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PY26 WHEAP Manual

Revised: August 2025 Subject Policy Note Requirement Phone Applications 4.2.5 Document what additional information was requested. Verification of Information 4.3.2 When the verified application information differs from the customer submitted application, explain the differences. Verification of Information 4.3.2 If information on a current year application differs from application history, explain the differences. Validation of Applicant Data 4.3.3 Document the reason for bypassing system validation functions (MCI, WEFI). Online Application Processing 4.3.4 If verbal notice is provided to the customer of missing information to complete the validation process, document that verbal notice was provided and describe the missing required information. Online Application Processing 4.3.4 If an online application is voided, explain the reason and state when customer contact occurred. Updating Online Statuses 4.3.4.2 If application status is changed, explain the reason and state when the customer was notified. Validating Online Applications 4.3.4.3 When voiding an online application because it is a duplicate, document why the application was voided and when the customer was contacted. Updating an Application Created by Another Agency 4.3.5 Explain the situation when the “ownership” of an application is transferred. Updating an Application Created by Another Agency 4.3.5.1 Explain the document upload, including the method of contact with the customer and the date of contact with the customer. “Withdrawn” Application 4.4.5 Explain the reason for the customer’s withdrawal. Field 7 Housing Type 4.4.13 If the housing type is “Motel or Camper/RV,” provide a full description of the situation. Field 7 Housing Type 4.4.13 Document the reason for selecting the housing type when the residence does not meet the “typical” housing definition. Field 8 Mailing Address 4.4.14 If the mailing address differs from the residence address and is not a PO Box, explain why the two addresses are different. Field 8 Mailing Address 4.4.14 When the HE+ System does not validate the mailing address, an Address Note is required to explain how the address was verified as deliverable by USPS. Field 9 Residence Address 4.4.15 When a residence address returns a message that the address has been processed for another case head, provide documentation of the validity of a second application at the same address. Field 10 Ownership Type: Own or Rent 4.4.16 When an applicant is not able to provide all three data elements for the landlord in field 12, provide the available partial landlord information and explain that all three data elements are not available. Field 12 Living Situation 4.4.18 Documentation of proof of permanent address for applicants who are currently homeless moving to a permanent residence.