BENEFIT ISSUANCE

DIRECT CERTIFICATION

VERIFICATION

There are 3 ways to receive free / reduced price meals:

•Household indicates household size and incomeSubstantiated by approved household application

•Household indicates Categorical Eligibility based on Assistance Programs (ie..SNAP, TANF, FDPIR)

Substantiated by a case number on approved household application, DC list matching OR DC List Extension Statement

•Household indicates Categorical Eligibility based on Other Source (ie..Foster, Homeless, Runaway, etc.)

Substantiated by a household application accompanied by a statement from appropriate officials certifying designated children

BENEFIT ISSUANCE

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HOUSEHOLD APPLICATIONS

• Eligibility Manual Part 2 P. 22

– Households cannot be required to submit an application

– May have child’s name prefilled ONLY! All other info must be entered by head of household.

– Not required for child listed on the Direct Certification (DC) list

– Various media available: On-Line, Scannable and Paper

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HOUSEHOLD APPLICATIONS

• BENEFITS PRIOR TO PROCESSING

– Benefits carried over from prior year for up to 30 operating days p.27

– Newly enrolled children share benefits from prior year household members (if any)

– LEA’s may share benefit issuance data to extend benefits at the new LEA for transfer students

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HOUSEHOLD APPLICATIONS

• PROCESSING TIMEFRAMES P.28

– LEA must not delay approval for failure to provide information that is not required . . . (systemic with online apps)

– Determination made, household notified, status implemented within 10 days of receipt of application

– Notify household immediately when benefit is reduced or denied

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PROCESSING APPLICATIONS

• The most recent determination must be implemented by the LEA

• An eligibility determination must be made, the family notified of its status, and the status implemented within 10 operating days from the receipt of the application (NOTE: If benefit is reduced from prior year, give household 10 operating days notice prior to implementing the lowered benefit)

• Whenever possible, applications should be processed immediately, particularly for children who do not have approved applications on file from the previous year

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PROCESSING APPLICATIONS

• DETERMINING COMPLETION OF SUBMITTED APPLICATIONS

– Household members

– Income amount, frequency & source for each member

OR

indication of Other Source Eligibility type benefit and case number

– Adult signature

– Last 4 digits of SSN or indication of not having an SSN

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PROCESSING APPLICATIONS

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John Doe

Susie Doe ABC Elem

Requires a certifying statement

PROCESSING APPLICATIONS

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John Doe 437.00 X

PROCESSING APPLICATIONS

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PART 4. SIGNATURE AND LAST FOUR DIGITS OF SOCIAL SECURITY NUMBER (ADULT MUST SIGN)

An adult household member must sign the application. If Part 3 is completed, the adult signing the form also must list the last four digits of his or herSocial Security Number or mark the “I do not have a Social Security Number” box. (See Statement on the back of this page.)I certify (promise) that all information on this application is true and that all income is reported. I understand that the school will get Federal funds based on the information I give. I understand that school officials may verify (check) the information. I understand that if I purposely give false information, my children may lose meal benefits, and I may be prosecuted. I understand my child’s eligibility status may be shared as allowed by law.

 

Signature: Printed name: Date:

Address: Phone Number: Email:_ City:_ State:_

Zip Code: Last four digits of Social Security Number: * * * - * * - I do not have a Social Security Number

PART 5. CHILDREN’S ETHNIC AND RACIAL IDENTITIES (OPTIONAL)

Choose one ethnicity: Choose one or more (regardless of ethnicity):

Hispanic/Latino

  Not Hispanic/Latino

Asian American Indian or Alaska Native Black or African American

  White Native Hawaiian or other Pacific Islander

DO NOT FILL OUT THIS PART. THIS IS FOR SCHOOL USE ONLY.

Annual Income Conversion: Weekly x 52, Every 2 Weeks x 26, Twice A Month x 24 Monthly x 12

 

Total Income: Per: Week, Every 2 Weeks, Twice A Month, Month, Year Household size: Categorical Eligibility: Eligibility: Free Reduced

Denied Date Withdrawn: Reason for denial or withdrawal:

 

Determining Official’s Signature: Date: Confirming Official’s Signature:

Date: Verifying Official’s Signature: Date:

John Doe

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BENEFIT EXTENSIONWITHIN HOUSEHOLD

• LEAs must ensure that all children in a household that indicates an Assistance Program case number on an application, for any household member, are extended free meal benefits.

• This extension of categorical eligibility also applies to the direct certification process

• LEA’s must document the extension of benefit to other household children

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• Application indicates zero income

• Multiple incomes at different frequencies

• A child is known to be eligible for benefits, however household refuses to apply

• Visiting students

OK, BUT WHAT IF . . . .

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HOUSEHOLD APPLICATIONS

QUESTIONS ON HOUSEHOLD

APPLICATIONS ?

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• Direct certification is the process under which LEAs certify children who are members of households receiving assistance under the Assistance Programs (SNAP, TANF or FDPIR) as eligible for free school meals, without further application, based on information provided by the State/local agency administering those programs. P. 65

DIRECT CERTIFICATION

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• LEAs must conduct direct certification with SNAP at least three times during the school year. More frequent direct certification efforts are permissible and encouraged. These efforts must be made at a minimum: P. 66

• At or around the beginning of the school year (i.e., July 1)

• Three months after the beginning of the school year

• Six months after the beginning of the school year

• More frequent matching is recommended . . . Highly recommended!

DIRECT CERTIFICATIONFREQUENCY

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• Documentation to establish children’s eligibility for free meals under DC for Assistance Programs, and to substantiate claims for reimbursement, must include:

– Names of children or any household member currently certified to receive benefits from Assistance Programs

– A statement certifying that each child is a member of a household where someone receives Assistance Program benefits

DIRECT CERTIFICATIONDOCUMENTATION

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• At least one piece of identifying information matching each child with a child attending a particular school. Examples of identifiers include:

• Children’s birth dates

• Addresses

• Parents’ names

• Child’s social security number, if available

• Last 4 digits of the SSN of the person signing an application, if available

• Gender

• Other identifiers

• Date

DIRECT CERTIFICATIONMATCHING IDENTIFIERS

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• The LEA must notify the household about eligibility established through direct certification. The notification must include the following information: P. 68

• The child is eligible for free meal benefits

• No further application is necessary

• If applicable, an explanation of extended eligibility and how to notify the LEA of any additional children in the household

• How to notify the LEA if free meal benefits for directly certified children are not wanted

DIRECT CERTIFICATIONNOTIFICATION

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DIRECT CERTIFICATION

Questions on DC ?

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• The confirmation of eligibility for free and reduced price meals under the NSLP and SBP. P. 81

• Verification is only required when eligibility is determined through the application process

• Verification must include confirmation of income eligibility or confirmation that the child or any member of the household is receiving assistance under SNAP, FDPIR, or TANF or that a child is Other Source Categorically Eligible.

• Verification may include confirmation of any other information required on the application, such as household size.

VERIFICATION

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VERIFICATIONTYPES

• VERIFICATION FOR CAUSE - The LEA has an obligation to verify all questionable applications (verification “for cause”). Such verification efforts cannot delay the approval of applications. If an application is complete and indicates that the child is eligible for free or reduced price meal benefits, the application must be approved. Only after the determination of eligibility has been made can the LEA begin the verification process P. 83

• ANNUAL VERIFICATION - Each LEA must annually verify eligibility of children from a sample of household applications approved for free and reduced price meal benefits for that school P. 82

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• ERROR PRONE - means applications within $100 per month of the applicable Income Eligibility Guideline. P.81

• SAMPLE POOL - means the total number of applications approved as of October 1.

• SAMPLE SIZE - means the number of applications subject to verification

VERIFICATIONDEFINITIONS

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• VERIFICATION EFFORTS ARE NOT REQUIRED FOR:

• DC IDENTIFIED STUDENTS including children documented as eligible migrant, runaway, homeless children, foster children, and children participating in Head Start/Even Start p. 81-82

• CHILDREN RESIDING AT RCCI’S (NOT DAYTIME ONLY CHILDREN)

• SMP ONLY SCHOOLS

• NON PRICING SCHOOLS

• FNS APPROVED SPECIAL ASSISTANCE SCHOOLS

• PROV 1,2,3 SCHOOLS NOT IN BASE YEAR

VERIFICATIONEXCEPTIONS

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VERIFICATION

• ESTABLISH THE SAMPLE POOL The sample pool uses the total number of approved applications on file as of October 1 of the current school year

• ESTABLISH THE SAMPLE SIZE Basic, Alternate One, Alternate Two P. 84 – 85 MUST QUALIFY TO USE THE ALTERNATE SAMPLE SIZE P. 86

• VERIFICATION COMPLETION DEADLINES - The LEA must complete the verification activities specified in this section no later than November 15 of each school year P. 83

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VERIFICATIONHOUSEHOLD NOTIFICATION

• When a household is selected for verification and is required by the LEA to submit documents or other forms of evidence to document eligibility, the household must be sent a letter informing them of their selection and of the types of information acceptable to the LEA P. 89

• Written evidence is the primary source of eligibility confirmation for all households including TANF, FDPIR, Other Source Categorical Eligibility Programs, and foster child households. Written evidence is most often pay stubs from employers or award letters from welfare departments or other government agencies submitted to the verifying officials as confirmation of eligibility. P. 90

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VERIFICATION

• SEND INITIAL LETTER

• SEND 2ND LETTER (IF REQUIRED & PROACTIVE EFFORTS TO CONTACT)

• RECEIVE RESPONSES / COLLECT DOCUMENTATION

• MAKE DETERMINATION

• IMPLEMENT DETERMINATION

• END VERIFICATION EFFORTS26

VERIFICATIONDOCUMENTATION

• MAINTAIN COPIES OF ALL CORRESPONDENCE EFFORTS SHOULD TELL A CHRONOLOGICAL “STORY” BETWEEN HOUSEHOLD AND SFA.

• SEPARATE FOLDERS – IT IS HIGHLY RECOMMENDED TO MAINTAIN A SEPARATE FOLDER OF ALL CORRESPONDENCE BETWEEN HOUSEHOLDS AND SFA. DON’T FORGET TO HAVE A COPY OF THE APPROVED APPLICATION AS WELL !

• PROPER DOCUMENTATION - SHOULD BE CLEARLY EVIDENT TO ANY REVIEWER OF ALL THE EFFORTS MADE IN THE VERIFICATION PROCESS FOR EACH HOUSEHOLD

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VERIFICATIONCOLLECTION REPORT

• FNS 742 – must be completed and returned to the State Agency after all verification efforts are ended

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DESIGNATED OFFICIALS

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VERIFICATION

QUESTIONS ON VERIFICATION ?

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