• 340:20-1-14 Actions, method of payment, and notifications
• 340:20-1-12. Applications

The use of notices is the basic method of communicating information regarding their case to the client. Examples of these are pre-approval notice, notice of payment, notice of denial, and notice of closure.

How to read Notices

Notices are one way to determine the status of a Energy Assistance application. You access the notices in IMS, type NL_case number  to access the notices. To read a specific notice tab next to it and type NI and enter under the transaction code heading. There are usually 3 to 4 pages of the Energy Assistance notice to read each page, select the enter.

Preauthorization Notice

The notice for preauthorization for winter heating or summer cooling is mailed out to the client in advance of the benefit payment. The preauthorization notice allows the household 10 calendar days to report any errors listed on the notice. If the household does not report errors on a preauthorization notice timely, they will have to apply during open enrollment to correct any errors. 340:20-1-14(1)(B)(ii)

Payment Notice

When eligibility is determined and a payment is issued the client will receive a notice of payment. The notice of payment will list the information in regards to the amount of the payment, who it was issued to, and the account number. Households that received a preauthorization notice may receive a payment notice approximately 30 days after the preapproval notice when the benefit issues to the utility provider. If the client waits until the notice of payment to report an error on a preapproval it is too late to correct. The client will have to apply during open enrollment and provide the correct information.   340:20-1-14(1)(B)(ii)

Denial Notice

When eligibility is determined and the application is denied, a notice of denial will be issued to the household. The notice of denial will list a specific reason for the denial. Accessing FACS case notes and OnBase will also provide clarification about a Energy Assistance denial. During open enrollment, if verification is provided after the denial, the household will have to submit a new application to be reconsider.

Closure Notice

When a payment is issued to the utility provider, if the utility provider reports the account number is inactive, incorrect or no longer in service, the case will be closed and a notice of closure issued to the household. It is commonly known as the supplier cannot identify closure. During open enrollment, if the provider closed the case, the household will have to submit a new application to be reconsider. If the program is closed and the provider closes the case, the household has 30 days from the notice of closure to provide the correct account information.  340:20-1-12(5)