LIHEAP / ECAP: How to Check the Status of LIHEAP Application

All LIHEAP applications are processed by the centralized LIHEAP unit at OKDHSLive.

DiscImage

To check to see if the client has a current LIHEAP application pending, access DiscImage. High traffic application periods can create a delay in the applications appearing in DiscImage. LIHEAP applications show as OKLVAPP.

DiscImage screenshot of a table showing OKLVAPP.

You will need to view the document to ensure the client is applying for (LIHEAP) energy assistance and the box is marked Yes.

Applying for Energy Assistance? "Yes" is marked.

FACS Case Notes

Access FACS case notes to review for LIHEAP/ECAP information.

FACS Case notes for CAP application.

FACS Case notes for CAP application.

FACS case notes for ECAP application.

Family Support Workflow

In Family Support Workflow, go to the Search tab, input the case number, and select search.

This will provide you a list of all the documents connected to the case and you will be able to view verification to the client provided as well as any ADM-92 sent to the client.

Tip

Any document coded to County Code 90L is more than likely for the LIHEAP program.

Table of document information for a case. "90L" is under the County Code column.

Mainframe (IMS)

LIHEAP Benefits

To check if a client has received LIHEAP benefits from DHS:

In IMS (Mainframe) enter BNX (space) and Case Number.

LIHEAP Category (CAT) codes:

  • NH – Winter Heating payment
  • NE – ECAP payment
  • NC –  Summer Cooling payment

An “I” in the CDE field indicates a payment has been issued.

If there is a “U” in the CDE field a payment has been returned to DHS.

The eighth column heading reads, "CDE".

LIHEAP Authorizations

To view the completed authorizations use the 105 screens in IMS.

  • Winter Heating – 105HQ (space) and Case Number
  • ECAP – 105EQ (space) and Case Number
  • Summer Cooling – 105CQ and Case Number

If the authorization has been paid it will show a status of closed with an action of 1 and a reason 05.

Energy authorizations view, status of closed. Action of 1 and reason 05.

Some clients received direct payment of LIHEAP benefits from DHS if their utility provider is a non-participating LIHEAP provider. To check if a client has received direct payment of LIHEAP benefits from DHS:

In IMS enter BN (space) and Case Number.

LIHEAP Category (CAT) codes:

  • ENH – Winter Heating payment
  • ENE – ECAP payment
  • ENC – Summer Cooling payment

IMS Payment information table. Headings include document number, date, type, category, amount.

To view LIHEAP notices in IMS type NL (space) and Case Number.

A table view with the columns, "Notice Type", "Notice Date", and "SEQ Num".

To read a specific notice tab next to the notice you want to view and type NI enter.

IMS Payment information table. Headings include document number, date, type, category, amount.

To view the pages of the notice you will need to hit the enter key, there is usually 3-4 pages on a notice.

Letter from Oklahoma County to a Client, notifying denial for Energy Assistance.