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PY26 WHEAP Manual

Revised: August 2025 WX Operations-Outreach are allocated to WHEAP agencies through a direct contract with the WI DOA. Not all counties/tribes receive funding in LIHEAP Operations and LIHEAP Crisis Services.

If an agency elects to relinquish WHEAP-related activities back to the Division, it shall notify the Division within 30 days before the relinquish date. The Division requests agencies provide notification at least 60 days before relinquishing WHEAP-related activities, if possible, to ensure a smooth transition for clients to a new provider.

Expenditures for these allocated funds are invoiced for reimbursement by agencies on the HE+ System. Only staff with appropriate security clearance can access the contract/invoice module of the HE+ System.

WHEAP agencies are required to complete an Authorization for Direct Deposit to receive payments via Automated Clearing House (ACH).

The Division does not provide a specific tracking tool for the agency to manage the reporting of expenses. The Division recommends that 100% time study be used for the most accurate method to track WHEAP activities.

HE+ Program Services expenses for services, like Regular WHEAP Benefits, are paid by the Division and not from funds allocated to the WHEAP agency.

For accounting purposes, the Catalog of Federal Domestic Assistance (CFDA) number of the LIHEAP program is 93.568.

The State Grant Identification number for the utility PB program is 505.371.

9.3.2 Out of State Travel Agencies wishing to use WHEAP funds (LIHEAP or PB) to have more than two staff attend out-of- state conferences or training must obtain prior approval from the Division. Agencies must submit a request, at least one month in advance, identifying the staff they wish to send and a justification for their attendance. The justification must include estimated total costs, reference to the specific workshops/programs they plan to attend and an explanation of how this knowledge will contribute to the agency’s performance or quality of work. Any travel out of the country for WHEAP purposes must be reported to the Division in advance of the travel.

9.3.3 Computer Equipment, Connections, Security, and Costs The agency shall be responsible for the following: 1. All costs for hardware, software, and internet access required for WHEAP delivery. An agency shall have all computer hardware (equipment that allows a user to create, store, or transmit data), software (computer application/program or data), and service subscriptions, including but not limited to email hosting and desktop support, necessary to meet general requirements for program management and financial reporting. Computers, laptops, tablets, and desktop personal computers (PCs) shall use a version of Microsoft (MS) Windows® operating system. Productivity software loaded on computers shall be a version of MS Office® compatible with Division software. Transmittal of MS Office® files shall be in