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Verification

Verification. Verification. Defined Confirmation of eligibility for Free and Reduced-price meals under the National School Lunch Program or School Breakfast Program. Verification must include. Confirmation of income eligibility or

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Verification

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  1. Verification

  2. Verification Defined • Confirmation of eligibility for Free and Reduced-price meals under the National School Lunch Program or School Breakfast Program.

  3. Verification must include • Confirmation of income eligibility or • Confirmation that the child is included in a currently certified Food Stamp/TANF household

  4. General Requirements • Must be done annually • Must be completed by Dec. 15 • Oct 31- count # of Free & Reduced approved applications • Do not include D.C., Head Start, Even Start, designated Homeless Students and Migrant Students • May begin anytime after application has been approved

  5. General Requirements…. • May verify more than the minimum – may include questionable applications; however, all applications must be verified if selected • Method of selecting applications must be random • Document by application and district summary

  6. General Requirements … • Save documentation for 5 years

  7. Include Zero Income Households • Household must provide written documentation describing the household’s circumstances when no income is indicated on the application

  8. Random Verification Sample Size Worksheet

  9. Random Sampling • Minimum Sample size- 3% of TOTAL # of applications on file on Oct.31 or 3,000 whichever is less. • Round UP to nearest whole number • At least one application must be verified • Randomly select the required # of applications - use a selection interval (total number of applications ÷ # required to be verified) or another random method

  10. Focused Verification Sample Size Worksheet

  11. Focused Sampling • Minimum sample size-1% or 1,000(whichever is less) of total # of applications on file Oct 31 selected from income applications PLUS1/2% (.005) or 500 (whichever is less) of Food Stamp/TANF applications • Round UP to nearest whole number • Select income applications within $100 /month or $1200/yr. of eligibility guidelines • At least one Income and one Food Stamp/ TANF application must be verified

  12. Notify Household of Selection Notification must include: • Household has been selected • Household must provide Social Security numbers for each adult member • Privacy Act • Types of acceptable information to confirm income • Submit the most recent, full month’s income

  13. Notifying Household… • Household may provide proof that the child is a member of a household that is currently receiving food stamps/TANF • Information must be submitted by date specified • Name and telephone of a school official

  14. Documentation 1. Written Evidence - primary source; received directly from the household 2. Agency Records - information from government agencies such as Food Stamp/TANF office 3. Collateral Contacts - person outside the household who can confirm income or Food Stamp/TANF status

  15. Documentation Continued • Earnings or Wages • Gross income • Net income used for self-employed business persons or farmers • Show documentation for full month

  16. Verification Completion Defined • When income documentation or proof of Food Stamp/TANF participation confirms the household’s eligibility OR • When the termination/reduction notice is sent to the household if documentation is not received or eligibility is not confirmed AND • District Summary is completed, signed and dated

  17. Verification Results Results of Verification must result in one of the following: • No change in benefit level • Reduction in benefit level • Increase in benefit level • Termination of benefits

  18. District Summary • Description of the selection method(s) used • Total # of approved applications on file 10/31 • # and percentage of applications verified by 12/15 • # of students verified and # whose benefits changed • Signature and title of verification official • Date verification was completed • Keep on file for 5 years

  19. New SY 04-05 Regulations • LEAs must collect 3 data points • # of students approved for benefits per application • Original basis for approval of application • Status of application after verification • New USDA Verification forms • Single Child Application • Multi-child Application • Verification Summary Report • Instructions included • LEAs submit Summary Report on April 15, 2005

  20. Adverse Action Notice Advises the household of: • The change in benefits • Reasons for the change • That an appeal must be filed within 10 calendar- day advance notice period to continue benefits • Instructions on how to appeal • Household may reapply at any time • Food Stamp/TANF households may submit a complete income application, adult Social Security #’s and evidence of current income

  21. Benefits During Appeal of Verification Results • Should a household appeal during the 10 calendar day advance notice period, the district must continue to provide benefits originally issued to the child until a final determination is made • Otherwise benefits are changed at the end of the 10 days.

  22. Hearing Procedure • Follow the district’s policy statement • Hearing official must be an individual who is not involved with the approval or verification process • Household may request a school conference prior to a formal hearing

  23. Households Reapply after Verification • Benefits were changed due to verification – must submit income documentation • Districts may elect to implement this policy for all that reapply for benefits

  24. Record Keeping Requirements On the application or elsewhere keep a full record of the verification process including: • Copies of notices/letters and dates sent • Notes on contacts made • Results of verification • Reasons for denial or change in eligibility changes and the date • Signature of verifying official • Completed District Summary

  25. Computerized Verification Worksheet Form is on cnp.alsde.edu website • Developed to make it easier for districts to determine the number of applications for verification:

  26. Verification • Verification must be completed by December 15

  27. In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and employer.

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