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69 | P a g e October 25 If the fuel account for an applicant household is not in a household member’s name or the applicant household cannot, or will not, have the fuel account put into a household member’s name, the Sub-grantee can request the applicant household do one of the following:

1. Have the fuel vendor place the account in a household member’s name. The Department will make payments to the fuel vendor. Make the primary individual in CHIMES the same person that the vendor account is under where possible.

2. The person/Sub-grantee responsible for the fuel account can complete and sign the “Local Vendor Contract” (DPHHS-EAP-002) for the sub-grantee. The sub- grantee can make payments using one of the following:The LIHEAP payment is issued through CHIMES LIHEAP Manual Issuance to the person responsible for the fuel account. a) The sub-grantee can reimburse the person/Sub-grantee responsible for the fuel account with documentation of paid energy receipts for the fuel account or verification of an amount owing for the account by manually issuing a benefit through CHIMES. b) In situations where applicant cannot produce paid rent receipts because the landlord refuses or is unable to provide them, alternate forms of documentation may be acceptable to verify rent paid. c) Alternate verification may include- bank statement showing the rent debited, rental agreement, check or money order stubs showing payments, other as applicable. Check with your monitor to validate other documentation types.

Note: Requests for reimbursement of paid energy costs must be made to the Sub- grantee no later than June 20th. Failure to request reimbursement on or before June 20th will result in forfeiture of any remaining benefits for the heating season.

3. The sub-grantee can reimburse the eligible LIHEAP household for paid energy receipts only. The sub-grantee would reimburse the household in one of the following ways: a) Reimburse the eligible household based upon verification of paid fuel costs. The sub- grantee will manually issue a reimbursement through CHIMES for the paid fuel charges up to the household’s benefit amount.

Note: Requests for reimbursement of paid energy costs must be made to the Sub- grantee no later than June 20th. Failure to request reimbursement on or before June 20th will result in forfeiture of any remaining benefits for the heating season.

b) Reimbursements for “account not in household name” households Must be entered in CHIMES as monthly payments. Reimbursements cannot exceed the household’s benefit amount for the heating season.