verap vendor portal

Vermont Emergency Rental and Utility Assistance Program Vendor Documentation

VERAP Vendor Portal

As a utility vendor, the first step to expedite this process is to upload your W-9 and direct deposit form at: https://vtutilityhelp.com/.

The secure upload is found by scrolling down the page & notes ‘Click here to upload’.

1. Navigate to the VERAP supplier portal at: https://verapownerportal.reframeassist.io/#/auth/login 2. If you are first time user, click ‘Register’.

3. Set up credentials for your account. Please use your email as your username and set up a password that meets the needed criteria. Click ‘Continue’ to move forward.

https://vtutilityhelp.com/

https://verapownerportal.reframeassist.io/#/auth/login


4. Enter your company name and use 9999 as your Tax ID.

o If your information is not in the system, you will receive the error message shown below. Please ensure your information was entered correctly. If it was, please upload your W-9 using the secure drop box on the VERAP website landlord page to create your account. It may take 24 hours for the VERAP team to process your W-9 and create your account. You can also call the VERAP call center for assistance at 833-488-3727 (833-4VT-ERAP).

o If your information is in the system, you will receive a message to note it is valid. Click ‘Continue’ to register.


5. As the next step, you will be asked to confirm the account displayed is yours. If some information is incorrect, you will be able to update it. Click ‘Confirm’ to continue.

NOTE: If the account is not yours, do not proceed. Call the call center at 833-488-3727 (833- 4VT-ERAP) to report the discrepancy.

6. Once you press ‘Confirm’ you will be directed to the dashboard and menu.


Viewing Customers Requesting Assistance & Completing Vendor Portion of the Application: NOTE: Your customer must first apply for the program before you will be able to complete this process.

1. Using the blue menu to the left of the screen, click the house – ‘Unit Certifications’ icon.

2. Choose the applicable customer from the grid by clicking on their record or you can download the

utility vendor bulk upload spreadsheet. NOTE: Bulk upload is discussed at the end of this document.

3. Read the attestations and click the check box next to each one if you agree to the statements, then click ‘Next’.

4. The next screen is ‘Account Details’.

a. Account Details: Please enter the required Account details like Name on Account, Account Number and click ‘Save’.


5. To add a payment for the applicant, click ‘+Add Payment’ and fill out the request type, payment date and number of months.

a. For request type, please select current invoice or arrears.

• If you select current invoice, you will need to fill out the dollar amount of monthly amount.

• If you select arrears, you will need to fill out the dollar amount of arrears. b. For payment date, please enter the due date for the current invoice or arrears. c. For number of months, please indicate the number of months that the amount reflects for the

arrears or current invoice. d. If you are a fuel vendor only, please choose your ‘Service Type’ of diesel, propane, kerosene,

oil, or coal.

For Fuel Vendors Only:


6. Once you complete all of the needed information, please click ‘Add’. You will receive a green success message once the request(s) has been added to the grid.

7. Bulk upload process:

a) Proceed to ‘Unit Certifications’. b) Click on ‘Download Utility payment Template’.


c) An Excel worksheet will download. You will need to edit this work sheet. The following fields will be filled in for you:

i. Applicant Name ii. Unit ID

iii. Unit Address iv. Name on Account v. Alternate Account Name (if applicable)

vi. Account number vii. Utility Type

NOTE: Do not change the excel spreadsheet columns B-H. We do this for you.

d) You will be required to fill out the following fields: i. Request type: Use ‘Arrears’ or ‘Current Invoice’ only. Other request types may result in rejections.

ii. Amount: Type in the full amount to be paid. iii. Service Type: **This is only required if you are fuel vendor. If you are NOT a fuel vendor, leave

this field blank. Please indicate the type of fuel: diesel, propane, kerosene, oil, or coal.


iv. Payment Due Date: The date the payment was due. v. No. of Months: Indicate the number of months the payment is for.

vi. Here is a sample completed spreadsheet:

e) If you are requesting both arrears and current invoice, please copy and insert the customer information

(list the customer twice). You will need to update the request type, amount. payment due date, and number of months.

f) Save this file once it is completed. g) Upload this file by clicking ‘Browse for File’ or drag/drop the file onto the blue square.

NOTE: If you get an error, this could indicate an issue with the data you submitted.

h) After the file uploads successfully, the records will be under each applicant under account details. If changes are needed, you can click the three dots under ‘Actions’ to make changes.

a. Note: You can only make changes prior to payment scheduling. i) You will still need to upload documentation for each application showing their arrears and/or invoice as

noted in the ‘Unit Certification’ steps above.

8. Click ‘Next’ to continue to the ‘Documents’ page. 9. Please upload the arrears invoice and/or current invoice. Choose a code and sub-code to label the

documents, then use browse for file or drag and drop the document into the blue square. You will receive a green success message when documents are uploaded. The documents will also appear in the grid.


10. Once you have uploaded all the needed documents for the customer, please click the ‘Certification’ tab heading to move on to the final screen.

11. Please read the statements and check the box next to the attestation if you agree. Then sign

and click submit. Once you submit you will receive a green success message.


Uploading Additional Documents:

NOTE: You will only need to upload your W-9 and direct deposit form once. You can find the W- 9 form and direct deposit form under the ‘Forms and Help’ icon.

1. Using the blue menu to the left of the screen, click the folder – ‘Owner/Vendor Documents’ icon.

2. Select the code and subcode to describe the document.

3. To upload documents, you can: a. Drag and drop items into the light blue area

b. Or, use the browse for the file option


Messaging:

1. You can send messages to the case worker that is assigned to your account. Using the blue menu to the left of the screen, click the envelope – message icon.

2. To send a message, use the ‘New Message’ button and enter needed fields.

3. New messages will appear in the inbox.


Payments:

1. Payments will be documented in the owner/vendor portal. Using the blue menu to the left of the screen, click the ‘$ Payments’ icon.

2. All payments will be listed in the menu once they are approved and scheduled. This will

include the amount and information about the tenant.

Forms and Help:

1. Under the ‘Forms and Help’ icon, you will find the W-9 and direct deposit form. Additional, instruction documents can be found in this section of the portal.

Accounts:

1. If you need to link to more than one account (another entity with a separate W-9 using a different name and tax number), use the ‘Accounts’ icon.

2. Click ‘Link Another Account’ and follow the same process as registration. Enter the last four of your tax ID and name as it appears on your W-9 and click verify.


3. Once your information has been verified, your will receive a message to note it is valid. Click ‘Continue’ to move on.

4. You will be asked to confirm your information again. If the information matches, click

‘Confirm’. Please note you can edit specific details of this screen.

5. Linked accounts will now appear in the menu.

NOTE: You will need to click on and switch accounts to see the tenants associated with each account.


To update your profile:

Note: Your profile contains your contact information and notification preferences.

1. Click on the down arrow in the top right corner of the portal.

2. Add or edit any information shown in ‘Contact Information’ and ‘Mailing

Address’. To update your notification preference, click the down arrow next to notification preference and choose email, email and text, text, or no electronic notification.


To log out:

1. To log out of the portal, use the button in the top right corner of the screen or on the bottom on the menu.