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PY26 WHEAP Manual

Revised: August 2025 • Once all amounts have been entered, the invoice is ready to be approved. Approval is only available to authorized agency staff. • The individual approving the invoice in the HE+ System shall not be the same individual who created the invoice in the HE+ System.** • Agency staff shall notify their county/tribal Treasurer, to whom the payment is issued, when an invoice has been marked as “Approved by Primary.” This ensures that payments are promptly processed.

**If an exception is needed to the two-tier approval, please contact the HE+ Help Desk.

Only invoices with “Approved by Primary” status will be processed for payment. It is the responsibility of the local agency to ensure that all invoices are in “Approved by Primary” status before the final contract closeout extraction. Invoices remaining in “Draft” status following the contract closeout period will not be paid.

10.4 Reimbursement Payments Agencies are required to receive contract payments electronically. To sign up for electronic payments, agencies must submit a completed form DOA-6456, Authorization for Direct Deposit. Agencies shall also provide either a “VOID” check or a letter from their banking institution on the bank’s letterhead confirming the account and routing numbers. Do not provide a starter check. The completed form and accompanying document(s) may be emailed to: DOADLDEHCRFiscal@wisconsin.gov

The Department conducts invoice reimbursement payments daily.

The Division shall not provide reimbursement if the maximum amount of the contract has been paid to the agency. Agencies shall not submit expenses to any contract account line once allocated funds have been expended. Once a contract account line(s) has been expended, agencies should continue to submit monthly invoices with $0 entered for the expended account line(s).

Payments which exceed allowable costs incurred and paid by the agency pursuant to the terms of the WHEAP contract, if outstanding at the expiration of the WHEAP contract, shall be repaid to the Division within 45 days of the expiration date of the WHEAP contract. The Division has the authority, in accordance with State procedures, to reconcile payments and report expenses. Payments shall be used only for current WHEAP contract year expenses.