LIHEAP Vendor Information

1. Click here to go to the Vendor Portal (SSP).
2. Click “Sign In” under LIHEAP Vendor, and log in using your existing SSP account credentials.
3. Click the "Vendor Type" dropdown arrow and select which type of vendor you are:
   1. Deliverable Fuel Vendor - fuel oil, propane, wood or cool
   2. Metered Fuel Vendor – natural gas, electricity
   3. Services Vendor – furnace/chimney cleaner vendor
4. Enter your Vendor ID and click “Verify.”
5. A screen will appear that states “You are already known to SPACES.”
6. Verify that your Vendor ID is correct and select “Link Account.”
7. A screen will appear that gives instructions on the registration process. After reading the instructions, click “Vendor Registration & Verification.”
8. Verify that all information on the Vendor Details screen is correct.
9. If the EIN/SSN field is blank, enter your EIN/SSN and click “Next.”
10. Verify that all information on the Vendor Address screen is correct, then click “Next.”
11. Read Vendor Agreement and check the checkbox to indicate that you agree to the Vendor terms. Sign your signature by typing in your first and last name, then click “Next.”

Create a North Dakota Login:

1. Click here to go to the Vendor Portal (SSP).
2. Click “Sign In” under LIHEAP Vendor.
3. Select “Create an account.”
4. Proceed through the steps for creating your account (enter account information, account recovery, and security questions) and select “Create account.”
5. Confirm your account by entering the activation code sent to your provided email address, then click “Confirm.”
6. Select “Return to online service.”

Create a LIHEAP Vendor Account in the SSP:

1. On the login screen, enter the user ID and password you created and log in.
2. Click the Vendor Type Dropdown arrow and select which type of vendor you are:
   1. Deliverable Fuel Vendor - fuel oil, propane, wood or cool
   2. Metered Fuel Vendor – natural gas, electricity
   3. Services Vendor – furnace/chimney cleaner vendor
3. Select "Vendor ID," enter your Vendor ID, then click “Verify.”
4. A screen will appear that states “You are already known to SPACES.”
5. Verify that your Vendor ID is correct and select “Link Account.”
6. A screen will appear that gives instructions on the registration process. After reading the instructions, click “Vendor Registration & Verification.”
7. Verify that all information on the Vendor Details screen is correct.
8. If the EIN/SSN field is blank, enter your EIN/SSN then click “Next.”
9. Verify that all information on the Vendor Address screen is correct, then click “Next.”
10. Read the Vendor Agreement and check the checkbox to indicate that you agree to the vendor terms. Sign your signature by typing in your first and last name, then click “Next.”

Create a North Dakota Login:
Note: If you already have a North Dakota Login, skip to "Create a LIHEAP Vendor Account in the SSP.

1. Click here to go to the Vendor Portal (SSP).
2. Click “Sign In” under LIHEAP Vendor.
3. Select “Create an account.”
4. Proceed through the steps for creating an account (enter account information, account recovery, and security questions).
5. Confirm your account by entering the activation code sent to your provided email address.
6. Select “Return to online service.”

Create a LIHEAP Vendor Account in the SSP:

1. Click “Sign In” under LIHEAP Vendor.
2. Enter the user ID and password you created and log in.
3. Click the Vendor Type dropdown arrow and select which type of vendor you are:
   1. Deliverable Fuel Vendor - fuel oil, propane, wood or cool
   2. Metered Fuel Vendor – natural gas, electricity
   3. Services Vendor – furnace/chimney cleaner vendor
4. Enter your EIN/SSN and click “Verify.”
5. If a screen appears that states “You are already known to SPACES,” check the “Enroll as new Vendor” checkbox. Then click “Register.”
6. A screen will appear that gives instructions on the registration process. After reading the instructions, click “Vendor Registration & Verification.”
7. Check the checkboxes for all fuel types and services you provide. Fill out the remaining information on the Vendor Details screen, and click “Next.”
8. Fill out Vendor Address Details, then click “Next.”
9. Read the Vendor Agreement and check the checkbox to indicate that you agree to the vendor terms. Sign your signature by typing in your first and last name, then click “Next.”

The new user must create a North Dakota Login:

1. Click “Sign In” under LIHEAP Vendor.
2. Select “Create an account.”
3. Proceed through the steps for creating your account (enter account information, account recovery, and security questions) and select “Create account.”
4. Confirm your account by entering the activation code sent to your provided email address, then click “Confirm.”

Add the new user to your profile:
Before the new user logs in, you will need to add them to your profile.

• Obtain their newly created username.
• Go to profile access setting, type their username in the textbox, and click the "ADD" button.

Once the user logs in, they can access any information on the dashboard. The user CANNOT access any profile access details unless they are the administrator. (See below for steps to make a user an account administrator.)

To complete this process you must be a current admin of the account. You'll know you are an admin user if you can view the Profile Access Settings tab.

Note: Once you make another user the account admin, you will no longer have access to the profile settings

1. On the Profile Access Settings tab, click the checkbox next to their username that says "Admin." Then click the “UPDATE” button.

Download the Payment Request Excel Form:

1. Click the “Submit Payment Requests” button or “My Payments” tab.
2. To download the Payment Request Excel Form with an updated list of your client names and billing numbers, click the “Download Payment Request” button. A document will download to your device.
3. Once you open the file, an Excel spreadsheet will populate with a list of your current client names and their corresponding billing numbers.
   1. The client’s name and billing number will appear twice on the Excel for each client.
   2. Even if you are filling out information for one client, you do not have to delete any rows.
4. Fill out the empty cells with the information required for each client.
5. Save this file to your device.
6. It is best to keep a copy of this file for your records with the date you submitted the payment request (Ex: Payment Request-Primary_Secondary 5-10-2023).

Upload your completed Payment Request Excel Form

1. Return to the Vendor Portal Dashboard.
2. Click the “Submit Payment Requests” or “My Payments.”
3. Drag and Drop your files or select “Click Here” to upload your payment request form (you can only upload files that you download from this screen).

Download a Blank Payment Request Form:

1. To download a Blank Payment Request Excel with no client names or billing numbers, click the “Download Blank Payment Request” button. A document will download to your device.
2. Once you open the file, a blank Excel spreadsheet will populate. Enter client names and billing numbers.
3. Fill out the empty cells with the information required for each client.
4. Save this file to your device.
5. It is best to keep a copy of this file for your records with the date you submitted the payment request (Ex: Payment Request-Primary_Secondary 5-10-2023).

Upload your completed Payment Request Form

1. Return to the Vendor Portal Dashboard.
2. Click the “Submit Payment Requests” or “My Payments.”
3. Drag and Drop your files or select “Click Here” to upload your payment request form (you can only upload files that you download from this screen).

Successful payment:

1. If your payment request is successfully submitted, a message at the bottom of the screen says, “Your request for payment has been successfully uploaded. Number of records submitted for processing: ~.”

Payment error:

If your payment request contains errors, a message will show at the bottom of the screen that says, “Number of records containing errors: ~. To view and correct the records with errors, download the Error Summary Document.”

If you receive an error message, your payment request submission is unsuccessful. A button at the bottom of the screen that says error summary document will enable. You must correct any errors before logging out of the Portal.

1. Click the “Error Summary Download” button to download the Excel sheet that shows your payment request errors. An error reason will display on the right of each row.
2. Make any corrections to the document, save, and upload to the payment request screen.
3. If the payment request is successfully submitted, a message will show at the bottom of the screen that says, “Your request for payment has been successfully uploaded. Number of records submitted for processing: ~.”

1. To upload Furnace/Chimney Cleaning Authorization Forms along with the Invoices to be processed or Miscellaneous Invoices for state office review (must be requested from State Office), click “Upload Documents” on the dashboard.
2. Drag and Drop your files or select “Click Here” to upload any Miscellaneous Invoice or Furnace/Chimney Cleaning Authorization Form.
3. If the document is uploaded successfully, a dropdown will populate that allows you to select whether the uploaded document is a Miscellaneous Invoice or Furnace/Chimney Cleaning Authorization Form.
   1. If you are uploading a Furnace/Chimney Cleaning Authorization Form and the invoice is to be processed, you must select this option and provide the client billing number this form is associated with.
   2. If you are uploading a Miscellaneous Invoice for the state to review, you must select this option on the dropdown menu and provide the client billing number this form is associated with, if applicable.
      NOTE: This option is only used when the state office requests the vendor to submit invoices.

The View Documents screen allows you to view and download any documents that you have uploaded on the Upload Document screen. You are also able to download and view a copy of your signed Vendor Agreement at any time.

1. To view documents uploaded by you, click the plus sign icon located by the "Provided by You" table.
   1. Once you click the plus sign icon, a dropdown list will appear of any documents uploaded by you, including the time and date.
2. To view the signed Vendor Agreement form, click the plus sign icon located by the "Vendor Agreement" table.
   1. Once you click the plus sign icon, a dropdown list will appear of your signed and dated Vendor Agreement