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ENERGY ASSISTANCE PROGRAMS
Section Three: Payment Types Intake, Operations & Policy Manual
Program Year 2026 68 b) If there is no vendor contract in place, all effort should be made to use standardized receipts/documentation for Direct Payments for Bulk Fuels. This includes Name of purchaser, items to be purchased, cost of items, and vendor information (Name, phone, date of sale, and address). This “receipt” could be completed prior to or after purchase, depending on local agency policy. c) If a client has pre-purchased bulk fuels, and has difficulty obtaining/completing the above documentation, a Direct Payment can be made if current or previous one heating season receipts are provided. Using prior heating season’s receipts as documentation—if a client resides at a different address than is noted on the receipt or reported in a prior year, proof of heating fuel at the current residence will be required. d) If a client is unable to pre-purchase bulk fuel for reimbursement, a quote will suffice for documentation. Quotes must be from the vendor and/or verified by the intake worker. Quotes must include at a minimum: name of vendor, name of vendor rep. providing quote, date, name of client, delivery or service address, amount of goods to be purchased and cost. It is recommended that agencies use a standardized ‘quote’ form. e) Agencies are encouraged to only pay for the amount of bulk fuel listed on the receipts up to the standard payment benefit and apply any remaining benefit toward an alternate energy source. If no alternate energy source is available, a direct payment must be issued for the entire benefit. Vendor/Client Refunds: OHCS defines LIHEAP/OEAP funds expended and property of the client once the payment is in ‘authorized’ status and should never be returned to the local sub-grantee and/or the State/OHCS. 1. Payments to vendors: If a client benefit payment cannot be applied to the clients account, the funds are property of the client and should be remitted to them directly. If a client has passed away after the payment was authorized, the funds become property of their estate.