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Tribal Manual

Table of Contents

Preface and Acknowledgments

Section A - Summary of LIHEAP

Section B - Preliminary Issues

  • Direct Funding
    • Contingency Funds
  • Methods Used by Tribes to Receive LIHEAP Services
    • Applying Alone or Forming a Consortium
  • Tribal Responsibilities when running a LIHEAP program
    • Resolutions for a Consortium
  • Tribal Staffing for LIHEAP - Administrative Costs Limitation
    • Activities Necessary to Run a LIHEAP Program
  • Tribe/State Agreements
    • How the Tribal Allotment is Determined
  • Advantages to Using a Tribe/State Agreement
  • Different Types of Tribe/State Agreements

Section C - The Law and Its Requirements

This section provides a detailed description of the assurances and other sections of the law.

  • LIHEAP Authorizing Legislation
  • 16 Assurances
  • Plan Requirements
    • Application Due Date
  • Energy Crisis Intervention
  • Weatherization
  • Contingency Funds
  • Waste, Fraud and Abuse
  • LIHEAP Benefits Not Income
  • Nondiscrimination
  • Limitation on Use of Grants
  • Leveraging Incentive Program
  • REACH Program
  • Carryover and Reallotment
  • Reports

Section D - Policy Decisions

  • Choosing Eligibility Criteria
  • How to treat HUD housing recipients
  • How to treat alien households in LIHEAP
  • Definition of Households
  • Landlord Verification Form
  • Defining Income
    • Self-employment Income
  • Excluded Income
  • Deductions from Income
  • Time Period for Measuring Income
  • How to adjust Poverty Income Guidelines
  • Setting Payment Levels
  • Steps to Designing a Payment Matrix
  • Choosing a Payment Method
  • Vendor Payments and Agreements
  • Payments to Wood Vendors
  • Establishing a Crisis Intervention Program
  • Establishing a Weatherization Program
  • Requesting a Weatherization Waiver
  • Contingency Funds  

Section E - Application Requirements for Direct Funding

  • Application Requirements
  • Required Reports
  • Due Dates
  • Amendments
  • Information to be Submitted to HHS
  • Application Format
    • Detailed Model Plan
    • Abbreviated Model Plan Format
  • Reminders

Section F - LIHEAP Funding

  • LIHEAP Funding
  • Forward Funding
  • Notice of Grant Award
    • Regular LIHEAP Funds
    • Contingency Funds
    • Reallotment Funds
    • Leveraging Funds
    • Supplemental Funds
    • Negative Funds
  • Grant Award Amounts
  • To Request LIHEAP Funds
  • Questions Regarding Grant Awards
  • Managing Draw Down of Funds
  • Copy of Grant Award

Section G - Running The Program

  • Tasks
  • Forms
  • Setting up Files
  • Special Situations
  • Duplicate Payments
  • Fair Hearings
  • Verifying and Documenting Income
    • Examples of Sources used to Verify Income

Section H - Monitoring

  • What is Monitoring?
  • Why Monitor the Program?
  • What is a Good Monitoring Plan?
  • Who Monitors?
  • When and What Should be Monitored?
  • Sample Monitoring Plan

Section I - Financial Information

  • Block Grant Policy
  • Financial Systems
  • Administrative Costs
    • Amount Allowable
    • Definition of Planning and Administrative Costs
    • TANF Definition of Administrative Costs
  • Administrative Costs Budget
  • Indirect Cost Rates
  • Reducing Administrative Costs
  • Financial Records and Reports
  • Audits and Audit Trail
  • Oil Overcharge Funds in LIHEAP
    • Information Memoranda on Oil Overcharge Funds

Section J - Required Reports

  • Carryover and Reallotment Report
  • Report on Households Assisted
  • Standard Form 269A
  • Audit Report
  • Where to Submit Reports
  • Other Reports/Applications
  • Report Formats

Section K - Leveraging Incentive Program

  •  Description of Leveraging Incentive Program
  • Award Period and Base Period
  • Basic Requirements
  • Countable Resources
  • Resources That Are Not Countable
  • Examples of Tribal Leveraged Resources
  • How to Develop Leveraged Resources
  • Leveraging Report
  • How Leveraging Awards are Determined
  • Use of Leveraging Award Funds
  • Period of Obligation

Section L - REACH Program

  • Description of REACH Program
  • HHS Contact for REACH
  • Descriptions of Tribal REACH Projects

Section M - Quick Reference

  • Important Contacts
  • Audits
  • Important Due Dates
  • Amendments
  • Limitations on Funds
    • Administrative Costs
    • Carryover Funds
    • Weatherization Program Funds
    • Heating, Cooling, Crisis Program Funds
    • Leveraging Incentive Program Funds

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