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ENERGY ASSISTANCE PROGRAMS

Section One: Application Process Intake, Operations & Policy Manual Program Year 2026 34 Recovery of Ineligible Assistance The local agency is responsible for recovering duplicate payments, overpayments, and forgeries. Agencies should first determine if the ineligible assistance is due to agency error, or applicant error. If assistance has been provided due to agency error, the agency is responsible for repayment and/or recovery of ineligible benefits (such benefits may not be recollected from the client nor the utility). If ineligible benefits are due to applicant error or fraud, agencies should follow the recovery procedure as outlined below: Notify the vendor with information about the problem and request a return of the funds. If the entire amount is returned from the vendor, the case is closed. If funds have already been applied to the applicant’s account by the vendor, the applicant is responsible for repaying the full benefit amount to the local agency. Send a certified letter to the applicant requesting reimbursement and providing a specific date for response. If fraud is suspected, include the fact that no response to the letter will result in the case being turned over to appropriate authorities for fraud investigation. 1. Send a copy to OHCS and keep all related documents in the applicant file. The applicant’s Authorization Number must appear on all correspondence. 2. If there is no response within thirty days from initial applicant contact, send a second letter to the applicant by certified mail, return receipt requested, with a copy to OHCS. This letter shall state that the matter is being turned over to OHCS, as of a specific date (use seven days from date certified letter was received), for fraud investigation. All cases of actual or potential fraud must be reported to the state Energy Assistance Coordinator at OHCS. Additionally, all attempts to recover energy assistance funds by an agency must be reported in writing to OHCS. Should the applicant not complete their obligation to repay all ineligible funds received, notify OHCS. Declaration of Household Income (DHI) Each household applying for assistance must provide documentation of income. Household members claiming no income or irregular income must sign a DHI). This form must be used for the following circumstances: