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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
Billing for Approved Customers not on the "Request for Payment" 415-35-10-10 (Revised 10/00 ML #2629) View Archives
A "Request for Payment" printed near the beginning of the month will not show the names of customers newly approved later in the month, even though the vendor may have his copy of the "Notice of Action," which identifies them as approved LIHEAP customers.
These new customers will appear on the next "Request for Payment" once he mails in the current list he is holding. There is less chance of error if the vendor can wait to submit a billing for these new customers until he receives an updated "Request for Payment" which includes their name. However, a blank form will be provided to the vendor each time a new "Request for Payment" is sent to him, so he may write in the names of these new customers and submit a bill for them. If he chooses to do this, he must write in the customer's name, with the last name appearing first. He must also write in the customer's billing number, which will be printed on the "Notice of Action." Completing the rest of the billing section and the signature is identical to billing for those customers whose names appear on the printed "Request for Payment."
Some vendors who have only a very few LIHEAP customers may find that at some point during the middle of the season, all the LIHEAP customers cases are closed or their authorization period has expired so that their names no longer appear on the "Request for Payment" list. This vendor will NOT automatically receive a new "Request for Payment" list if a new customer is approved later.
Therefore, the vendor should save one of the blank "Request for Payment" forms and can use this to write in the name of any new customer added later. When he sends in this write-in, the automatic process of sending an updated "Request for Payment" will begin again and continue each time he requests a payment until all his cases are closed once more.