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• LSPs should be monitoring their outstanding transmittals that have been submitted to IHCDA fiscal for payment but have not yet paid out. If a transmittal appears to have been outstanding for longer than 30 days after submission to IHCDA fiscal, it may have been denied. It is the LSP’s responsibility to reach out to IHCDA via the EAP inbox and the Claims inbox and ensure no further action is required on the LSP’s part. 12.5 Negative Transmittals Any overpayments found during the internal QA process must be corrected in the statewide database (see 12.6, Corrections, Overpayments, Underpayments, and Refunds for more information). If a payment is due from the utility vendor for this purpose, the negative benefit should be recorded. When the negative transmittal is run, the LSP must send to the vendor as normal. The LSP may not submit the negative transmittal to fiscal until the signature sheet is returned. If the vendor declines to repay the overpayment, or if the error is caught outside of the QA timeframe, the negative transmittal must be accompanied by a check from the LSP using unrestricted funds. LSPs should be monitoring their outstanding transmittals that have been submitted to IHCDA fiscal, including for negative claims that have been accepted by utility or fuel vendors. If a negative transmittal appears to have been outstanding for longer than 30 days after vendor acceptance and submission to IHCDA fiscal, it is the LSP’s responsibility to reach out to the utility vendor and prompt them to send the payment to IHCDA or to reach out to IHCDA to determine why the payment has not yet been credited. 12.6 Corrections, Overpayments, Underpayments, and Refunds

Correcting Documents If an error occurs on documentation, the LSP intake staff must make the correction, scan the new or updated information and make notes in the statewide database indicating what was changed and how the information was verified. LSPs can make corrections during the internal QA process using documents that were sent with the application. LSPs are not to seek out updated documents. For example, if a client with utilities in rent sends in a lease showing her rent amount, the LSP should not call the landlord during the QA process to verify this amount. However, if the document was found to be missing during the QA process, the LSP could call the landlord to verify. Overpayments When a client is overpaid because their benefit is miscalculated, funds must be returned to IHCDA in the following way: