Application Processing From A to Z

1. Application Processing From A to Z Presented by: Lisa Brown-Taylor, M.S., R.D., Consultant Grants Coordination and School Support School Nutrition Programs August 2011 .

2. Free and Reduced Price School Meals Family Application http://www.mich.gov/schoolnutrition

3. Free and Reduced Price School Meals Family Application

4. Part 1: Foster Child Eligibility • Previously, a separate application for free and reduced price meals was submitted for a foster child who was considered a household of one. • Now, the foster child is categorically eligible for free meals and may be certified without an application. • Households with foster and non-foster children may choose to include the foster child as a household member, as well as any personal income earned by the foster child, on the same household application that includes their non-foster children. • This may help the foster family’s non-foster children qualify for free or reduced price meals based on household size and income.

5. Part 1: Foster Child Eligibility • Eligibility determination for the remainder of the household is based on the household’s income (including personal income earned by the foster child) or other categorical eligibility information reported on the application. • As before, foster payments received by the family from the placing agency are not considered income and do not need to be reported. • The presence of a foster child in the household does notconvey eligibility for free meals to all children in the household in the same manner as FAP, FIP, and FDPIR participation does.

6. USDA Memo Categorical Eligibility of Foster Children For more information go to: http://www.fns.usda.gov/cnd/Governance/Policy-Memos/2011/SP17_CACFP08_SFSP05-2011_osr.pdf

7. Part 1: Homeless, migrant, and runaway youth • Homeless, migrant, and runaway youth are categorically eligible for free meals.

8. Part 2: Categorically Eligible • Only one case number is required to make all students in the household categorically eligible for free meals. The Family Assistance Program (FAP) and the Family Independence Program (FIP) numbers are a nine digit number beginning with 1.

9. Part 3: Household Names • First and last names of all people living in the household must be included in Part 3: • Students • Non-students • Foster children related and unrelated • Grandparents • Other relatives • Friends • The adult signing the application • All students must have the grade and name of the school they will be attending listed on the application. • An additional sheet may be attached if necessary.

10. Part 4: Total Household Gross Income • Include the amount of money earned by all members of the household and circle how often it is received. • Earnings from work must be gross income. • Other income includes but is not limited to; social security, pensions, retirement, welfare, child support, alimony, worker’s compensation, unemployment, VA, and SSI. • If a person does not receive any income, “$0” must be circled in the column “Circle if NO Income.” • If you listed a FAP/FIP/FDPIR number in Part 2, skip to Part 5.

11. Part 5: Adult household member signature and last 4 digits of social security number • An adult member of the household must sign and date the form, list the last four (4) digits of their Social Security Number, or check the box “I do not have a Social Security Number.”

12. Part 6

13. A • Administrative Applications • Adult Education Eligibility

14. B • Benefit Issuance Lists

15. C • Categorically Eligible (extended eligibility to household members)

16. D • Direct Certification http://www.michigan.gov/cepi/0,1607,7-113-986_46967---,00.html • Questions regarding the technical Michigan Student Data System computer applications may be directed to CEPI Customer Support by e-mail to cepi@michigan.gov or phone 517-335-0505 and select option "3."

17. D continued … Questions regarding the NSLP Direct Certification requirement may be directed to the School Nutrition Programs unit by e-mail to MDE-schoolnutrition@michigan.gov or phone 517-373-3347. For more information: www.michigan.gov/schoolnutrition Scroll down to Guidance Click on Direct Certification To view a webcast: http://mediasite.mihealth.org/mediasite/Viewer/?peid=79ee224d69d2451fa59c3a993a4af7f51d

18. D continued … • Documenting Telephone Contacts (follow-ups)

19. E • Eligibility Guidance Manual http://www.fns.usda.gov/cnd/Governance/notices/iegs/EligibilityManual.pdf • E-Learning http://www.michigan.gov/schoolnutrition

20. F • Food Assistance Program FAP Eligibility • Family Independence Program FIP • Food Distribution Program on Indian Reservations FDPIR • Foster Children are categorically eligible

21. F continued… Foster Children: • Are categorically eligible for free meals and may be certified without an application. • Households with foster and non-foster children may choose to include the foster child as a household member This may help the family’s non-foster children qualify for free or reduced price meals based on household size and income. LEAs: • Must obtain information from an appropriate state or local agency indicating the status of the child as a foster child.

22. G • Gross Income Conversion • Guardianship (Adoption Subsidy)

23. H • Head Start and Even Start • Homeless • Household Applications

24. I • Income Eligible • Incomplete Applications

25. J • “Just Cause” Verification

26. K • Keep Original Applications for 3 Years + Current

27. L • Language Translations-Foreign http://www.fns.usda.gov/cnd/FRP/frp.process.htm • Letter to Households • LEARS-Verification Summary Report

28. M • Migrant Education Programs and Liaison

29. N • Net Income (self-owned) • Non-discrimination statement

30. O • Official’s Signature • Confirmation • Follow-up • Verification • (application processing and verification) • Overt Identification

31. P • Processing Timelines

32. Q • Quick Tips (duplicate applications, students no longer in school, software, etc.)

33. R • Reapply • At any point during the school year • Verification • Runaway Children

34. S • Sharing Information with Other Programs (Please refer to Part 7 of the Eligibility Manual)

35. T • Temporary Approval • Transferring Eligibility Between LEAs

36. U • Unapproved Applications

37. V • Verification

38. 12 Steps to Verification • Details of this process are in your manual, including links to the necessary forms and guidance.

39. 12 Steps to Verification • Determine if your Local Education Authority (LEA) must complete an Improvement Plan. • Determine the sampling method your LEA must use to identify applications for verification. • Establish the Free and Reduced Price Meals application pool. • Calculate the sample size/number of applications that must be verified. • Conduct a Confirmation Review of the applications selected for verification.

40. 12 Steps to Verification • Notify the selected households. • Contact the local Department of Human Services office to verify applications with a Food Assistance Program (FAP) or Family Independence Program (FIP) case number by using the following two forms. • Conduct a Follow-up Review for any household that has not responded by the original due date. • Notify all households of the final verification determination.

41. 12 Steps to Verification 10. Make any required changes to benefit issuance documentation as required from the outcomes of the Verification process by November 15. 11. Complete all required Verification documents. 12. Complete the LEARS-Verification Summary Report before March 1.

42. W • Wages (how often received) • Webpage • http://www.michigan.gov/schoolnutrition

43. X • Xchange Students • Xpiration of Eligibility

44. Y • Year (school year) • Your questions?

45. Z • Zero Income When completing the free and reduced price school meals family application “$0” must be circled in the column “Circle if NO Income,” if a household member does not receive any income.

46. Contact Information For National School Lunch Program questions, please call: James Abbey, Analyst 517-373-4266 Liana Bennett, Analyst 517-373-1063 Diahann Curtis, Analyst 517-373-7334 Michelle Groothuis, Analyst 517-373-1852 Brian Van Dorn, Analyst 517-373-0107 Stephanie Willingham, Analyst 517-335-4289 Lisa Brown-Taylor, Consultant 517-241-3885 Kevin Sarb, Consultant 517-373-3383 Linda Stull, Consultant 517-241-3884 Gloria Zunker, Consultant517-241-2096

47. NSLP Overview • Review section in manual for a good overview of the regulations, guidelines and bookkeeping required of the school meals programs.

48. Topics Covered • Application Agreement • Child Nutrition Application Program (CNAP) • Benefits of Participating • Financial Management • On-site Reviews • Meals • Production Records • Special Milk

49. Topics Covered • Nutrition Reviews • Commodities • Free and Reduced Price Meal Eligibility • Point of Service • Student Input • Districts Contracting with FSMC • Record Retention • Local Wellness Policy • Food Safety Program

50. Eligibility Guidelines for School Meals Manual • A copy of this manual is included in your handbook. It is an excellent resource and first “stop” when questions arise regarding an application.