Verification Overview

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1 Verification Overview Kevin Dawson, August 2, 2016

2 USDA Non-Discrimination Statement In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C ; (2) fax: (202) ; or (3) program.intake@usda.gov. 2 This institution is an equal opportunity provider.

3 Agenda Introduction/Definitions Timeline Paper vs Direct Certification Requirements Household Notification Completion of Verification Collection Report Record Keeping Items with * are in handout package 3

4 What is Verification?* Verification is confirmation of eligibility on the household application for Free or Reduced price meals under the NSLP. Remember that all applications are approved on face value. Only a small sample size of applications is selected for documentation of income. 4

5 Timeline for Verification.* (start of school) September Organize all approved applications Run Direct Certification files Update student eligibility rosters October1-November 15 Calculate and select sample size Conduct Direct Verification Contact households Review submitted documentation January Submit the Verification Collection Report in the DESE Security Portal

6 Timeline prior to October 1 As of July Direct Certification file upload can be conducted. All household applications MUST be approved within 10 working days of receipt. Check the Error Prone box on all applications for those in that range. * 6

7 Timeline as of October 1 Compile all approved applications. Calculate 3% of all approved and confirmed applications as of 10/1. Select error prone applications first. If not enough error prones to reach sample size select the balance from applications approved as of 10/1. 7

8 Direct Certification and Direct Verification Differences Direct Certification Can be ran all Fiscal Year long Required to be ran at least 3x in year Total enrollment must be uploaded Checks for Free eligibility Direct Verification Can only be used October 1-Nov 15th Optional to conduct once during Verification. ONLY students selected for Verification Checks for Free or Reduced eligibility 8

9 Standard Sample Method Details All districts in Massachusetts must use the Standard Sample method unless written permission is given by ESE to use the Alternate Methods. 9

10 Sample Size Types Standard was previously known as Basic. Some POS systems still call it Basic or something similar. 10

11 Standard Sampling Details* You must select 3% of approved and confirmed applications on file as of October 1, Remember to round up to next whole number if a fraction. Do not verify more or less than the 3% sample size. 11

12 Household Notification Send the selected households the letter from the Meal Benefit Issuance Package titled We Must Check Your Application * Provide the household ample time to respond, 10 operating days is typical. If no response send second letter with a new deadline to respond. 12

13 Sources of Verification Written evidence is most often pay stubs from employers or proof of SNAP/TANF. Remember EBT cards are NOT used to confirm eligibility. Families on SNAP/TANF or Medicaid can print an award letter from the Virtual Gateway as a consumer. 13

14 Direct Verification The Virtual Gateway can be used to check if a student is receiving benefits that qualify them for Reduced or Free. Only check the names of those in the sample pool! Benefits may either increase, decrease or remain the same. If no Match is found follow up with paper Verification. 14

15 Manual Direct Verification Template 15

16 Direct Verification Results 16

17 Direct Verification Results Page 17

18 Direct Verification Matches 18

19 Direct Verification Match Types 19

20 Outcomes of Verification If benefits are increasing, (Reduced to Free) change benefits no later than 3 operating days. If benefits are decreasing (Reduced to Paid, Free to Reduced or Free to Paid) households must be given 10 calendar days advanced notice. Day 1 is the day letter is sent. 20

21 Outcomes of Verification Households that have a reduction or termination of benefits due to non response can reapply at any time in the school year. These are considered NEW applications and must submit income documentation or proof of TANF/SNAP or Medicaid. 21

22 Household Notification All Verified households receive notification. Use the template in the Document Library titled We Have Checked Your Application * Households with Zero Income must provide documentation on how living expenses are met. 22

23 Appeal Procedure Opportunity to appeal must be offered Opportunity to examine records and documentation supporting the decision An opportunity to present evidence and arguments to support position* Written notification of the appeals decision Current benefit level remains during appeal process 23

24 November 15 th All Verification activity must be completed by this date. (a written request for an extension needs to be sent to our office otherwise) Verification is complete when all requested information is submitted. Submit October Reimbursement claim prior to 742 Report! 24

25 Security Portal 25

26 Verification Collection Report* The school name, Agreement #, school type an Year are pre-populated. Section 1 is based off of October 1 claim data. 26

27 Verification Collection Report If any sites are Provision 2, CEP or Universal Breakfast these boxes will pre populate based on application and claim data. Otherwise do not fill out this section. 27

28 Verification Collection Report In Section 3-1, check this box only if your school is approved for CEP at all sites, Provision 2 at all sites or an RCCI with no day students. Section 3-2 is all Exact Matches from the Virtual Gateway as of October 1 st. Section 3-3 is all other categorically eligible students as of October 1 st. Section 3-3 is greyed out, Massachusetts does not use the letter method. 28

29 Verification Collection Report Section 4 is only the total amount of paper or electronic applications approved and confirmed by October 1 st. (Applications and Students) 4-1 is all approved as Free based on a SNAP/TANF Agency ID #. 4-2 is all approved as Free based on household size and income. 4-3 is all approved applications in the Reduced category. 29

30 Verification Collection Report Section 5 only pertains to the sample size selected. 5-1 is only checked if the district is exempt from Verification, such as districts with all CEP or all Provision 2 sites or RCCI programs with no day students. 5-2 When all Verification activities were completed. 5-3 Type of Verification- Standard will be pre-checked (unless given permission) 5-4 Total Error Prone applications if none enter zero. 5-5 Total Verification sample size rounded up. 5-6 Check only if no students were able to be Verified in the Virtual Gateway. 5-7 Total applications and students verified through the Virtual Gateway. 30

31 Verification Collection Report 31

32 Verification Results Section Total of all applications has to equal Sample Size in

33 Submitting the FNS

34 Record Keeping For each application selected for Verification there should be a Verification Tracker* Copies of the We Must Check Your Application* letters. Copies of We Have Verified Your Eligibility* letters. 34

35 Record Keeping Roster of students with approved applications List of students selected for Verification Printout of Direct Verification Match Results. Keep all documentation for 3 years plus current year. All applications selected for Verification must have 3 signatures- Determining, Confirming and Verifying! 35

36 Additional Information Verification for Cause Verification of school employees At least one application must be verified All districts must submit the 742 form even if CEP, Provision 2 or has no applications. 36

37 Additional Resources Virtual Gateway Security Portal Handout Materials Eligibility Manual for School Meals 37

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