Page 122

PY26 WHEAP Manual

121 Revised: August 2025 NOTE: Checks that are not expired because they were issued within the last 12 months, but were benefits issued on a prior program year cannot be reissued even if they are still outstanding. b. It must be at least 3-4 weeks since the check was issued. This is due to the process that is followed if the applicant moved to a new address, or the check was mailed to the incorrect address.

Checks cannot be forwarded to new addresses. Envelopes containing checks are stamped “Return Service Requested” and are returned to the local agency. Because this process takes an average of three weeks, agencies should be checking their returned mail in cases where the applicant has since moved or an incorrect mailing address was processed. 2. An applicant knows the check was received but the check has been lost, stolen, or destroyed regardless of when the check was issued.

Completing a Stop Payment Request 1. The agency completes the check information section of the WHEAP Affidavit of Lost, Destroyed or Stolen Benefits Form before presenting to the applicant 2. The applicant completes the remainder of the Affidavit and returns to the local agency 3. The agency reviews the Affidavit, then signs it 4. The agency provides a copy of the Affidavit to the applicant a. The agency shall upload the signed Affidavit to the “Other WHEAP Documents” repository of the associated application 5. The agency sends an email to the HE+ Help Desk stating an Affidavit has been uploaded to the HE+ System. The email shall include the following information: a. PID b. Applicant/case head name c. The application number associated with the upload 6. Add an HE+ System Note to the application that an Affidavit was completed by the applicant and a Stop Payment Request was sent to the Division

NOTE: The HE+ System only allows a worker from the agency that processed the parent application to upload documents. Consequently, agencies that process an Affidavit for a customer whose application was not processed by their agency shall email the Affidavit to the HE+ Help Desk and Division staff shall upload the Affidavit to the “Other WHEAP Documents” repository.

Results of the Stop Payment Request 1. The check has been cashed: a. The Division informs the local agency the check has been cashed so the local agency can inform the customer. b. If the applicant insists they did not cash the check, have the applicant complete form DOA-2789 (including the oath and notary signature) and form DOA-2790