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VIRGINIA DEPARTMENT

OF SOCIAL SERVICES ENERGY ASSISTANCE

11/14 VOLUME IX, CHAPTER E, PAGE 10

4) The LDSS will receive a turnaround document for each client affected by the change. The turnaround document will reflect the change.

b. Vendor Refunds

1) All vendor refunds will be sent to the Vendor Coordinator in the Division of Benefit Programs.

2) The LDSS will attach an Energy Assistance Program Case Payment Adjustments form on Crisis and Cooling Vendor refunds indicating the year for which the refund applies.

3) VDSS will complete an Energy Assistance Program Case Payment Adjustments form on Fuel Vendor refunds indicating the year for which the refund applies.

4) Refunds will be sent to the Division of Finance.

11. IRS LEVIES

The Internal Revenue Service (IRS) may impose levies on EAP vendors as a result of the 1099's that are sent to the IRS and the vendors. The VDSS must respond to levies received on vendors who are participating in the EAP at the time the levy is received.

a. VDSS will verify all identifying information upon receipt of the lien request.

b. The mailing address for the vendor will be changed to P.O. Box 630, Richmond, Virginia 23219-0630.

c. A copy of the letter notifying the vendor of the levy will be sent to the LDSS.

d. When a payment is generated for the vendor, the check will be retained at VDSS and the appropriate dollar amount sent to the IRS. A copy of the check stub listing the clients included in the payment will be filed with the copy of the lien information.

e. A copy of the check stub will be sent to the vendor along with a check for any remaining monies. If the total check is to be redirected to the IRS, the vendor will only receive a copy of the check stub along with a note emphasizing that the payments must be credited to the customer's account.

f. If it is determined that the vendor did not credit the client's accounts, the agreement with the vendor will be terminated.

TRANSMITTAL #14-1