Verification of Eligibility for School Meals

Verification of Eligibility for School Meals NATIONAL SCHOOL LUNCH PROGRAM AND SCHOOL BREAKFAST PROGRAM ILLINOIS STATE BOARD OF EDUCATION NUTRITION AND WELLNESS PROGRAMS DIVISION

Presentation Resources School Based Child Nutrition Programs Administrative Handbook, posted at: http://www.isbe.net/nutrition/sbn_handbook/toc.htm

What is Verification? Verification is the confirmation of eligibility for FREE and REDUCED-PRICE meals under the NSLP and SBP. Verification is only required when meal eligibility is determined through the use of a household eligibility application. Students or households that are directly certified, or are categorically eligible, ARE NOT subject to verification.

Who Must Complete Verification? Any SFA/district with at least one school participating in the National School Lunch and/or School Breakfast Programs must complete verification. Who is exempt from verification? RCCIs without any day students SFAs/Districts where ALL sites participate in CEP or other Provision SFAs/Districts where ALL sites only participate in Illinois Free and/or Special Milk Program SFAs/Districts that had no approved household eligibility applications on file as of October 1. SFAs/Districts in which all students were directly certified or determined to be categorically eligible, no household eligibility applications used.

Important Dates Verification is performed annually, with the process beginning on October 1. Application count on October 1. Student count on the last operating day of October. Completion of verification process on November 15. Results of the Local Educational Agencies (LEAs) verification procedures are reported to ISBE using the on-line Verification Summary Report (VSR), which is due by December 15th.

Pre-Verification Procedures Use of the Electronic Direct Certification system is required. On October 1, prior to completing the application count, LEAs should attempt to directly certify as many students as possible. Annual File Monthly File Single Child Match File Upload Match

Pre-Verification Procedures Any application able to be transferred to direct cert status on or before October 1 IS NOT included in the application count. ALL approved applications on file, on or before October 1, should be attempted to be direct certified. SNAP/TANF applications. FREE income based applications. REDUCE income based applications. Foster child applications.

If an application is able to be directly certified on or before October 1, it is NOT included in the application count. If meals WERE NOT claimed based on this application s original determination, it does not need to be kept on file.

If an application is able to be directly certified on or before October 1, it is NOT included in the application count. If ANY meals WERE or ARE going to be claimed based on this application s original determination, it must kept on file, but NOT included in the application count.

Applications directly certified after October 1, MUST have been included in the application count. Meals WERE most likely claimed based on this application s original determination, so it must be kept on file.

Verification Process Step 1 Application Count, October 1 - Establish Sample Pool and Select Sample Size Step 2 Conduct Confirmation Review Step 3 Complete Verification Step 4 Notify Household of Results Step 5 Student Count, Last Operating Day of October ALL LEAs must do this. Step 6 Submit Verification Summary Report

Step 1 Application Count, Sample Pool Establishing the Sample Pool The Sample Pool is the total number of approved: SNAP/TANF; FREE and REDUCED income applications; and Foster child applications on file as of October 1. REMEMBER - Prior to doing the application count, LEAs should attempt to directly certify as many students as possible.

Applications based on these categorical eligibilities ARE NOT included in the application count.

Sampling Method - Standard/Basic Establishing the Sample Size Once the sample pool is known, LEAs can calculate the Sample Size. The required sample size is 3% of approved household applications on file as of October 1 OR 3,000 applications Whichever is less. Pulled from error-prone income applications first.

Error-Prone Guidelines Approved applications that are: Above or below free income guidelines; OR Below reduced income guidelines by the following amounts: $23.07/Week $46.15/Every two weeks $50/Twice per month $100/Month $1200/Annually

Weekly Error-Prone Guideline Example $23.07 above or below FREE income guideline. $23.07 below REDUCED income guideline. 471.93 518.07 681.93

Every Two Weeks Error-Prone Guideline Example $46.15 above or below FREE income guideline. $46.15 below REDUCED income guideline. 1146.85 1239.15 1651.85

Error-Prone Applications This box should be marked as applications are processed, not at the time of verification.

Error-Prone Example Household of 4, with a monthly income of $2629. Application is eligible for REDUCED-PRICE meal benefits, and is an errorprone application.

Error-Prone Example Household of 4, with a monthly income of $3639. Application is eligible for REDUCED-PRICE meal benefits, and is an errorprone application.

Error-Prone Example Household of 4, with a monthly income of $3723. Application is denied meal benefits, and is NOT an error-prone application.

Standard/Basic Sample Size Example 1640 approved household applications on file as of October 1. 1640 x.03 = 49.2, rounds up to 50. Always round up! Scenario 1-75 error-prone applications on file All 50 applications can be randomly pulled from errorprone applications. Scenario 2-40 error-prone applications on file Pull all 40 error-prone applications, plus 10 additional applications pulled from all remaining household applications.

Step 2 Confirmation Reviews Prior to contacting the household, LEAs must have a confirming official check the accuracy of the initial determination of all applications selected to be verified. The confirming official and determining official must be two different people.

Confirmation Reviews If correct: The confirming official signs and dates the application in the space provided, and the verification process is continued on the application.

Confirmation Reviews If incorrect: Status changed from FREE to REDUCED Continue with verification of application. Status changed from REDUCED to FREE Change benefits within 3 days, notify household of change, and complete verification of application. Status changed from FREE or REDUCED to PAID Send 10 day notice of change in benefits, but DO NOT verify application. LEA must select a similar replacement application.

Confirmation Reviews Decline to Verify Option Up to 5 percent of applications selected may be declined for verification by LEAs. Factors to consider: Household stability; language; or communication barriers. Applications removed must be replaced with another application of the same type.

Step 3 Complete Verification All applications selected for verification should be attempted to be verified using the Direct Verification link on the Direct Certification system. Login to IWAS, access WINS Select Direct Certification option Once in Direct Certification system, click on Direct Verification link

Direct Verification For SNAP/TANF Applications: Application Date SNAP/TANF Case Number For Income Applications: Application Date First Name Last Name City

Direct Verification

Traditional Verification LEAs must notify household about their application being selected for verification. First notice should be a written/letter notice. Notice requires household to submit documentation to confirm eligibility. Notice should include a contact and toll-free phone number. In lieu of a toll free number, schools must allow collect calls. Households have 10 days to comply with first notice.

Household Documentation Documentation of income or receipt of SNAP/TANF benefits may be provided for any point between one month prior to application date, and the date the request for documentation is made.

Household Documentation Written Evidence Pay stubs, benefits statements, award letters, notices of eligibility Collateral Contacts - Should only be used when a household has been unable to provide adequate information. Social service agencies, employers, religious or civic organizations, homeless liaison, migrant coordinator Agency Records

Household Documentation Documentation provided for income applications must contain: Name, amount of income, frequency/indication of frequency, and date income was received. Verification is completed using GROSS income. Examples of income include, but are not limited to: Child support, wages/salary, workers compensation, social security, disability, royalties, etc.

Required Second Notification If the household does not respond to the first request for verification documents, the LEA must make at least one additional request. The attempt may be through the mail, by telephone, by electronic mail, or through personal contact. LEA must document all attempts and the results (space provided on application).

Step 4 - Notifying Household of Results All households must be notified of the results. If verification results in: No change to the benefit level, notify the household. Increased benefits (REDUCED to FREE), notify the household and make the change in benefits within three operating days of the new determination.

Notifying Household of Results If verification results in: Decreased or terminated benefits (FREE to PAID, REDUCED to PAID, or FREE to REDUCED), notify the household providing them the required ten calendar day written advance notice. The first day of the notice is the day the notice is sent.

Benefits During an Appeal A request for an appeal must be made within the 10 day notice time frame. Original benefit determination remains in place until final outcome of appeal. LEA still claims meals in original benefit category until appeal is complete.

Households That Reapply for Benefits If benefits to a household have been terminated as a result of verification and the household reapplies: The household is required to submit income documentation or proof of participation in SNAP or TANF prior to approval. These applications are not new applications and cannot not be processed at face value.

Step 5 Student Count Last operating day of October Perform student counts. Counts by Site (Using direct certification documents): Electronically direct certified as receiving SNAP Electronically direct certified as receiving TANF, Medicaid (If applicable), Foster; and those documented as Homeless, Migrant, Runaway, Head Start or Even Start

Student Counts Continued Last operating day of October Perform student counts. Counts by Sponsor/District: FREE eligible students based on providing a SNAP or TANF case ID number on an application. FREE eligible students based on providing income on an application. REDUCED-PRICE eligible students based on providing income an application.

Step 6 Complete Verification Summary Report SFA verification process must be completed by November 15. Application count Student count Households contacted, responses and/or required supporting documents received. Results of verification process must be submitted to ISBE by December 15.

Sample of Application Coding 5 / A-7

Important Verification Dates October 1 Approved Household Application Count Count of current years approved applications on file Sample Pool Last Operating Day of October Student Count Count of free and reduced-price eligible students by category - Direct certification, categorically eligible, SNAP/TANF applications, and income applications November 15 LEA must have verification process completed December 15 Deadline for submitting Verification Summary Report (VSR)

Sample Timeline Steps 1-4 October 1 Application count is completed. October 2 Sample size calculated. October 3 Those applications unable to be directly verified are sent notification and are given 10 calendar days to comply. October 13 Final day of first request October 14 Households that did not comply with first request are sent a second notice, and are given 3 business days to comply. October 17 Final day of second request. October 18 Send 10 day notice of benefits ending. October 28 Last day of benefits, on October 29 th student will be in paid status.

Verification for Cause LEAs have an obligation to verify questionable applications, or applications where LEAs have first hand knowledge that information provided is incorrect. Applications verified for cause are in addition to the required 3% sample size. Must follow Steps 2-4 of the Verification Process. Step 2 Conduct Confirmation Review Step 3 Complete Verification Step 4 Notify household Step 6 Results of verifications for cause ARE submitted as part of the VSR

VSR Webinar ISBE will be offering a webinar specific to completing the VSR. Webinars NSLP Verification Summary Report Overview October 21, 2014; 1:30-3:30 p.m. NSLP HealthierUS School Challenge: Smarter Lunchrooms This School Year October 23, 2014; 2-3 p.m. NSLP Archived Webinars