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How Our Process Works

How Our Process Works

Register to Receive Emails

Registering an account with us will automatically put you on our email list.  Register here, and be sure to confirm your email address by following the instructions. All of our emails are sent from both [email protected] and [email protected], so it’s best to add those two emails to your address book.

Please save your password in order to log in to your account later.

Your email provider may send our emails to spam/junk or “Promotions” folders, so be sure to look there if you don’t see our verification email in your inbox. If you discover our email in your spam/junk folder, please make sure you indicate that it is not spam, so that future emails will more likely go to your inbox. 

It is important to use the same email address for registering on our website, making your membership payment and as the contact email for your supplier account(s)

For Those with No Internet Access or Email

If you do not have access to email or the internet, please check to see if a friend can sign you up online. If this is not possible, please call 845-762-5002 we will help you register and enroll. Remember that we are mostly a volunteer organization, so please try to reduce the member support we need to give.

Renew Yearly Membership for Each Heating Season

Membership is for one year only.  You will receive an email once membership opens sometime in the summer months that the membership enrollment period has opened. When membership is open, you can apply at the My Memberships page.

Multiple Delivery Addresses

If you need delivery to more than one address, you only need to pay for a single membership for each supplier. Your membership fee covers the residences you own, and those for which you are responsible for fuel costs. Renters who are responsible for paying fuel costs should register and apply independently of the property owners.

Nontransferable Memberships

Memberships are not transferable. It is tied to the person, not to the delivery location. As long as our suppliers can deliver to any new location, you can continue with your membership and supplier.

I am a HEAP customer. Will your supplier accept me?

Our suppliers accept HEAP customers, and like all new customers you will be asked to agree to a credit check.

You and the Fuel Supplier(s)

Supplier Delivery Area

The suppliers distribute oil, propane and kerosene to the New York State counties of Ulster, Delaware, Dutchess, Columbia, Sullivan, Greene and Orange.

Changing from Old Supplier

You must call your previous fuel supplier to stop automatic deliveries when changing to a new supplier.

Estimating Usage

If you expect your usage to vary greatly from the previous year, please be sure to contact your supplier before signing the contract. Both suppliers are willing to work with customers to ensure the estimate is as accurate as possible.

Your supplier is able to help new members estimate their usage, based on previous year’s usage and information about the house and household.

Underestimating and Overestimating Usage

If you over- or underestimate your usage for the heating season, you may be subject to cost increases.

Propane

Underestimating propane usage may result in additional gallons being charged at market rate. However, you can call your supplier, and they will often extend the negotiated price to additional gallons.

Overestimating propane usage will not result in any adjustment for undelivered gallons, because the supplier handles the estimation process for you.

Oil

If you underestimate oil usage on fixed or capped plans, the rate for additional gallons will revert to the variable rate. (See the Oil Info/Prices tab)

If you overestimate your oil usage over 10%, you may be subject to liquidated damages.

    Service Contracts

    You are not required to have a service contract, but we strongly advise having your heating system checked annually. This is important for both safety and fuel efficiency. You can have your equipment checked by an outside contractor, or utilize one of our supplier’s discounted service plans.

    Suppliers typically do not schedule tune-ups during the heating season, as their technicians are needed for maintenance and emergency calls. Fuel oil tune-ups should be scheduled in the summertime, well before the heating season starts. Whole house heating will not be critical until September or October, and technicians will be more available. If 12 months have not passed since the last tune-up, your yearly contract will still renew at the anniversary of the current contract. 

    The discounted service plan prices, as well as links to suppliers’ websites, are on the Prices tabs of our website.

    Service contracts are non-transferable.