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Louisiana LIHEAP Service Delivery Guide 12 | P a g e

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Subgrantee shall produce and make available all records necessary for adequate verification of expenditures and activities submitted at the request of LHC. All adjustments, if any, must be reported through LES under the report period in which the expenditures occurred. 2. Weekly reports for client services should be submitted to LHC each week on Friday, irrespective of the level of activity or amount of the expenditures in the preceding period. No reports should be submitted on Mondays due to vendor validation processing at the State level. Monthly reimbursement requests for administrative, program support, and Assurance 16 expenditures should be submitted to LHC by the fifteenth (15th) calendar day of the subsequent month (or next business day following the 15th day) for the previous month. 3. LHC shall disburse administrative, program support, and Assurance 16 reimbursement requests to the statewide Subgrantees within fifteen (15) business days after receipt of an accurate, signed report. LHC will make payments directly to the vendors who have submitted the W-9 form and have a signed Vendor Agreement with LHC via electronic transfer or paper check, based on the process the vendor has elected. This shall be done within fifteen (15) business days after receipt of an accurate, signed report for client services from the Subgrantee. LHC will make payment to the Subgrantee on behalf of the vendor for those who have not submitted the W-9 form and a signed Vendor Agreement to LHC within ten (10) business days after receipt of an accurate, signed report for client services from the Subgrantee. The Subgrantee will be responsible for paying the vendors directly. 4. Quarterly reconciliation reports may be required to reconcile the funds drawn from LHC and funds expensed by Subgrantee. Timely submission of the reports will be closely monitored by LHC. If the Subgrantee consistently fails to submit reports timely, LHC may impose sanctions prescribed in the contract B. Close-Out Report Requirements 1. LIHEAP Grant Closeout Checklist Subgrantee shall submit a close-out report, verifying all actual, allowable, and allocable costs submitted during the term of the contract. Administrative costs, outreach, intake, and training and technical assistance shall not exceed the maximum allowable amounts.