the 45-calendar day period of attempting to locate the customer as noted above.

● Head of Household Moved into Care Center/Assisted Living o If a household moved into a care center, assisted living, or other care facility, the benefit paid to the utility is to pay any balance owed. If nothing is owed or a credit exists, the funds are to be returned to the agency and a direct payment may be made to the customer.

● Head of Household Passes Away o If a head of household passes away but there are other people, who were listed on the application, still living in the home, the benefit paid to the utility should remain on the household’s utility account. o If the member of a household of one passes away (deceased), any outstanding balance with the utility is to be paid. If nothing is owed or a credit exists, the funds are to be returned to the agency. ▪ Vendor refunds that are for the current program year are to be applied to the current month’s Regular Assistance expenditure line item, even if the heating season has passed. The amount will be a reduction in the actual amount expended. If, however, this results in a negative amount in the ‘Net Amount Being Requested’ field on the monthly expenditure report, the negative amount must instead be listed in the ‘Cash-on-Hand’ field, and returned to the state following current cash-on-hand procedures. The ‘Less Funds Previously Requested’ fields should also be adjusted to reflect the amount being returned. ▪ Vendor refunds from previous program years that are received during the current program year will be returned to the state, within 30 calendar days, following the 45-calendar day period of attempting to locate the customer as noted above.