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 The client and the intake worker’s signatures

2. Document that verifies SER eligibility for energy services and FPL if the household is being enrolled in an APP. Documents may be originals or copies of the original document. Facsimiles are acceptable documents. Acceptable proof of SER eligibility includes DHS-1419 SER Decision Notice, Navigator screen print of SER eligibility, or documentation of collateral contact with MDHHS which must include date, signature of the agency representative, along with the name of the MDHHS staff person who provided the information. Additionally, a note indicating the week that the SER data file was accessed on Salesforce will be acceptable. Note: The “Dates Covered” must include a starting date equal to 10/1/2022* or later. The DHS 509 does not include this date and should not be used, especially at the start of the new fiscal year. 3. For direct energy assists, document the energy type and dollar amount of assistance, and retain a copy of the utility bill or estimate for deliverable fuel (LP Gas/Propane, Fuel Oil, and Coal), wood or other non-traditional fuel. If the address on the utility bill is different than the address of the client, an explanation must be included in the client file. If the name on the utility bill is different than the client’s name, an explanation must be included in the client file. When assistance is provided for a deliverable fuel, the Grantee must obtain a copy of the service invoice prior to issuing payment. Approval should be based on an estimate provided by the service provider. The amount issued to the provider cannot exceed the estimated amount which was used for the eligibility determination. Retain a copy of the invoice which documents the amount of deliverable fuel provided and the amount of the deliverable fuel in the tank prior to delivery. If the fuel tank capacity was above 25% at the time of delivery, no MEAP payment should be made, with the exception of customers participating in an approved pilot program. 4. Document Assurance 16 activities (as applicable):  Needs assessment and referral information  Financial education activities  Energy education activities  Vendor advocacy  Long or short-term case management plan The documents must contain a date on which the activity occurred, what the activity included, and documentation of that activity on paper or in the grantee’s database. 5. Has the household received MEAP assistance since October 1? If yes, document information for the prior services including the date, assistance amount, Assurance 16 activities, home energy supplier, and MEAP grantee that provided the assistance. Client File Eligibility Review Check List – Appendix T *Households applying in September with an October eligibility period will be considered eligible during their 30-day eligibility window. 3.3.1 RETENTION SCHEDULE The State or its designee may audit Grantee to verify compliance with this Grant. Grantee must retain and provide to the State or its designee upon request, all financial and accounting records related to the Grant through the term of the Grant and for 7 years after the latter of termination, expiration, or final