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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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Verification1
Verification

Defined

  • 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

    or

  • 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 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 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


Documentation
Documentation

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

    OR

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

    AND

  • 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 cnp.alsde.edu website

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


Verification2
Verification website

  • 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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