630 likes | 810 Views
Free and Reduced Price Meal Eligibility Certification Process. There are three sections for this webcast series:Getting StartedEligibility Certification Special Approval Situations and Recordkeeping Requirements. 2. General Requirement. Schools in National School Lunch Program (NSLP) an
E N D
1. Free and Reduced Price Meal Eligibility Process:Eligibility Certification 2010 - 2011 1
2. Free and Reduced Price Meal Eligibility Certification Process There are three sections for this webcast series:
Getting Started
Eligibility Certification
Special Approval Situations and Recordkeeping Requirements
2
3. General Requirement Schools in National School Lunch Program (NSLP) and School Breakfast Program (SBP) must make free and reduced-price meals available to eligible children
Eligibility Manual (EM) page 2 3
4. Save These WebPages: DPI Child Nutrition Website is located at:
www.dpi.wi.gov/fns/index.html
Free and Reduced Price and Eligibility information is located at: www.dpi.wi.gov/fns/fincou1.html 4
6. 6 Eligibility Manual for School Meals
January 2008 edition at:
www.dpi.wi.gov/fns/fincou1.html
Check for additional USDA Guidance Memos at:
http://www.dpi.wi.gov/fns/usdaplcymem.html
7. 7
8. 8
9. Income Eligibility Guidelines Income guidelines change on July 1 each year however the 2009 – 2010 guidelines have been extended to use in 2010 – 2011
Must use the correct year income guidelines when approving applications
Do not send the complete free/reduced guidelines to parents with the application materials (application packet materials have only the top of reduced category) 9
10. 10
11. The eligibility certification process establishes eligibility for free or reduced-price meal benefits
Application approval processes must be conducted annually
Other certification processes must also be conducted annually 11
12. Free and Reduced-Price Meal Eligibility Certification Process Direct Certification Process establishes automatic eligibility for free meals
Application Process – establishes eligibility by:
Income
Categorical
Case # - FS, W-2-cash benefits and Food Distribution Program on Indian Reservations (FDPIR)
Other – homeless, migrant, runaway, Head Start/Even Start
EM 20, 40 - 44 12
13. Direct Certification Direct Certification promotes increased participation in school meals programs by simplifying the certification process for low-income children to receive free meals
EM pages 47 - 50 13
14. is required for all LEA’s
in Child Nutrition Programs
Direct Certification User Guide can be downloaded at:
https://www.dwd.state.wi.us/dcfdirectcert/
EM pages 47 - 50 14
15. 15
16. Direct Certification
Allows students to be eligible for free meal benefits without submitting a paper application
No application, so not included in the verification process
EM Part 6, pages 47 – 50 16
17. Direct Certification Must be conducted at least once a school year, but can be done more often
Eligible for the entire school year plus 30 operating day carryover period (new determination supersedes eligibility carry-over)
If not certified by Direct Certification in the new school year they still get the 30 operating days carry-over to submit application
EM page 15 17
18. Direct Certification New names identified on a later DC run become eligible from that date for the rest of school year and the 30 day carry-over period next year
Names no longer on a later run still remain eligible for the rest of school year and carry-over period
EM page 15
18
19. Extending Eligibility When at least one child in the household is identified as eligible based on Direct Certification or a case number on an application all other children in that “household” also are considered categorically eligible and receive free meals.
Must document household composition and basis for extending eligibility
Cannot extend benefits to other children that are “household of 1” in a group home as a foster child or a child living as a separate economic unit)
USDA Policy Memorandum SP 38–2009 (August 27, 2009) 19
20. 20 Direct Certification Contacts
21. Locating Free and Reduced Application Materials Free and Reduced applications materials are available on the DPI website at:
www.dpi.wi.gov/fns/fincou1.html
Most documents and forms are available on the DPI Website (many are available as Word documents that you can modify after download)
21
23. Process Overview Download updated materials from DPI website
Distribute applications after July 1 (about 4 weeks before school starts)
Process applications to certify eligibility (within 10 working days of receipt) and develop a system of documenting benefit eligibility
Benefit Issuance documentation must be kept updated during the year
EM page 7 23
24. Electronic Applications Applications and supporting materials may be made available to households electronically via the internet
Applications may be accepted electronically (but must provide for electronic signatures)
Households must be notified of how/where to access materials
Paper copies must still be made available to households
EM page 10 24
25. Who is involved?Officials are named on the DPI renewal contract each year. 25
26. Who’s Involved?
Determining Official
- Reviews applications and determines
eligibility
Confirming Official
- Reviews only the applications selected
for verification to assure original
determination was correctly made
- Cannot also be the Determining Official 26
27. Who’s Involved? Verifying Official
- Conducts verification process for the
selected applications
Hearing Official –
- Conducts hearing as requested for
appeals to determination or verification
- Cannot also be Determining or
Verifying Official 27
28. Processing Applications USDA allows up to 10 working days for processing new applications
Approve applications for new students or those without applications on file from prior school year first
EM page 16 28
29. Duration of Eligibility
Must allow 30 operating days carry-over of eligibility at beginning of next school year (not Provision 2 if applications are not accepted in previous year)
A new eligibility determination supersedes the 30 day carry-over eligibility
Household is not required to report an increase in income during the year 29
30. Examples of Reasons for Temporary Approval Temporary layoffs
Strikes
Temporary receipt of public assistance
Temporary disability
Zero income
Set reminder and re-check in 45 days; may continue to extend for 45 days if no change
May choose to extend “temporary eligibility” to rest of school year plus 30 day carry-over based on individual situation at end of 45 calendar days
EM pages 21 - 22 30
31. Categorical Eligibility: Automatic Free Meal Eligibility FoodShare (FS) Case Number
W-2 (Cash Benefits only) Case Number
Note: FS & W2 Case numbers are currently
10 digits
Food Distribution Program on Indian Reservations (FDPIR) Case Number
Homeless, Migrant, Runaway
Head Start/Even Start 31
32. Complete Application: FoodShare, W-2, or FDPIR Name/s of all household members and name of school for each child to receive benefits
Current FoodShare/ FDPIR/ or W-2 Cash Benefits Case Number for eligible member/s listed in Part 1
Signature of an adult household member
Adult social security number not required
EM pages 16 - 17 32
33. 33
34. Extending Eligibility A household with only an adult eligible for
FoodShare, FDPIR, or W-2 cash assistance does extend categorical eligibility for free meals to all children in household attending school
Document by case number listed for adult named as part of household in Part 1 on the application or other materials
USDA Policy Memorandum SP 25 - 2010 34
35. Extending Eligibility: Non-Joint Custody Household Child in “household” with someone else directly certified or with case number for FoodShare, FDPIR or W-2 cash assistance on application is extended free eligibility in that household
If this non-joint custody child lives part-time in a second “household” any other children in second household are not extended free benefits
Must document household composition and basis for child’s eligibility (different from others)
USDA Policy Memorandum SP 25 - 2010 35
36. Extending Eligibility: Joint Custody If child actually receives FoodShare, FDPIR or W-2 cash assistance in one household any other children in that household are extended free benefits
When child lives part-time in second household all other children in that household are also extended free benefits
Must document household composition and basis for extending benefits
USDA Policy Memorandum SP 25 - 2010 36
37. Extending Eligibility: Joint Custody If a child does not receive FoodShare, FDPIR or W-2 cash assistance in one household but another person in that household does, all children in that household are extended free benefits
When this child lives part-time in a second household all other children in that household are not extended free benefits.
Must document household composition and basis for not extending benefits
USDA Policy Memorandum SP 25 - 2010 37
38. Determining Official for FoodShare, W-2 Households or FDPIR Must: Indicate categorical eligibility
Sign or initial the application
Indicate date the application is approved
Notify the household of eligibility determination
Must notify in writing if benefits are denied 38
39. Homeless, Migrant, Runaway Youth as Eligible Applicants Homeless, migrant, and runaway youth are categorically eligible for free meals
These students must be certified in the public schools for free meals by appropriate school or local official
EM pages 17, 20, 40 - 44 39
40. Certifying Homeless, Migrant and Runaway Youth Public Schools must utilize the Homeless Liaison to certify homeless students for free benefits
Migrant Education Program Coordinator may identify and document migrant children and certify that they meet requirements for free meals
Homeless Liaison will work to determine eligibility for children identified as Runaway
Runaway youth and homeless youth housed in shelters may also continue to be served with an application signed by the shelter director 40
41. 41
42. Certifying Head Start/Even Start Effective December 12, 2007 Public Law 110-134 makes any child enrolled in Head Start or Even Start automatically eligible for free meals
Documentation of enrollment must be provided by the program
Documentation must be provided from Even Start that the child has not yet entered Kindergarten
EM pages 40 - 41 42
43. Household of One Emancipated Child – living alone or as a separate economic unit
Foster Child (not Kinship Care) – living with a household but the legal responsibility of welfare agency or court
Institutionalized Child – resides in a residential type facility that is not a boarding school
EM pages 31 - 32 43
44. 44
45. Eligibility - Application Based On Income
Household Size: number of people
Household Income Identified by:
Source and frequency of income
Amount of gross income
Amount of income for each
household member
EM Part 4, pages 17, 30 45
46. Definition of Household and Economic Unit Household or Family
A group of related or unrelated individuals, living as one economic unit
Economic Unit
A group of related or unrelated people sharing housing, income, and expenses
EM page 31 46
47. Complete Applications: Income Eligible Names of all Household Members
Current Amount and Source of Income by Household Member
Signature of an Adult Household Member
Social Security Number of Adult Household Member Signing the Application (or “I do not have a SS #” box is checked)
EM page 17 47
48. 48
49. Gross Income The money earned before the deduction of:
Income taxes
Social Security taxes
Insurance premiums
Bonds
Garnisheed wages
EM page 33 49
50. Reportable Income Earnings from Work (wages)
Welfare, Child Support, Alimony
Pensions, Retirements, Social Security, Veteran’s Payments
Schedule C: Self-Employed Business
Schedule F: Farming
EM page 33 50
51. Income Exclusions Cash income or value of benefits from excluded Federal Programs such as FoodShare
Income received for care of foster child
Student financial assistance
Loans, including bank loans
Value of in-kind compensation
Lump Sum payments
Occasional earnings
EM page 35 51
52. Calculating Monthly Income Use gross income – income before any deductions
Use most recent month (4 weeks) of income
CAN NOT use last year’s income taxes unless
for farm/business, seasonal or widely varying income
Cannot subtract farm/business annual losses from other income (these losses are counted as $0.00)
EM pages 19, 33 - 34 52
53. Convert Incomes: From different time periods to annual income amounts
Monthly X 12
Weekly X 52
Bi-weekly (every 2 weeks) X 26
Bi-monthly (2 times/month) X 24
Note: do not round values for each conversion
EM page 19 53
54. Determining Official for Income Applications Must: Indicate household size and computed income
Indicate approved level of benefits (free, reduced-price, or denied)
Sign or initial the application
Indicate date the application is approved
Notify household of eligibility determination
EM pages 23 - 24 54
55. Computer Generated Determination Determining Official Signature not required
Determining Official signs or initials and dates sheet of paper attached to each batch of applications.
EM page 27 55
56. Incomplete applications can not be approved Document contact by noting updates and changes on application with date, person contacted and staff initials
Return application if not signed by adult household member, but keep a copy
Contact the household to obtain other
missing information
Benefits approval cannot be done until information is complete
EM page 18 56
57. Written Notification to Household Required For Denial of Benefits Must Include:
Reason for denial
Right to appeal
Instructions on how to appeal
Household may reapply any time
Keep copy of denial letter on file
EM page 23 57
58. Only Two Conditions for a Change in Meal Benefits 1. The initial application does not
verify as accurately completed
EM page 76 - 77
2. A parent declines the benefit level at some time during the school year
EM page 23 58
59. Changes in Eligibility Note on the application
the change
the date of the change
the initials of determining official
Make changes in the meal counting and claiming system (benefit issuance list or computer system)
EM page 24 59
60. Sharing Information with Other Programs May disclose names and eligibility status without parental consent for: State or Federal education programs, state health programs or federal, state or local means tested nutrition programs
Aggregate information does not require parental consent because it does not identify individual eligibility
Release of individual information to Medicaid or BadgerCare does require parental notification with the option to decline
EM Part 7 pages 52 - 61 60
61. Sharing Information with Other Programs Waiver or consent for disclosure must be completed by parent/ guardian to allow release of individual eligibility information for other programs such as reduced student fees, athletic fees, book fees, etc.
USDA prototype consent form that is included in the application packet
Schools may provide their own written consent form that households can sign to authorize release of information for other programs
EM Part 7 pages 52 - 61 61
62. Confidentiality and Disclosure of Information Household may self-disclose their eligibility status
Person or agency receiving the free or reduced price information should sign a disclosure agreement to assure confidentiality and that information will only be used for purpose stated 62
63. The Free and Reduced-Price Meal Eligibility Process Other Training Opportunities
http://www.dpi.wi.gov/fns/training.html
DPI Trainings
Summer Classes
Webcast Sessions
63
64. Thank you for participating
and for your support of
Wisconsin students every day !!!