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EAP Policy Manual FFY24 Chapter 8 Benefit Payments and Refunds Page 11 Credits from EAP-paid Deposits EAP funds used to pay a service deposit or a deposit for a fuel tank may result in a credit on the household’s energy vendor account. Service Providers and energy vendors are to apply the following procedures to EAP-paid deposits that become credits: Same Program Year: If EAP funds for a deposit become a credit during the same program year, the Energy Vendor returns the credit to EAP and the Service Provider redistributes or obligates the funds following the Refund Policy until December 1 of the subsequent program year. Prior Program Year: If EAP funds were used in a prior program year to pay a deposit and a credit is received after December 1, then the Refund Policy no longer applies and the Energy Vendor gives the credit to the household. Refunds from the Energy Vendor Perspective Refunding Current Program Year Benefits Current program year refunds should be entered in eHEAT. eHEAT reconciles the refund by deducting the refund amount from subsequent payments. If the energy vendor does not receive a subsequent payment from EAP, the energy vendor may be required to send a check to reconcile accounts. Call the Commerce fiscal office with questions regarding this process at 651- 539-1524. If an energy vendor does not use eHEAT, they must return EAP funds to Commerce by check. Refunding Prior Program Year Benefits All prior program year refund amounts must be returned to Commerce by check. Include with the check: • The household’s name • eHEAT household number • The amount of refund for the household (if multiple households are in one check) • Refund reason Mail the check to: ATTN: Finance/Accounting (EAP), Minnesota Department of Commerce, 85 7th Place East, Suite 280, St. Paul, MN 55101-2198