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D. Subgrantee’s cancellation of applications approved in error must occur within twenty- four (24) hours after application has been approved. The subgrantee must contact the vendor to notify them of non-approval status to prevent inaccurate payment. After (24) hours, the agency’s Executive Director must submit a request on letterhead to Virtual ROMA via the concerns dashboard.

Source: Miss. Code Ann. § 43-1-2(4); Miss. Code Ann. § 43-1-4. Revised: January 2026

Rule 5.5 Notices from Subgrantee to Applicant

A. Notification of an appointment for services must be generated through Virtual ROMA and either mailed, emailed, or given to applicant in the office within fifteen (15) business days of the submission of a pre-application. A copy of the notification of an appointment for services must be scanned into Virtual ROMA. 1) The notification must include the following: i Name, address, phone number, and email address of Subgrantee office ii Date and time of appointment iii Eligibility information needed, as listed in Chapter 5.

B. The Notification of Services form must be provided to the applicant either by letter or email within seventy-two (72) hours of the approval or denial of the application. This form must be scanned into Virtual ROMA and a copy placed in the applicant’s file. In emergency cases, the form must be sent within 18 hours (life threatening) or 48 hours (non-life threatening). C. A copy of the fair hearing process must be given to all applicants at each appointment, regardless of the approval or denial status. The fair hearing process must be posted in the lobby so the process can be seen by the public. Source: Miss. Code Ann. § 43-1-2(4); Miss. Code Ann. § 43-1-4. Revised: March 2024

Rule 5.6 Non-Availability of Funds/ Waitlist

A. If the Subgrantee has run out of LIHEAP funds, the application must still be taken and denied. This must be done because of the federal reporting requirement to count all applicants, as part of the LIHEAP Household Report. When denying the case, the case worker must select “Grant Award Fully Expended” as the denial code. If denied, the applicant should be referred to other local organizations that may be able to assist. All referrals must be documented in Virtual ROMA. As soon as funding is available, the applicants who were denied for this reason should be given an appointment before any other appointments are made.