Process Guide For School Year 2017-2018
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Table of Contents Process Guide Ch. 1 Overview... 5 Checklist... 6 Pre-... 6 Address invalid applications or applications In Review... 6 Address active students who have an eligibility other than No Application or No Application Expired Grace and are assigned to Central Office... 6 Identify all important dates... 6 Identify which selection method will be used for the current school year... 6 Identify specific sites to include/exclude from... 6 Identify specific applications to include/exclude from... 7 Does your state provide a list containing households directly verified by the state?... 7 Verify that student data is current... 7 Verify that the Income Eligibility Guidelines current in OneSource... 7 Verify that your system options configured to match your operational procedures... 7 Update your -related letters... 8... 8 Phase 1: Create & Send Letters... 8 Phase 2: Process Verified Applications... 8 Phase 3: Make Follow-up Contact... 8 Phase 4: Complete... 9 Phase 5: Post... 9 Phase 1: Create & Send Letters... 9 Run the Ez-Steps for Setting Up Utility... 10 Print the Summary (State Reporting)... 12 Add Applications to the Pool Automatically... 13 Add Applications to the Pool Manually... 14 Remove Applications from Pool... 14 Phase 2: Process Verified Applications... 16 Show Applications... 17 Modify the Application... 17 Record the Reply Date... 17 Complete... 18 Send out Notification Letters... 19 Conduct a Collateral Contact... 19 Phase 3: Make Follow-up Contact... 20 Phase 4: Complete... 22 Phase 5: Post... 24 FAQ Ch. 2 Important to Keep in Mind... 26 Create & Send Letters FAQ... 26 Who is exempt from verification?... 26 Which verification sampling method should I use?... 27 Who is qualified to use the Alternate Sampling methods?... 28 What must be included in the Letter?... 29 Process Verified Applications FAQ... 29 What are the alternative methods to written evidence?... 29 Collateral Contacts... 29 Direct... 30 What happens if a household has no income?... 30 What happens if a household no longer wishes to receive the benefits?... 30 When does a change in benefits take effect?... 30 What must be included in the Notification Letter?... 30 Follow up Contact FAQ... 31 Who should I follow up with?... 31 What must be included in the Follow up Letter?31 What should I do if the household replied to the follow up? 32 Complete FAQ... 32 What if I cannot make it by the November 15 deadline?... 32 What should I do if I completed the verification by mistake? 32 Other Actions FAQ... 32 What is verification for cause?... 32 When do I have to add applications for verification?... 32 Appendix: Reports Ch. 3 Overview... 33 Summary Report Standard Form... 34 School Food Authority (SFA) Collection Report State Reporting (Current)... 39 Roster Report... 45 i
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CHAPTER 1: VERIFICATION Topics: Refer to the following topics for more information: Checklist... Pg. 6 Phase 1: Create & Send Letters... Pg. 9 Phase 2: Process Verified Applications... Pg. 16 Phase 3: Make Follow-up Contact... Pg. 20 Phase 4: Complete... Pg. 22 Phase 5: Post... Pg. 24 Overview This manual provides comprehensive instructions on how to run verification using the Free and Reduced software. You can only create verification in the software between October 1 and November 15. You must create the verification sample on October 1 to be in compliance. The USDA regulations state that the verification sample must be created based on the number of approved applications on file as of October 1 of the current school year. Remember, these applications are selected based on the number of APPROVED applications, NOT the number of children who are eligible for Free and Reduced priced meals. Refer to FAQ on page 1-3 for more information on the process. Software Version Ensure that you are on a current version of the software. MUST be created on October 1 to be in compliance with USDA regulations. ALWAYS follow your state-specific policies if they are different from the ones in this manual. A verification sample created on days other than October 1 is not based on the number of approved applications on October 1. They are based on the number as of the date the sample was created. Overview 5
Checklist The following is a checklist of the tasks that you need to complete before and during. Pre- The following is a checklist of the tasks that you need to complete prior to running. Address invalid applications or applications In Review Be aware that any applications already in review will not be included in the selection pool. Run the Invalid Applications report and Applications In review report to identify any applications that have unresolved issues. Applications that have outstanding issues will not be included in the pool. Set Criteria to: All Applications, Active Students Only and choose all Application Reasons except Adults with Applications. Address active students who have an eligibility other than No Application or No Application Expired Grace and are assigned to Central Office Run the Student Roster for Central Office. For the Student Eligibility Selection, select Individual Selection and select ALL except for No Application & No Application Expired Grace. If any students are returned on the report, either assign them to the correct licensed site or make the student Inactive. Identify all important dates Start Date: Typically, starts on October 1st. However, this year that date falls on a Sunday. will be available to run on the next operating day, October 2, 2017, as stated in the state documentation. Requested Reply Date for households: By what date will you ask households to reply? Is that date included in any letters being sent? End Date: November 15 is a Tuesday. Be clear with your staff as to who will complete the process and at what time. Identify which selection method will be used for the current school year Contact your state if you are unsure which method should be used. Identify specific sites to include/exclude from Identify sites that ONLY participate in the Child and Adult Care Food Program (CACFP) by checking the CACFP Site box. Go to System Management > Sites Management > Site Maintenance (100031) > Front of the House Setup tab > Accountability Setup tab. If the site participates in the National School Lunch Program (NSLP) and CACFP, do NOT check this option. Sites that have the CACFP option checked will be excluded from the process. Identify CEP Sites by checking the CEP Site box. Go to System Management > Sites Management > Site Maintenance (100031) > Front of the House Setup tab > Provision Setup tab. 6 Checklist
Are there any other sites that should be excluded? Seek guidance from your state, as excluding applications and/or concentrating the selection will result in a non-random sampling. Identify all sites participating in the process. Create a Site Group that contains only the sites that participate in the process. This will make it easier to run the Enrollment report for the October 31st counts. Go to System Management > Sites Management > Site Groups (100202). Identify partial CEP sites. Create a Site Group called CEP. This will make it easier to identify the October 31st student count on the State report. Go to System Management > Sites Management > Site Groups (100202). Identify specific applications to include/exclude from Seek guidance from your state, as excluding applications and/or concentrating the selection will result in a non-random sampling. Identify any individual applications that will need to be manually added to the selection For Cause. Will you exclude applications selected last year? Seek guidance from your state, as excluding applications will result in a non-random sampling. Does your state provide a list containing households directly verified by the state? If so, who will compare that list with the Roster generated in OneSource once the selection has been created? This Direct list will be a separate from your Direct Certification list. Verify that student data is current Spot-check your student information for accurate active/inactive statuses: Front of the House > Point of Service > Customers (400005). The list can be filtered by status. Work with your IT department to address any discrepancies found with your student information system. DC students should be properly identified: Reports > Free and Reduced > Eligibility Summary Report. Work with your IT department and/or Horizon Support to address any discrepancies with the latest DC files obtained from your state. Verify that the Income Eligibility Guidelines current in OneSource Verify the table is accurate for the current school year: Front of the House > Free and Reduced > File Setup > Income Eligibility Guidelines. Verify that your system options configured to match your operational procedures Review and discuss the related options with your staff and seek guidance from your state as to which behaviors are applicable for your district: Front of House > Free and Reduced > File Setup > System Options (410018): Uses Grace for Non Responders? Do Not Choose Applications with Same Address for? Seek guidance from your state, as excluding applications will result in a non-random sampling. Require Acknowledgement When Processing Applications Denied Due to by? Require Acknowledgement When Processing Applications Reduced in Benefits by? Do Not Allow Applications With a Reduction in Benefits to Process Automatically? Checklist 7
Update your -related letters Update your -related letters and make sure that they are approved for the current school year. Review your letters for accuracy: System Management > Reporting Setup > Letters (100404). Identify any dedicated letter(s) to be used for the process. Ensure any household instructions are worded clearly and have been updated and approved since last year. Verify the Signing Official and/or contact info has been updated for the current school year. Phase 1: Create & Send Letters Run the Utility to complete the pool. Go to Front of the House > Free and Reduced > > Ez-Steps for Setting Up (410045). Send Out Letters to notify the guardians of the children that they have been selected for verification of their Free and Reduced eligibilities. Go to Reports > Letters. Select Free and Reduced Letters from the Select a Type of Report drop-down list. Double-click Letter (800122). Add Applications to the Pool When you do not have enough applications to meet the required sample size, you will need to select additional applications to meet the required number. You can add additional application manually or automatically. Additionally, you may have to remove an application if verification for the household cannot be completed. A common situation that causes you to remove an application is when the household selected for verification has moved to another school district. In such cases, you need to remove the application from the verification pool and automatically add another application of the same type to the verification pool. Phase 2: Process Verified Applications Review the Written Evidence The majority of the households may reply to the verification process with written evidence. A pay stub or an official letter, notice, or list from the appropriate State agency are the primary sources of evidence. Process Replied Applications View Applications Update the Application Record the Reply Date Complete Send the Notification Letters After completing the verification, notify the households about the results. Use the same letter that you have been using to notify the households of the benefits their child(ren) have been receiving during the school year. Phase 3: Make Follow-up Contact Record Follow-up Date and Mail Follow Up Letters USDA regulations require you to make at least ONE attempt to contact a household if the household has not responded by the date stated on the Letter or provided 8 Checklist
adequate information for verification. You can contact the households in writing or by telephone. Email is an acceptable follow up method in some states. Consult your state agency for state-specific requirements. All the attempts must be recorded. Phase 4: Complete Complete for All Open Applications Applications that have not been completed by November 15 will be assigned a denied status for a reason of verification. The benefits of the child(ren) on these applications will be terminated after the grace period. Send Out Change of Benefits Notification Letters After completing verification, you need to notify the households that never replied that the Free and Reduced benefits for their child(ren) will be terminated. Report to State Agency on November 15 On November 15, you need to run both of the following Summary Reports and send the required information on those reports to the state agency. Keep the reports in a secure location for your own records. Phase 5: Post Households have the right to re-submit an application or appeal after verification has been completed. Contact your state agency for more detailed information on appealing, hearing, and re-applying. Use the Reinstated Students report to track the number of students who were denied during verification but were then later approved for Free and Reduced benefits on or before February 15. On February 15, run both of the Summary Reports and send the required information on those reports to the state agency. Keep the reports in a secure location for your own record. Phase 1: Create & Send Letters Complete the following tasks to start verification for the year: Create Send Out Letters Task 1. Create samples MUST be created on October 1. Before creating verification, you must know which sampling method you will use to select the applications. The sampling method you use MUST be approved by your state agency. Usually, your state agency will inform your district about which sampling method to use for the current year. You must be approved ANNUALLY by the state agency to use one of the alternate sampling methods. Your state agency may require special procedures to use the alternate sampling method. Contact your state agency for more detailed information. You MUST NOT verify more or less than the Standard or the Alternate Sample size except when applications need to be verified for cause. Refer to What is verification for cause? on page 2-13. Phase 1: Create & Send Letters 9
Run the Ez-Steps for Setting Up Utility 1. Go to Front of the House > Free and Reduced > > Ez-Steps for Setting Up (410045). The Choose Sites screen displays. 2. Click Select All. 3. Click OK. The Method screen displays. 4. Select the verification sampling method approved by your state agency this year. 5. Click Select. The Pool Criteria screen displays. 10 Phase 1: Create & Send Letters
6. Click OK. The Fill Pool screen displays. 7. Click Yes. The Exclude Applications screen displays. 8. Click No. The Ready screen displays. You should not modify anything for USDA yearly verification. Excluding applications or concentrating the selection will result in a nonrandom sampling. Phase 1: Create & Send Letters 11
9. Click OK. The system starts to select applications for verification. When it finishes, the Complete screen displays. 10. Click Yes. The Summary Report (Standard) displays. 11. Print and/or export the report. 12. Save the report in a secure location for future reference. Print the Summary (State Reporting) 1. Go to Reports > Free and Reduced > Summary (800153). The Report Criteria for Summary screen displays. 2. Set the report criteria as below: > Report Format to Print: State Reporting 3. Print and/or export the report. 4. Save the report at a secure location for future reference. 12 Phase 1: Create & Send Letters
Task 2. Add Applications to Pool You might have to add more applications to the verification pool after the verification sample has been created. The applications can be added automatically or manually. Refer to the following topics for more information: Add Applications to the Pool Automatically...Pg. 13 Add Applications to the Pool Manually...Pg. 14 Remove Applications from Pool...Pg. 14 Add Applications to the Pool Automatically When you do not have enough applications to meet the required sample size, you have to randomly select enough additional applications to meet the required number. The application must be replaced with the same type of application. For example, an error prone application was originally selected for verification. For some reason, the verification process for this application fell through and now you need to randomly select another error prone application to replace this one. 1. Go to Front of the House > Free and Reduced > > Ez-Steps for Adding Applications (410043). The screen displays indicating whether you do not have the required number of applications for verification and the number you are missing. The following example has a sufficient number of applications. 2. Click OK. The Add Application screen displays. 3. Enter the number of applications that you need to add to the verification pool. 4. Click OK. The Finished screen displays. 5. Click OK. Phase 1: Create & Send Letters 13
Add Applications to the Pool Manually As the LEA, you might be obligated to verify any suspicious applications. You need to add them to the verification pool for cause. Such applications need to be manually added. 1. Go to Front of the House > Free and Reduced > Application Entry Screen. The Application screen displays. 2. Search and double-click the application you want to add. 3. Click the tab. 4. Enter the Selection Reason. 5. Click Select for. 6. Click Save. 7. Click Print Letters. 8. Click Letter, and click OK. 9. Preview and print the letters. 10. Exit the screen. The Do you want to mark this set of letters as printed? message displays. 11. Click Yes. 12. Mail the letters. Remove Applications from Pool Sometimes you might have to remove applications from the verification pool. A common situation that causes you to remove an application is when the household selected for verification has moved to another school district. The verification for the household cannot be completed. In such cases, you need to remove the application from the verification pool and automatically add another application of the same type to the verification pool. Refer to Add Applications to the Pool Automatically on page 1-13. 1. Go to Front of the House > Free and Reduced > Application Entry Screen. The Application screen displays. 2. Search and double-click the application you want to remove. 3. Click the Being Verified tab. 4. Enter the Removal Reason. 5. Click Remove from. A message screen displays. 6. Click Yes. 7. Click Save. Task 3. Send Out Letters The letter notifies the guardians of the children that they have been selected for verification of their Free and Reduced eligibilities. These households must provide valid and adequate materials to prove their incomes or the categorical cases of their child(ren) are as stated on the applications. All letters used during verification must be approved by your state agency prior to sending it to households. You can use the program to generate the letter or use any other notification methods that are approved by your state. You do not have to notify households of verification when you use agency records or direct verification. Refer to What are the alternative methods to written evidence? on page 2-15 for information on agency records and direct verification. Prerequisites If your USDA notification has changed, you will need to update your template. Refer to Update Letter Templates on page 11. If you have set up a letter in different languages, the letter will print in the language specified for that household. 14 Phase 1: Create & Send Letters
Is your letter template up to date? > If Yes, continue. > If No, refer to Update Letter Templates on page 11 to update the letter and then continue to the next step. 1. Go to Reports > Letters. 2. Select Free and Reduced Letters from the Select a Type of Report drop-down list. 3. Double-click Letter (800122). The Report Criteria for Letter screen displays. 4. Select No Date Selection. 5. Select Individual Selection from the Criteria section. 6. Click Browse. 7. Choose Print Notification Letter, and then click OK. 8. Set up other applicable criteria. 9. Preview the letter to make sure it looks correct. 10. Click Print or Email. 11. If emailing letters, complete the From email address and Subject fields, and click Send. 12. Exit the screen. The Do you want to mark this set of letters as printed? message displays. 13. Click Yes. The date the Letters were printed is automatically added to each application s History on the Application Entry Screen (410011). 14. Mail the printed letters. Phase 1: Create & Send Letters 15
Phase 2: Process Verified Applications The second phase of the verification process is to process the verified applications. Review the Written Evidence Process Replied Applications Send the Notification Letters Task 1. Review the Written Evidence The majority of the households may reply to the verification process with written evidence. Valid Written Evidence Written evidence is the primary source of eligibility confirmation for all households including households with children who are categorically eligible under such programs as SNAP, TANF, or FPDIR, and Other Source Categorical Eligibility Programs (i.e., children categorized as homeless, runaway, migrant, in Head Start/Even Start Programs, in State-funded prekindergarten programs and, as applicable, foster children). Written evidence is most often pay stubs from employers or award letters from welfare departments or other government agencies submitted to the verifying officials as confirmation of eligibility. > Income Based: A pay stub containing all of the following information is valid written evidence: - Name of the household member - Amount of income received - Frequency in which the income is received - Date the income was received A pay stub without a date is not valid. Categorical Written evidence should be examined by the verifying official to ensure that the child for whom the application was made is part of a household currently participating in any of the following programs or is a foster child. The letter must specify the certification period. > For children who are receiving benefits from an Assistance Program, acceptable written evidence is an official letter or notice indicating that the child or any household member is receiving benefits from that program; for example a notice of eligibility. > For Other Source Categorical Eligibility Programs, acceptable written evidence is an official letter, notice or list from the appropriate State agency; from a social services agency or court system for foster children; or for Head Start/Even Start enrollees, from the office or coordinator for those programs. Electronic Benefit Transfer (EBT) cards cannot be used to confirm eligibility in SNAP and therefore cannot be used for categorical eligibility purposes. A document from an assistance program that does not specify the certification period is not adequate for documentation. For example, the SNAP identification card is not acceptable because it usually does not have an expiration date. A household that does not have satisfactory documentation from the assistance office, State or local agency for other source categorical eligibility may request a signed, dated letter from these offices verifying that the child is part of a household currently receiving their benefits. Task 2. Process Replied Applications Once you have reviewed the valid written proof, you need to record the reply date, modify applications if needed, and repeat this task to process all the applications that you received verifying materials for. 16 Phase 2: Process Verified Applications
Show Applications Modify the Application Record the Reply Date - if you have a family that did not respond or shares they don t plan on responding. Ensure there is no date in Reply field (or default 1/1/1900). If there is no reply date, the software knows the family has not responding to verification request. Then the application will go into -Denied status. Complete Show Applications Only enter the Reply date when you have received adequate evidence from a household. You can use the Comments tab on the Application Entry Screen (410011) to record the incident that inadequate evidence was received. If the Comments tab is not displayed, you can enable the option on the Free and Reduced > File Setup > System Options > Application Entry tab. 1. Go to Front of the House > Free and Reduced > Application Entry Screen (410021). The Application Entry query screen displays. 2. Mark Show Applications in Only. 3. Click Search and double-click an application. The Application Entry details screen displays. Modify the Application You might find the information on the materials that was provided by households is different than the information on the original application. In this case, correct the information on the application in the system. The change may result in a reduction in benefits, increase in benefits, or no change at all. 1. Click the App/Student tab. 2. Enter the correct information on the application. 3. Click Save. A message displays that asks if you want to apply the current date to the Reply and Complete date. 4. Click No. This allows you to set the Reply date to a date other than the current date. 5. Click OK. Record the Reply Date Only enter the Reply date when you have received adequate evidence from a household. You can use the Comments tab on the Application Entry Screen (410011) to record the incident that inadequate evidence was received. If the Comments tab is not displayed, you can enable the option on the Free and Reduced > File Setup > System Options > Application Entry tab. 1. Click the Being Verified tab. 2. Select the Reply date, which is the date when you received adequate and valid information from the household. Phase 2: Process Verified Applications 17
Complete After you verified that the materials from the guardians are valid, complete the verification process for that application. 1. Click Complete. The Completed message displays. 2. Click OK. A student eligibility status message displays. 3. Click OK. 4. Exit the details screen. 5. Repeat steps 4 through 14 to record the reply dates for all the applications with adequate evidence. If you have entered wrong information for an application and the verification was completed, DO NOT re-select the application for verification to correct the information. It will put your district verification process out of compliance. Contact Horizon Customer Support to correct it. Task 3. Send the Notification Letters After completing the verification, notify the households about the results. Use the same letter that you have been using to notify the households of the benefits their child(ren) have been receiving during the school year. Your state may not allow you to use one or more of the following methods for verification. Contact your state agency for more detailed information. There are methods other than written evidence that can be used to verify that the child(ren) of the households are eligible to receive Free and Reduced benefits. Agency Records You can verify an application through information maintained by other government agencies that the state agency, LEA, or school can access. You do not have to notify the households that they have been selected for verification if you are verifying through agency records. However, these agencies may have their own policy for notifying the household about the use of their record. Direct Direct is another way to conduct verification via records from public agencies. The most common use of direct verification is with the SNAP, TANF, and FDPIR. The LEA provides a list of children s names that are listed on the categorical applications selected for verification to the SNAP, TANF, or FDPIR to confirm their eligibility of Free and Reduced benefits. Other members names of the household cannot be submitted. Collateral Contacts This method should be used if the household is not able to provide adequate written proof of their income or status of receiving benefits from the SNAP, TANF, or FDPIR. A collateral contact may be allowed to verify the situation of the household. The collateral contact must be a person who: > is outside of the household > is knowledgeable about the situation of the household, such as > employer > social service agencies > migrant workers agencies > religious organizations > civic organizations You can confirm the household s income or confirm that they are receiving benefits from the SNAP, TANF, or FDPIR. The household is still responsible for providing the last four digits of the social security number for the adult household member that signed the application. 18 Phase 2: Process Verified Applications
Send out Notification Letters 1. Go to Reports > Letters. 2. Select Free and Reduced Letters from the Select a Type of Report drop-down list. 3. Double-click Notification Letter. The Report Criteria for Notification Letter screen displays. 4. Choose Today for the Report Period. 5. Select Processed Date. This option also prints the Notification Letters for any applications that have been processed on that date. 6. Choose Individual Selection from the Criteria section. 7. Click Browse. 8. Choose Print Notification of Results Letter, and click OK. 9. Preview the letter to make sure it looks correct. 10. Click Print or Email. 11. If emailing letters, complete the From email address and Subject fields, and click Send. 12. Exit the screen. The Do you want to mark this set of letters as printed? message displays. 13. Click Yes. The date the Notification Letters were printed is automatically added to each application s History on the Application Entry Screen (410011). 14. Mail the printed letters. Conduct a Collateral Contact 1. Offer to allow the household to provide a collateral contact. 2. See the following table. IF THE COLLATERAL CONTACT... THEN... is acceptable continue to Step 3. Phase 2: Process Verified Applications 19
IF THE COLLATERAL CONTACT... THEN... is not acceptable the LEA official has to select a collateral contact for the household. The LEA official cannot be provided by the household does not have to notify the household or obtain their permission for the selection of the collateral contact. Continue to Step 3. 3. Contact the collateral contact and have him or her provide a written or oral statement that either the income of the household meets the requirements or the child(ren) are part of the household receiving the SNAP, TANF, or FDPIR benefits. All oral and written statements must be documented, dated, and initialed. 4. Verify any written or oral statement is accurate. 5. If the collateral contact is not able to or unwilling to provide assistance, then you have to notify the household to complete the verification process. Phase 3: Make Follow-up Contact Complete the following tasks to follow up with notification letters: Record Follow Up Date and Mail Follow Up Letters Overview USDA regulations require you to make at least ONE attempt to contact a household if any of the following situations happen: The household has not responded by the date stated on the Letter. The household has not provided adequate information for verification. The household has not provided a collateral contact when they have been notified to do so. The collateral contacts are unable or unwilling to provide evidence that the child(ren) of the household are eligible to receive Free and Reduced benefits. You can contact the households in writing or by telephone. Email is an acceptable follow up method in some states. Consult your state agency for state-specific requirements. All the attempts must be recorded. Task 1. Record Follow Up Date and Mail Follow Up Letters The Follow up Letter template that you use or any other method that you use to make follow up attempts MUST be approved by your state agency. 1. Is your Follow up letter template up to date? > If Yes, continue. > If No, refer to Update Letter Templates on page 11 to update the letter and then continue to the next step. 20 Phase 3: Make Follow-up Contact
2. Go to Front of the House > Free and Reduced > > Ez-Steps for Generating Follow Up Dates (410044). The Generate Letters screen displays. 3. Choose Generate Follow Up Letters, if it is not chosen. 4. Click Next. The Select Letter screen displays. 5. Select the Follow up Letter from the drop-down list. 6. Click Select. The Report Criteria for Follow up Letter screen displays. 7. Choose Individual Selection from the Criteria section. 8. Click the browse button. 9. Choose Print Follow Up Letter, and click OK. 10. Set up other applicable criteria. 11. Preview the letters to make sure they are correct. 12. Click Print letters or Email Letters. 13. If emailing letters, complete the From email address and Subject in fields, and click Send. 14. Exit the screen. The Do you want to mark this set of letters as printed? message displays. 15. Click Yes. The criteria screen displays. Phase 3: Make Follow-up Contact 21
16. Exit the criteria screen. The Finished screen displays. 17. Click OK. All applications that are being verified and don t have a Reply Date have been updated with a Follow up Date of today s date. 18. Mail the letters. Phase 4: Complete On November 15th, complete verification for all the selected applications that do not have a response recorded and then report the results of verification to the state agency. Complete for All Open Applications Send Out Notification Letter Report to State Agency on November 15 Task 1. Complete for All Open Applications Applications that have not been completed by November 15 will be assigned a denied status for a reason of verification. The benefits of the child(ren) on these applications will be terminated after the grace period. cannot be completed until the application pool meets it s required size. Once Ez-Steps for Complete is run, it cannot be undone. 1. Go to Front of the House > Free and Reduced > > Ez-Steps for Completing (410042). The Select Applications screen displays. 22 Phase 4: Complete
2. Choose Complete for ALL Students. This option will complete verification for all applications. 3. Click Next. The Complete screen displays. 4. Click Complete. A message displays once the verification is complete. 5. Click OK. Task 2. Send Out Notification Letter After completing verification, you need to notify the households that never replied that the Free and Reduced benefits for their child(ren) will be terminated. Use the same letter that you have been using to notify the households about benefits their child(ren) received during the beginning of the school year. 1. Go to Reports > Letters. 2. Select Free and Reduced Letters. 3. Double-click Notification Letter. The Report Criteria screen displays. 4. Choose Today for the Report Period. 5. Select Processed Date. 6. Select Print students with a reduction in benefits. In addition to notification letters that were selected for verification, any applications processed today will also be printed. This letter will not include students who have a pending eligibility status. 7. Preview the letter to make sure it is correct. 8. Click Print or Email. 9. If emailing letters, complete the From email address and Subject fields, and click Send. 10. Exit the screen. The Do you want to mark this set of letters as printed? message displays. 11. Click Yes. The date the Notification Letters were printed is automatically added to each application s History on the Application Entry Screen (410011). 12. Mail the printed letters. Task 3. Report to State Agency on November 15 On November 15, you need to run both of the following Summary Reports and send the required information on those reports to the state agency. Keep the reports in a secure location for your own records. Phase 4: Complete 23
If there are applications that have been selected for verification and have not been completed by November 15, a message displays when you open the software on November 15. This message reminds you that verification should be completed by November 15. If November 15 falls on a Saturday or Sunday, this message will display on the Friday before the 15th. This message will NOT display after November 15. Print Report Refer to Appendix: Reports on page 3-33 for definitions of the fields on reports. 1. On the Report Criteria for Summary screen, set the report criteria as below: > Report Format to Print: State Reporting 2. Preview the report on screen to make sure it looks correct. 3. Print and/or export the report. 4. Save a copy of the report at a secure location for future reference. 5. Report to your state agency with needed verification information. Phase 5: Post Households have the right to re-submit an application or appeal after verification has been completed. Contact your state agency for more detailed information on appealing, hearing, and re-applying. If a new application has been submitted after it received a reduction in benefits due to completion of verification, a warning message displays when a user tries to process the re-submitted application on the Enter/Edit Application screen. If you are using Application Scanning, in this case, an exception will be logged. Report to State Agency on February 15 Since the last time you reported to the state agency on November 15, the number of Free and Reduced students might have changed. Some households might appeal, some might have just applied, and some might have re-applied. Therefore, you must report to the state agency again with updated Free and Reduced counts on February 15. On February 15, you need to run both of the Summary Reports and send the required information on those reports to the state agency. Keep the reports in a secure location for your own record. Refer to Report to State Agency on November 15 on page 1-23 for instructions on printing the Summary Reports. Use the Reinstated Students report to track the number of students who were denied during verification but were then later approved for Free and Reduced benefits on or before February 15. 24 Phase 5: Post
CHAPTER 2: VERIFICATION FAQ Topics: Refer to the following topics for more information: Important to Keep in Mind...Pg. 26 Create & Send Letters FAQ...Pg. 26 Follow up Contact FAQ...Pg. 31 Complete FAQ...Pg. 32 Other Actions FAQ...Pg. 32 The following flow chart helps you visualize the process of verification. Follow your state-specific regulations if they are different from the process below. October 1 Create verification Notify households selected for verification Did household respond to verification with adequate and valid evidence? No Follow up with households & record the follow-up date Yes Review the evidence provided & record the reply date Yes Did household respond to verification with adequate and valid evidence? Modify application if different than information on evidence Complete No Notify households change of benefits November 15 Report to State Agency February 15 Report to State Agency Again FAQ 25
Important to Keep in Mind Horizon Software International, LLC. will not be held responsible for any of the following: All the information documented in this manual is based on USDA federal regulations. You MUST follow your state-specific policy for the verification process if it varies from the federal regulations. Contact your state agency for more detailed information. Excluding applications or concentrating the selection of verification will result in a non-random sampling, which violates federal standards. ALWAYS follow your state-specific regulations if they are different from the ones in this book. All the letters that are sent to the households MUST be approved by your state agency. The verification sample size that you use MUST be approved by your state agency ANNUALLY. You must record all the actions, dates, and materials involved in the verification process: > Date the Notice Letter was sent > Date the households need to reply by > Date the follow up attempts were made > All the evidence that was supplied by the households, any agency records used, or direct certified materials > The verification results > Date the Result Notification Letters were sent > Date change in benefits took effect > Date the appeal was made > Date the hearing took place > The hearing decision > The LEA official who is in charge of the verification process You must report the results of verification to the state agency on November 15. You must report the results of verification to the state agency again on February 15. The number of Free and Reduced children may vary due to reinstatements and new applications. Create & Send Letters FAQ Who is exempt from verification? Which verification sampling method should I use? Who is qualified to use the Alternate Sampling methods? What must be included in the Letter? Who is exempt from verification? This information varies based on your state regulations. Contact your state agency for more detailed information. efforts are not required: For children who have been certified under direct certification procedures including children documented as eligible migrant, runaway, homeless, foster, or participating in Head Start/Even Start; For children in Residential Child Care Institutions (RCCIs) with the exception of day students; In schools where Food and Nutrition Services (FNS) has approved special cash assistance claims based on economic statistics regarding per capita income, such as Puerto Rico and the Virgin Islands; 26 FAQ Important to Keep in Mind
In schools that only participate in the Special Milk Program (SMP); In schools where all children are served with no separate charge for food service and no special cash assistance is claimed (i.e., non-pricing programs claiming only the paid rate of reimbursement); and In LEAs where all schools participate in Provision 1, 2, or 3 except in those years in which applications are taken for all students in attendance (i.e., the base year). Which verification sampling method should I use? You MUST contact your state agency for regulations that are specific to your state. The sampling size method you use MUST be approved by your state agency. There are three sampling methods available. Usually, you are required to use the standard sampling method unless you are approved to use one of the alternate methods. STANDARD (FORMALLY KNOWN AS BASIC) What is the Sample Size? The sample size equals the lesser of: Three percent (3%) of all applications approved by the LEA as of October 1 of the school year, selected from error prone applications. 3,000 of all applications approved by the LEA as of October 1 of the school year, selected from error prone applications. ALTERNATE 1 (FORMALLY KNOWN AS RANDOM) The sample size equals the lesser of: Three percent (3%) of all applications selected at random from all applications approved by the LEA as of October 1 of the school year. 3,000 of all applications selected at random from all applications approved by the LEA as of October 1 of the school year. ALTERNATE 2 (FORMALLY KNOWN AS FOCUSED) The sample size equals the lesser of: One percent (1%) of all applications approved by the LEA as of October 1 of the school year, selected from error prone applications. 1,000 of all applications approved by the LEA as of October 1 of the school year, selected from error prone applications. PLUS the lessor of: One-half of one percent (½%) of applications approved by the LEA as of October 1 of the school year that provide a case number in lieu of income information. 500 applications approved by the LEA as of October 1 of the school year that provide a case number in lieu of income information. FAQ Create & Send Letters FAQ 27
STANDARD (FORMALLY KNOWN AS BASIC) ALTERNATE 1 (FORMALLY KNOWN AS RANDOM) ALTERNATE 2 (FORMALLY KNOWN AS FOCUSED) How are the applications selected? Selected from error prone applications first. If the number of selected error prone applications is less than the required sample size, then additional applications are selected at random from all approved applications (both income based and categorical) to complete the required sample size. Selected at random from all approved applications. Selected from error prone applications and categorical applications to meet individual criteria. If any of the requirements for the number of applications is not met, then additional applications are selected at random from all approved applications, excluding error prone and categorical applications, to complete the required sample size. Who is qualified to use the Alternate Sampling methods? You must be approved ANNUALLY by the state agency to use one of the alternate sampling methods. Special procedures may be required by your state agency to use the alternate sampling method. Contact your state agency for more detailed information. If you are in any of the following situations, you may be able to use the Alternate Sampling methods. Low Non-Response Rate > Any LEA may use an alternate sample size for any school year when its non-response rate for the preceding school year is less than twenty percent. In School Year 2014-2015, 16% of the households selected for verification did not reply. You may be qualified to use an Alternate Sampling method for verification in School Year 2015-2016. Improved Non-Response Rate > An LEA with more than 20,000 children approved by application as eligible for free or reduced price meals as of October 1 of the current school year may use an alternate sample size for any school year when its non-response rate for the preceding school year is at least ten percent below the non-response rate for the second preceding school year. Consult your state agency to see if your non-response rate improved by 10% last year. The LEA must annually determine if it is eligible to use one of the alternate sample sizes. If the LEA determines it is eligible, it must contact its State agency in accordance with any procedures established by the State agency for approval prior to use of alternate sample sizes. 28 FAQ Create & Send Letters FAQ
What must be included in the Letter? The Letter that you will use to notify the households must be approved by your state each year. Consult your state agency for specific guidelines. The Notice Letter must include all of the following information: A statement that the household has been selected for verification; Use of Information Statement; The types of acceptable information that may be provided to confirm current income, including pay stubs, award letters from assistance agencies for benefits such as social security or supplemental security income, and support payment decrees from courts; That the household may provide proof that a child or any household member is receiving benefits under the Assistance Programs (SNAP, TANF, or FPDIR) instead of providing income information or that a child is Other Source Categorically Eligible (i.e., children categorized as homeless, runaway, migrant, in Head Start Programs and, as applicable, foster children); that documentation of income or receipt of assistance may be provided for any point in time between the month prior to application and the time the household is required to provide income documentation; That information must be provided by a date as specified by the LEA and that failure to do so will result in termination of benefits; The contact information of the LEA official who can answer questions and provide assistance; A toll-free number that households can call to ask questions. Process Verified Applications FAQ What are the alternative methods to written evidence? What happens if a household has no income? What happens if a household no longer wishes to receive the benefits? When does a change in benefits take effect? What must be included in the Notification Letter? What are the alternative methods to written evidence? There are methods other than written evidence that can be used to verify that the child(ren) of the households are eligible to receive Free and Reduced benefits. Your state may not allow you to use one or more of the following methods for verification. Contact your state agency for more detailed information. Collateral Contacts This method should be used if the household is not able to provide adequate written proof of their income or status of receiving benefits from the SNAP, TANF, or FDPIR. A collateral contact may be allowed to verify the situation of the household. The collateral contact must be a person who: is outside of the household is knowledgeable about the situation of the household, such as > employer > social service agencies > migrant workers agencies > religious organizations FAQ Process Verified Applications FAQ 29
> civic organizations can confirm the household s income or confirm that they are receiving benefits from the SNAP, TANF, or FDPIR. The household is still responsible for providing the last four digits of the social security number for the adult household member that signed the application. Agency Records You can verify an application through information maintained by other government agencies that the state agency, LEA, or school can access. You do not have to notify the households that they have been selected for verification if you are verifying through agency records. However, these agencies may have their own policy for notifying the household about the use of their record. Direct Direct is another way to conduct verification via records from public agencies. The most common use of direct verification is with the SNAP, TANF, and FDPIR. The LEA provides a list of children s names that are listed on the categorical applications selected for verification to the SNAP, TANF, or FDPIR to confirm their eligibility of Free and Reduced benefits. Other members names of the household cannot be submitted. What happens if a household has no income? If households without an income are selected for verification, the households have to explain how their living expenses are met and you may request additional written documentation or collateral contacts. What happens if a household no longer wishes to receive the benefits? Document the incident and terminate the child(ren) s benefits. A Notification Letter needs to be sent to the household. The verification of that application is complete at that time. Follow your state specific regulation if it is different. When does a change in benefits take effect? It depends on the type of change. Increase in Benefits: The change is effective immediately. Increase in benefits must be implemented no later than 3 operation days. A Notification Letter needs to be sent to the household. Deduction in Benefits: The change will take effect 10 calendar days from the date that the Notification Letter was sent to the household. EXAMPLE: A child s benefit has changed from Free to Full Pay as a result of verification. The Notification Letter is sent on November 1. November 1 is the first date of the 10 calendar day grace period. The child will start paying the full price for his meals on November 11. What must be included in the Notification Letter? IMPORTANT! The Notification Letter must be approved by your state each year. Consult your state agency for specific guidelines for your LEA. The Notification Letter must include all of the following information. 30 FAQ Process Verified Applications FAQ
Change in benefits. The reasons for the change. When the change takes effect. A statement that the household can file an appeal. If the appeal is filed within 10 calendar days, the child(ren) s benefit will not change while waiting for the hearing. If the appeal is filed after 10 calendar days, the child(ren) s benefit will be terminated while waiting for the hearing. The instructions on how to appeal. A statement that the household has the right to reapply for the Free and Reduced benefits any time during the school year. A statement that the SNAP, TANF, or FDPIR households may submit an income-based application that contains all of the following: > All the members of the household > Household income amount > Written evidence of the income information > The last four digits of the social security number for the adult household member that signed the application Follow up Contact FAQ Who should I follow up with? What must be included in the Follow up Letter? What should I do if the household replied to the follow up? Who should I follow up with? You need to make at least one follow up attempt if any of the following situations occur. The household has not responded by the date stated on the Notice Letter. The household has not provided adequate information. The household has not provided a collateral contact when they have been notified to do so. The collateral contacts are unable or unwilling to provide evidence that the child(ren) of the household are eligible to receive Free and Reduced benefits. What must be included in the Follow up Letter? You need to include ALL of the following information in the Follow up Letter. The Follow up Letter must be approved by your state each year. Consult your state agency for specific guidelines for your LEA. Statement that the household needs to provide adequate information to prove their child(ren) are eligible for Free and Reduced meal price benefits. If adequate information is not received in time, the benefits will be terminated. The missing information needed for verification. Statement that if the household is not able to provide adequate information, they need to provide a collateral contact. Statement that if the collateral contact is unable or unwilling to provide information that proves the eligibility of their child(ren)'s benefits, the household must provide adequate information. FAQ Follow up Contact FAQ 31
What should I do if the household replied to the follow up? You will proceed with these responses the same as you do with the ones that had already responded. Complete FAQ What if I cannot make it by the November 15 deadline? What should I do if I completed the verification by mistake? What if I cannot make it by the November 15 deadline? Usually you have to complete the verification process on November 15. However, you might be able to request an extension from the state agency. Consult your state agency for more detailed information. What should I do if I completed the verification by mistake? You MUST contact Horizon Customer Service to reset it for you. Other Actions FAQ What is verification for cause? When do I have to add applications for verification? What is verification for cause? Contact your state agency to see if the following information applies to your state. You may be obligated to verify all suspicious applications. You need to manually add these applications to the verification sample. This type of verification is called for Cause. You can verify these applications after they have been approved for Free or Reduced benefits. After you have added the applications to the verification sample, you have to follow the normal process of verification. The Notification of letter can be sent with the Notification of Benefits letter. Once the verification has started, you have to follow through. When do I have to add applications for verification? You must verify the required number of applications based on the verification method you are using. You must not verify more or less applications than required, with the exception of verification for cause. The following are two examples of when you might have to add more applications to the sample: A household that was selected for verification has moved to another state and they have been removed from the verification pool. You need to add another application to meet the required number. If they were a SNAP, TANF, or FDPIR household, you need to replace it with a categorical application. If they were on an error prone application, you have to replace it with another error prone application. You see an approved application with the reason of no income that was not selected for verification. It might be a questionable application. You might be obligated to add the application to the verification for cause. 32 FAQ Complete FAQ
APPENDIX: VERIFICATION REPORTS Overview The verification reports help you monitor and keep track of verification. This section provides a brief and comprehensive description of the reports. REPORT Summary Report Standard Form School Food Authority (SFA) Collection Report State Reporting Roster Report DESCRIPTION This report displays a summary of the verification results. Always keep a record of this report for future reference. Refer to Summary Report Standard Form on page 3-34. This report displays a summary of the verification results. Always keep a record of this report for future reference. Refer to School Food Authority (SFA) Collection Report State Reporting (Current) on page 3-39. This report displays all applications that are selected for verification. It highlights areas such as who did not respond to the verification request, or who has responded and has had their status changed. Refer to Roster Report on page 3-45. Appendix: Reports Overview 33
Summary Report Standard Form This report displays a summary of the verification results. Always keep a record of this report for future reference. NOTE: The number of students that are approved for Free and Reduced benefits may increase due to the new USDA regulation that if a student was on an application and marked as Direct Certified, SNAP, TANF or Registered Indian, the application should be marked as Approved Free and all students on the application should contain the same student case. Field District Name School DEFINITION Displays the name of the school district. Displays the name of the school. 34 Appendix: Reports Summary Report Standard Form
Field Selection Method School Year Displays the Selection Method chosen for the verification process. Displays the current school year. DEFINITION Applications On File October 1st: Total Number on File Total Number of Denied/ Invalid on File Total Direct Certified Total Income Approved Total Non DC Categorical Approved Total Approved Displays the total number of applications and students on file in the system. Displays the total number of applications on file in the system that were denied or invalid. Displays the total number of Direct Certified applications and students on file in the system. Displays the total number of Approved applications and students with a reason of income, which are Free, Temporary Free, Reduced, and Temporary Reduced applications on file that are not in Rollover Grace Status. Displays the total number of Categorical Approved applications, which are Free, Temporary Free, Reduced, and Temporary Reduced applications on file that are not in Rollover Grace Status. These applications contain Blank or Active Food Stamp, TANF, and Registered Indian students. Displays the total number of Approved applications, which are Free, Temporary Free, Reduced, and Temporary Reduced applications on file that are not in Rollover Grace Status. These applications will contain students who are set to a None, Foster Child, Institutionalized Child, SNAP, TANF, or Registered Indian Case with a Blank or Active status. Counts on October 1st Used to Determine Pool: Total Income Based (Free/ Reduced) Total SNAP/TANF/FDPIR/ Foster Total /Institutionalized Total Eligible for Error Prone (Included in Income Counts) Displays the number of applications and students that can be selected for verification based on income. Displays the total number of applications and students that can be selected for verification that are set to SNAP, TANF, FDPIR, or Foster. Displays the total number of applications and students that can be selected for verification that are set to Foster Child or Institutionalized Child. Displays the total number of applications and students that can be selected for verification. This includes Income Based, SNAP, TANF, FDPIR, Foster Child, or Institutionalized Child. Displays the total number of applications that are considered Error Prone Applications, based on the income value entered. The default value is $100. October 1st/31st Counts (Non Eligible Counts): Appendix: Reports Summary Report Standard Form 35
Field Total Based on Direct Certification Total Based on Homeless Total Based on Runaway Total Based on Migrant Youth Total Based on Head Start/ Even Start DEFINITION Displays the number of Direct Certification applications and students as of the time that the verification sample was created. Displays the number of Homeless applications and students as of the time that the verification sample was created. Displays the number of Runaway applications and students as of the time that the verification sample was created. Displays the number of Migrant Youth applications and students as of the time that the verification sample was created. Displays the number of Head Start and Even Start applications and students as of the time that the verification sample was created. October 1st/31st Counts ( Eligible Counts): Total Approved Based on Income Total Based on SNAP/TANF Total Based on FDPIR Total Based on Foster Total Based on Institutionalized Displays the number of applications and students on applications that are Approved Free, Temporary Free, Approved Reduced, and Temporary Reduced with a Reason of Income, as of the time that the verification sample was created. Displays the number of applications and students on applications that are Food Stamp and TANF as of the time that the verification sample was created. Displays the number of applications and students on applications that are FDPIR as of the time that the verification sample was created. Displays the number of applications and students on applications that are Foster as of the time that the verification sample was created. Displays the number of applications and students on applications that are Foster and Institutionalized as of the time that the verification sample was created. Standard (Basic) Standard Income Percent Standard Income Number Standard Dollar Limit Total Selected for Displays the USDA minimum required percentage of income based applications, 3%, to be verified if doing a Standard. The value originates from the Create Form at the time verification was created. Displays the USDA minimum required application count of income based applications, 3000, to be verified if doing a Standard. The value originates from the Create Form at the time verification was created. Displays the income range that the household income must be within to be selected for verification. The value originates from the Create Form at the time verification was created. Displays the number and percent of the applications and students selected for verification using the Standard method. 36 Appendix: Reports Summary Report Standard Form
Field For Cause Selected for Total Counts Alternate 1 (Random): Alternate 1 Percent Alternate 1 Number Random Selected for For Cause Selected for Total Counts DEFINITION Displays the number and percent of the applications and students selected for verification manually through the Select for function on the Application Entry Screen (410011) > tab. Displays the total number of Random and For Cause applications selected for verification. Displays the USDA minimum required percentage, 3%, to be verified if doing an Alternate 1. The value comes from the Create Form when verification was created. Displays the USDA minimum required application count, 3000, to be verified if doing an Alternate 1 verification. The value originates from the Create Form at the time verification was created. Displays the number and percentage of applications and students selected for verification using the Random method. Displays the number and percent of the applications and students selected for verification manually through the Select Application for function in the E/E Application process. Displays the total number of Random and For Cause applications selected for verification. Alternate 2 (Focused): Alternate 2 Income Percent Displays the USDA minimum required percentage of income based applications, 1%, to be verified if doing an Alternate 2. The value originates from the Create Form at the time verification was created. Alternate 2 Income Number Alternate 2 Dollar Limit Alternate 2 Categorical Percent Alternate 2 Categorical Number Displays the USDA minimum required application count of income based applications, 1000, to be verified if doing an Alternate 2. The value originates from the Create Form at the time verification was created. Displays the limit above and below the income guidelines that the household income must be within to be selected for verification. The value originates from the Create Form at the time verification was created. Displays the USDA minimum required percentage of categorical based applications, 0.5%, to be verified if doing an Alternate 2. The value originates from the Create Form at the time verification was created. Displays the USDA minimum required application count of categorical based applications, 500, to be verified if doing an Alternate 2. The value originates from the Create Form at the time verification was created. Appendix: Reports Summary Report Standard Form 37
Field Random Categorical Selected for Random Income Selected for For Cause Selected for Total Counts DEFINITION Displays the number and percentage of categorical applications and students selected for verification using the Focus method. Categorical applications are selected based on the Alternate 2 Categorical Percent field. Displays the number and percentage of income applications and students selected for verification using the Focus method. Income applications are selected based on the Alternate 2 Income Percent field. Displays the number and percentage of applications and students selected for verification manually through the Select for function on the Application Entry Screen (410011) > tab. Displays the total number of Random and For Cause applications selected for verification. 38 Appendix: Reports Summary Report Standard Form
School Food Authority (SFA) Collection Report State Reporting (Current) This report displays a summary of the verification results. Always keep a record of this report for future reference. Appendix: Reports School Food Authority (SFA) Collection Report State Reporting (Current) 39
Field State Agency Name SFA ID# Type of SFA School Year SFA Name DEFINITION Displays the name of the school district. Displays the identification number of the School Food Authority. This is assigned by the USDA. Displays the type of school food service organization: public or private school. Displays the school year for the verification form. Displays the name of the school food service organization. Section 1: Total Schools, Residential Institutions (RCCIs) and Enrolled Students NOTE: The sum of the students reported in 1-2aB and 1-2bB will NOT equal the total in 1-2B. 1-1: Total Schools (Do not include RCCIs) 1-2: Total RCCIs (Do not include schools counted in 1-1) 1-2a: RCCIs with day students (Report ONLY day students in 1-2aB) 1-2b: RCCIs with NO students A. Number of Schools OR Institutions Displays the total number of schools (not including RCCIs) operating the NSLP and/or SBP. Displays the total number of RCCIs operating the NSLP and/or SBP. Displays the total number of enrolled students with access to the NSLP and/or SBP in RCCIs. Displays the number of RCCIs with NO day students B. Number of Students Displays the total number of enrolled students with access to the NSLP and/or SBP. Displays the total number of enrolled students with access to the NSLP and/or SBP in RCCIs. Displays the ONLY the DAY students with access to the NSLP and/or SBP in RCCIs (day students are those students NOT institutionalized and eligibility is determined individually by application or direct certification as applicable). Displays the total number of institutionalized students. Section 2: SFAs with schools operating alternate provisions 2-1: Operating Provision 2/3 in a BASE year for NSLP and SBP A. Number of Schools OR Institutions Displays the total number of schools and Institutions that applied for reimbursement from the National School Lunch Program or the School Breakfast Program. B. Number of Students Displays the total number of students with access to the National School Lunch Program or School Breakfast Program. 40 Appendix: Reports School Food Authority (SFA) Collection Report State Reporting (Current)
Field DEFINITION 2-2: Operating Provision 2/3 in a NON BASE year for NSLP and SBP Displays the total number of schools that applied for reimbursement from the National School Lunch Program or School Breakfast Program. They are provision schools that are not in a base year, which means they did not accept applications. 2-2a: Provision 2/3 students reported as FREE in a NON BASE year 2-2b: Provision 2/3 students reported as REDUCED PRICE in a NON BASE year: 2-3: Operating the Community Eligibility Option 2-4: Operating other alternatives for NSLP and SBP 2-5: Operating an alternate provision(s) for only SBP or only NSLP Displays the number of schools operating the Community Eligibility Option. Displays the number of other alternatives including Provision 1 and universal meal service through census data or socioeconomic surveys. Displays the number of schools and/ or RCCIs operating an alternate provision for ONLY SBP or ONLY NSLP. Includes schools/rccis operating in both a base year and non base year. Displays the total number of students with access to the National School Lunch Program or School Breakfast Program that are in provision schools that are not in the base year, which means they did not accept applications. Displays the most recent base year FREE percentage multiplied by the enrollment reported in 2-2B. Displays the base year REDUCED PRICE percentage multiplied by the enrollment reported in 2-2B. Displays the number of students with access to the NSLP and/or SBP enrolled in schools operating the Community Eligibility Option. Displays the number of students participating in other alternatives including Provision 1 and universal meal service through census data or socioeconomic surveys. Displays the number of students enrolled in an alternate provision for ONLY SBP or ONLY NSLP. Include schools/rccis operating in both a base year and non base year. Section 3: Students approved as FREE eligible NOT subject to verification 3-1: Check the box only if all schools and/or RCCIs in the SFA were not required to perform direct certification with SNAP 3-2: Students directly certified through Supplemental Nutrition Assistance Program (SNAP) B. Number of FREE Students Selected if all schools and/or RCCIs in the SFA were not required to perform direct certification with SNAP, then check box 3-1. Displays the number of students directly certified with SNAP. 3-3: Students directly certified through other programs Displays the number of students directly certified through programs other than SNAP. 3-4: Students certified categorically FREE eligible through SNAP letter method Displays ONLY the number of students certified as categorically FREE eligible based on a letter submitted by family from the SNAP agency. Appendix: Reports School Food Authority (SFA) Collection Report State Reporting (Current) 41
Field Section 4: Students approved as FREE or REDUCED PRICE eligible through a household application 4-1: Approved as categorically FREE Eligible 4-2: Approved as FREE eligible 4-3: Approved as REDUCED PRICE eligible A. Number of Applications B. Number of Students Displays the number of applications approved as FREE eligible based on documentation submitted on an application on file as of October 1st. Displays the number of applications approved as FREE eligible based on income information submitted by the household on file as of October 1st. Displays the number of applications approved as REDUCED PRICE eligible based on income information submitted by the household on file as of October 1st. T-1: Total FREE Eligible Students Reported: T-2: Total REDUCED PRICE Eligible Students Reported: Section 5: 5-1: Check the box if ALL schools and/ or RCCIs are exempt from verification 5-2: Was verification performed and completed? 5-3: Type of process used 5-4: Total ERROR PRONE applications: DEFINITION Displays the number of students as of the last operating day in October approved as FREE eligible based on documentation submitted on an application. Displays the number of students as of the last operating day in October approved as FREE eligible based on income information submitted by the household. Displays the number of students as of last operating day in October approved as REDUCED PRICE eligible based on income information submitted by the household. Displays the total number of students reported as FREE eligible. (3-2B) + (3-3B) + (3-4B) + (4-1B) + (4-2B) + (2-2aB, if applicable) Displays the total number of students reported as REDUCED eligible. (4-3B) + (2-2bB, if applicable) Selected if ALL schools and/or RCCIs in the SFA are exempt from verification activities. Indicates whether verification was performed and completed by the deadline of November 15th. If verification was completed after the deadline, the remainder of Section 5 is applicable. If verification was completed, select the type of verification process used to comply with the requirements of 7 CFR 245.6a. Displays the number of error-prone applications, household applications approved as of October 1st indicating monthly income within $100 of the monthly limit or annual income within $1,200 of the annual limit of the applicable income eligibility guidelines. 42 Appendix: Reports School Food Authority (SFA) Collection Report State Reporting (Current)
Field 5-5: Number of applications selected for verification sample 5-6: Check the box if direct verification was not conducted in the SFA 5-7: Confirmed through direct verification Displays the total number of applications initially selected for the verification process as indicated in 5-3. Selected if direct verification was not conducted in the SFA (not one school in the SFA conducted direct verification). Direct verification is using records from public agencies to verify income and/or program participation. A. Number of Applications B. Number of Students Displays only applications that had FREE and/or REDUCED PRICE eligibility confirmed through direct verification. Displays only students that had FREE and/or REDUCED PRICE eligibility confirmed through direct verification. Report applications and students not directly verified in the appropriate category in 5-8. 5-8 Results of by Original Benefit Type NOTE: A. FREE-Categorically Eligible 1. Responded, NO CHANGE: 2. Responded, Changed to REDUCED PRICE 3. Responded, Changed to PAID 4. NOT Responded, Changed to PAID Note: The number of applications reported in 5-8 should include both the results of verification from verification process and the results from any applications verified for cause reported in VC-1. a. Applications b. Students Displays the number of applications with no change. Displays the number of applications changed to REDUCED PRICE based on sufficient documentation provided by the household. Displays the number of applications for which the eligibility was changed to PAID based on sufficient documentation by the household. Displays the number of applications for which the eligibility was changed to PAID because documentation necessary to complete the verification process was NOT provided. DEFINITION Displays the number of students on these applications. Displays the number of students on the applications. Displays the number of students on the applications. Displays the number of students on the applications. Appendix: Reports School Food Authority (SFA) Collection Report State Reporting (Current) 43
Field B. FREE-Income 1. Responded, NO CHANGE: 2. Responded, Changed to REDUCED PRICE 3. Responded, Changed to PAID 4. NOT Responded, Changed to PAID C. REDUCED PRICE-Income 1. Responded, NO CHANGE: 2. Responded, Changed to FREE 3. Responded, Changed to PAID 4. NOT Responded, Changed to PAID a. Applications b. Students Displays the number of applications with no change. Displays the number of applications changed to REDUCED PRICE based on sufficient documentation provided by the household. Displays the number of applications for which the eligibility was changed to PAID based on sufficient documentation by the household. Displays the number of applications for which the eligibility was changed to PAID because documentation necessary to complete the verification process was NOT provided. Displays the number of students on these applications. Displays the number of students on the applications. Displays the number of students on the applications. Displays the number of students on the applications. a. Applications b. Students Displays the number of applications with no change. Displays the number of applications changed to FREE based on sufficient documentation provided by the household. Displays the number of applications for which the eligibility was changed to PAID based on sufficient documentation by the household. Displays the number of applications for which the eligibility was changed to PAID because documentation necessary to complete the verification process was NOT provided. DEFINITION Displays the number of students on these applications. Displays the number of students on the applications. Displays the number of students on the applications. Displays the number of students on the applications. 44 Appendix: Reports School Food Authority (SFA) Collection Report State Reporting (Current)
Roster Report This report displays all applications that are selected for verification. It highlights areas such as who did not respond to the verification request, or who has responded and has had their status changed. Field Application Number Student Student Social Security Number Case Case Number Signer Signer Social Security Number DEFINITION Displays the application number from Free and Reduced. Displays the student name. Displays the student social security number. Displays the student case type. Displays the student case number. Displays the signer name. Displays the signer social security number. Appendix: Reports Roster Report 45
46 Appendix: Reports Roster Report