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PY26 WHEAP Manual

Revised: August 2025 Participation includes, but is not limited to: 1. All requested individuals must be present at the specified times during Administrative Reviews 2. Providing the Division designee(s) with internet access 3. Providing the Division designee(s) with access to program-related electronic files and program-related paper files 4. Providing the Division designee(s) access to other program-related information as requested 5. Responding to Division requests and recommendations within the established timeframes

The Division conducts WHEAP DTMs of heating and non-heating assistance, Crisis Assistance, HE+ Program Services, outreach, and alternate intake. The agency is responsible for any Division- requested follow-up resulting from DTM.

The local agency is responsible for regular monitoring of heating and non-heating assistance, Crisis Assistance, HE+ Program Services, outreach, and alternate intake.

9.7 Disaster Planning In the event that a disaster prohibits all or some of the normal functions of program administration, the agency disaster plan directs the continuance of essential services. Agencies are required to make the plan available to the Division upon request.

9.7.1 Local Agency Continuity of Operations Plans Agencies are required to maintain the most up-to-date plan on file and make the plan available to the Division upon request. WHEAP agencies are all required to develop and maintain the continuity of operations plans. Each entity is responsible for sharing the completed plan with applicable stakeholders and fuel providers to inform them of the procedures in case of a disaster or emergency.

Local agencies must provide the Division the names of their primary emergency contact and two back-up contacts. The document(s) must include such contact information as may be necessary to ensure a contact is available 24 hours per day, every day including weekends and holidays.

9.7.2 Division Plan In the event a disaster occurs that affects the ability of the Division to provide services in the normal way, a plan has been developed to identify ways to maintain essential services. The primary actions are outlined as a means of notifying local agencies about what to expect. 1. State Level Actions The Division will send letters to all State-approved WHEAP vendors explaining the Division contingency plan. The letter will specifically notify them that contractors are authorized by the State to pre-authorize payment for deliveries in case of failure of the state benefit payment system or the telecommunications links with the state computer system or the Division.