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PY26 WHEAP Manual

145 Revised: August 2025 Chapter 10 | Contract Invoicing 10.1 General Allowable costs are described by line in Section 9.3.4.1 through Section 9.3.4.3.

10.2 Invoice Filing Responsibility It is the responsibility of the WHEAP agency to invoice and/or approve expenses per the State and agency contract that is from October 1 through September 30 of each year. The last day for a local agency to submit an invoice for the contract that ends on September 30 is at the close of business on November 15 of each year, when a final closeout contract extraction will occur. Invoices submitted after this date for a previous contract year will not be processed for payment.

Agencies must submit a final “Close Out” invoice regardless of their contract balance or existence of expenses. The “Close Out” invoice must be submitted and in “Approved by Primary” status prior to close of business on November 15 of each year. The “Close Out” invoice is only available when invoiced expenses have been paid through September. To create a closeout invoice, select “Add a Close Out Invoice” from the Action Ribbon on the HE+ System and follow the same steps for “Creating an Invoice.”

10.3 Guidelines for Invoicing The WHEAP agency is required to invoice for reimbursement of expenses in the HE+ System. WHEAP expenditures shall be invoiced monthly.* Expenses may not be invoiced until the first of the following month (example: October expenses may not be entered into the HE+ System until November 1). • Expenses submitted by each WHEAP agency shall be actual expenses. • Monthly expenses shall not be invoiced for 1/12th of the contract. • Expenses for the previous month must be entered (invoiced) in the HE+ System by the 30th of the current month. • The HE+ System will not allow creation of more than one invoice per extraction. • If a correction needs to be made to a previously paid monthly invoice, the correction (positive or negative) shall be added/subtracted from the expenses entered on a subsequent invoice. For example, if the total WHEAP expenses for March are $5,000, but a correction of an additional $500 needs to be made to the December invoice, the total expenses entered for March would be $5,500. A note shall be added to the current invoice identifying the correction and the amount. An invoice can be edited until the point of extraction. • “Zero” shall be entered as an amount if there are no expenses to be invoiced for a specific account line for the current invoice. A note shall be entered to explain any “zero” entries to provide an explanation to the Division. Notes are not required if the account funding has been fully expended.

*Any WHEAP agency with an initial contract allocation of less than $30,000 shall invoice for reimbursement as needed but must remain in compliance with Article 25 Financial Management of the WHEAP contract. The Division encourages monthly invoicing.