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12 | P a g e October 25 Sub-grantee requests the existing vendor to return any remaining LIHEAP credit balance for the household after the existing fuel vendor applies credit balance any remaining allowable charges. 1. Sub-grantee will then update the household’s vendor information in CHIMES in ‘Case Change.’ 2. At wrap up – a new Potential Issuance Change (PIC) segment will be created. 3. Sub-grantee will manually issue the remaining balance of the benefit to the new vendor if applicable. CHIMES will not issue a new benefit if a benefit has already been issued on the case. 4. Any future benefits will be sent to the new fuel vendor (matrix adjustments). Note: Must register a new application when someone moves. Any other changes may be handled in Case Change and the use of Re-evaluate For LIHEAP checkbox at wrap- up. 2.2 Application Process and Furnishing Assistance APPLICATION TIME PERIOD: An application for LIHEAP must be filed during the heating season for which assistance is being sought, between October 1 and April 30, unless the application period is extended. APPLICATION PROCESSING – Review the submitted application and verifications for completeness and accuracy. If necessary: Ask the client for supporting information and required documentation needed to complete the application. Record and date the applicant’s responses. SECOND APPLICATION vs. DUPLICATE APPLICATION: A second application would be received and processed by the sub-grantee when the applicant has moved during the heating season and re-applies at their new address. When a second application is received, the sub-grantee must: 1. Register the second application including detailed case notes. a) On the LIHEAP Details screen, the CDCD is the date household moved to new address, this date is used to establish prorated benefits. 2. Run wrap up, benefit calculation will occur for prorated benefits. a) Benefit amount will be sent to the vendor or manually issued if payment type is Reimbursement. b) Contact the original fuel vendor to return the remainder of the benefit payment to the State. c) Notify monitor.