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VIRGINIA DEPARTMENT

OF SOCIAL SERVICES ENERGY ASSISTANCE

06/03 VOLUME IX, CHAPTER E, PAGE 3

b. The authorization is greater or less than the amount for which the household is eligible.

c. The LDSS enters the wrong vendor information in the system when the correct information is on the application form.

d. The LDSS enters the wrong Crisis/Cooling type code in the system and this information is printed on the credit authorization.

Improper authorizations may occur as a result of LDSS errors or because of erroneous or incomplete information provided by the client.

If the authorization is the result of an LDSS error, the LDSS must honor the authorization by paying any bills incurred from local monies. The LDSS must take action to close the case in the system. Then the correct information can be entered into the system.

If the authorization is the result of a client error, the LDSS will contact the vendor and rescind the authorization if service has not been provided. The VDSS or LDSS will authorize payment for those deliveries/services which have been provided up to the maximum benefit. The LDSS will then close the case and follow procedures for improper payments.

4. IMPROPER PAYMENTS

a. A payment is improper when:

1) The household does not meet the eligibility criteria.

2) The payment is greater or less than the amount for which the household is eligible.

3) The LDSS has paid a bill that does not comply with the vendor agreement requirements.

4) The vendor has requested and received an amount to which he/she is not entitled.

5) Payment has been made to the wrong vendor due to an improper authorization (See 3.c.).

6) Payment has been made for the wrong type of assistance due to improper coding.

Improper payments may occur as a result of LDSS errors or because of erroneous or incomplete information supplied by the client or the vendor. Improper payments may be revealed by several sources, including: LDSS Reviews, case readings, Federal Program Reviews, or Hearings.

TRANSMITTAL #03-2