Three dunning letters are automatically sent through e-CIS at 30-day intervals to request payment from all vendors that owe LIHEAP money to DHS.
E-CIS allows workers to search dunning letters that are sent to vendors. The system tracks the type of dunning letter (first second, or third) and the date a letter was sent to each vendor. Dunning letters are printed weekly, and the 30-day interval is calculated from the date of the last letter.
Example: If an accounts receivable (AR) is entered on Tuesday, October 5, the first dunning letter will be dated Friday, October 8; the second dunning letter will be dated Friday, November 12; and the third dunning letter will be dated Friday, December 17.
If a vendor repays the entire AR balance before the date the next dunning letter is sent, the dunning letter process will end effective the date the payment is recorded in e-CIS.
Refunds are received and credited by LIHEAP headquarters staff in Harrisburg.
If a vendor repays a portion of the accounts receivable balance at any time, the dunning letter process will continue until the balance is paid in full by the vendor or the balance is recouped.
If the vendor has not repaid the AR balance within 45 days of the date of the third notice, the AR balance is deducted from the vendor’s next payments until the balance has been repaid. Recoupment of monies will occur as part of the weekly payment cycle.
Reissued July 15, 2016, replacing September 26, 2011