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Low Income Home Energy Assistance Program Division 10 Service 415 Program 415 Chapters 05 - 65 North Dakota Department of Health and Human Services
the cost of the delivery. Vendors of fuel oil, propane, etc., will be asked to submit the invoice number of the delivery ticket. This will NOT apply to utility companies who do not use delivery tickets. Vendors will also be asked whether they have billed the "cash" price, by entering a Y (yes) or N (no). This also will not apply to utilities. The vendor may submit one bill on each line, and there are two lines provided for each customer, so he may bill for up to two deliveries for each customer. The vendor may NOT combine more than one delivery on each line. (See 415-35-10-15 for how to bill more than two deliveries.)
The date of delivery must be completed with a total of six digits as follows: 01-01-95. The date of delivery must be the date the fuel was provided to the household, or if it is a metered fuel such as electricity or natural gas, the date of delivery must be the date the meter is read. The computer will not accept a delivery date if it has been submitted previously.
The computer will go through a series of edits to determine if a bill is a "duplicate" that should be rejected. If the delivery date is the same as a bill already paid, the system will check for a different invoice number or a different fuel type. Is so, the bill will be accepted for payment. This computer capability at the time of vendor billing should greatly reduce the number of miscellaneous payments county staff must handle.
The code for the type of fuel must be WRITTEN IN . . . ONE type of fuel for each delivery date. If a customer changes type of fuel within the authorization period and the dealer is the same, you will need to enter unpaid bills as miscellaneous payments for the previous fuel type. However, if a customer uses two types of fuel, and you have authorized both on the computer, both deliveries can be on the same form when the vendor is the same for both (EXCEPTION: All payments for secondary electric heat are entered by the county through a miscellaneous payment).