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

Effective 09/01/2023

Page | 38

o If the member of a household of one passes away and a payee is handling estate matters, any outstanding balance with the utility is to be paid. Remaining 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.

It is best practice for the CAA to maintain and include notations in the appropriate household file(s) regarding when the check was received by the CAA, why the check was returned, the contract from which the funds were originally paid, and what was done with the funds (sent back to the state, forwarded to another vendor, or a direct payment to the customer was made).

14.30 Household Moves to Another Service Area Sometimes, households move from one CAA service area to another. A signed release must be obtained from the head of household in order to share the previous application with the new CAA for purposes of crisis assistance and verifying automatic eligibility for the LIHEAP program.

14.40 Funds Returned to State Funds returned to the state must identify the contract from which the original benefit was obligated, either on the check stub or in accompanying documentation. Funds returned to the state cannot be reissued to the agency. All LIHEAP funds returned to the state are to be made out to:

Treasurer, State of Iowa

Mail the funds to:

Attn: Program Name (LIHEAP, Weatherization, FaDSS, or CSBG) Iowa HHS Lucas State Office Building 321 E 12th St Des Moines, IA 50319