| (a) A bi-annual Vendor Agreement is required to be
implemented by the Subrecipient and shall contain assurances as to
fair billing practices, delivery procedures, and pricing procedures
for business transactions involving CEAP beneficiaries. The Subrecipient
must use the Department's current Vendor Agreement template. These
agreements are subject to monitoring procedures performed by the Department
staff.
(b) Subrecipient shall maintain proof of payment to
Subcontractors and vendors as required by Chapter 1, Subchapter D
of this title (relating to Uniform Guidance for Recipients of Federal
and State Funds).
(c) Subrecipient shall notify each participating Household
of the amount of assistance to be paid on its behalf. Subrecipient
shall document this notification.
(d) Subrecipients shall use the Vendor Payment method
for CEAP components. Subrecipient shall not make cash payments directly
to eligible Household for any of the CEAP components.
(e) Payments to vendors for which a valid Vendor Agreement
is not in place may be subject to disallowed costs unless prior written
approval is obtained from the Department.
(f) A Vendor Refund is program income and must be reimbursed
to the Subrecipient, and not the customer. When a Vendor Refund is
issued, Subrecipient shall determine which TDHCA Contract the payment(s)
was charged to, the Household associated to the payment, and if the
Contract remains open.
(1) If the Contract remains open, Subrecipient must
enter the amount into the Contract System in the appropriate budget
line item into the adjustment column in the next monthly report, and
make the appropriate note in the system. This will credit back the
Vendor Refund for the Subrecipient to expend on eligible expenses.
(2) If the Contract is closed, Subrecipient must return
the Vendor Refund to the Department within ten calendar days of receipt.
The payment must contain the Contract number and appropriate budget
line item associated with the refund.
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