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C. Subgrantees must maintain original vendor agreements indefinitely.

D. Vendor agreements are not needed for equipment purchases such as air conditioners, heaters, etc.

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

Rule 8.2 Vendor Refunds.

A. Vendor payments refunded to a subgrantee may occur as a result of a household moving, closing an account, other household circumstances, or instances of error or fraud.

B. Accurate accounting of vendor refunds requires subgrantees and energy vendors to coordinate carefully.

C. Subgrantees must inform energy vendors to send the refund checks to the agency that submitted the payment on behalf of the household.

D. If the refund is for a deposit, the vendor can utilize the funds to offset the final bill. However, if there is an overage, the funds must be returned to the subgrantee.

E. The vendor must include the following information with each refund check, even if the refund check is for more than one household:

1) Household’s name (name on the account) 2) Address 3) Account number 4) Amount of household refund 5) Year credit occurred 6) Date of payment on account 7) Reason for refund

F. Subgrantees should account for these refunds separately in the subgrantees’ accounting system. It is very important that each refund be identified by the LIHEAP program year. G. All LIHEAP grants that are still open (current), the Vendor Refunds must go back into the awarded amount at the agency level to be reissued as benefit to any household. However, the agency must still request the required documents from the Vendor for your records and credit the client’s account accordingly in the VROMA system. H. Agency Fiscal management user(s) are required to complete the vendor refund process within Virtual ROMA after receiving a refund check from the vendor.