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PY26 WHEAP Manual

Revised: August 2025 (handwriting samples). The agency is required to upload form DOA-2789 and DOA- 2790 to “Other WHEAP Documents” and mail the originals of both forms to the Division within 30 days. The agency is required to add an HE+ System Note to document the forms were completed and mailed. i. Both forms can be requested by contacting the HE+ Help Desk. c. The WI DOA’s bank initiates a forgery investigation and issues a cashier's check if there is a settlement on the forged check. The bank that cashed the check may also initiate a forgery investigation. The process can take several months. The Division forwards the cashier’s check to the local agency’s WHEAP Coordinator for the applicant to pick up at the agency after presenting a valid photo ID. d. The applicant may wish to contact the local law enforcement authorities. 2. The check is outstanding: a. The Stop Payment is completed on the outstanding check. b. A WHEAP check, on which payment has been stopped, can be replaced only with a State Controller’s Office “S” series replacement check. “S” series checks are not generated through the HE+ System. c. The Stop Payment action and replacement check are recorded on the “Transaction Register” in the HE+ System. d. The Division mails the “S” series check to the applicant. If this is the applicant’s second request for a replacement check for the same benefit, the applicant is required to pick the check up at a local agency after presenting a photo ID. The agency is required to add an HE+ System Note to document the customer picked up the replacement check.

Single Party Check Issued to the Applicant in Error If the local agency becomes aware of information that would have made the case ineligible (whether or not the incorrect information resulted from fraud), and the check has not yet been cashed, or if the local agency becomes aware that the applicant is ineligible, the WHEAP agency must notify the Division in writing (an email to the HE+ Help Desk will suffice) and add an HE+ System Note. An Affidavit of Lost, Destroyed or Stolen Benefits Form, completed by the applicant, is not needed.

Vendor Checks Vendors do not have to complete an Affidavit of Lost, Destroyed or Stolen Benefits Form. The agency or vendor should contact the HE+ Help Desk when a check has not been received. Stop Payment and replacement checks can only be processed for checks issued in the current program year.

Stale-Dated Checks State-issued checks stale-date (expire) after 12 months from the date of issuance. These are recorded on the Transaction Register in the HE+ System as a “Cancelled Draft.” If an applicant requests that a stale-dated check be reissued (they just found the check or state they never received the check), agencies shall advise the applicant that this check cannot be replaced as it is stale-dated and was issued for a prior program year. Add an HE+ System Note to the application regarding the action taken.