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PY26 WHEAP Manual

123 Revised: August 2025 Contact the HE+ Help Desk if there are any questions on prior program year’s lost, stolen, or destroyed benefits checks.

8.9 Overpayments and Applicant Repayments 1. The local agency must establish a separate file on overpayments that the recipient is required to repay any Regular WHEAP Benefits, Crisis Assistance benefits, HE+ Program Services benefits, and/or Weatherization services regardless of program year association, including those that are being recouped through the HE+ System. The file shall include: a. A list of those cases in which an overpayment may have been made b. The date the recipient was notified of the overpayment c. The disposition made, i.e., recovery d. The date and amount of any recovery or the amount of uncollectible funds 2. Regular heat and PB canceled during the heating season, and cancelled crisis benefits where “Vendor” is selected as responsible for paying back will be recouped by the HE+ System through subsequent regular and crisis heat or PB payments. 3. When “Client” is selected as responsible for paying back benefits, or when the customer still owes benefits when a single party payment is corrected, the WHEAP agency shall complete a Repayment Agreement and provide it to the customer for their signature. A Model WHEAP Repayment Agreement form can be found on HE+ TTA website under WHEAP │ Forms. A copy of the agreement shall be uploaded by the agency under “Other WHEAP Documents” until the signed original agreement is received. A copy of the signed agreement shall be provided to the customer, then uploaded to the HE+ System by the agency under “Other WHEAP Documents.” If the customer refuses to sign or return the original Repayment Agreement, the uploaded unsigned agreement shall serve as the record of repayment. Any benefits still owed by the customer when the next application is processed as the case head will have current year paid benefits reduced from the benefit awarded for the application. This will automatically be performed by the HE+ System even if an active repayment agreement is in place with the local agency. 4. When determining the overpayment amount for prior years, use the HE+ System benefit calculator with the correct information from the prior year(s) to determine the benefit amount the household should have received. Enter the difference in benefit, instead of including the full benefit, on the repayment agreement.

Overpayments should be payable to DOA/DEHCR and be mailed by the local WHEAP agency to the Division with a cover letter specifying the following: a. Name b. Full address c. Reason for the overpayment d. Indicate Heating, Non-Heating or Crisis Benefit, HE+ Program Services Benefit, Weatherization Services e. Name of WHEAP agency f. Date of the initial energy check or the appropriate heating season