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Louisiana LIHEAP Service Delivery Guide 66 | P a g e

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Reimbursement expenses must be documented and supported by invoices/paid receipts, LHC accepted Cost Allocation Plan, personnel title and time, or other LHC accepted forms of documentation. Requests for reimbursement of an individual and/or aggregate expense over $3,000, excluding salaries and fringe benefits, must have LHC pre- approval with the monthly invoice submission for quality control measures. NOTE: Subgrantees must request pre-approval from LHC for non-LHC provided training expenditures to ensure reimbursement and applicability to the LIHEAP program prior to invoicing. The LHC approval should be maintained with the Subgrantee’s invoice supporting documentation. LHC will occasionally post memorandums in regards to allowable non- LHC training opportunities. The memorandums will serve as the necessary support documentation for the invoicing file. The following items must be uploaded as an attachment to the related invoice in LES: 1. LIHEAP Invoice Agency Details Worksheet or an LHC approved format detailing Subgrantee expenses and cost allocation 2. Monthly General Ledger demonstrating segregated LIHEAP expenses 3. LHC pre-approval for individual and/or aggregate expenditures over $3,000 (excluding salaries and fringe benefits) NOTE: Subgrantees on Low-Risk or High-Risk Probation may be subject to additional invoice back-up requirements on a monthly basis. LHC will review all requests for completeness and that costs are reasonable, allocable, and allowable. In the event an expense is found to be unsupported or ineligible for reimbursement, the Subgrantee will be notified in writing and given the opportunity to correct the invoice prior to LHC adjustment of the invoice. Upon final LHC approval, LHC’s Accounting Team will transfer funds for reimbursement to the Subgrantee directly.