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VIRGINIA DEPARTMENT OF SOCIAL SERVICES ENERGY ASSISTANCE

06/16 VOLUME X, CHAPTER D, PAGE 5

c. Turnaround Documents

Turnaround documents (TD) are optionally printed at the LDSS after the entry of data into the system. They are to be filed in the case record to verify completed actions.

If a transaction is entered on a case which initiates the 10 day automated vendor change process, a TD will be sent to the PID number of the terminal where the transaction was entered. When the printer for that terminal is activated, the LDSS will be able to print TDs for all transactions that have completed the vendor change process.

8. PAYMENTS

a. Fuel Vendors

Payments will usually be made directly to fuel vendors. Payments will only be made for the primary fuel type currently used in the house. All vendor payments for Fuel Assistance will be authorized by Home Office. The system will generate a credit authorization consisting of three vouchers when the automated benefit amount is determined. The credit authorization will be mailed to the vendor from Home Office. Vendors will submit all bills attached to signed credit authorization vouchers to Home Office for payment. Payments will be provided after receipt of proper invoices and in accordance with the Virginia Prompt Pay Act.

For individuals on a budget plan with a vendor, the amount of the payment will be the higher of the actual amount owed or the budget amount. If paying the higher amount would jeopardize the budget plan, pay the budgeted amount owed.

In addition to the actual cost of fuel, late charges, and delivery charges, the bill may include fees for restarting the furnace when the household has run out of fuel. The installation charges for fuel tanks, rental of propane tanks, and fees for connecting and reconnecting furnace and fuel lines may also be included on the bill. Fuel Assistance cannot pay charges for unauthorized usage.

All vendor bills with accompanying signed credit authorizations for Fuel Assistance must be received in Home Office by the date specified by Home Office. Home Office will advise by broadcast the last day that payment data can be entered in the system.

b. Households

Direct payments to clients will be issued in one lump sum. The vendor number 999999 is to be used for all direct pay cases.

TRANSMITTAL #16-1