115 VENDOR PAYEES (AAM)

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Authorize payment to a vendor payee for a portion or all of the individual’s assistance payment when:

• The individual voluntarily requests in writing a vendor payment; and

• DHHS determines that a vendor payment is in the individual’s best interest.

All vendor payments are made directly to a bank account, selected by the vendor, through Electronic Funds Transfer (EFT).

To initiate a vendor payment, the individual must do all of the following:

• Request vendor payments in writing;

• Specify the vendor’s name, address, and amount of payment; and

• Notify the Department in writing to change or terminate a vendor payment.

When an individual’s request for vendor payment is received by the Department and is complete:

• Process the request to initiate, terminate, or change the vendor payment;

• provide the individual with adequate notification regarding action taken on vendor payments; and

• Advise the individual that any vendor due to receive rent payments directly from the Department will not receive any rent payments until the first available payroll after a completed New HEIGHTS-generated Form AE0006, Vendor EFT Information Request Form, is received and processed by the Department. Form AE0006 is automatically sent to the vendor when the vendor information is entered into New HEIGHTS. If New HEIGHTS is unavailable or the AE0006 cannot be accessed:

- Send the vendor DFA Form 706, Information Needed to Process Electronic Funds Transfer (EFT).

- If it is a new vendor who is not enrolled with the Department, send Form AW-9, Alternate W-9 Form-CIS, to the vendor along with DFA Form 706.

Exceptions: Do not authorize payments to a vendor payee when any of the following circumstances apply:

· The individual has a protective payee due to mismanagement of funds;

• The individual has a foster parent, guardian, or conservator;

• The individual is involved in a dispute with the vendor payee regarding financial obligations;

• The vendor payee is coercing the individual;

• The worker has knowledge that the vendor payee will not provide the individual with the same quality and quantity of goods as the vendor payee would provide to the general public;

· Two-party payments are requested; or

• There is already a vendor payment being made.

References: He-W 686.01; RSA 167:5; RSA 167:26; 45 CFR 234.70