Meal Benefit Eligibility and Verification for 2014-15

1. Meal Benefit Eligibility and Verification for 2014-15 • Certifying Students’ Eligibility for Meal Benefits • Benefit Issuance • Verification

2. Meal Benefit Eligibility and Verification for 2014-2015 • 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

3. Meal Benefit Eligibility and Verification for 2014-2015 USDAissued: Eligibility Manual for School Meals August 2014 edition Determining and Verifying Eligibility

4. 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

5. 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

6. Meal Benefit Eligibility • Some Absolute Truths: • New apps processed within 10 operating days

7. Meal Benefit Eligibility • Establishing Eligibility: • Automated Data Matching – eDC • Direct Certification – letter method • Meal Benefit Application: • Categorical Eligibility • Household Size and Income

8. 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)

9. 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

10. 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; case number in RI is 9 digits

11. Meal Benefit Eligibility • Other Categorical Eligibility: • Foster • Homeless

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

23. 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?

24. 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

25. Verification • What is Verification? • Important dates- October 1 October 31 November 15 December 15

26. Verification • Verification is confirmation of eligibility for free and reduced price meals. • Verification is only required when eligibility is determined through the application process

27. 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

28. 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!)

29. 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

30. VERIFICATION DATES • Verification sample is based on # applications on file as of October 1st • Verification must be completed by November 15th

31. 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

32. ERROR-PRONE APPLICATION • Those that indicate monthly income is within $100 of the monthly income eligibility limits or within $1200 of the annual income guidelines

33. 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)

34. 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

35. 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

36. 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

37. How is Verification conducted? • Once an application is randomly selected, you must follow through to a final result

38. VERIFICATION: CONFIRMATION REVIEWS Prior 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

39. CONFIRMATION REVIEWS (cont.) If the original determination is incorrect, the LEA must: • Correct the household’s eligibility status; • Notify the household and explain the change • Allow the household to reapply and provide documentation

40. CONFIRMATION REVIEWS (cont.) If a confirmation review indicates that a household is eligible, the LEA must proceed to verify the application.

41. 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

42. Completing Verification Results 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)

43. 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

44. 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)

45. 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

46. 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

47. 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

48. 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