VerificationSY 2014-15

Objectives

• Identify the steps required for Verification.

• Calculate an accurate sample size and verify the correct number of applications.

• Follow the Verification timelines.

• Complete SFA Verification Collection Report (FNS-742).

Definition

•Verification is confirmation of eligibility for free and reduced price meals in the NSLP and SBP.

FNS-742 and What You Have to Do

•Everyone has to complete something on the FNS-742.

FNS-742 SFA Verification Collection Report

• Section 1- Sites and Students• All SFAs must complete this.

• (A) Number of Schools or Institutions is the number of sites in HCNP Systems for your SFA.

FNS-742 SFA Verification Collection Report• Section 3- Direct Certification• All SFAs must report in this section or

check box 3-1, if applicable. This OR

This

The numbers for 3-2 and 3-3 must be calculated from the Direct Certification list in HCNP Systems. Copy data from Form V-7b.

FNS-742 SFA Verification Collection Report

• Section 5-Free and Reduced Applications (not directly certified)

• All SFAs must report in this section. Box 5-1 will be checked if the SFA is exempt from verification.

This

OrThis

The 2 boxes in 5-5 must have the same number in it.

• Copy data from Form V-7a.

FNS-742 SFA Verification Collection Report• Section 5-Free and Reduced Applications (not

directly certified)

• All SFAs must report 5-7or check box 5-6 if applicable.• Direct Verification=using records from public

agencies to verify program participation. (Part 10 in the Eligibility Manual for School Meals)

FNS-742 SFA Verification Collection Report• Section 2-Alternate Provisions• Only SFAs with alternate provisions

must report Section 2 (includes 2,3 and CEP).

FNS-742 SFA Verification Collection Report• Section 4-Free and Reduced

Applications (not directly certified)• All SFAs collecting applications must

complete this section.

• Copy data from V-7a and V-7b.

FNS-742 SFA Verification Collection Report• Section 5-Results of Verification by

Original Benefit Type• All SFAs collecting applications must

complete this section.• Copy data from Form V-7c.

Verifying Applications

ApplicationsCollectSort by category (categorically eligible, free by income, reduced-price, denied, transferred or inactive)

Count each categorySelectConfirmation

Demonstration-Can/No Can

Reference

Eligibility Manual for School MealsAugust 2014Part 9: Verification, page 81

General Conditions

• All fractions or decimals are rounded up to nearest whole number, i.e. 1.2 becomes 2.• At least one application must be

verified.

• DO NOT verify more than or less than the required sample size.

• DO NOT verify 100% of applications.

Standard Sample Size

• All SFAs in Hawaii will be using the Standard Sample Size in SY 2014-15.• The Sample = Lesser of 3% or 3,000

total approved applications .• The selection is made from error prone

applications FIRST.• Selections from other income

applications and categorical eligible applications are made if there are not enough error prone applications.• Use Form V-7a to calculate number of

applications to verify.

Error Prone Applications

• On an income application, the reported

income is within $100 per month or

$1200 per year of the Eligibility Guidelines.

Selecting the Applications

• Some may be able to use a computer system to select application.

•Manually select from the error prone applications.

• Do not select applications that were verified the previous year.

• You can use non-error prone applications if you do not have enough error prone ones.

Post Selection Procedures• Confirmation Reviews: the confirmation official

must review each approved application selected for verification to ensure the initial determination was accurate. See page 88 of Eligibility Manual for School Meals for action to take if the confirmation review results in a change in status.

• Application Replacement: up to 5% of selected applications may be replaced due to the belief that a household may be unable to satisfactorily complete the verification request. The same rules on error prone, rounding and confirmation apply.

Household Notification

• Each household must be sent a letter informing them of their selection and of the types of information they need to provide the school.

• A form letter is provided in this training packet.

Verification Documents

• Written evidence is the primary source of eligibility confirmation.

• The SFA decides when adequate information has been provided to complete the verification activity.

Examples: Pay stubs (includes name of household member, amount of income received, frequency and date), Statement from an agency stating the child is a member of a household receiving benefits.

Follow up Requirement

• At least one follow up attempt must be made and documented for households that do not adequately respond.• See page 93 in the Eligibility Manual

for School Meals for detailed information on the follow up requirement.

Completing the VerificationScenarios-See Page 92 in the Eligibility Manual for School MealsThe household or agency submits adequate

evidence.

The documentation supports a change in benefits.

The household indicates verbally or in writing that it no longer wishes to receive meal benefits.

Notifying the Household

• Households must be notified of the verification results.• A form letter is provided in this training

packet.• See page 94 in the Eligibility Manual

for School Meals.

Appeal Rights and Procedures• Households can appeal the decision

that results in a reduction in benefits.• See page 94 in the Eligibility Manual

for School Meals for details of the appeal procedure.

Verification for Cause

•What does this mean?• Are there any questions about this?• See page 83 of the Eligibility Manual for information.• If you do verify any applications for cause, complete this question on the FNS-742.

Verification Timelines

• October 1: Count the total # of approved applications on file.• Last Operating Day in October: Determine

the total # of enrolled students.• November 15: Complete verification. (Extension granted for natural disasters, etc.)• December 19: Submit SFA Verification

Collection Report (FNS-742) to the State Agency by this date.• See paper copy of “Schedule to Help You

Meet the Verification Deadlines”.

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• If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found 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 program.intake@usda.gov.

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