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ENERGY ASSISTANCE PROGRAMS

Section Three: Payment Types Intake, Operations & Policy Manual

Program Year 2026 64

Unlike permanent cooling/heating equipment, these types of cooling equipment do not require professional installation, inspection, homeowner authorization etc. However, agencies are encouraged to have options available to assist qualified clients in installing said items should they be incapable/unsure of doing so themselves. Typically, agencies will purchase these items with unrestricted funds and reimburse themselves via the agency pay payment type as they are given to individual clients. In addition to the routine requirements for a completed file, a receipt of purchase of the equipment and/or a tracking sheet showing a bulk purchase must be included in the file. The receipt/tracking sheet must at a minimum, include the date of purchase, cost and clearly identify what the item was. Please note: Portable/window AC units become the property of the client; agencies are prohibited from “loaning” AC units to clients if purchased with LIHEAP dollars. Agencies must have contracts in place with HVAC vendors for installation, repairs, or replacements. In cases where no such contract is in place, 3 proposals must be obtained. The winning proposal must at a minimum include: address of residence, amount of proposal, equipment specifications, date of proposal, and hardware to be installed. Please note: The applicant does not need to be the homeowner. However, in the case of a rental household, every attempt must be made to have the equipment replaced by the homeowner. Repairs/replacements on rentals still require homeowner authorization. Repairs/replacements for renters must be treated equitably to those of homeowners. In some situations, a fuel conversion may be necessary to alleviate a crisis or resolve a health and safety risk pertaining to a heating/cooling system repair/replacement. Fuel