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Louisiana LIHEAP Service Delivery Guide 70 | P a g e
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1. If the reconciliation of one month’s worth of expenditures less the remaining balance of the Advance is positive, the Subgrantee’s actual expenditures have been reconciled up to the advance amount. The positive amount left after reconciliation of the invoice may be reimbursed (unless there are other issues to clarify prior to approving the invoice for reimbursement). 2. If the reconciliation of one month’s worth of expenditures less the remaining balance of the Advance is negative, the Subgrantee’s actual expenditures have NOT been reconciled up to the advance amount, and full reimbursement cannot be made. These invoice requests will result in a $0 reimbursement amount after reconciliation. 7.13 Subgrantee Refund Procedures for Returned Benefits for Closed Accounts Utility Vendors may return client refund checks/payments to LHC or a Subgrantee for the following reasons: Client no longer resides at the service address, Account has been closed, or Wrong utility vendor was selected. All refunds should be directed to LHC. Funds returned from utility vendors directly to Subgrantees should be returned to LHC no later than 30 days upon receipt by the Subgrantee. Upon receipt of a check from a vendor, the Subgrantee will make a copy of the check received from the vendor. The Subgrantee will verify the name of the client whose benefits were not delivered and the allocation from which each client was served and complete the LIHEAP Vendor (Client Assistance) Refund Report (Appendix P). A copy of the Vendor Refund Report, a copy of the vendor’s check, along with a check made payable to LHC will be sent to LHC to the attention of LHC Accounting Department. If the amount of the check received from the vendor differs from the amount of funds accounted for on the Vendor Refund Report, the list of customers, and/or intended benefits, the Subgrantee must provide an explanation detailing the reason(s) for the difference in the two amounts.