Rule R195-7. Energy Assistance: Records and Benefit Management.

As in effect on August 1, 2009

Table of Contents

• R195-7-1. Records Management.
• R195-7-2. Notification.
• R195-7-3. Checks.
• KEY
• Date of Enactment or Last Substantive Amendment
• Notice of Continuation
• Authorizing, Implemented, or Interpreted Law

R195-7-1. Records Management.

1. Documentation of the eligibility decision and amount of HEAT assistance is kept in the household's HEAT folder in the local HEAT office. Every person who completes an application shall have a case record.

2. HEAT case records shall not be removed from the local HEAT Office except by subpoena or request of the State HEAT Office (SHO) or in accordance with the Archives Schedule.

R195-7-2. Notification.

1. The local HEAT office shall provide all HEAT applicants with a written notice of any action that affects the amount, form, or requirements of the assistance.

2. Written notice shall include an explanation of the action, the reason for the action, and the effective date of the action. The notice shall also include an explanation of the applicant's hearing rights and how to file a hearing if the applicant is not satisfied with the decision on the case.

R195-7-3. Checks.

1. All HEAT payments to clients or vendors are issued by check.

2. If the payee dies before endorsing the check, the local Heat Office director or designee may authorize another person to endorse the check to use it on behalf of the payee or other person in the case.

3. Lost or stolen HEAT checks.

a. The client must report a lost or stolen check within 29 days of the issuance date. A check that is reported lost or stolen 30 days or more after the issuance date will not be replaced.

b. The client may report this by telephone or in person.

c. Lost checks will be replaced after five mailing days from the issuance date.

d. A replacement HEAT check which is lost or stolen after the payee receives it will not be issued.

KEY

energy assistance, benefits, government documents, state HEAT office records

Date of Enactment or Last Substantive Amendment

January 12, 2005

Notice of Continuation

June 25, 2007

Authorizing, Implemented, or Interpreted Law

9-12-10