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PY26 WHEAP Manual

69 Revised: August 2025 generated) • The 30 days allowed to complete an application begins as soon as the applicant submits the online application • Validation of an online application is the required first step of creating an HE+ Application in the HE+ System • The application needs to be “saved” which puts it into “Pending” state and status

4.2.8 File Retention Documents shall be uploaded into the HE+ System for file retention. Agencies are not required to retain documents as a paper file once the document has been uploaded.

When applicable, the following documents are required to be uploaded to the HE+ System: • Paper applications • Authorized Representation and/or Power of Attorney (POA) documentation • ZIF(s) for all adult household members • Documents used to verify income (paystubs, wage printouts, S-GIRF, tax forms, and/or supporting schedules, etc.) • Certification Page (signed by customers) • WHEAP Affidavit of Lost, Destroyed or Stolen Benefits Form (shall be uploaded to the “Other WHEAP Documents” repository)

For additional record keeping requirements, see Section 9.5.3.

4.3 Processing an Application 4.3.1 Access The secured database/website where applications are stored and from which applications are processed is referred to as the HE+ System and is located online. Access to the HE+ System site is controlled by a security agreement, a username, security image, and password. Incorrectly entering the login information five times will result in the profile being locked. Users should contact their agency HE+ System PMA to unlock the profile. The local PMA is responsible for creating users, assigning permissions, and verifying intake worker PII. The creation of or changes to a PMA in the HE+ System must be completed by the Division. Any updates to agency PMAs must be submitted in writing to the HE+ Help Desk. As part of the security on the HE+ System, all local WHEAP workers with Application Intake permissions will be required to enter their SSN and DOB upon their first log on. Workers’ SSNs will be visible to only the PMA for the territories assigned to that user. Any changes in user system permissions will result in the user needing to agree to the newly assigned permissions and the Conflict of Interest/Non-Disclosure Agreement statement (see Section 9.5.1.1).

The Division maintains a non-secured, or public, website. A substantial amount of information is available on this site for both WHEAP and WAP.