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EAP Policy Manual FFY24 Chapter 7 Assurance 16 Page 19 Documentation of Energy Self-Sufficiency and Outreach Activities Service Providers must maintain reasonably detailed records of their Responsive Referral/Advocacy and Outreach activities. As indicated in the paragraph above regarding Expectations for Documenting Expenses, however, each activity does not need to be directly linked to an employee’s actual time conducting or participating in the activity. Only the activities specifically identified in this chapter need to be documented in eHEAT, as detailed below. Other activities may be documented offline in a manner Service Providers determine best meets their needs, while providing some assurance that the activities actually took place. Commerce Program Performance Auditors will work with Service Providers to determine if the offline documentation is sufficient, and will first work with the Service Provider to identify reasonable documentation alternatives if it is deemed insufficient. If a Service Provider fails to demonstrably improve within a specified timeframe, Commerce will develop a corrective action plan, with noncompliance leading to potential Program Audit findings and/or recommendations. Failure to document activities as required by this chapter, or documenting clearly ineligible activities and/or costs, may result in disallowed costs. Required eHEAT Documentation Only the following activities must be documented using the eHEAT A16 logging feature: • Providing client with specific referrals (Responsive only). • Providing applicants with a list of referral agencies (Responsive only). • Provide energy self-sufficiency information (Responsive only). • Make applications available (Outreach). • Outreach events (Outreach). • Informational materials (Outreach). These activities do not need to be individually logged, unless doing so is easier for the Service Provider. In general, Service Providers must develop their own methods to collect the basic required information as the activities occur, then input the data into eHEAT regularly in bulk. The documentation used as the basis for regular data input must be made available to the EAP Program Performance Auditor during the Service Provider’s audit visits. Additionally, Service Providers must document when they have completed the following Accessibility Outreach activities: • Application assistance (to meet a household’s special need). • Assistance obtaining application verification documents (when household can’t themselves). Service Providers must indicate when they have conducted one or both of these activities with a household by checking the box titled, “Required Assistance,” located just below the