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2026 - 2027 I PY27 NH Fuel Assistance Program (FAP) Procedures Manual 66 17. REPORTING

As a federal program, there are many important documentation and reporting requirements for the Fuel Assistance Program. The CAAs are responsible for submitting all required reports to the NH DOE in a timely manner. Reports are expected to be submitted on time, complete and accurate. This section will outline requirements as well as provide descriptions and due dates for the most common requirements. This is not an exhaustive list and requests for documentation may be made from the NH DOE to the CAAs throughout the year.

• Weekly Reimbursement Request Report: CAAs are required to submit weekly reimbursement request reports to DOE each Monday by 10am. The report will be submitted via ECOS unless instructed otherwise. This weekly report provides financial information related to program funds awarded and refunds received in the prior week. Upon review, the DOE staff will either approve or reject the request. If rejected, a reason will be provided. Once approved, the CAA will have access to the information needed to provide benefit letters and payments for the households included in that week’s report.

• Outreach Plan and Quarterly Reports – Each CAA is responsible for creating a plan each new program year that documents the outreach they will provide to their communities. This plan includes information about their outreach center locations as well as planned activities and outreach campaigns. A quarterly report provides updates throughout the year on how the plan is being implemented.

• Assurance 16 Plan and Reports – Each CAA utilizing Assurance 16 funding is responsible for creating a plan for how they will implement Assurance 16 at their agency. The agency must identify the Assurance 16 households and provide updates on the outcomes with these designated households (Attachment O).

• Monthly Reimbursement Request Reports – Each CAA will provide monthly reports on the financial program management. Toward the start of each program year, each CAA will create a proposed budget for the year based on the amount provided in the new program year contract. This proposed budget will include amounts for Administrative, Assurance 16, and Program Support funds. Monthly reimbursement reports will be required for all three. Reimbursement reports will also be required at least once a quarter for any SEAS program reimbursements. Monthly reports are due by the 15th of the following month. The final month of the contract (September) additional time is allotted; CAAs have 30 days to submit this final close out month.