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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

In some cases, the vendor may have received only a partial payment for a delivery. The vendor should NOT resubmit the balance of that bill and must provide the billing information to the county office to have the bill resubmitted for payment. If there were two fuel deliveries or a combination of a fuel delivery and service provided on the same date, the vendor may resubmit and there should be separate invoice numbers or fuel codes so the computer can recognize two different payments on the same billing date. 5. 'You are Not the Authorized Supplier': If a vendor other than the one designated by the county on the computer file tries to submit a bill, it will be rejected, and he should not resubmit the bill. If he supplies a fuel which is a secondary heat source and the household wishes to have him paid, a "Miscellaneous Payment" should be used. If the vendor has recently been changed for this household, either the old vendor or the new may have a bill rejected depending upon whether the change has been entered in the computer. If it is a bill from the old vendor, use a "Miscellaneous Payment" to pay it, and he should NOT resubmit the bill. If it is a bill from the new vendor, he should resubmit the bill. 6. Master Record Not Found' or 'Case Not On File': This message tells the supplier our computer could not find a match for the billing number he submitted. If the number he used matches the number on the "Notice of Action," he should notify the county office. If the case has not been entered on the computer yet, the supplier can be told when this will be done so he can resubmit the bill. If the supplier used an incorrect number, he can resubmit the bill immediately with the correct number. This message gives the supplier only the billing number which went through the computer, the invoice number of the bill and the amount of the bill. It cannot print out the customer's name. 7. 'Type of Fuel Billed Not Authorized for Payment': This message tells the supplier that his bill was coded for a type of fuel that was not authorized. He should first check to be sure he used the correct code for the fuel he delivered. If so, and this code does not match the authorized fuel code, he is instructed to contact the county social