Participating Contractors: REA Enrollments
Welcome! Here you will find user information for Participating Contractors to submit and manage Residential Energy Assessment enrollments through the NY Home Energy Portal.
Open the Main Menu and select the Customers option.
On the Customer List, use the Search Bar to locate an existing customer.
Contractors can also use other options to search from the Search Type drop-down:
- Customer Name
- Premise Address
- Account Number (Electric Utility Account Number)
- Advanced Search (Allows Contractors to use multiple Search Types such as Customer Name and Premise Address, together, to locate the existing customer record)
If the customer does not have an existing customer record, on the Customers tab, click the New button to create a new customer record. You will be brought to a blank customer record page.
On the blank customer record page, complete all of the required fields listed below:
- Customer Name
- Customer Class
- Premise Address Street
- Premise Address City
- Premise Address State
- Premise Address Zip
- Electric Utility Account #
- Service Provider
- Account Status (this will pre-populate with Active)
- Account Class
- Turn On Date (this will pre-populate with today’s date)
- Occupancy Status
- Account Name
If the Premise Address and Mailing Address are the same, check the Mailing Address is the same as Premise Address checkbox. When you check this box, all the Mailing Address fields will be hidden.
When finished, click the Save button, the new customer will be created.
These values entered on the New Customer Page will be displayed separately on the sections below:
Navigate to the Create Enrollment section below to learn how to create the enrollment.
Within your Customer Record, click the Enrollments Tab then click the New Enrollments button.
The New Enrollment Wizard window will open, select the Residential Energy Audits option in the dropdown. Then click Next.
When a new REA enrollments is created, if the user does not have a browser pop-up blocked, the new enrollment will automatically open in a new tab on the Enrollment Profile - Workflow window.
To open the enrollment manually, on the Customer - Enrollment List, click on the Edit Icon next to the Program Name.
After the new enrollment is created, the Contractor will be directed to the enrollment’s Assessment Submission step. The Customer Information, Installation Address, Applicant Information, and Mailing Address will be prepopulated from the Account and Premise details associated with the Customer Record.
Navigate to the Assessment Submission section below to enter the assessment details, and submit for reimbursement.
Contractors should review all populated information on this tab and make updates if needed.
If the new value does not match the value that’s saved on the Customer/Account/Premise, contractors can click the Update Customer button to update the value that’s saved on the Customer/Account/Premise.
When you click the Update Customer button, the Update Customer dialog will open, displaying every value on the Assessment Submission step that is different than the value saved in the corresponding field on the Customer/Account/Premise. All these fields will be checked by default. When finished updating, click Save in the dialog. The system will update the checked Customer/Account/Premise fields for the values to match the Assessment Submission step.
Back on the Applicant Information page, the Primary Trade Ally section on the Assessment Submission step will default to the Trade Ally and Employee associated with the user that created the enrollment. To change the Trade Ally to a Contractor/Vendor, click the Trade Ally Name Hyperlink.
After you click the Trade Ally Name hyperlink, the Add Trade Ally dialog will open. Select the correct Contractor/Vendor and Employee in the Trade Ally and Employee dropdowns, then click Save.
Once all of the fields are reviewed/updated, click Save. When saved, access the Usage & Fuel Information tab.
The instruction below provides guidance for contractors to complete the Usage & Fuel Information tab.
On the Usage & Fuel tab, fill in all of the required fields that contains two ** (asterisks).
Once all of the required fields are complete, click the Save button to save inputs to the Usage & Fuel information tab. Then, navigate to Existing Conditions tab.
On the Partner Information tab, Fill in all of the required fields that contains two ** (asterisks).
Once all of the required fields are complete, click the Save button and move on the to Other Information tab.
To add a new note, access the Note tab and click the New Note button. A new Note dialog will open.
Fill in the Notes field.
The Who can view this note? field will default to Users with access to this enrollment.
If the This is an Interaction checkbox is checked, a drop-down will appear allowing Contractors to add this note to one of the available reports.
Click Save to save the new Note.
To upload a Document, access the enrollment's Documents tab during any step.
Click the New button for the Document dialog will open.
Click Browse to select a file to upload.
After the file is uploaded for the Document Type, click Save and then click Close to upload the file and close the dialog.
To download and view an uploaded document, click the Document Name Hyperlink.
If additional measures are recommended in addition to the pre-populated measure, click the Add Measures button on the Measures tab. The Add Measures dialog will open.
To select one or more measures to add to the step, check the box in the left-hand column. To add the selected measures to the step, click the Save button in the dialog.
After you add one or more measures to the step, enter each measure’s I Qty (installed quantity) if it is not prepopulated. Then, complete the data entry fields for each measure. Required fields are denoted with **. After all the measures are added and all the data entry fields are filled out, the Appliance Request step can be processed.
Contractors can delete a Measure by clicking on the Red X button.
The Folder Icon at the fart right of each measure will allow Contractors to add 1 comment per measure per step. These comments can be viewed at other workflow steps and by anyone with access to the enrollment.
The Paper Icon at the far right of each measure will allows Contractors to associated previously uploaded documents to specific measures, such as a PDF of images documenting the existing conditions of the premise.
Once all of the required fields are completed, click the Save button.
After all the measures are added and all the data entry fields are filled out, the Assessment Submission step can be processed. Click the Process button at the top of the Measures tab or the Applicant Information tab.
On the Reports tab, click the Generate Reports button, a new Report dialog will open.
Select either the Customer Audit Report or Pre Install Audit report and click the OK button.
The reports will automatically download once they are generated. Reports can also be downloaded manually by clicking on the hyperlink under the Name column.
From your NYHEP Home Screen, hover over the Main Menu tab, then select To Do List.
Using the filter criteria, select Residential Energy Assessments from the Program dropdown.
Select your company from the Trade Ally dropdown.
Select Assessment Submission from the Workflow Step dropdown.
Select All from the Employee dropdown, then click Search.
Enrollments in your queue will populate here, based on the Created Date. You should see the most recent at the top.
This list could contain enrollments that your company submitted, but were sent back after review, or enrollments that your company created, but have not yet been submitted for reimbursement.
From your NYHEP Home Screen, hover over the Main Menu tab, then select To Do List.
Using the filter criteria, select Residential Energy Assessments from the Program dropdown.
Select your company from the Trade Ally dropdown.
Select Assessment Submission from the Workflow Step dropdown.
Select All from the Employee dropdown, then click Search.
Enrollments in your queue will populate here, based on the Created Date. You should see the most recent at the top.
Select the Assessment Submission link under the Workflow Step column.
Scroll down to the Notes tab.
Click the Date associated with the note from the Assessment QC or Assessment Review origin. This will open the full note submitted by the CLEAResult team.
Review the details of the note to understand what needs to be revised within the Enrollment Submission.
If you need to revise the Customer Attestation form, click the Documents tab of the Assessment Submission Workflow step.
Click the New button.
On the new window, click Browse and look for the revised Attestation form from your computer.
Select the revised Attestation form and select Signed Customer Attestation Form from the Document Type dropdown.
In the Comments section, add a note that states: This is the revised version of the Customer Attestation Form. Then click Save.
You should now see the revised version of the Customer Attestation Form with the comment you entered.
If you need to edit the Existing Conditions or Recommended Measures, navigate to the applicable tab in the Assessment Submission step, and add or edit the existing information or measure per the review notes.
When the enrollment has been updated entirely based on the review notes, click the Process button from the Measures or Applicant Information tab.
When the enrollment is resubmitted, you'll see that the Assessment Submission step has been completed.