Upload
timothy-davidson
View
38
Download
0
Embed Size (px)
DESCRIPTION
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; - PowerPoint PPT Presentation
Citation preview
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 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 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 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