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Tennessee Housing Development Agency 2025 LIHEAP Policy Manual for Regular and Crisis Assistance 58

3. A General Ledger or equivalent documentation. Totals must match across all forms. Direct Assistance Invoices must include: 1. Invoice Payment Request Form 2. Excel Spreadsheet or General Ledger or equivalent 3. Current year refund reports. Totals must match all documents.

7.13 Desk Review Audit Submission of Invoices/Pay Request Admin/DPS Invoice: If the pay request is missing documentation or is illegible, THDA will return the request to the via SmartSimple for resubmission with complete documentation. If the request is resubmitted, it may be placed at the end of the queue. For Direct Assistance (DA) Invoices, similar requirements apply.

7.14 Frequency Invoice Submission Guidelines • Direct Assistance Invoices: Only one Direct Assistance Invoice may be submitted per week. • Administrative and Direct Program Support Invoices: Can be submitted once per month. Late Invoice Submissions If invoices are submitted outside of the required 60-day timeframe, the subgrantee will be allowed one exception per fiscal year. The subgrantee Executive Director must submit a formal written request to THDA explaining: • The reason for the delay, and • The corrective actions being taken to prevent future late submissions. If a second request for additional time is made within the same fiscal year, LIHEAP staff will notify THDA Compliance for review. Compliance may conduct an in-depth review of the subgrantee’s invoicing and financial processes. Please note:

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Page 59

Official source

Tennessee Housing Development Agency 2025 LIHEAP Policy Manual for Regular and Crisis Assistance 58

3. A General Ledger or equivalent documentation. Totals must match across all forms. Direct Assistance Invoices must include: 1. Invoice Payment Request Form 2. Excel Spreadsheet or General Ledger or equivalent 3. Current year refund reports. Totals must match all documents.

7.13 Desk Review Audit Submission of Invoices/Pay Request Admin/DPS Invoice: If the pay request is missing documentation or is illegible, THDA will return the request to the via SmartSimple for resubmission with complete documentation. If the request is resubmitted, it may be placed at the end of the queue. For Direct Assistance (DA) Invoices, similar requirements apply.

7.14 Frequency Invoice Submission Guidelines • Direct Assistance Invoices: Only one Direct Assistance Invoice may be submitted per week. • Administrative and Direct Program Support Invoices: Can be submitted once per month. Late Invoice Submissions If invoices are submitted outside of the required 60-day timeframe, the subgrantee will be allowed one exception per fiscal year. The subgrantee Executive Director must submit a formal written request to THDA explaining: • The reason for the delay, and • The corrective actions being taken to prevent future late submissions. If a second request for additional time is made within the same fiscal year, LIHEAP staff will notify THDA Compliance for review. Compliance may conduct an in-depth review of the subgrantee’s invoicing and financial processes. Please note: