verification of meal eligibility training sy 2014-15

Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org


Verificationof

Meal EligibilityTrainingSY 2014-15

Review & Technical Assistance Unit Training Series


Upon completion of this training the learner will be able to: Accurately complete the steps of

verification Identify and complete requirements for

special situations, such as verification for cause and verification extension

Objectives


Verification Defined

The confirmation of eligibility for free and reduced price meals


• Direct certification

• Extended direct certification

• Foster children on a state agency list

• Homeless

• Migrant

Exceptions to Verification Requirements


• Runaway youth• Head Start or Even Start students• Residential Child Care Institutions (except for day students)• Non-pricing Programs • Provision 2 and CEP schools (except in base year)

Exceptions to Verification Requirements


Verification TimelineOctober 1 – establish number of approved applications on file

November 15 – complete verification

February 1 – submit Verification Collection Report to State Agency


Verification Extension Request

1. Local Education Agency (LEA) may request an extension of the November 15 deadline

2. Must submit request in writing to Area Consultant (AC)

3. Must be approved by State Agency


Verification Extension Timeline

October 31 – establish number

of approved applications on file

December 15 – complete

verification


Verification Timeline Review Activity

A. Verification MUST be complete unless an extension was approved

B. Verification Collection Report is due to state agency

C. Establish number of approved applications for verification on file

D. State Agency may approve in writing an extended deadline up to this date

1. October 1

2. November 15

3. December 15

4. February 1


Verification Timeline Review Activity

A. Verification MUST be complete unless an extension was approved

B. Verification Collection Report is due to State Agency

C. Establish number of approved applications for verification on file

D. State Agency may approve in writing an extended deadline up to this date

1. October 1

2. November 15

3. December 15

4. February 1


Verification for Cause

•Obligation to verify questionable applications at any time

•CANNOT delay the approval of applications

•Not part of the required sample



Scenario

Father reports that he pays child support and mother’s application should not qualify for free benefits. What would you do?



Scenario

Teacher reports that father drops child off in a new Hummer each morning and family should not qualify for free benefits. What would you do?


Verification for CauseScenarioSchool district employee submits application with her income listed. The spouse who also works in the school system has zero income reported on the application. This application was approved for reduced price benefits. What would you do?


Sample PoolTotal number of applications approved as of October 1

Sample Size Number of applications that must be

verified based on option selected

Determine Sample Size


Percentage of approved applications being verified for which verification information

was not received

Non-Response Rate Defined


Qualifying to Usean Alternate Sample Size

Lowered Non-Response Rate

OR

Improved Non-Response Rate


Sample Size OptionsStandard Sample Size

•Lesser of 3% or 3,000 total applications approved by October 1 (both income and categorical applications)

•Selected from error-prone applications

Alternate One Sample Size (Random)

•Lesser of 3% or 3,000 of all approved applications

•Selected at random


Sample Size Options (cont.)

Alternate TwoSample Size (Focused)

•Lesser of 1% or 1,000 total approved applications, both income and categorical

•Sample pulled from error-prone applications

Plus•Lesser of .5% or 500 total approved applications with SNAP or TANF case number


Error-Prone Applications

Identify applications with • Income within $100 monthly

income limitOR• Income within $1,200 yearly

income limit


Error-Prone ApplicationActivity


Income Eligibility GuidelinesSY 2014-15


Standard Sample Size

Lesser of 3% (.03) or 3,000 total approved applications (includes income and categorically eligible) Note: The sample must be pulled from error-prone applications.


Alternate One Sample Size (Random)

Lesser of 3% (.03) or 3,000 totalapproved applications

Applications selected randomly from those approved by October 1st


Alternate Two Sample Size (Focused)

Lesser of 1% (.01) or 1,000 total approved income, foster and SNAP/TANF applications

plusLesser of .5% (.005) or 500 SNAP/TANF and foster applications (categorical)


Verification SampleGroup Activity

Which type of verification sample will you do this year?• Standard Sample Size Group• Alternate One (Random) Sample Size

Group• Alternate Two (Focused) Sample Size

Group


Standard Sample SizeGreater Gray

School District

5,723 x .03 = 172 error-prone applications


Alternate One (Random) Metro Green

School District

4,500 applications

4,500 x .03 = 135 applications


4,500 x .01 = 45

Verify 45 error-prone applications approved based on income information

Alternate Two (Focused) Progressive Brown

School District


1,000 applications of the 4,500 have case numbers

1,000 x .005 = 5

Alternate Two (Focused) ABC

School District


Verification Selection Options• Option 1: Computer Selection

• Option 2: Manual Selection Total number of applications

number to be verified

Ex.: 1,500 total applications = 33.345 applications to be verified

• Select every 34th application


Post-Selection Procedures

• Confirmation reviews

• Optional replacement of certain applications


Confirmation Reviews

Timing• During certification• During verification

Type of Approach• Manual, paper-based SFAs• Technology-based SFAs


Possible Actions Due to Confirmation ReviewsFrom

Reduced Price to Free

• Increase benefits within 3 operating days

• Notify household• Verify application

From Free to

Reduced Price

• Do not change status• Verify application

From Free or Reduced Price

to Paid

• Send notice of adverse action

• Do NOT verify• Select similar

application to verify• Do confirmation

review on newly selected application



Direct Verification

Use public records to verify income and/or program participation


Sources of Direct Verification

SNAP or TANF Program or Medicaid

• Most recent info < 180 days

• SUCCESS Database

• When incomplete or inconsistent information, proceed with regular verification


Using SUCCESS Inquiry


Using SUCCESS Inquiry

Remember!

Print the screen information to support direct verification

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&docid=eUKtFrVNQ28jdM&tbnid=WQpWc_sMDkz7OM:&ved=0CAUQjRw&url=http://www.clipartheaven.com/show/clipart/computers/printer_01-gif.html&ei=yq2-U4WoG8LjsAS-wYCYCw&bvm=bv.70138588,d.cWc&psig=AFQjCNFC36Y13tj5FGverTkduCJI1r_C_w&ust=1405091625678623


Verification NoticePrototype letter includes:

• Acceptable information to confirm current income, ex. check stub

• Documentation may be for any point between month prior to application and time household is required to provide it

• Provide telephone number for assistance at no charge to household


Verification Sources

• Written evidence such as pay stub (Name, date, amount and frequency)

• Agency recordso SUCCESS databaseo Award letter

• Collateral contacts


Verification Results

• No change in status

• A change of benefit level affects all siblings in household

• Reduce or terminate benefits in 10 calendar days

• Increase benefits within 3 operating days


Follow-up Procedures

• When to initiate?

• What to do?

• When is verification complete?

• Deadline: November 15th


Notice of Adverse Action• 10 calendar days written advanced notice• Day 1 is the date the notice is sent• Include change in benefits • Include reason for change• May appeal the decision within the 10

calendar days• Explain how to appeal• Can reapply at any time


Hearing Procedure

• Follow procedure in policy

• Hearing official not connected with approval or verification

• If appeal is made within 10 calendar day period, student(s) continue to receive benefits during appeal process


Handy Tools for Verification

• Verification Worksheet

• Steps to Verification

• Record of Action

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&docid=FhXjI6GxdkAjxM&tbnid=6qU-aAXa84UjkM:&ved=0CAUQjRw&url=http://www.clker.com/clipart-2893.html&ei=PbS-U5OdFeeqsQTb2YCIAQ&bvm=bv.70138588,d.cWc&psig=AFQjCNHYofmus9sqTKq3XA151nIKGghADg&ust=1405093289994161


Verification Data Submitted via SNO


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QUESTIONS?

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&docid=hwZpUePvdq96FM&tbnid=WyZdGP9C8wYLeM:&ved=0CAUQjRw&url=http://www.oocities.org/hospicern.geo/faq.htm&ei=l73GU8yiHsmnyASxo4HQCg&bvm=bv.71126742,d.aWw&psig=AFQjCNGeFF1SWWNqdNFog0wSAfYybbxHXA&ust=1405619880197162


“The U.S. Department of Agriculture (USDA) prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or if all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at [email protected]. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (in Spanish). USDA is an equal opportunity provider and employer.”

In accordance with State and Federal Law, the Georgia Department of Education prohibits discrimination on the basis of race, color, religion, national origin, sex, disability, or age in its educational and employment activities. Inquiries regarding the application of these practices may be addressed to the General Counsel of the Georgia Department of Education, 2052 Twin Towers East, Atlanta, Georgia, 30334, (404) 656-2800.

http://www.ascr.usda.gov/complaint_filing_cust.html

mailto:[email protected]

verification of meal eligibility training sy 2014-15

Documents

verification requirementsdr

verification timelineoctober

direct verification

school meals

eligibility manual

time training

org2read objectives

orgthis slide