The 2016 LIHEAP contract requires agencies to provide written notification to customers within 15 days of receipt of their application. Agencies have notifications of incomplete documentation, denials and benefits in place. These will suffice if completed within 15 days, otherwise a notice of receipt must be sent. This means a significant increase in expenses for notification mail out.
The Incoming Application Processing feature allows users to mark an application as “received” in ServTraq as a Contact Entry note for the purpose of tracking the receipt of an application in the form of a contact entry. It is important to note that the barcode number is just a contact number and not an application identification number.
The process outlined in the attachment below can be modified to work for your agency and adjusted for smaller agencies who do not need the full automated functionality.
Receiving Applications for Written Notification Compliance
Contact Entry Feature
Daily Reports: Barcoded Applications Report
Daily Reports: Envelopes/Mailing Labels from Contacts Report