Virtual ROMA

Virtual ROMA. LIHEAP subgrantees shall be Virtual ROMA compliant. This compliance includes, but is not limited to: A. Every user of the Virtual ROMA system must be registered upon authorization by the subgrantee Executive Director. B. Users must agree to the terms and conditions of the use of Virtual ROMA by signing the ‘Confidentiality Statement” and returning to DCS. C. Users are prohibited from sharing user IDs and passwords. D. Users are prohibited from scheduling client appointments outside of Virtual ROMA, except in the case of disasters. The subgrantee’s Executive Director shall request in writing and receive approval from DCS in this case. E. Subgrantees must ensure that every application for service originates through Virtual ROMA. In the event Virtual ROMA is not available, such as natural disaster, system outage, etc., upon approval by DCS Director, paper applications may be taken. The paper applications shall be entered into Virtual ROMA within two (2) business days of system availability. F. Subgrantees generate the electronic GET/PUT files weekly to submit claim forms. G. Subgrantees reconcile the payment reports between the fiscal and program units prior to payment. The reconciliation process between outstanding applications in ‘Approved’ and ‘Pending Payment’ statuses must be done after the GET and PUT files have been created. H. Subgrantees must adhere to equipment and software specifications to operate Virtual ROMA effectively. I. Subgrantees must ensure that personnel with application approval rights thoroughly review applications prior to approval to minimize errors. J. Subgrantees must inactivate, within 24 hours, any user(s) who through termination, resignation, job reassignment, or other reasons user is no longer with agency.