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PY26 WHEAP Manual

Revised: August 2025 7.1.2 Own or Rent ................................................................................................ 105 7.1.3 Fuel Switch .................................................................................................. 105 7.2 Benefit Calculator............................................................................................... 105 7.3 Regular Application Actions ............................................................................. 106 7.3.1 Cancel Benefit (Cancel and Refund) ........................................................... 106 7.3.2 Denied Incomplete ...................................................................................... 106 7.3.3 Updates to Unextracted Applications .......................................................... 107 7.3.4 Denied in Error and Extracted (Reinstate the Application) .......................... 107 7.3.5 Applications in “Paid” Status – “Extracted” State ........................................ 107 7.3.6 Error with an “Extracted” Application ........................................................... 107 7.3.7 Wrong Vendor Entered on Application ........................................................ 110 7.3.8 Deceased Individual .................................................................................... 110 7.4 Automated Applications .................................................................................... 111 7.4.1 Death of Case Head or Household Member ............................................... 111 7.4.2 Change in Household Composition or Income ............................................ 112 7.4.3 Change in the Address (Moved) ................................................................. 112 7.5 Crisis Application Actions ................................................................................. 113 7.5.1 Crisis Paid to a Vendor in Error ................................................................... 113 7.5.2 Crisis Paid to Wrong Account ..................................................................... 113 7.5.3 Crisis Application When Application is Cancelled ....................................... 114 7.5.4 Copayment Agreement Actions .................................................................. 114 7.6 HE+ HVAC Program Services Actions ............................................................. 114 7.6.1 Ownership Change ..................................................................................... 114 7.7 Incorrect HE+ HVAC Program Services or Weatherization Referrals ........... 114 CHAPTER 8 | PAYMENT ADJUSTMENTS, REFUNDS, AND RETURNS ........... 115 8.1 Basic WHEAP Payments ................................................................................... 115 8.2 Payments Sent Directly to the Vendor ............................................................. 115 8.3 Checks Sent Directly to the Applicant ............................................................. 115 8.4 Checks Sent to the Local WHEAP Agency ...................................................... 115 8.5 Payment Registers ............................................................................................. 116 8.5.1 System Codes ............................................................................................. 116 8.6 Check Returns .................................................................................................... 117 8.6.1 Recipient Returns ........................................................................................ 117 8.6.2 When a Notice is Returned by Post Office .................................................. 117 8.6.3 When a Single Party Check is Returned by the Post Office ....................... 117 8.6.4 When a Supplemental Benefit is Returned ................................................. 118 8.6.5 Returned Because the Applicant Is Deceased ............................................ 118 8.6.6 Vendor Identified Incorrect Payments ......................................................... 118 8.7 Refunds ............................................................................................................... 118 8.7.1 Regular WHEAP Benefits ........................................................................... 119