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EAP Policy Manual FFY24 Chapter 1 Service Provider Selection and Responsibilities Page 10 Updating Community and Partners Service Providers must ensure that all community groups and other local stakeholders receive updated information on policy changes and on any additional emergency funds or contingency funds that become available during the program year. Monitoring Monitoring relates to Service Provider’s separate evaluations of internal control, such as control self-assessments or internal procedures and performance. EAP Service Providers have a responsibility to monitor and be monitored for compliance with program requirements. On the local level, Service Providers monitor energy vendors’ compliance with program policies and the energy vendor agreement. Commerce staff audit Service Provider compliance with all requirements of federal, state and local laws, the EAP contract and directives in the policy and procedures manual. Commerce and federal staff audit program administration on both the state and local levels. Carrying out these activities and cooperating with them is a required activity at every level. Energy Vendor Monitoring EAP energy vendor monitoring is a year round, ongoing, required and critical EAP activity. Service Providers must conduct energy vendor monitoring in addition to establishing internal controls and procedures to ensure energy vendor activities are monitored at the local level on a regular basis. Annually Service Providers must monitor at least 5% of their energy vendors including a variety of fuel providers. Monitoring must be planned and scheduled so a Service Provider monitors all of their energy vendors on a regular basis over time. Commerce recommends more immediate monitoring of energy vendors who are determined to be problematic. Once energy vendors are selected for monitoring, the Service Provider should provide the energy vendor an Monitoring Report Cover Letter and Energy Vendor Monitoring Report (with designated Service Provider fields completed) explaining the process. The energy vendor must complete Energy Vendor Monitoring Report and supply requested records. The Service Provider utilizes Energy Vendor Monitoring Report SP Review Tool to assess compliance and analyze records. See Chapter 15 – Energy Vendors for more information and monitoring tools. Performance Measures and Quality Assurance Service Providers should have systems in place to ensure: • Monitoring applications for timeliness. • Rate of Incidence goals. • Checking applications for accuracy. • Verification of accuracy and completeness. • Coordination for after-hours emergencies.