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PY26 WHEAP Manual

Revised: August 2025 Application Format Application Date Paper application taken by WHEAP worker (at outreach site or because the HE+ System is down) The date the interview takes place. Paper application completed by applicant and mailed or dropped off at agency The date the application was received by the agency. Each application must be date stamped upon receipt. Online application The date the applicant submitted the online application.

4.4.2 Worker Number Up to a four-digit local agency assigned number, individualized for each worker, can be entered.

4.4.3 Interactive Interview To be interactive, information provided by the applicant must be entered into the HE+ System during the interview. An interactive interview may be face-to-face or over the phone.

4.4.4 Outreach Indicator The outreach indicator assists the local agency in tracking the method in which an application is received. • Local Agency – Application process is conducted face-to-face at the county/tribal office. • Alternate Site – Application interview is conducted face-to-face at a location other than the main county/tribal office. For WHEAP purposes, elderly meal sites or other outreach sites are alternate sites. • Home Visit – Application is taken face-to-face in the applicant's home. • Mail – Applications that are submitted to the agency via United States Postal Service (USPS) mail or dropped off at the front desk of the agency. • Phone – Applications that are taken over the phone. • Online – Applications that are received online via the online application portal. • Automated – Applications that are processed by the HE+ System for a specified subset of prior year recipients.

4.4.5 Withdrawn “Withdrawn” applications must be entered into the HE+ System. An applicant may choose to withdraw the application any time prior to extraction. “Withdrawn” applications should always have at least the minimum information entered. All information provided should be entered even if the application will be withdrawn.

HE+ System Notes about the reason for the withdrawal must be entered. An HE+ System- generated denial letter is sent to the applicant.

When a current year application is withdrawn, it is not possible to create another application on the HE+ System until the “Withdrawn” application is extracted.