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Verification. Verification. Defined Confirmation of eligibility for Free and Reduced-price meals under the National School Lunch Program or School Breakfast Program. Verification must include. Confirmation of income eligibility or

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  • Confirmation of eligibility for Free and Reduced-price meals under the National School Lunch Program or School Breakfast Program.

Verification must include

Verification must include

  • Confirmation of income eligibility


  • Confirmation that the child is included in a currently certified Food Stamp/TANF household

General requirements

General Requirements

  • Must be done annually

  • Must be completed by Dec. 15

  • Oct 31- count # of Free & Reduced approved applications

  • Do not include D.C., Head Start,

    Even Start, designated

    Homeless Students and Migrant Students

  • May begin anytime after application has

    been approved

General requirements1

General Requirements….

  • May verify more than the minimum – may include questionable applications; however, all applications must be verified if selected

  • Method of selecting applications must be random

  • Document by application and district summary

General requirements2

General Requirements …

  • Save documentation for 5 years

Include zero income households

Include Zero Income Households

  • Household must provide written documentation describing the household’s circumstances when no income is indicated on the application

Random verification sample size worksheet

Random Verification Sample Size Worksheet

Random sampling

Random Sampling

  • Minimum Sample size- 3% of TOTAL # of applications on file on Oct.31 or 3,000 whichever is less.

  • Round UP to nearest whole number

  • At least one application must be verified

  • Randomly select the required # of applications - use a selection interval (total number of applications ÷ # required to be verified) or another random method

Focused verification sample size worksheet

Focused Verification Sample Size Worksheet

Focused sampling

Focused Sampling

  • Minimum sample size-1% or 1,000(whichever

    is less) of total # of applications on file Oct 31 selected from income applications PLUS1/2% (.005) or 500 (whichever is less) of Food Stamp/TANF applications

  • Round UP to nearest whole number

  • Select income applications within $100 /month

    or $1200/yr. of eligibility guidelines

  • At least one Income and one Food Stamp/

    TANF application must be verified

Notify household of selection

Notify Household of Selection

Notification must include:

  • Household has been selected

  • Household must provide Social Security numbers for each adult member

  • Privacy Act

  • Types of acceptable information to confirm income

  • Submit the most recent, full month’s income

Notifying household

Notifying Household…

  • Household may provide proof that the child is a member of a household that is currently receiving food stamps/TANF

  • Information must be submitted by date specified

  • Name and telephone of a school official



1. Written Evidence - primary source; received directly from the household

2. Agency Records - information from government agencies such as Food Stamp/TANF office

3. Collateral Contacts - person outside the household who can confirm income or Food Stamp/TANF status

Documentation continued

Documentation Continued

  • Earnings or Wages

    • Gross income

    • Net income used for self-employed business persons or farmers

  • Show documentation for full month

Verification completion defined

Verification Completion Defined

  • When income documentation or proof of Food Stamp/TANF participation confirms the household’s eligibility


  • When the termination/reduction notice is sent to the household if documentation is not received or eligibility is not confirmed


  • District Summary is completed, signed and dated

Verification results

Verification Results

Results of Verification must result in one of the following:

  • No change in benefit level

  • Reduction in benefit level

  • Increase in benefit level

  • Termination of benefits

District summary

District Summary

  • Description of the selection method(s) used

  • Total # of approved applications on file 10/31

  • # and percentage of applications verified by 12/15

  • # of students verified and # whose benefits changed

  • Signature and title of verification official

  • Date verification was completed

  • Keep on file for 5 years

New sy 04 05 regulations

New SY 04-05 Regulations

  • LEAs must collect 3 data points

    • # of students approved for benefits per application

    • Original basis for approval of application

    • Status of application after verification

  • New USDA Verification forms

    • Single Child Application

    • Multi-child Application

    • Verification Summary Report

      • Instructions included

  • LEAs submit Summary Report on April 15, 2005

Adverse action notice

Adverse Action Notice

Advises the household of:

  • The change in benefits

  • Reasons for the change

  • That an appeal must be filed within 10 calendar- day advance notice period to continue benefits

  • Instructions on how to appeal

  • Household may reapply at any time

  • Food Stamp/TANF households may submit a complete income application, adult Social Security #’s and evidence of current income

Benefits during appeal of verification results

Benefits During Appeal of Verification Results

  • Should a household appeal during the 10 calendar day advance notice period, the district must continue to provide benefits originally issued to the child until a final determination is made

  • Otherwise benefits are changed at the end of the 10 days.

Hearing procedure

Hearing Procedure

  • Follow the district’s policy statement

  • Hearing official must be an individual who is not involved with the approval or verification process

  • Household may request a school conference prior to a formal hearing

Households reapply after verification

Households Reapply after Verification

  • Benefits were changed due to verification – must submit income documentation

  • Districts may elect to implement this policy for all that reapply for benefits

Record keeping requirements

Record Keeping Requirements

On the application or elsewhere keep a full record of the verification process including:

  • Copies of notices/letters and dates sent

  • Notes on contacts made

  • Results of verification

  • Reasons for denial or change in eligibility

    changes and the date

  • Signature of verifying official

  • Completed District Summary

Computerized verification worksheet form is on cnp alsde edu website

Computerized Verification Worksheet Form is on website

  • Developed to make it easier for districts to determine the number of applications for verification:



  • Verification must be completed by December 15


In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and employer.

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