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• After the QA reviews are completed, LSPs should compile a list of errors and use that information as a tool for future program training and development. During the program reviews, the monitor and/or monitoring consultants will ensure that all LSPs are compliant with these rules. The ten percent (10%) of quality assured files must be maintained from the beginning through the end of the program year. 12.3 Vendor Notification Vendors must be notified of client eligibility. Notification of regular and crisis benefits follow the below procedure: • The vendor must be notified of client eligibility once the application is fully approved by the LSP. The vendor is not to be notified prior to the benefit determination, unless notifying the vendor will allow the client to be tentatively eligible for moratorium. This notification may take place according to the transmittal schedule or through the vendor portal as long as the client is not facing imminent disconnection. • If the household is ineligible or is pending eligibility determination, an EAP benefit amount is not to be recorded on the application. • City, town, and municipal utilities require receipt of payment before the benefit is uploaded to the client’s account according to auditing standards set by the State Board of Accounts. • Clients should be notified that their EAP benefit may take up to sixty (60) calendar days to process. Clients should be advised to continue paying their utility bills according to their regular schedules. 12.4 Transmittals EAP transmittals notify the vendor that a household is approved for a certain benefit amount. The transmittal and the EAP claim submission are automatically created in the statewide database. All EAP benefit claims are to be remitted to utility vendors via transmittals within fourteen (14) calendar days from their approval date. Upon review and approval by utility vendors, transmittals are to be submitted to IHCDA for payment within seven (7) calendar days of receipt. All LSPs are strongly encouraged to adhere to a weekly schedule for submission of transmittals both to vendors and to IHCDA. This is because it is particularly important to have timely transmissions for EAP. In addition, certain programs, such as the Universal Service Program, provide a discount for EAP clients that only take effect once the transmittal is finalized, so timely submission of transmittals will maximize these benefits. The transmittal must be sent to the vendor by electronic transmission (e-mail or via the statewide database vendor portal for participating vendors). IHCDA no longer allows transmittals to be sent by post mail or fax unless those are the only methods the vendor is capable of accepting. LSPs must make an effort with each vendor to be able to use e- mail to submit transmittals.