Verification Overview Kevin Dawson 08/01/2017 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) 877-8339. 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: http://www.ascr.usda.gov/complaint_filing_cust.html, 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) 632-9992. 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. 20250-9410; (2) fax: (202) 690-7442; or (3) email: program.intake@usda.gov. 2 This institution is an equal opportunity provider. Education, Office for Food and Secondary Education 1
Today s Outcomes: Overall understanding of the Verification Process both Manual and Direct Verification. 3 Education, Office for Food Agenda General Definitions Accessing the Virtual Gateway Direct Verification File & Manual Upload Match Results Paper Verification Verification for Cause Record Keeping 4 Education, Office for Food and Secondary Education 2
Verification Methods Direct Verification: SFA should use Virtual Gateway to verify applications. Paper Verification: Confirmation of eligibility for free and reduced price meals under the NSLP and SBP. SFA may begin verification activity once the application approval process for the current school year is underway. 5 Education, Office for Food Exemptions from Verification Directly certified households (Free or Reduced) Homeless, Runaway and Migrant Children Foster children (unless included on a F/R app.) RCCI s except for day students Head Start/Even Start Provision 2, except in the base year Community Eligibility Provision (CEP) approved sites Non-pricing programs Denied applications 6 Education, Office for Food and Secondary Education 3
Verification Resources 7 Education, Office for Food July Direct Certification starts July 1 st. Send out Meal Household Applications August Upload Direct Certification list using Enrollment Template Process any returned applications September Upload Direct Certification list (again) Continue processing applications identify error prone October As of October 1 st: Determine total number of approved Free applications Determine total number of approved Reduced-Price applications Determine total number of approved applications with a case number for SNAP or TANF Separate error-prone applications Compute number of applications to be verified total number of approved applications x.03.always round up!! 8 Education, Office for Food and Secondary Education 4
November All Verification activities must be completed by November 15th. Submit October Claim. January Submit Verification Summary Report (FNS 742) by January 12 th. 9 10 and Secondary Education 5
GENERAL DEFINITIONS ERROR PRONE Error prone applications of the applicable Income Eligibility Guidelines include: Weekly Income: $0-$25 below the free and reduced price income eligibility limit. Every two weeks or twice a month income: $0-$50 below the free and reduced price income eligibility limit. Monthly Income: $0-$100 below the free and reduced price income eligibility limit. Annual Income: $0-$1200 below the free and reduced price income eligibility limit 11 Income Eligibility Guidelines 12 and Secondary Education 6
Select the Verification Sample Pool Beginning October 1st 1) Establish the Sample Pool The number of applications (not the number of children eligible for meal benefits) determined and confirmed as of October 1 st of the current school year. Determining, Confirming and Verifying Officials are listed on the annual Free and Reduced Policy Statement. 2) Select the sample from the Pool Three percent (3%) of the total approved free and reduced price applications on file as of October 1 (fractions/decimals are rounded up). 13 Conduct Verification Direct Verification: Located under the Direct Verification tab in the Virtual Gateway Paper Verification: Households that were not a Direct Verification match need household contact 14 Education, Office for Food and Secondary Education 7
Accessing the Virtual Gateway 15 16 Select link: Logon to the Virtual Gateway and Secondary Education 8
Log in with credentials Use forget Password as needed or use the Virtual Gateway Customer Service 17 My Account Page Select: My Account Page 18 and Secondary Education 9
Direct Certification and Verification 19 New Tabs in VG Please note new tabs for DC and DV 20 and Secondary Education 10
Direct Verification Direct Verification process will have access to current SNAP, TANF and Medicaid eligibility. Only households with students that were unable to be directly verified through the Virtual Gateway need to be verified the manual method. 21 Prior to Conducting Verification Prior to conducting Verification run a Direct Certification Match file upload at the end of September. If using a Point of Sale system to select the Sample size make sure it is selecting only the 3% of Error Prone- No More and No less 22 and Secondary Education 11
VG File Upload Direct Verification 23 Template for Direct Verification Upload 24 and Secondary Education 12
Save Enrollment Template Save Enrollment Template to your computer. 25 Manual Direct Verification 26 and Secondary Education 13
Direct Verification File Results 27 Direct Verification Results (File) 28 and Secondary Education 14
Direct Verification Results (Manual) 29 Virtual Gateway Direct Verification: Match History Results Page 30 and Secondary Education 15
Direct Verification Results 31 Direct Verification Results Eligibility status changes from Reduced to Free - Make changes Immediately. Eligibility status changes from Free -to Reduced or Paid 10 days advanced notice in writing. No Match-Manual Verification must use letter method. 32 and Secondary Education 16
MFILC condition matches: First 2 Initials Last Name DOB MFLPD condition matches: First Name Last Name Partial DOB Partial Match Definitions MFPLC condition matches: First Name Partial Last Name (first 4 letters) DOB MFLDPS condition matches: First Name Date of Birth Partial Suffix 33 Direct Verification Results Partial Match MFILC Match on First Initial, Last Name and DOB Partial Match MFPLC Match on First Name, Partial Last Name (first 4 letters) and DOB Partial Match MFLPD Match on First Name, Last Name, Partial Date of Birth Partial Match MFLDPS Match on First Name, Last Name, Date of Birth Partial Suffix 34 and Secondary Education 17
Direct Verification: Household Communication In Massachusetts, eligibility from SNAP, TAFDC and Medicaid is verified through the Virtual Gateway Conducted prior to contacting the household for documentation Documentation to household must be retained Verification tracker Verification checklist We have Verified your Eligibility letter 35 Education, Office for Food Notification to Verified Households 36 Education, Office for Food and Secondary Education 18
Paper Verification Mass. Department of Elementary and Secondary Education, Office for Food 37 Determining Sources of Verification Written evidence for income eligible households and categorically eligible households must indicate: Name of person(s) receiving the income Amount, frequency, and the date the income was received Collateral contacts Agency records (Please refer to the Eligibility Manual ) 38 Education, Office for Food and Secondary Education 19
Paper Verified Households Must be sent a dated: We Must Check Your Application letter Verification documentation for each application verified must be available (Verification Tracker) SFA must provide a telephone number that is available at no cost to the household 39 Education, Office for Food Paper Verification *Select a Household Response Deadline Households must respond to the request for information within a specified period of time set by the SFA. The response deadline cannot be November 15 th All correspondence for the Verification Process must be completed by November 15th 40 Education, Office for Food and Secondary Education 20
Manual Verification School Food Authority must mail out this letter to all households chosen for Verification. 41 Education, Office for Food Paper Verification *Household Follow-up Must Be Initiated (Second Request) The LEA must follow-up if the household Does not respond to the request for verification Submits insufficient or obsolete written evidence The collateral contact is not able to provide requested information Failure to provide adequate written evidence may result in termination of benefits Follow-up in writing (including e-mails) or telephone call with documentation of the attempted contact to obtain missing written evidence Don t forget to document. 42 Education, Office for Food and Secondary Education 21
Sources of Verification Copy of the free and reduced price application Source of information used to verify the application (i.e. wage stubs) Copies of correspondence between household and SFA Change in eligibility as a result of the outcome of the verification process Records of follow-up attempts and results (Please reference the Verification Tracker) 43 Education, Office for Food Eligibility Changes Reduction in benefits in 10 calendar days (the actual reduction is effective on the 11 th calendar day from the date of the letter) Increase in benefits are immediate or within 3 days of the verification results 44 Education, Office for Food and Secondary Education 22
Notification to Verified Households 45 Education, Office for Food Households That Are Denied Benefits May appeal the denial or reduction in benefits within the 10 calendar day advance notice period Continue receiving the approved benefits and the district can continue to claim that benefit May reapply for benefits at any time during the same school year, but must always submit income documentation or categorical proof that is indicated on the application These are not considered new applications 46 Education, Office for Food and Secondary Education 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 47 Education, Office for Food Completion of Verification Verification of an individual application is considered complete when a household s eligibility for level of benefits for which it was approved is: Confirmed, or A change of status letter has been sent informing the household that benefits will be reduced or increased, or A change of status letter has been sent informing the household that benefits will be terminated. 48 Education, Office for Food and Secondary Education 24
Verification for Cause Questionable applications in addition to the sample size chosen for verification Follow the same procedures as explained in the verification process (EM) Can be conducted through the year SP 13-2012 Verification for Cause and School District Employees 49 Education, Office for Food Verification for Cause We Have Verified Your Eligibility letter is sent when any household fails to submit requested verification information by the date specified by the LEA or submits information that does not support the reported income information 50 Education, Office for Food and Secondary Education 25
Summary Establish the pool of applications for the verification process Accurately determine the number of applications to verify Use the correct application selection method Notify households of documentation received Conduct Direct Verification Complete the Verification Collection Report 51 Education, Office for Food Important Verification Facts to Remember No more or no less than 3% of the total applications are to be verified 100% verification is not permissible Verification cannot be requested at the time of the application At least one application must always be verified Deadline for completion of all verification activity is November 15 (Verification cycle is Oct. 1 Nov. 15) Verification Summary Report must be submitted to ESE via Security Portal no later than early January each year This year the deadline is: January 12, 2018 Remember to DOCUMENT.. DOCUMENT..DOCUMENT 52 Education, Office for Food and Secondary Education 26
Kevin Dawson kdawson@doe.mass.edu Questions? 53 and Secondary Education 27