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PY26 WHEAP Manual

111 Revised: August 2025 If an individual has been identified as deceased, in error, a user with “Supervisor” permission can update the status. HE+ System Notes should be added to document the change in status. The person status will be changed to “Not Processed” and will be validated through the MCI process on the next application.

If the death of the case head or household member occurs after the date of application and before the application is extracted, the application is no longer valid. The application will deny because there is a deceased individual on the application. “Submitted” applications change from “Submitted” status to “Pending-Pending.” The following message displays on the application, “At least 1 household member has been marked as deceased” and the SSN status of the individual is “Deceased.”

Any unextracted crisis or HE+ Program Services applications are systematically locked when the case head or household member has been marked deceased. The agency must contact the HE+ Help Desk to unlock the crisis or HE+ Program Services application and shall receive prior approval before processing the application. Prior to contacting the HE+ Help Desk to unlock the application, the agency shall take a new application to establish eligibility for the remaining household members. If eligibility is established with the new WHEAP application, the agency shall determine the crisis need. If Crisis Assistance is needed, DEHCR will unlock the crisis application for processing. If WHEAP eligibility cannot be established or if crisis is no longer needed, the crisis application will be unlocked and denied. For additional guidance, please contact the HE+ Help Desk.

NOTE: “Create Current Year Application” and “Create Early Application” is grayed out with the red circle and white minus sign indicating these functions are not available on the “Person Summary” of an individual who is identified as deceased. If a household member is marked deceased, the checkbox on the “Household Members” result list is not available for selection. Proceed with processing the application without the deceased household member and add HE+ System Notes that the individual was listed on the paper application, but now marked deceased. In addition, a case head whose status has been identified as “Deceased” will not be included in the Fixed Income report.

7.4 Automated Applications Local WHEAP agency staff are not expected to routinely review the automated applications. Local WHEAP agencies may learn of household circumstance changes (from returned mail or calls from a household member). Do not delete an “Automated Application.” The following sections describe the courses of action recommended when circumstances have changed in an automated application household.

7.4.1 Death of Case Head or Household Member When local WHEAP staff are informed of the death of the case head and/or household member, do not delete the application. 1. When the death of the case head and/or household member happens prior to extraction of the application: a. Navigate to the “Person Summary” of the deceased individual(s) to indicate that the