Page 17
Louisiana LIHEAP Service Delivery Guide 17 | P a g e
A p r i l 1 , 2 0 2 6
3. Client Documents
a. Client Submission to Subgrantee
If a Subgrantee chooses to utilize electronic communication procedures, Clients may also choose to communicate electronically with the Subgrantee. They may complete most documents online or by hand and then transmit and/or scan and email them electronically to the Subgrantee.
Clients may also submit information and documents using other methods, such as the LES system, tablet or smart phone apps, email, or other electronic media. Subgrantee may designate specific methods as acceptable for electronic transmission. However, Clients must have the opportunity (if they desire) to provide information and documents in paper copy, including both before they have provided any information or documents electronically or after they have done so and wish to discontinue.
b. Subgrantee Transmission to Clients
Subgrantees may provide documents electronically or make such documents available in an electronic format when state and local laws permit. If a Subgrantee chooses to provide documents electronically, the Subgrantee should inform Clients of their option to receive such documents in paper form.
If required notices or forms are distributed electronically, LHC recommends that Subgrantee request an electronic acknowledgement of receipt. Where LHC does not specifically require Client acknowledgement of receipt, Subgrantee should nonetheless maintain records showing that they provided Clients with the electronic file or the electronic address used to access the document.
When providing documents, forms, or notices electronically, Subgrantee must be sure to comply with Client notification requirements in this guide. When local, state, federal laws or regulations require that specific documents be provided by first class mail, delivered in person, or other specified means, the document must be provided using the stated required procedures and may not be solely transmitted electronically.