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VIRGINIA DEPARTMENT

OF SOCIAL SERVICES ENERGY ASSISTANCE

06/08 VOLUME IX, CHAPTER E, PAGE 8

a. Client Checks

1) The LDSS must send the mutilated check to Fiscal Processing along with the LDSS name and information that is not legible on the check (e.g. client name, case number, date of check, warrant number, and amount of check).

2) A replacement check will be issued made payable to the client and Treasurer of the locality and can be used to reimburse the LDSS if a local only check was issued.

b. Vendor Checks

1) The mutilated check must be sent to the Energy Assistance Unit, Vendor Coordinator.

2) A replacement check will be mailed to the vendor.

9. LOCAL CHECKS

a. Fuel Assistance Component The Fuel Assistance component supplements the cost of purchasing primary fuel and is handled solely with VDSS issued checks except in situations of an appeal. A local check can only be written to meet the compliance requirements of an appeal decision. A written request to the VDSS is necessary to receive reimbursement but reimbursement will only be given if it was not an LDSS error. The request must accompany the warrant register.

b. Crisis or Cooling Assistance Components Under specific conditions, locally issued checks to vendors may be used with the Crisis or Cooling Assistance components. The Crisis and Cooling Assistance components provide assistance with equipment repairs or purchases, payment of security deposits, or emergency shelter, etc. Local checks for Crisis or Cooling Assistance are rare and should only be written when time is of the essence. Approval from your Regional Consultant is required prior to completing an 888888 transaction. In order for the LDSS to receive reimbursement for providing assistance through local funds the following information must be entered on the Crisis/Cooling Add Change screen.

1) Enter 888888 in the vendor field in the EAP system.

2) Enter a “Y” in the agency issued field.

3) Enter the date of the locally issued check. This encumbers the monies for this case for reimbursement.

TRANSMITTAL #08-1