Approving Free and Reduced Price Meal Applications

1. Approving Free and Reduced Price Meal Applications

2. Objectives Free and Reduced Price Applications -Identify and review the parts of the Free/Reduced application -Identify areas of common errors

3. Eligibility Manual -Updated version: August 2013 -Available on line at: http://www.fns.usda.gov/sites/default/files/EliMan.pdf

4. Free and Reduced Price Applications -Applications available at: Maine Child Nutrition website http://www.maine.gov/education/sfs/forms_tab.html USDA Translated Applications: http://www.fns.usda.gov/cnd/Application/translatedapps.html

5. Free and Reduced Price Applications

6. Free and Reduced Price Applications Part 1:

7. Free and Reduced Price Applications Part 1: Reminder – Migrant or Homeless Children • Determination is made by the district’s Migrant or Homeless Administrator/Liaison

8. Free and Reduced Price Applications Part 1: Reminder – Case Numbers • “Good”TANF or SNAP case numbers: • 8numbers and a letter • MaineCare does not count as a method of determining eligibility • EBT numbers (often more than 8 numbers) do not count as a method of determining eligibility • IF A CASE NUMBER IS LISTED YOU DO NOT LOOK AT INCOME—THE HOUSEHOLD IS AUTOMATICALLY FREE!

9. Free and Reduced Price Applications Part 1: Reminder – Extending Eligibility All children in a household who are participating in one or more Child Nutrition Programs are categorically eligible for free meals if ANY child or adult in that household receives Basic Foodor TANF benefits.

10. Free and Reduced Price Applications Part 1: Reminder – Extending Eligibility Documentation • Document the extension of free meals • -Notes on the application • -Use school district records (address, parent information, etc.)

11. Free and Reduced Price Applications Part 2:

12. Free and Reduced Price Applications Part 2: • List the names of ALL OTHER household members, not including children from Part 1. • All income from all sources must be listed as well as how often each income is received.

13. Free and Reduced Price Applications • Adult household member enters how many total household members live in the household. • If the # listed is different from how many people are listed in Parts 1 & 2, you will need to inquire further. • If no household size is listed the application is incomplete—you cannot approve an application based on income without the household size!

14. Free and Reduced Price Applications Part 3:

15. Free and Reduced Price Applications Part 3: Adult household member must sign their name in this section. Reminder: Only the last 4 digits of social security number is required or box checked for “I do not have a social security number.”

16. Free and Reduced Price Applications Part 4

17. Free and Reduced Price Applications Part 5: • Must be on every application • Optional for households to fill out

18. Free and Reduced Price Applications Privacy Act Statement

19. Free and Reduced Price Applications Approval / Denial

20. Free and Reduced Price Applications Approval / Denial • Check the appropriate boxes. • Note household income. • Approving official must sign and date.

21. Free and Reduced Price Applications Approval / Denial Income Conversion Use correct income conversion. When multiple pay dates / payment frequencies are listed all income must be converted to annual.

22. Free and Reduced Price Applications Approval / Denial Income Conversion No Conversion Required: When only one source of income is listed OR All income sources are received in the same frequency (monthly, weekly, biweekly, etc)

23. Free and Reduced Price Applications Approval / Denial Reminder: Income Conversion Conversion Required: Multiple sources of income with multiple frequencies Weekly X 52 Every Two Weeks X 26 Twice a Month X 24 Total and compare to income guidelines for ANNUAL income for the household size (do NOT round).

24. Free and Reduced Price Applications No Temporary Approval • Temporary approval of an application is no longer applicable because of the year long duration of eligibility provision. • Zero income applications can be approved for the entire SY.

25. Free and Reduced Price Applications DHHS Direct Match • Required for ALL schools/districts/RCCIs that collect meal applications. • Can search manually- print and save manual search matches.

26. Free and Reduced Price Applications DHHS Direct Match Reminder Look at the list AT LEAST three times during each school year. Print and save a copy. • At or around the beginning of the school year; • Three months after the initial effort; and • Six months after the initial effort.

27. Free and Reduced Price Applications DHHS Direct Match Reminder • Direct certification supersedes all other eligibility • All paper applications with case numbers can be searched on the most currentDC list - If household does not appear on DC list continue to approve application at face value

28. Free and Reduced Price Applications Private Schools Direct Match Reminder REQUIRED for all private schools.

29. Free and Reduced Price Applications Carryover Carry over benefits from the previous school year for up to 30 operating days, or until new documentation is received, whichever comes first.

30. Free and Reduced Price Applications Notification of Eligibility

31. Incomplete Applications • If SNAP/TANF number is submitted the only other information needed is child’s name and adult signature • If submitted based on income the following must be complete: • Income must be listed or zero must be documented, blank is incomplete • Household size • Signature • Last 4 digits of social or check “no ssn”

32. Labeling/Storing for Verification • Verification for cause • Error Prone • $100 dollars above/below free guidelines OR $100 dollars below reduced guidelines • Directly Certified • SNAP/TANF Numbers • Migrant, homeless, etc. • Denied

33. Federal The U.S. Department of Agriculture (USDA) prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal and, where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or if all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov. Individuals who are deaf, hard of hearing, or have speech disabilities and wish to file either an EEO or program complaint please contact USDA through the Federal Relay Service at (800) 877-8339 or (800) 845-6136 (in Spanish). Persons with disabilities, who wish to file a program complaint, please see information above on how to contact us by mail directly or by email. If you require alternative means of communication for program information (e.g., Braille, large print, audiotape, etc.) please contact USDA's TARGET Center at (202) 720-2600 (voice and TDD). State This institution is an equal opportunity provider. In accordance with State law this institution is prohibited from discrimination on the basis of race, color, national origin, sex, age, sexual orientation or disability. (Not all prohibited bases apply to all programs.)
To file a complaint of discrimination, write Maine Department of Education, Civil Rights Officer, 23 State House Station, Augusta, ME. 04333, or call (207)624-6820. Maine is an equal opportunity provider and employer.