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PY26 WHEAP Manual

Revised: August 2025 • The application was found ineligible for Regular WHEAP Benefits only because a household member was a paid case head in another WHEAP household during the current heating season • The application contains denial of Regular WHEAP Benefits because benefits were already received in the current heating season

If the HE+ Application is waiting for SSN verification from SSA but is otherwise complete, Emergency Crisis Assistance may be issued by requesting a crisis override that is associated with a “Pending” or “On-Hold” application. This should only be requested for households experiencing actual or imminent loss of essential home energy during the heating season. The worker shall notify the applicant that they are responsible for repayment if any SSN on the HE+ Application cannot be verified (resulting in the application being incomplete).

5.2.2.1 Cooling Eligibility − Emergency Crisis Emergency services for cooling are provided during the summer months only in cases of extreme heat, with a declaration of a heat emergency, and approval from the Division. Agencies may not implement cooling assistance unless a state or local public health official declares a heat emergency and authorization is given from the Division.

5.2.3 Exceptions to the Applicant Contribution Requirement The Division may grant a special exception to the minimum requirement for an applicant to have paid $25 in the previous three (3) months from the request date to receive Crisis Assistance.

HE+ System Notes must be entered to describe the circumstances to justify granting the exception to the household. This should include attempts to request assistance from non-WHEAP funding to satisfy the client’s contribution. Agencies may not grant exceptions to the $25 payment contribution without HE+ Help Desk approval.

5.2.4 General WHEAP Agency Responsibilities 1. The WHEAP agency must conduct outreach and public information activities to ensure people are aware of the program and of how to obtain assistance. 2. The local WHEAP agency must establish a way for emergencies to be reported outside of office hours. This may be a telephone number currently in existence. For numbers outside the WHEAP agency (sheriff, 911, etc.), there must be written procedures for coordination between the WHEAP agency and the other resource. These procedures must include methods for information collection and follow-up procedures that are agreed to by all parties. This number must be published and available to applicants throughout the service area. 3. The WHEAP agency must identify a person(s) within the agency to assess referrals from fuel suppliers, utility Early Identification Programs (EIP), state or county Weatherization operators, and/or other local agencies. 4. The WHEAP agency shall develop agreements with local fuel suppliers. This includes wood dealers, and other vendors supplying energy-related services. The agreements must ensure a response to fuel emergencies, including those that occur outside of office hours.