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VIRGINIA DEPARTMENT

OF SOCIAL SERVICES ENERGY ASSISTANCE

06/11 VOLUME IX, CHAPTER E, PAGE 9

4) Complete a warrant register for approval and reimbursement. The classification should be Crisis or Cooling Reimbursable Expenditures. This language should also be used in the certification statement at the bottom of the warrant register. The warrant register must contain the case name and number, type of assistance provided, and amount to be reimbursed.

5) Attach a copy of the General Data screen and Crisis or Cooling screen for each case for which reimbursement is requested.

6) For reimbursement, submit a copy of the warrant register with attachments, along with the approval from the Regional Consultant to:

Vendor Coordinator Energy Assistance Unit 801 East Main Street Richmond, VA 23219-2901

7) VDSS will verify in the Energy Assistance system that the funds were encumbered for the case and the type of assistance for which reimbursement is being requested.

8) A manual check will be processed reimbursing the LDSS for the 888888 payment.

10. REFUNDS

a. Client Refunds (All Energy Assistance Components)

1) If the LDSS receives money from the client as repayment for an overpayment or fraud, it must be converted to a check payable to the Treasurer of Virginia.

2) An Energy Assistance Program Case Payment Adjustments form and COPE form must be completed indicating the year for which the refund applies.

3) The Energy Assistance Program Case Payment Adjustments form and COPE form along with the check is sent via courier pouch to Financial Management, Attention: Energy Refunds. Forms that are not completed correctly will be returned to the LDSS for correction.

TRANSMITTAL #11-1