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Tennessee Housing Development Agency 2025 LIHEAP Policy Manual for Regular and Crisis Assistance 57

This policy applies to Fiscal Year 2026, beginning November 1, 2025. Subgrantees must submit all advance payment requests to THDA for approval, subject to funding availability and the subgrantee’s standing in the LIHEAP Risk Assessment.

7.11 Equipment Purchases Equipment purchases can be charged to LIHEAP in accordance with the LIHEAP Grant Contract. Computer equipment may be charged if justified. Subgrantees must obtain approval for non-expendable, tangible personal property with an acquisition cost exceeding $5,000 per purchase. A detailed explanation of each item’s purpose, the reason for replacement, who will use the equipment, and how it relates to LIHEAP must be provided. If the equipment is shared by multiple programs, the cost must be reasonably allocated. Subgrantees must submit a minimum of three estimates for computer equipment purchases, and requests must be made prior to purchasing the equipment. All requests, questions, or concerns should be directed to liheapinvoices@thda.org. Subgrantees must maintain an up-to-date inventory list that includes equipment and supplies purchased with LIHEAP funds, especially items over $500.

7.12 Invoice Paperwork Reduction Process The Invoice Paperwork Reduction Process streamlines the invoicing process and ensure timely reimbursements of invoices. Subgrantees may participate if they demonstrate strong financial practices regularly submit complete and timely invoices. Subgrantee Responsibilities Participation in this process will help improve the turnaround time for processing invoices and reduce the amount of paperwork required for submission. It will contribute to a more efficient payment request process. Administrative invoices must include: 1. Invoice Payment Request Form 2. Invoice Spreadsheet