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PY26 WHEAP Manual

129 Revised: August 2025 Changes to business locations, mailing addresses, agency phone numbers, or the PMA must be changed by the Division. Submit any updates in writing to the HE+ Help Desk.

9.2.5 Intake The local WHEAP agency must conduct intake for the WHEAP and Weatherization programs. The intake program, at a minimum, is required to: 1. Establish a location for the distribution and receipt of applications 2. Provide flexible office hours to accommodate applicants who cannot apply during normal business hours 3. Ensure all application sites are accessible to persons with physical disabilities 4. Ensure application sites are physically and geographically available for all potential applicants within the county/tribal jurisdiction 5. Provide for an alternate intake method (as required by federal law), such that an applicant is not required to apply in person at a site where W-2/TANF is administered 6. Develop a working relationship with the local Weatherization operator(s) a. The Division provides the Weatherization agencies with a list of potential applicants based on applicants who have received regular WHEAP benefits b. Agencies may provide the applicants with the name, phone number, and address of the local Weatherization operator

In accordance with Department of Energy (DOE) Weatherization Program Notice 10-08, agencies are required to keep confidential any specific identifying information related to an individual’s eligibility for the HE+ Program, or the individual’s participation in the HE+ Program.

Each WHEAP agency, in its entirety, must comply with the Agency Guidelines for Handling Sensitive Data (Appendix A).

9.2.6 Complete and Process Applications Local WHEAP agencies are required to take applications and assist applicants in completing the HE+ Application. Applications must be taken throughout the year to establish eligibility for Prevention Assistance and Weatherization Assistance after the heating season is over, and for regular energy assistance benefits and Emergency Crisis Assistance during the heating season.

Chapters 3, 4, and 5 of this manual, and the HE+ Program Services Manual describe how to process applications for Regular WHEAP Benefits, Crisis Assistance, and HE+ Program Services. In addition, each agency is responsible for: 1. Entering HE+ Applications into the HE+ System within 30 days of the application date. NOTE: Regardless of the actual date when an early application is taken by the local WHEAP agency, the HE+ System processes the early application like an October 1 application. a. If an extraction is delayed, all processing of payments and notifications are also delayed.