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EAP Policy Manual FFY24 Chapter 13 Program Fiscal Management Page 2 • Taking an application and verifying information. • Entering data into eHEAT. • Advocacy services not paid with Assurance 16 funds. • Out-of-State travel. Restriction on Use of Other Federal Funds for EAP Administrative Costs. See the Restriction on Use of Other Federal Funds for EAP Administrative Costs section of this chapter for more detail. Primary Heat Funds pay for energy costs for eligible households in residential dwellings. Emergency Funds are used, in addition to Primary Heat funds, for eligible households experiencing a heating fuel emergency. ERR Funds are used to respond to no heat situations and hazardous energy related problems for eligible homeowners. A16 Funds may be used to fund the cost of staff salaries and fringe benefits for time spent on allowable activities, including some additional costs required for performing direct program services. Service Providers must track, document, record and report the use of Assurance 16 funds. A16 fund usage details are in Chapter 7 - Assurance 16. Energy Assistance When Funds Are Limited. When program funding is too scarce to allow full operation, Commerce will issue a directive describing its limited funds operation requirements. Running Out of Money (ROOM) operations vary depending on available funding and if additional federal funding is expected. Additional Federal Funding Is Expected. The EAP program year begins October 1. Federal funds are usually not available until after that date. When federal funds do become available, the program often operates under a continuing resolution that releases only small amounts of funding at a time. As a result, Commerce expects to start each year using the method of operation described in this section. Inadequate funding may cause this procedure to be implemented at any time during the year. Service Providers will enter applications and eHEAT will identify that no funds are available. Applicants will not receive an “out of funds” letter. When funding is received and entered into eHEAT, the system runs a batch process and obligates funds. Service Providers then authorize payment to the household. No Additional Federal Funding Is Expected. Service Providers enter applications and eHEAT identifies that no funds are available. Applicants receive an “out of funds” letter. Most activities remain the same, with emphasis on continuing to provide services and ensuring reported activities and obligations are correct: • Continue encouraging, accepting and processing applications using the usual methods for Primary Heat, Crisis and ERR.