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Louisiana LIHEAP Service Delivery Guide 65 | P a g e

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Subgrantee must make any supporting documentation available upon LHC request for the following reasons:  If detail is not entered into LES or the Subgrantee invoice detail worksheet, the Subgrantee may be required to make additional notes.  If an item is still found to be questionable after review of the requested documentation, LHC will request clarification and/or justification in writing.  If requested as part of a desk review and/or desk monitoring of the Subgrantee. 7.8 Invoice and Submission Requirements Subgrantee shall submit expenditures and activities by entry into the web- based, LIHEAP Energy Software System (LES) for client services and administrative, program support, and Assurance 16 cost reimbursements. All requests for reimbursement must be electronically (or hardcopy) signed and submitted to LHC in the LIHEAP Energy Software (LES) by the required reporting periods. A. Client Services Invoices

Client Payment requests should be submitted to LHC as they are approved following Second Level review, regardless of the level of activity or amount of the expenditures. LHC will process payment once a week for the preceding week’s submitted requests. A Subgrantee’s Client Payment Request equals certified applications that have been processed, reviewed, and submitted to LHC. All applications must contain the accurate information and supporting documents in the electronic submission in LES. Upon final LHC approval, LHC’s Accounting Team will transfer funds for benefits directly to the Utility Vendor on record for each client. B. Administrative, Program Support and Assurance 16 Invoices (Reimbursements) Monthly reimbursement requests 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.