18 Miss. Code. R. 24-7.2

Current through December 10, 2024

Rule 18-24-7.2 - Vendor Refunds

A. Vendor payments refunded to a subgrantee may occur as a result of a household moving, closing an account, other household circumstances, or instances of error or fraud.

B. Accurate accounting of vendor refunds requires subgrantees and energy vendors to coordinate carefully.

C. Subgrantees must inform energy vendors to send the refund checks to the agency that submitted the payment on behalf of the household.

D. If the refund is for a deposit, the vendor can utilize the funds to offset the final bill. However, if there is an overage, the funds must be returned to the subgrantee.

E. The following information must be submitted with each refund check, even if the refund check is for more than one household:

1) Household's name (name on the account)

2) Address

3) Account number

4) Amount of household refund

5) Year credit occurred

6) Date of payment on account

7) Reason for refund

F. Subgrantees should account for these refunds separately in their accounting system. It is very important that each refund be identified by the LIHEAP program year.

G. Effective as of the 2015 LIHEAP grant year, subgrantees must return all vendor refunds to the Department of Human Services- Division of Community Services. Subgrantees must submit one check for all refunds received for the current year LIHEAP grant (for program year January 1- December 31, 2018) by January 31, 2019. For grants that are extended (carried over), all refunds received from January 1- June 30, 2019) should be submitted in one check to be received by July 31, 2019. Subsequent years will follow this schedule. Subgrantees must submit the following information with each subgrantee refund check:

1) Vendor Name and Vendor check #

2) Household name for each refund

3) Address

4) Account number

5) Client ID number

6) Amount of household refund

7) Reason for refund

8) LIHEAP grant year

9) Date of benefit

10) Date refund received by Subgrantee

H. Subgrantee checks should be made payable to: Treasurer, State of Mississippi and mailed to:

Director, Division of Community Services

200 South Lamar Street

Jackson, Mississippi 39201

I. Current year vendor refunds will be awarded to subgrantees in their modifications. MDHS-DCS will return any prior year refunds to the Department of Health and Human Services, Office of Community Services.

18 Miss. Code. R. 24-7.2

Miss. Code Ann. § 43-1-2(4); Miss. Code Ann. § 43-1-4 Revised: May 2022

Adopted 3/24/2021

Amended 9/15/2022