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13 | P a g e October 25 A duplicate application would be received by the sub-grantee when the applicant does not have an eligible change in circumstance or re-applies during the same heating season. For example, the client uses all their benefit amount and applies again in the same heating season or inadvertently submits both paper and online application forms. When a duplicate application is received, the sub-grantee must: 1. When paper duplicate application(s) are received, search for the persons and determine that a current LIHEAP case exists, do not enter it in CHIMES. 2. When Self-Service Portal (SSP) duplicate application(s) are received, a) Delete the duplicate online application. b) Generate Manual Correspondence: “Denied Duplicate Application” notice. Note: Clients may only receive one LIHEAP benefit during the heating season, although the amount of the benefit may change. Additionally: 1. Send correspondence requesting the release of confidential information and any other missing information. 2. The Release of Confidential Information must be signed by the primary individual who is 18 years or older. 3. If a household member signs with an “X” or a rubber stamp, the signature must be witnessed. 4. An authorized Power of Attorney may sign for the primary individual. Third party verification of the Power of Attorney or payee/representative must be maintained in the LIHEAP case file via CHIMES and Perceptive procedure as outlined. 5. Attorneys-in-fact and representative payees may sign and file a LIHEAP. 6. application for the grantor or person they act as payee for, regardless of the 7. person’s physical or mental condition. Third party verification of the 8. Power of Attorney or payee/representative must be maintained in the LIHEAP. 9. Case file via CHIMES and Perceptive procedure. 10. Applicants may also utilize an electronic signature to sign the LIHEAP application. 11. The Montana Uniform Electronic Transaction Act section 30-18-106 MCA. allows for the use of electronic signatures. a) When an application is submitted online via SSP, the person submitting the application will sign electronically. 12. Primary applicant must sign on behalf of additional household members. 13. Request necessary verifications: a) Inform the applicant of additional services available (e.g., Weatherization Assistance Program and Emergency Assistance) and make referrals as appropriate.