meal benefit eligibility and verification for 2015-16 certifying students’ eligibility for meal...
TRANSCRIPT
![Page 1: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/1.jpg)
Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for
Meal Benefits Benefit Issuance Verification Verification Reporting (FNS-742)
![Page 2: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/2.jpg)
Meal Benefit Eligibility and Verification for 2015-2016 Today, we will explain: How to
determine eligibility and document same;
Steps to take to ensure students receive the benefits you determine; and,
How to conduct Verification and report the results
![Page 3: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/3.jpg)
Meal Benefit Eligibility and Verification for 2015-2016
USDA issued:
Eligibility Manual for School Meals
July 2015 editionDetermining and
Verifying Eligibility
![Page 4: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/4.jpg)
Meal Benefit Eligibility Some Absolute Truths: Applications go out to all households Must provide guidance and
application in any language necessary (Civil Rights)
Use prototypes; many other languages available at fns.usda.gov
![Page 5: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/5.jpg)
Meal Benefit Eligibility Some Absolute Truths: Eligibility carryover for up to 30
operating days Include new students from
households with children approved previous year
New determination in effect immediately
![Page 6: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/6.jpg)
Meal Benefit Eligibility Some Absolute Truths: New apps processed within 10
operating days
![Page 7: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/7.jpg)
Meal Benefit Eligibility Establishing Eligibility: Automated Data Matching – eDC Direct Certification – letter method Meal Benefit Application:1. Categorical Eligibility2. Household Size and Income
![Page 8: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/8.jpg)
Meal Benefit Eligibility eDC: Supersedes all Established through matching of
school’s student database with children living in SNAP households
Eligibility extended to other household members (who may not be on list)
![Page 9: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/9.jpg)
Meal Benefit Eligibility Direct Certification – letter method: When school-aged children’s names
on SNAP list don’t match school enrollment, letter generated by DHS that household can submit in lieu of completing application
Not included with eDC numbers
![Page 10: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/10.jpg)
Meal Benefit Eligibility Meal Benefit Application: Categorical Eligibility: Case number from assistance
program (SNAP, RI Works) needed for any member of household – Part 2 of application
![Page 11: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/11.jpg)
Meal Benefit Eligibility Other Categorical Eligibility: Foster Homeless
![Page 12: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/12.jpg)
Meal Benefit Eligibility Foster Child(ren): A foster child is categorically
eligible for free meals A foster child’s application is
included in the Verification pool
![Page 13: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/13.jpg)
Meal Benefit Eligibility Foster Child(ren): The foster child and his/her
personal income can be included in the household size and income when determining the eligibility of other household children
![Page 14: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/14.jpg)
Meal Benefit Eligibility Homeless children are
categorically eligible for free meals; further, such students should be certified as such by school’s homeless liaison. If so certified, homeless students’ eligibility is not subject to Verification
![Page 15: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/15.jpg)
Meal Benefit Eligibility Income-based applications: Only convert income to annual if
multiple intervals if income reported
If so, use X 52 for weekly; X 26 for bi-weekly; 24 if semi-monthly; and 12 if monthly
No decimal places for converting
![Page 16: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/16.jpg)
Meal Benefit Eligibility “0” Income reported: Get written explanation for
circumstances, i.e., how living with no income?
If questionable ( any app, actually), verify for cause
No temporary approvals
![Page 17: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/17.jpg)
Meal Benefit Eligibility Notification of Determination: Households must be notified of status Notification of approval for
free/reduced-price meals can be verbal
Denial of benefits must be in writing (prototype letter) including appeal process
![Page 18: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/18.jpg)
Meal Benefit Eligibility Effective Date of Determinations NEW – LEAs can choose to use the
date of the submitted application as effective date
Also applies to direct certification (eDC)
LEAs must notify RIDE if choosing this flexibility and do so in all schools
![Page 19: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/19.jpg)
![Page 20: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/20.jpg)
![Page 21: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/21.jpg)
![Page 22: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/22.jpg)
![Page 23: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/23.jpg)
Benefit Issuance Benefit Issuance refers to the
process of making sure eligible students receive the appropriate benefits and not ineligible students
How do the people serving and recording meals know the eligibility of each student?
![Page 24: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/24.jpg)
Benefit Issuance A computer roster identifies
students at the point-of-service Paper rosters are only manageable
in the smallest of schools Must be discrete and used in a
confidential manner – No F,R,Ps on paper roster
Update real time
![Page 25: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/25.jpg)
Verification What is Verification? Important dates- October 1
October 31 November 15 December 15
![Page 26: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/26.jpg)
Verification Verification is confirmation of
eligibility for free and reduced price meals.
Verification is only required when eligibility is determined through the application process
![Page 27: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/27.jpg)
Definitions Error Prone – means applications
within $1200 per year of the applicable Income Eligibility Guidelines]
Random Sampling – means each application has an equal chance of being selected; LEAs must determine a selection interval by dividing the number of applications by the required sample size
![Page 28: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/28.jpg)
Definitions (cont’d) Sample Pool – means the total #
of new applications on file as of October 1
Sample Size – means the number of applications subject to verification; the minimum and maximum sample size is three percent total (rounded up!)
![Page 29: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/29.jpg)
Direct Certification e Direct Certification – through data match
with DHS via eRIDE Direct Certification – letter from DHS taken
in lieu of completed application – letters only generated when name doesn’t match eDC
Students approved for free meals by Direct Certification are not included in the Verification Process
![Page 30: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/30.jpg)
VERIFICATION DATES Verification sample is based on #
applications on file as of October 1st
Verification must be completed by November 15th
![Page 31: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/31.jpg)
VERIFICATION SELECTION 3% of all approved applications –
not students - on file as of 10/1 May omit applications for
afternoon kindergarten Special Milk Program participants
must be selected from error-prone apps
![Page 32: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/32.jpg)
ERROR-PRONE APPLICATION Those that indicate monthly
income is within $1200 of the annual income guidelines
![Page 33: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/33.jpg)
How is Verification conducted? Mail “We must check your
application” letter and verification paperwork to every household selected for verification
Make at least one “follow-up contact” with households who do not respond/submit documents (keep record of follow-up contact)
![Page 34: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/34.jpg)
VERIFICATION FOLLOW-UP LEAs must provide a toll-free
number households can call for assistance
LEA is required to make at least 1 add’l attempt to obtain information
![Page 35: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/35.jpg)
VERIFICATION: INCOME DOCUMENTATION Income documentation may be
from any point in time between the month prior to application and the time the household is required to provide documentation
![Page 36: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/36.jpg)
How is Verification conducted? Receive documents from household to
verify information on application Examine documents submitted by
households Confirm or change household’s
eligibility status based on documents they submit
Mail “We have Checked Your Application” letter to family with results of verification
![Page 37: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/37.jpg)
How is Verification conducted?
Once an application is randomly selected, you must follow through to a final result
![Page 38: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/38.jpg)
VERIFICATION: CONFIRMATION REVIEWSPrior to verification of a selected
application: LEAs must have the initial
determination reviewed for accuracy by someone other than the original approving official
Exception: “accurate” technology-based determinations
![Page 39: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/39.jpg)
CONFIRMATION REVIEWS (cont.)If the original determination is
incorrect, the LEA must:1. Correct the household’s eligibility
status;2. Notify the household and explain
the change3. Allow the household to reapply
and provide documentation
![Page 40: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/40.jpg)
CONFIRMATION REVIEWS (cont.)
If a confirmation review indicates that a household is eligible, the LEA must proceed to verify the application.
![Page 41: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/41.jpg)
Completing Verification
Verification is complete when household eligibility for the level of benefits is: Confirmed at the same eligibility level Changed to a higher eligibility level Benefits denied or reduced because
household does not qualify
![Page 42: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/42.jpg)
Completing VerificationResults of Verification: Letter of adverse action (We have
Checked Your Application) is sent informing the household that benefits will remain the same or be reduced
Letter of adverse action is sent informing the households that benefits will be terminated (changed to paid status)
![Page 43: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/43.jpg)
Time Periods for Changing Eligibility Status
Reduction or Termination of benefits – household has 10 calendar days from date on written notice to file for Appeal
Increase in benefits – effective immediately and must be implemented no later than 3 operating days after decision
![Page 44: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/44.jpg)
Completing Verification Verification is complete the day
you send out notices to households Do not forget to change student(s)’
status at the appropriate time (immediate for increase; on the 11th day after notice is given if benefits are reduced)
![Page 45: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/45.jpg)
Common Review Findings Not completed on time (11/15) Too many or two few applications
selected Documents submitted by
households not evaluated correctly Changes not made to eligibility
rosters/POS
![Page 46: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/46.jpg)
Verification for Cause• Obligation to verify “for cause” any
questionable applications• Zero or unreasonably low incomes• School district employee
applications that don’t correspond to known income
• Separate from annual Verification
![Page 47: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/47.jpg)
Verification for Cause (cont’d) Send request for Verification with or
at the same time as approval letter For zero income applications,
request an explanation for how living expenses are met
Collateral contacts # of applications verified for cause
reported separately on new FNS-742
![Page 48: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/48.jpg)
Reporting Results – FNS 742 Verification results are an important
part of national evaluation of student eligibility statistics
Numbers reported support school eligibility percentages which in turn support funding formula, e-rate, Title 1
All LEAs must complete the FNS 742
![Page 49: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/49.jpg)
FNS-742 Also called: SFA Verification
Collection Report 5 Sections: 1st – number of schools/students in
school/district 2nd – Alternate Provisions – this
section only impacts Providence currently
![Page 50: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/50.jpg)
Verification Collection Report
3rd – number of students not subject to Verification as of the last operating day of October
4th – number of applications approved for free/reduced-price meals as of October 1 and number of students on those apps as of October 31st
![Page 51: Meal Benefit Eligibility and Verification for 2015-16 Certifying Students’ Eligibility for Meal Benefits Benefit Issuance Verification Verification Reporting](https://reader035.vdocument.in/reader035/viewer/2022062409/5697c01d1a28abf838cd09f9/html5/thumbnails/51.jpg)
Verification Collection Report
5th – Verification sampling and results