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PY26 WHEAP Manual

Revised: August 2025 Account numbers are important as they are the primary identifier the vendor uses to post benefits to an applicant’s account. 1. If the vendor uses account numbers and the applicant or vendor cannot provide the number, leave the account number blank and leave the application “Pending” until the numbers are provided. The case will be denied if the information is not provided within 30 days.

Some vendors have a required account number format to be used when entering account numbers; this format will appear once the vendor has been selected. The vendor’s format must be used. 2. If the vendor does not use account numbers, enter “none.” 3. If the vendor uses the account name as the account number, enter the account name.

4.4.28.7 Annual Fuel Cost The HE+ System will not accept a fuel cost over $7,000. The worker shall enter $7,000 as the annual cost and indicate in HE+ System Notes when they receive the HE+ System prompt that costs cannot exceed $7,000. HE+ System Notes shall indicate what may be the cause of the high fuel costs. 1. Actual fuel costs are preferred. Any actual fuel costs available from the last 12-month time period from the date of application or from the prior heating season should be entered as the annual fuel usage. When a full 12 months of usage is not available, HE+ System Notes shall indicate how many months of usage this covers and why 12 months of usage is not available.

NOTE: If the customer recently moved to the address listed on the application, ask the energy provider for prior usage costs for the residence address. Prior costs shall be used for actual fuel costs.

When entering the actual fuel costs for a duplex, it is important to correctly note if there is a shared furnace/electrical meter as this will determine if the actual fuel cost or zero is entered for the annual costs to calculate the benefit. HE+ System Notes shall include the annual energy cost when the duplex has a shared meter situation.

When an applicant has used more than one vendor for deliverable fuel, costs from all deliverable vendors shall be added together to obtain the annual fuel cost when the applicant is able to provide receipts or obtain costs from each vendor. If cost information is not available from all vendors, enter the costs available and document in HE+ System Notes why this is not the full annual costs. 2. Annual budget amounts may be used when the complete prior 12 months or last year’s heating season usage is not available. Remember to convert any monthly budget amount to an annual amount by multiplying by 12.

NOTE: An applicant’s monthly payment cannot be used as a budgeted amount; budget must be provided by the vendor.