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Tennessee Housing Development Agency 2025 LIHEAP Policy Manual for Regular and Crisis Assistance 25

2.12 Supervisory Review of Client Applications Subgrantees are required to conduct a thorough review of a sample of 10% of client applications and case files to ensure the accuracy and completeness of the information provided. All agency staff working with the LIHEAP program must undergo regular training in processes to accurately determine eligibility and maintain compliance with program requirements. This training ensures that staff are equipped with the knowledge necessary to evaluate applications effectively and consistently. The supervisory review process serves as a critical component of internal monitoring, designed to prevent fraud, waste, and abuse within the LIHEAP program. It ensures that all procedures are followed correctly and that the program operates with integrity and accountability. Each agency is required to develop and maintain a written process for conducting supervisory reviews. This process must be made available to auditors and LIHEAP staff and should be kept on file at the agency for review upon request by THDA or authorized external review staff. Documentation of each supervisory review is mandatory. The documentation must include the following details: • SmartSimple will attach a unique number to the record • Applicant name • Name of agency staff member delegated to review records • Date of the review The SmartSimple client database will ensure reviews are properly recorded and tracked. SmartSimple will move X number of applications into a manager review section. Example:

Additionally, local agencies may choose to include the reviewer's signature and the date of the review directly on the client paper application for added accountability.