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I. The refund amount should be credited back to the client’s LIHEAP Benefit Matrix.

J. Subgrantees must return all vendor refunds for all grants where the period of performance has ended (closed) to the Department of Human Services- Division of Community Services. Subgrantees must submit one check for all refunds received for the previous year(s) closed LIHEAP grants no more than twice a year (June 30th and December 31st of each year).

Subgrantees must submit the following information with each subgrantee refund check:

1) Vendor Name and Vendor check # 2) Household name for each refund 3) Address 4) Account number 5) Client ID number 6) Amount of household refund 7) Reason for refund 8) LIHEAP grant year 9) Date of benefit 10) Date refund received by Subgrantee, and 11) The required Procurement Services document for processing payment. (See example in the Forms/Resources section Virtual ROMA)

K. Subgrantee checks should be made payable to: Treasurer, State of Mississippi and mailed to: Director, Division of Community Services

200 South Lamar Street

Jackson, Mississippi 39201

L. MDHS-DCS will return any prior year refunds to the Department of Health and Human Services, Office of Community Services.

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

Rule 8.3 Vendor Payments.

Subgrantees must make payments on client accounts to vendors within twenty (20) business days of application approval. Failure to comply will result in a DCS request for MDHS Division of Monitoring to conduct an additional monitoring visit which may result in monitoring finding.

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