Meal Benefit Eligibility and Verification for 2014-15 Certifying Students’ Eligibility for

Meal Benefits Benefit Issuance Verification

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

Meal Benefit Eligibility and Verification for 2014-2015

USDA issued:

Eligibility Manual for School Meals

August 2014 editionDetermining and

Verifying Eligibility

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

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

Meal Benefit Eligibility Some Absolute Truths: New apps processed within 10

operating days

Meal Benefit Eligibility Establishing Eligibility: Automated Data Matching – eDC Direct Certification – letter method Meal Benefit Application:1. Categorical Eligibility2. Household Size and Income

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)

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

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

Meal Benefit Eligibility Other Categorical Eligibility: Foster Homeless

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

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

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

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

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

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

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

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?

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

Verification What is Verification? Important dates- October 1

October 31 November 15 December 15

Verification Verification is confirmation of

eligibility for free and reduced price meals.

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

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

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!)

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

VERIFICATION DATES Verification sample is based on #

applications on file as of October 1st

Verification must be completed by November 15th

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

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

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)

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

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

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

How is Verification conducted?

Once an application is randomly selected, you must follow through to a final result

VERIFICATION: CONFIRMATION REVIEWSPrior 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

CONFIRMATION REVIEWS (cont.)If the original determination is

incorrect, the LEA must:1. Correct the household’s eligibility

status;2. Notify the household and explain

the change3. Allow the household to reapply

and provide documentation

CONFIRMATION REVIEWS (cont.)

If a confirmation review indicates that a household is eligible, the LEA must proceed to verify the application.

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

Completing VerificationResults 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)

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

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)

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

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

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

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