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Nonparticipating Vendor If an applicant presents a utility bill for a vendor that is not currently participating in Indiana’s EAP, the LSP should first contact IHCDA to review the case and check to see whether IHCDA has already communicated with the vendor. It is possible that the vendor is in fact participating, but the LSP needs to have access granted to the vendor in the database. If IHCDA has not already communicated with the vendor, the LSP must instruct the vendor to send an e-mail to eap@ihcda.in.gov and vendors@ihcda.in.gov in order to begin the MOA process. IHCDA will advise the LSP when the vendor’s entry available in the database.

If the vendor declines to participate, IHCDA will advise the LSP, and the applicant may be treated as a direct benefit payment recipient. The vendor will still need to be notified of the applicant’s eligibility, as refraining from participation in the program does not relieve the vendor of the obligation to comply with moratorium requirements.

Payment Process Direct deposits will be issued from IHCDA; paper checks will be issued and sent by IHCDA’s banking institution. LSPs are responsible to ensure that all direct benefit payment claims undergo the internal QA process in a timely manner. LSPs must ensure that all direct pay claims undergo internal QA checks before being submitted for payment. If any errors are found in these claims after payment has been issued, the LSP will be responsible to repay a portion or all of the claim to IHCDA out of unrestricted, non-federal funds. The LSP may pursue restitution of these paybacks from the benefit recipient at their discretion. Direct benefit payment claims must be submitted to IHCDA for payment within sixty (60) calendar days of household eligibility determination.

If a client heating with firewood, pellets, corn, or biofuel is in crisis, the LSP must cut a check to the client internally for the eligible benefit so that the client does not need to wait for the usual transmittal and payment process, and the applicant has meaningful access to their benefits in a reasonable timeframe. The LSP is strongly advised to put a procedure in place for these situations to ensure that the file undergoes internal QA prior to benefit payment in order to reduce risk of payback. An LSP may avoid the requirement to cut the check at the time of eligibility determination by entering into an MOA with a biofuel vendor and issuing a voucher instead.

For biofuel claims that are being submitted to IHCDA for payment, the LSP is required to submit the claims no later than two weeks after being awarded. LSPs must ensure that their internal QA policies contain measures to specifically address timely review of biofuel claims.