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PY26 WHEAP Manual

133 Revised: August 2025 MS Word, MS Excel, MS PowerPoint, MS Access (Wx Assistant), or Portable Document Format (PDF) file format. Other file formats may be transmitted upon request of the Division. All data handling shall be in compliance with Appendix A. a. An agency shall have reliable access to the Internet at a sufficient connection speed to meet business requirements. An agency shall make their own hardware and software purchases. An agency shall track and maintain all computer hardware, software, and services that are purchased with WHEAP funds. An agency shall procure all computer hardware, software, and services in accordance with all applicable federal and state guidelines and laws. b. An agency shall make full specifications and disclosure of computer hardware, software, and services available to the Division upon request or during monitoring. 2. Communication and cooperation with the Division for the installation and maintenance of all computer equipment specifically related to WHEAP. 3. Appointing no more than two* HE+ System PMAs with a written request to the Division via the HE+ Help Desk, who is responsible for: a. Notification to the Division System Administrator(s) in writing (email is acceptable) of any changes to these appointments** b. Creation of new, and maintenance of current, HE+ System contacts/permissions/user profile/position information (including review of the user profile name for appropriateness upon creation) within their county/tribe, including signed security agreements for each HE+ System user c. Maintenance of current HE+ System user profiles including: i. Inactivating user profiles that will be off the HE+ System for more than two weeks on vacation, maternity leave, summer leave, or any other reason 4. Access for filing administrative invoices is limited to county/tribe staff only. 5. Assigning the “Supervisor” security permission to at least one WHEAP staff person of a supervisory role within the agency (or designated by a person with a supervisory role). See Section 4.1.10 for more information.

*If an exception is needed to this limit, please contact the HE+ Help Desk. This request must be submitted on an annual basis. **The creation of or changes to a PMA in the HE+ System must be completed by DEHCR.

9.3.4 Allowable Costs This section provides a description of allowable costs, by contract line. The agency shall expend funds provided under the contract in accordance with these policies.

9.3.4.1 LIHEAP Operations Accounts 1. Allowable program operations costs include: a. Staff costs to accept and process HE+ Applications throughout the contract period b. Verifying application information c. Processing applications, including entering data into the HE+ System