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August 1, 2013 - July 31, 2014
The LIHEAP Vendor Unit Helpline is available to fuel/utility vendors Monday through Friday 8:00 a.m.-4:00 p.m.
or by email at RA-LIHEAPVendors@pa.gov.
Note: The LIHEAP Vendor Unit Helpline is only able to resolve vendor-related issues.
Individuals or customers with LIHEAP questions should call the LIHEAP Helpline at 1-866-857-7095.
IMPORTANT LIHEAP DOCUMENTS:
FREQUENTLY USED FORMS:
LIHEAP Electronic Funds Transfer (EFT) Application Form: Print and submit to enroll, stop or change direct deposit.
LIHEAP Vendor Refund Form: Print and submit when returning funds to DPW.
LIHEAP vendors are defined as any business that provides home heating fuel or supplies energy. This could be fuel oil, kerosene, propane, bottled gas, wood, coal, electric or natural gas.
Any vendor wishing to participate in the LIHEAP program is required to complete and sign a LIHEAP vendor agreement and return it to the Department of Public Welfare. Vendor agreements are renewed every 2 years.
When the Department receives your vendor agreement and enrolls you in the program, a LIHEAP Vendor Welcome Packet will be sent to your business which will include your 13 digit LIHEAP vendor number. Note: Vendors who are interested in becoming a LIHEAP vendor must agree to participate in both the cash and crisis program.
Download and print a LIHEAP Vendor Agreement.
Return the Agreement by fax at 717-231-5516, email at RA-LIHEAPVendors@pa.gov or mail to:
Harrisburg, PA 17105
Attention: Vendor Unit
EFT expedites the receipt of your LIHEAP payments by eliminating mail time and also preventing loss. LIHEAP vendors may choose to have LIHEAP payments deposited directly into a financial institution of their choice by completing the EFT application that is available for download.
Return the completed EFT form with a copy of a voided check by fax to 717-231-5516, by email at RA-LIHEAPVendors@pa.gov or by mail to:
Harrisburg, PA 17105
Attention: Vendor Unit
The RA is a weekly report that lists all the customers that have been approved for a payment to your business during that week. Vendors may choose to receive their RA electronically via a secure website without waiting for them in the mail.
LIHEAP funds never should be sent to customers. Submitting a completed LIHEAP Refund Form (PWEA 37) along with payment of the refund to DPW is essential to correctly identify the customer(s) and the designated amount of the refund.
There are many circumstances in which a LIHEAP vendor may receive funds that will need to be returned to DPW.
Some examples are:
Vendors who have received LIHEAP funds in error or who have received money for households who are no longer customers must always return the money to DPW accompanied by a LIHEAP Vendor Refund Form. DPW will assess and redistribute the funds, as appropriate. Complete and print the LIHEAP refund form and send it along with a check payable to the Commonwealth of Pennsylvania to the address printed on the form - Department of Public Welfare, Bureau of Commonwealth Accounting, Pennsylvania Office of the Budget, Comptroller Operations, 555 Walnut St., 9th Floor, Harrisburg, PA 17101.
REMINDER: According to Condition 10 of your LIHEAP Vendor Agreement, “LIHEAP funds are available for use during a two-year period, which includes the year of receipt and the year immediately following. All LIHEAP funds which have not been expended on or before June 30 of the year immediately following the LIHEAP Program year in which benefits where authorized must be returned (refunded) to DPW by July 31 of that year.”
Direct Questions about this process to the LIHEAP Vendor Helpline: 1-877-537-9517
LIHEAP vendors have the ability to submit claims for their crisis authorizations directly to the Department of Public Welfare through the Provider Reimbursement and Operations Management System (PROMISe). PROMISe is a real-time payment system that can be accessed through a secure Internet site, PROMISe/LIHEAP Internet. PROMISe is available 24 hours a day. LIHEAP vendors can log on from any computer with Internet access to submit claims. Vendors are also able to view all their crisis authorizations and review all the claims they have submitted throughout the crisis season. Use of PROMISe makes the payment process more timely and efficient.
Cover sheets and trip tickets/termination notices can be emailed, faxed or mailed to the address below.
Documentation for crisis claims can be sent by using the "Upload" option. This will allow you to upload supporting documents in PDF format directly to PROMISe rather than printing and faxing or mailing. For instructions on how to use the new upload feature, please see the detailed PowerPoint training. You can also contact the LIHEAP Vendor Unit at 1-877-537-9517 for assistance.
Note: If you want to continue faxing or mailing the necessary documents, disregard the new upload buttons in PROMISe.
Fax numbers: 717-207-7997 or 717-207-7994
Address to mail cover sheets and trip tickets/ termination notices:
Department of Public Welfare
P.O. Box 69028
Harrisburg, PA 17106