The Free and Reduced-Price Meal Eligibility Process 2011-2012

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The Free and Reduced-Price Meal Eligibility Process 2011-2012 Powered By Docstoc
					   The Free and
Reduced-Price Meal
 Eligibility Process
      2011 - 2012


                       1
In accordance with Federal Law and U.S. Department of Agriculture policy, this
institution is prohibited from discriminating on the basis of race, color, national
origin, sex, age, or disability.

To file a complaint of discrimination, write USDA, Director, Office of Adjudication,
1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free
(866) 632-9992 (Voice). Individuals who are hearing impaired or have speech
disabilities may contact USDA through the Federal Relay Service at (800) 877-
8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and
employer.



                                                                                      2
     Coordinated Review Effort
     (CRE)
   During CRE, Critical Review areas,
    Performance Standard 1 is Eligibility
    Certification and Benefit Issuance (CBI)
   CBI errors can lead to reclaim which
    means lost $$$ for the school meals
    program

What’s the fix?????
                                               3
    CRE – What’s the Fix?
   Provide a sample application that shows
    how to correctly complete paperwork
   Train staff responsible for approving
    applications
   Highlight requirements for last four digits
    of SS# and signature on instructions for
    applying
   Assist families to fill out applications
                                                  4
Let’s make sure we do the
 free and reduced price
  process correctly for
       2011-2012!


                            5
      Save These WebPages:

DPI Child Nutrition Website is located at:
  www.dpi.wi.gov/fns/index.html

 Free and Reduced Price materials and
   Eligibility information is located at:
 www.dpi.wi.gov/fns/fincou1.html
                                             6
      Current Resources:
     Use the USDA Materials
  Eligibility Manual for School Meals
        January 2008 edition at:
   www.dpi.wi.gov/fns/fincou1.html

        Check for additional
       USDA Guidance Memos
http://www.dpi.wi.gov/fns/usdaplcymem.html


                                             7
   General Requirement

  Schools in NSLP/SBP must make
  free and reduced-price meals
  available to eligible children

Eligibility Manual (EM) page 2


                                   8
        Electronic Applications
   Applications and supporting materials may be
    made available to households electronically via
    the internet
   Applications may be accepted electronically
    (but must provide for electronic signatures)
   Households must be notified of how/where to
    access materials
   Paper copies must still be made available to
    households
EM page 10                                            9
     Definitions of SFA/LEA
“SFA” (School Food Authority)
    was the term USDA used for agencies
    administering the school meals programs
“LEA” (Local Educational Agency)
   is the term USDA uses to identify the agency
   responsible for application, certification,
   and verification activities
EM page 2
                                                  10
Other terms used in the Free and
Reduced price eligibility process are
included in the January 2008
Eligibility Manual on pages 4 - 5.



                                    11
Free and Reduced Price
Meals Eligibility Process:



Getting Started


                             12
        Free and Reduced-Price
        Meals Eligibility Process
 Direct Certification Process establishes
  automatic eligibility for free meals
 Application Process – establishes eligibility by:
     Income
     Categorical
          Case # - FS, W-2-cash benefits and
          Food Distribution Program on Indian
          Reservations (FDPIR), Foster Child
 Other – homeless, migrant, runaway, Head
  Start/Even Start, foster child
EM pages 20, 40 – 44, 47 - 50
                                                      13
      Getting Started
 Download current materials from DPI website
 Send out Public Release to:
      Media
      Local Organizations working with
        low-income households
 Distribute Application Materials about 4 weeks
  before school starts but no earlier than July 1
 Complete the Direct Certification Process

EM pages 3, 7 – 8, 47 - 50
                                                    14
  Download Application Materials
  Annually from DPI Website


 Free and Reduced-Price Meals
  Application Packet
 Income Eligibility Guidelines
 Parent Notification Letter
 Public Release

                                  15
        Free/Reduced-Price Meals
        Application/Distribution
1. Must use the current DPI prototype forms
2. Changes to wording on application other than
   school name, programs, and names/numbers to
   contact require DPI approval prior to distribution
3. Must send or distribute to households of all
   students enrolled. Distribute after July 1(about
   four weeks before the beginning of the school
   year) EM page 7
4. Maintain confidentiality of all household/student
   application and eligibility information
                                                    16
        Free/Reduced-Price Meals
        Application Packet

   Foreign language translations are made available
    by USDA to help households understand the
    application process. DPI website will link to
    USDA website

   Spanish and Hmong Applications can be found
    on the DPI website. A translator may be used
    to translate 2011-2012 if an application is not
    available in the language needed.
                                                      17
     Income Eligibility Guidelines

   Must use the correct year income
    guidelines when approving applications
   Do not send out the complete free/reduced
    income guidelines to parents with the
    application materials


                                             18
      Public Release
 Must send to at least one media source and
  at least one local/grass roots organization
  that works with low - income people in the
  community
 Required to send release to the media,
  not required to pay to have it published.
 Keep copy of the public release as sent out
  and document where it was sent
                                                19
  The Free and Reduced-Price
  Meal Eligibility Process

QUESTIONS ????????????
   QUESTIONS ?????????
       QUESTIONS ??????
            on
    GETTING STARTED

                               20
 The Free and Reduced-Price
 Meal Eligibility Process:


Direct Certification



                              21
   Direct Certification
 Direct Certification promotes
 increased participation in school
 meals programs by simplifying the
 certification process for low-income
 children to receive free meals

EM pages 47 - 50
                                        22
        Direct Certification
           required for all LEA’s in
           Child Nutrition Programs
     Direct Certification User Guide can be
                   downloaded at:
    https://www.dwd.state.wi.us/dcfdirectcert/

EM pages 47 - 50


                                                 23
       Direct Certification





 Allows students to be eligible for free meal
  benefits without submitting a paper
  application

 No application, so not included in the
  verification process

    EM Part 6, pages 47 – 50

                                                 24
     Direct Certification
 Must be conducted a minimum of
  three times per school year, but can be
  done more often
 Eligible for the entire school year plus
  30 operating day carryover period
  (new determination supersedes eligibility
  carry-over)
EM page 15
                                              25
    When Do I run direct certification?

As of July 1, 2011 Direct Certification
MUST be run a minimum of three
times per school year:
   At or around the beginning of the school year
   Three months after the initial effort; and
   Six months after the initial effort



                                                    26
     Direct Certification
 New names identified on a later DC run
  become eligible for the rest of school year
  and the 30 day carry-over period next year
 Names no longer on a later run still remain
  eligible for the rest of school year and the
  30 day carry-over period
EM page 15
                                                 27
      Not Required to do
      Direct Certification
   Provision 2 or 3 schools in non-base year
   Residential Child Care Institution (RCCI)
    with residential students only
   Children documented as homeless,
    migrant, runaway, Head Start/Even Start,
    Foster child

                                                28
    Benefits of
    Direct Certification

 Less work for the LEA in collecting and
  processing applications
 Less paperwork for parents to complete
 Potential for verifying fewer applications
 Direct Certification can bring more
  reimbursement for the school


                                               29
     Direct Certification
     Challenges

 Direct Certification list only returns matches
  for those students currently receiving
  FoodShare or W-2 benefits
 Students may not match due to difference in
  names/spelling/birthdates between school
  information and Department of Children and
  Families’ (DCF) database

                                                   30
     Direct Certification
     Process in Wisconsin

1. Create a DWD/Wisconsin Logon ID and your
   password at:
   http://www.dwd.state.wi.us/dcfdirectcert/
2. Complete the Direct Certification
   Web Access Request Form
3. Sign and fax the completed form to:
       Department of Children & Families
                608 – 267- 0484

                                               31
    Direct Certification Process
    in Wisconsin
School will receive an e-mail after approval
Set up file
Send or transfer file to DCF
Make a copy of state list
Database at DCF is updated weekly



                                                32
   Direct Certification Process
   in Wisconsin
When file is returned by DCF:
 Download file and save to computer

 Make a paper copy of the list from the state
  for your records
 Database is updated weekly, so multiple
  lists can be run during year to identify more
  students eligible

                                              33
      Direct Certification Process
      in Wisconsin
After the list is received, the LEA must notify the
household of children eligible for free or reduced:
  Names of children on list (Y) are eligible for free
   meals
  Benefits are extended to other children (not listed
   as Y) in the same household without an application
  Notification letter must include how to decline
   benefits if they do not want free meal benefits
EM page 49
                                                         34
      Extending Eligibility
 When at least one child in the household has
 been identified as eligible based on Direct
 Certification or a case number on an application all
 other children in that “household” also are
 considered categorically eligible and receive free
 meals.
 Must document household composition and basis
 for extending eligibility
USDA Policy Memorandum SP 38–2009 (August 27, 2009)
                                                      35
Direct Certification




                       36
Direct Certification Contacts




                                37
 The Free and Reduced-Price
 Meal Eligibility Process

QUESTIONS ????????????
   QUESTIONS ?????????
       QUESTIONS ??????
           on

DIRECT CERTIFICATION
                          38
   The Free and Reduced-Price
   Meal Eligibility Process:


Application Approval,
Other Certifications and
Eligibility Notification


                                39
    Eligibility Certification
 The eligibility certification process
  establishes eligibility for free or reduced-
  price meal benefits
 Application approval processes must be
  conducted annually
 Other certification processes must also
  be conducted annually
                                             40
     Locating Free and Reduced
     Application Materials

   Free and Reduced application
    materials are available on the
          DPI website at:
     www.dpi.wi.gov/fns/fincou1.html
Note: These forms are updated on a yearly basis.
   Make sure you have the most recent forms.
                                                   41
      Process Overview
 Download updated materials from DPI website
 Distribute applications after July 1
  (but about 4 weeks before school starts)
 Process applications to certify eligibility
 Develop a system of documenting benefit
  eligibility
 Keep benefit issuance documentation updated
  during the year
EM page 7
                                                42
      Who’s Involved?
 Determining Official
  - Reviews applications and determines
    eligibility
 Confirming Official
  - Reviews only the applications selected
    for verification to assure original
    determination was correctly made
  - Cannot also be the Determining Official
                                          43
       Who’s Involved?
 Verifying Official
 - Conducts  verification process for the
   selected applications
 Hearing Official –
  - Conducts hearing as requested for
    appeals to determination or verification
  - Cannot also be Determining or Verifying
    Officials
                                               44
     Processing Applications
USDA allows up to 10 working days for
 processing new applications
Applications approved from the prior
 school year are valid to carryover eligibility
 for 30 operating days in the new school year
Approve applications for new students or
 those without applications on file from prior
 year first
EM page 16
                                             45
     Duration of Eligibility
 Must allow 30 operating days carry-over of
  eligibility at beginning of next school year
  (not Provision 2 if applications were not
  accepted in the previous year)
 A new eligibility determination supersedes
  the carry-over eligibility
 Household is not required to report an
  increase in income during the year
                                               46
       Examples of Reasons for
       Temporary Approval
   Temporary layoffs
   Strikes
   Temporary receipt of public assistance
   Temporary disability
   Zero income
     • Set reminder and re-check in 45 days; may
       continue to extend for 45 days if no change
     • May extend “temporary eligibility” to rest of
       school year and 30 day carry-over based on
       individual situation at end of 45 days
EM pages 21 - 22                                       47
     Categorical Eligibility:
     Automatic Free Meal Eligibility
 FoodShare (FS) Case Number
 W-2 (Cash Benefits only) Case Number
  Note: FS & W-2 Case numbers are currently
  10 digits
 Food Distribution Program on Indian
  Reservations (FDPIR) Case Number
 Homeless, Migrant, Runaway
 Head Start/Even Start
 Foster Child
                                              48
      Complete Application:
      FoodShare, W-2, or FDPIR
 Name/s of all household members and school
  name for each child to receive benefits
 Current FoodShare/FDPIR/or W-2 Cash
  Benefits Case Number covering each
  household member listed
 Signature of an adult household member
 Adult social security number not required
EM pages 16 - 17
                                           49
Complete application:                     FREE AND REDUCED PRICE SCHOOL MEALS FAMILY APPLICATION

Food Share, W-2, or FDPIR                 PART 1. ALL HOUSEHOLD MEMBERS
                                                                                                                                                                                                                          Check if a foster
                                                                                                                                                                                                                          child (legal
                                                                                                                                                                                                                          responsibility of
                                                                                                                                                                                                                          welfare agency or
                                          Names of all people living in your household       School the child attends, or indicate “NA” if household                                                             Gra      court)                                                   Check if NO
                                          (First, Middle Initial, Last)                      member is not in school                                                                                             de       If all children listed                                   income




 Names of all household members
                                                                                                                                                                                                                          below are foster
                                                                                                                                                                                                                          children, skip to
                                                                                                                                                                                                                          Part 5 to sign this
                                                                                                                                                                                                                          form.




 and school child attends (in Part 1)
 Food Share, W-2 cash benefit, or        PART 2. BENEFITS

                                          IF ANY MEMBER OF YOUR HOUSEHOLD RECEIVES FoodShare, FDPIR OR W-2 Cash
                                                                                                                                                                                                                       PART 3. HOMELESS, MIGRANT,
                                                                                                                                                                                                                       RUNAWAY STATUS
                                                                                                                                                                                                                       IF ANY CHILD YOU ARE APPLYING




 FDPIR case number for any
                                          Benefits, PROVIDE THE NAME AND CASE NUMBER FOR THE PERSON WHO RECEIVES                                                                                                       FOR IS HOMELESS, MIGRANT, OR
                                          BENEFITS AND SKIP TO PART 5. IF NO ONE RECEIVES THESE BENEFITS, GO TO PART 3.                                                                                                A RUNAWAY CHECK THE
                                                                                                                                                                                                                       APPROPRIATE BOX AND CALL
                                          NAME:                                                                                                                                                                        [your school, homeless liaison,
                                                                                                                                                                                                                       migrant coordinator at phone #]
                                          CASE NUMBER:




 household members (in Part 2)
                                                                                                                                                                                                                       HOMELESS  MIGRANT 
                                                                                                                                                                                                                       RUNAWAY 

                                          PART
                                          4. TOTAL HOUSEHOLD GROSS INCOME (BEFORE DEDUCTIO NS). List all income on the same line as the person who receives it. Check the box for how




      •Case number is usually 10 digits
                                          often it is received. RECORD EACH INCOME ONLY ONCE. If you provided a case number in Part 2, you do not need to provide income information.
                                          1. NAME                               2. GROSS INCOME AND HOW OFTEN IT WAS RECEIVED
                                          (List only household members with
                                          income)                                                                                                Pension                   All Other Income
                                                                                Earnin
                                                                                                                                                 s,




      •NOT Social Security Number
                                                                                gs                                                                                         (indicate
                                                                                                                Welfare,                         retirem
                                                                                from




                                                                                                                         Twice Monthly




                                                                                                                                                                                       Twice Monthly




                                                                                                                                                                                                                                                     Twice Monthly
                                                                                                                child                            ent,                      frequency, such




                                                                                                         Every 2 Weeks




                                                                                                                                                                       Every 2 Weeks




                                                                                                                                                                                                                                     Every 2 Weeks
                                                                                work                                                                                       as “weekly”
                                                                                                                support,                         Social
                                                                                before                                                                                     “monthly”




                                                                                                                                         Monthly
                                                                                                                alimony




                                                                                                                                                                                                       Monthly
                                                                                                                                                 Security




                                                                                                                                                                                                                                                                     Monthly
                                                                                                Weekly




                                                                                                                                                              Weekly




                                                                                                                                                                                                                            Weekly
                                                                                deduct                                                                                     “quarterly”
                                                                                                                                                 , SSI, VA
                                                                                ions.



      (9 digits)
                                                                                                                                                 benefits                  “annually”)

                                                                                                                                                                                                                                                                                   $50 /
                                                     (Example) Jane Smith             $200                                                             $150                                                          $0
                                                                                                                                                                                                                                                                                   quarterly
                                                                                     $                                                             $                                                             $                                                             $            /




      •NOT Quest card number (16-20
                                                                                     $                                                             $                                                             $                                                             $            /
                                                                                     $                                                             $                                                             $                                                             $            /
                                                                                     $                                                             $                                                             $                                                             $            /
                                                                                     $                                                             $                                                             $                                                             $            /
                                                                                     $                                                             $                                                             $                                                             $            /




      digits)
                                          PART 5. SIGNATURE AND LAST FOUR DIGITS OF SOCIAL SECURITY NUMBER (ADULT MUST SIGN)
                                          An adult household member must sign the application. If Part 4 is completed, the adult signing the form also must list the last four digits of his or her
                                          Social Security Number or write “none” if you do not have a Social Security Number. (See Privacy Act Statement on the back of this page.)
                                          I certify (promise) that all information on this application is true and that all income is reported. I understand that the school will get Federal funds based on




      •Check for FDPIR number format
                                          the information I give. I understand that school officials may verify (check) the information. I understand that if I purposely give false information, my children
                                          may lose meal benefits, and I may be prosecuted.
                                          Sign here:                                                                                                                                    Print name:
                                                                                                                                                                                        Date:

                                          Address:




 Signature of an adult household
                                          City:
                                                                                                                                                                                                                                                                                           Stat
                                          e:                                                                                                                                                                                                                                               Zip
                                          Code:




 member (in part 5)
                                          Phone Number:
                                          Cell Phone Number:

                                          Last four digits of Social Security Number (Write “None” if you do not have a Social Security Number): * * * - * * - __ __ __ __




 SS# of signer is not required
  (in part 5)                                                                                                                                                                                                                                                                                     50
      Extending Eligibility
♦ A household with only an adult eligible for
  FoodShare, FDPIR, or W-2 cash assistance
  does extend categorical eligibility for free meals
  to all children in household attending school
♦ Document by case number listed for adult named
  as part of household in Part 1 on the application
  or other materials
USDA Policy Memorandum SP 25 - 2010
                                                   51
       Extending Eligibility:
       Non-Joint Custody
♦ Child in “household” with someone else directly
  certified or with case number for FoodShare, FDPIR
  or W-2 cash assistance on application is extended
  free eligibility in that household
♦ If this non-joint custody child lives part-time in a
  second “household” any other children in second
  household are not extended free benefits
♦ Must document household composition and basis for
  child’s eligibility (different from others)
USDA Policy Memorandum SP 25 - 2010                    52
     Extending Eligibility:
     Joint Custody
♦ If child actually receives FoodShare, FDPIR or
  W-2 cash assistance in one household any other
  children in that household are extended free
  benefits
♦ When child lives part-time in second household all
  other children in that household are also extended
  free benefits
♦ Must document household composition and basis
  for extending benefits
USDA Policy Memorandum SP 25 - 2010
                                                 53
      Extending Eligibility:
      Joint Custody
♦ If child does not receive FoodShare, FDPIR or
  W-2 cash assistance in one household but another
  person in that household does, all children in that
  household are extended free benefits
♦ When this child lives part-time in a second
  household all other children in that household
  are not extended free benefits.
♦ Must document household composition and basis
  for not extending benefits
USDA Policy Memorandum SP 25 - 2010
                                                    54
    Determining Official for FoodShare,
    W-2 Households or FDPIR Must:

 Indicate free eligibility based on
  FoodShare/W-2 Cash Benefits/FDPIR
 Sign or initial the application
 Indicate date the application is approved
 Notify the household (in writing) of
  eligibility determination
                                              55
     Homeless, Migrant, Runaway
     Youth as Eligible Applicants
 Homeless, migrant, and runaway youth are
  categorically eligible for free meals
 These students can be certified in the
  public schools for free meals by the
  appropriate school or local official
 See Part 2 on the F/R application
EM pages 17, 20, 40 - 44
                                             56
     Certifying Homeless, Migrant
     and Runaway Youth
 Public Schools utilize the Homeless Liaison to
  certify homeless students for free benefits
 Migrant Education Program Coordinator may
  identify and document migrant children and certify
  they meet requirements for free meals
 Work with Homeless Liaison to determine
  eligibility for children identified as Homeless or
  Runaway
 Runaway youth and youth housed in shelters
  may also continue to be served with an application
  signed by the shelter director
                                                   57
Complete application:                FREE AND REDUCED PRICE SCHOOL MEALS FAMILY APPLICATION

Homeless, Migrant,                      PART 1. ALL HOUSEHOLD MEMBERS
                                                                                                                                                                                                                        Check if a foster
                                                                                                                                                                                                                        child (legal
                                                                                                                                                                                                                        responsibility of




Runaway
                                                                                                                                                                                                                        welfare agency or
                                        Names of all people living in your household       School the child attends, or indicate “NA” if household                                                             Gra      court)                                                   Check if NO
                                        (First, Middle Initial, Last)                      member is not in school                                                                                             de       If all children listed                                   income
                                                                                                                                                                                                                        below are foster
                                                                                                                                                                                                                        children, skip to
                                                                                                                                                                                                                        Part 5 to sign this
                                                                                                                                                                                                                        form.




Name/s of all household                PART 2. BENEFITS                                                                                                                                                             PART 3. HOMELESS, MIGRANT,



members and school child is
                                                                                                                                                                                                                     RUNAWAY STATUS
                                        IF ANY MEMBER OF YOUR HOUSEHOLD RECEIVES FoodShare, FDPIR OR W-2 Cash                                                                                                        IF ANY CHILD YOU ARE APPLYING
                                        Benefits, PROVIDE THE NAME AND CASE NUMBER FOR THE PERSON WHO RECEIVES                                                                                                       FOR IS HOMELESS, MIGRANT, OR
                                        BENEFITS AND SKIP TO PART 5. IF NO ONE RECEIVES THESE BENEFITS, GO TO PART 3.                                                                                                A RUNAWAY CHECK THE
                                                                                                                                                                                                                     APPROPRIATE BOX AND CALL
                                        NAME:


attending (in Part 1)
                                                                                                                                                                                                                     [your school, homeless liaison,
                                                                                                                                                                                                                     migrant coordinator at phone #]
                                        CASE NUMBER:
                                                                                                                                                                                                                     HOMELESS  MIGRANT 
                                                                                                                                                                                                                     RUNAWAY 




Box checked for homeless,              PART
                                        4. TOTAL HOUSEHOLD GROSS INCOME (BEFORE DEDUCTIO NS). List all income on the same line as the person who receives it. Check the box for how
                                        often it is received. RECORD EACH INCOME ONLY ONCE. If you provided a case number in Part 2, you do not need to provide income information.
                                        1. NAME
                                        (List only household members with
                                                                              2. GROSS INCOME AND HOW OFTEN IT WAS RECEIVED




migrant or runaway (in Part 3)
                                        income)                                                                                                Pension                   All Other Income
                                                                              Earnin
                                                                                                                                               s,
                                                                              gs                                                                                         (indicate
                                                                                                              Welfare,                         retirem
                                                                              from




                                                                                                                       Twice Monthly




                                                                                                                                                                                     Twice Monthly




                                                                                                                                                                                                                                                   Twice Monthly
                                                                                                              child                            ent,                      frequency, such




                                                                                                       Every 2 Weeks




                                                                                                                                                                     Every 2 Weeks




                                                                                                                                                                                                                                   Every 2 Weeks
                                                                              work                                                                                       as “weekly”
                                                                                                              support,                         Social
                                                                              before



Signature of the adult household
                                                                                                                                                                         “monthly”




                                                                                                                                       Monthly
                                                                                                              alimony




                                                                                                                                                                                                     Monthly
                                                                                                                                               Security




                                                                                                                                                                                                                                                                   Monthly
                                                                                              Weekly




                                                                                                                                                            Weekly




                                                                                                                                                                                                                          Weekly
                                                                              deduct                                                                                     “quarterly”
                                                                                                                                               , SSI, VA
                                                                              ions.                                                                                      “annually”)
                                                                                                                                               benefits

                                                                                                                                                                                                                                                                                 $50 /
                                                   (Example) Jane Smith             $200                                                             $150                                                          $0
                                                                                                                                                                                                                                                                                 quarterly


member completing application on                                                   $
                                                                                   $
                                                                                   $
                                                                                   $
                                                                                   $
                                                                                                                                                 $
                                                                                                                                                 $
                                                                                                                                                 $
                                                                                                                                                 $
                                                                                                                                                 $
                                                                                                                                                                                                               $
                                                                                                                                                                                                               $
                                                                                                                                                                                                               $
                                                                                                                                                                                                               $
                                                                                                                                                                                                               $
                                                                                                                                                                                                                                                                             $
                                                                                                                                                                                                                                                                             $
                                                                                                                                                                                                                                                                             $
                                                                                                                                                                                                                                                                             $
                                                                                                                                                                                                                                                                             $
                                                                                                                                                                                                                                                                                          /
                                                                                                                                                                                                                                                                                          /
                                                                                                                                                                                                                                                                                          /
                                                                                                                                                                                                                                                                                          /
                                                                                                                                                                                                                                                                                          /



behalf of the child, or the
                                                                                   $                                                             $                                                             $                                                             $            /

                                        PART 5. SIGNATURE AND LAST FOUR DIGITS OF SOCIAL SECURITY NUMBER (ADULT MUST SIGN)
                                        An adult household member must sign the application. If Part 4 is completed, the adult signing the form also must list the last four digits of his or her
                                        Social Security Number or write “none” if you do not have a Social Security Number. (See Privacy Act Statement on the back of this page.)



State/local program liaison or          I certify (promise) that all information on this application is true and that all income is reported. I understand that the school will get Federal funds based on
                                        the information I give. I understand that school officials may verify (check) the information. I understand that if I purposely give false information, my children
                                        may lose meal benefits, and I may be prosecuted.
                                        Sign here:                                                                                                                                    Print name:
                                                                                                                                                                                      Date:


coordinator (in Part 5)                 Address:
                                        City:

                                        e:
                                                                                                                                                                                                                                                                                         Stat
                                                                                                                                                                                                                                                                                         Zip




Last 4 digits of SS# of signer is
                                        Code:

                                        Phone Number:
                                        Cell Phone Number:

                                        Last four digits of Social Security Number (Write “None” if you do not have a Social Security Number): * * * - * * - __ __ __ __




not required (in Part 5)
                                                                                                                                                                                                                                                                                                58
      Certifying Head Start/Even Start
   Effective December 12, 2007 Public Law 110-134
    makes any child enrolled in Head Start
    automatically eligible for free meals
     * Documentation must be provided by the Head
       Start Program
   Even Start children must be enrolled in a
    Federally–funded Even Start Program and must
    be Pre-K level
     * Documentation must be provided by the
       Even Start Program
EM pages 40 - 41                                   59
      Certifying Foster Children
   Public Law 111-296 provides categorical
    eligibility for free meals to foster children
   Foster children are allowed certification
    without application if documentation is
    received from local or State agency
    indicating the child is in Foster Care


                                                    60
       Certifying Foster Children:
       2011 Changes
   Previously a separate application was submitted
    for a foster child who was considered a household
    of one
   Now, households with foster and non-foster
    children may include the foster child as a
    household member
   Note that this does not guarantee that non-foster
    children in the house will receive free or reduced
    meals
                                                     61
                                 FREE AND REDUCED PRICE SCHOOL MEALS FAMILY APPLICATION
Complete                               PART 1. ALL HOUSEHOLD MEMBERS




application:
                                                                                                                                                                                                                       Check if a foster
                                                                                                                                                                                                                       child (legal
                                                                                                                                                                                                                       responsibility of
                                                                                                                                                                                                                       welfare agency or
                                       Names of all people living in your household       School the child attends, or indicate “NA” if household                                                             Gra      court)                                                   Check if NO
                                       (First, Middle Initial, Last)                      member is not in school                                                                                             de       If all children listed                                   income
                                                                                                                                                                                                                       below are foster
                                                                                                                                                                                                                       children, skip to




Foster Child
                                                                                                                                                                                                                       Part 5 to sign this
                                                                                                                                                                                                                       form.




                                       PART 2. BENEFITS                                                                                                                                                             PART 3. HOMELESS, MIGRANT,
                                                                                                                                                                                                                    RUNAWAY STATUS




Name of foster child, school
                                       IF ANY MEMBER OF YOUR HOUSEHOLD RECEIVES FoodShare, FDPIR OR W-2 Cash                                                                                                        IF ANY CHILD YOU ARE APPLYING
                                       Benefits, PROVIDE THE NAME AND CASE NUMBER FOR THE PERSON WHO RECEIVES                                                                                                       FOR IS HOMELESS, MIGRANT, OR
                                       BENEFITS AND SKIP TO PART 5. IF NO ONE RECEIVES THESE BENEFITS, GO TO PART 3.                                                                                                A RUNAWAY CHECK THE
                                                                                                                                                                                                                    APPROPRIATE BOX AND CALL
                                       NAME:                                                                                                                                                                        [your school, homeless liaison,
                                                                                                                                                                                                                    migrant coordinator at phone #]
                                       CASE NUMBER:



attending and check box if no          PART
                                       4. TOTAL HOUSEHOLD GROSS INCOME (BEFORE DEDUCTIO NS). List all income on the same line as the person who receives it. Check the box for how
                                                                                                                                                                                                                    HOMELESS  MIGRANT 
                                                                                                                                                                                                                    RUNAWAY 




income (in Part 1)
                                       often it is received. RECORD EACH INCOME ONLY ONCE. If you provided a case number in Part 2, you do not need to provide income information.
                                       1. NAME                               2. GROSS INCOME AND HOW OFTEN IT WAS RECEIVED
                                       (List only household members with
                                       income)                                                                                                Pension                   All Other Income
                                                                             Earnin
                                                                                                                                              s,
                                                                             gs                                                                                         (indicate
                                                                                                             Welfare,                         retirem
                                                                             from




                                                                                                                      Twice Monthly




                                                                                                                                                                                    Twice Monthly




                                                                                                                                                                                                                                                  Twice Monthly
                                                                                                             child                            ent,                      frequency, such




                                                                                                      Every 2 Weeks




                                                                                                                                                                    Every 2 Weeks




                                                                                                                                                                                                                                  Every 2 Weeks
Signature of adult household
                                                                             work                                                                                       as “weekly”
                                                                                                             support,                         Social
                                                                             before                                                                                     “monthly”




                                                                                                                                      Monthly
                                                                                                             alimony




                                                                                                                                                                                                    Monthly
                                                                                                                                              Security




                                                                                                                                                                                                                                                                  Monthly
                                                                                             Weekly




                                                                                                                                                           Weekly




                                                                                                                                                                                                                         Weekly
                                                                             deduct                                                                                     “quarterly”
                                                                                                                                              , SSI, VA
                                                                             ions.                                                                                      “annually”)
                                                                                                                                              benefits

                                                                                                                                                                                                                                                                                $50 /
                                                  (Example) Jane Smith             $200                                                             $150                                                          $0



member or official of court or
                                                                                                                                                                                                                                                                                quarterly
                                                                                  $                                                             $                                                             $                                                             $            /
                                                                                  $                                                             $                                                             $                                                             $            /
                                                                                  $                                                             $                                                             $                                                             $            /
                                                                                  $                                                             $                                                             $                                                             $            /
                                                                                  $                                                             $                                                             $                                                             $            /



agency responsible for the
                                                                                  $                                                             $                                                             $                                                             $            /

                                       PART 5. SIGNATURE AND LAST FOUR DIGITS OF SOCIAL SECURITY NUMBER (ADULT MUST SIGN)
                                       An adult household member must sign the application. If Part 4 is completed, the adult signing the form also must list the last four digits of his or her
                                       Social Security Number or write “none” if you do not have a Social Security Number. (See Privacy Act Statement on the back of this page.)



child (in Part 5)
                                       I certify (promise) that all information on this application is true and that all income is reported. I understand that the school will get Federal funds based on
                                       the information I give. I understand that school officials may verify (check) the information. I understand that if I purposely give false information, my children
                                       may lose meal benefits, and I may be prosecuted.
                                       Sign here:                                                                                                                                    Print name:
                                                                                                                                                                                     Date:

                                       Address:




SS# of person signing is
                                       City:
                                                                                                                                                                                                                                                                                        Stat
                                       e:                                                                                                                                                                                                                                               Zip
                                       Code:

                                       Phone Number:
                                       Cell Phone Number:



not required (in Part 5)               Last four digits of Social Security Number (Write “None” if you do not have a Social Security Number): * * * - * * - __ __ __ __




                                                                                                                                                                                                                                                                                               62
      Complete Applications:
        Income Eligible
 Names of all Household Members (in Part 1)
 Current Amount and Source of Income
  by Household Member (in Part 4)
 Signature of an Adult Household Member
 Last four digits of SS# of Adult Household
  Member Signing the Application (or write
  “none” in Part 5)
EM page 17
                                               63
                                  FREE AND REDUCED PRICE SCHOOL MEALS FAMILY APPLICATION

Complete application:                 PART 1. ALL HOUSEHOLD MEMBERS




Income Eligible
                                                                                                                                                                                                                      Check if a foster
                                                                                                                                                                                                                      child (legal
                                                                                                                                                                                                                      responsibility of
                                                                                                                                                                                                                      welfare agency or
                                      Names of all people living in your household       School the child attends, or indicate “NA” if household                                                             Gra      court)                                                   Check if NO
                                      (First, Middle Initial, Last)                      member is not in school                                                                                             de       If all children listed                                   income
                                                                                                                                                                                                                      below are foster
                                                                                                                                                                                                                      children, skip to




Names of all members of the
                                                                                                                                                                                                                      Part 5 to sign this
                                                                                                                                                                                                                      form.




household, school child attends
and check any members that
                                      PART 2. BENEFITS                                                                                                                                                             PART 3. HOMELESS, MIGRANT,
                                                                                                                                                                                                                   RUNAWAY STATUS
                                      IF ANY MEMBER OF YOUR HOUSEHOLD RECEIVES FoodShare, FDPIR OR W-2 Cash                                                                                                        IF ANY CHILD YOU ARE APPLYING
                                      Benefits, PROVIDE THE NAME AND CASE NUMBER FOR THE PERSON WHO RECEIVES                                                                                                       FOR IS HOMELESS, MIGRANT, OR
                                      BENEFITS AND SKIP TO PART 5. IF NO ONE RECEIVES THESE BENEFITS, GO TO PART 3.                                                                                                A RUNAWAY CHECK THE



have no income (in Part 1),
                                                                                                                                                                                                                   APPROPRIATE BOX AND CALL
                                      NAME:                                                                                                                                                                        [your school, homeless liaison,
                                                                                                                                                                                                                   migrant coordinator at phone #]
                                      CASE NUMBER:
                                                                                                                                                                                                                   HOMELESS  MIGRANT 



Names of all household
                                                                                                                                                                                                                   RUNAWAY 

                                      PART
                                      4. TOTAL HOUSEHOLD GROSS INCOME (BEFORE DEDUCTIO NS). List all income on the same line as the person who receives it. Check the box for how
                                      often it is received. RECORD EACH INCOME ONLY ONCE. If you provided a case number in Part 2, you do not need to provide income information.


members with income (in               1. NAME
                                      (List only household members with
                                      income)
                                                                            2. GROSS INCOME AND HOW OFTEN IT WAS RECEIVED


                                                                            Earnin
                                                                            gs
                                                                                                                                             Pension
                                                                                                                                             s,
                                                                                                                                                                       All Other Income




Part 4)
                                                                                                            Welfare,                         retirem                   (indicate
                                                                            from




                                                                                                                     Twice Monthly




                                                                                                                                                                                   Twice Monthly




                                                                                                                                                                                                                                                 Twice Monthly
                                                                                                            child                            ent,                      frequency, such




                                                                                                     Every 2 Weeks




                                                                                                                                                                   Every 2 Weeks




                                                                                                                                                                                                                                 Every 2 Weeks
                                                                            work                                                                                       as “weekly”
                                                                                                            support,                         Social
                                                                            before                                                                                     “monthly”




                                                                                                                                     Monthly
                                                                                                            alimony




                                                                                                                                                                                                   Monthly
                                                                                                                                             Security




                                                                                                                                                                                                                                                                 Monthly
                                                                                            Weekly




                                                                                                                                                          Weekly




                                                                                                                                                                                                                        Weekly
                                                                            deduct



Amount, source, and the
                                                                                                                                             , SSI, VA                 “quarterly”
                                                                            ions.                                                                                      “annually”)
                                                                                                                                             benefits

                                                                                                                                                                                                                                                                               $50 /
                                                 (Example) Jane Smith             $200                                                             $150                                                          $0
                                                                                                                                                                                                                                                                               quarterly
                                                                                 $                                                             $                                                             $                                                             $            /


frequency of current income                                                      $
                                                                                 $
                                                                                 $
                                                                                 $
                                                                                 $
                                                                                                                                               $
                                                                                                                                               $
                                                                                                                                               $
                                                                                                                                               $
                                                                                                                                               $
                                                                                                                                                                                                             $
                                                                                                                                                                                                             $
                                                                                                                                                                                                             $
                                                                                                                                                                                                             $
                                                                                                                                                                                                             $
                                                                                                                                                                                                                                                                           $
                                                                                                                                                                                                                                                                           $
                                                                                                                                                                                                                                                                           $
                                                                                                                                                                                                                                                                           $
                                                                                                                                                                                                                                                                           $
                                                                                                                                                                                                                                                                                        /
                                                                                                                                                                                                                                                                                        /
                                                                                                                                                                                                                                                                                        /
                                                                                                                                                                                                                                                                                        /
                                                                                                                                                                                                                                                                                        /


for each household member             PART 5. SIGNATURE AND LAST FOUR DIGITS OF SOCIAL SECURITY NUMBER (ADULT MUST SIGN)
                                      An adult household member must sign the application. If Part 4 is completed, the adult signing the form also must list the last four digits of his or her
                                      Social Security Number or write “none” if you do not have a Social Security Number. (See Privacy Act Statement on the back of this page.)



listed (in Part 4)                    I certify (promise) that all information on this application is true and that all income is reported. I understand that the school will get Federal funds based on
                                      the information I give. I understand that school officials may verify (check) the information. I understand that if I purposely give false information, my children
                                      may lose meal benefits, and I may be prosecuted.
                                      Sign here:                                                                                                                                    Print name:



Signature of adult household
                                                                                                                                                                                    Date:

                                      Address:
                                      City:
                                                                                                                                                                                                                                                                                       Stat
                                      e:                                                                                                                                                                                                                                               Zip


member (in Part 5)                    Code:

                                      Phone Number:
                                      Cell Phone Number:




Last 4 digits of SS# of signer
                                      Last four digits of Social Security Number (Write “None” if you do not have a Social Security Number): * * * - * * - __ __ __ __




or indicate “none” is required
(in Part 5)
                                                                                                                                                                                                                                                                                              64
   Incomplete Applications
   Can Not be Approved
 Document contact by noting updates
  and changes on application with date,
  person contacted and staff initials
 Return application if not signed by adult
  household member, but keep a copy
 Contact household to obtain other
  missing information
 Benefits approval cannot be done until
  information is complete
EM page 18                                    65
   Eligibility - Application Based
   On Income
 Household Size: number of people
 Household Income Identified by:
    Source and frequency of income
    Amount of gross income
    Amount of income for each
     household member

EM Part 4, pages 17, 30
                                      66
   Definition of Household
   and Economic Unit
Household or Family
  A group of related or unrelated individuals,
 living as one economic unit
Economic Unit
 A group of related or unrelated people
 sharing housing, income, and expenses
EM page 31
                                                 67
     Household of One
 Emancipated Child – living alone or as
 a separate economic unit

 Institutionalized Child – resides in
 a residential type facility that is
 not a boarding school

EM pages 31 - 32

                                           68
     Gross Income
The money earned before deduction of:
      Income taxes

      Social Security taxes

      Insurance premiums

      Bonds

      Garnisheed wages




EM page 33
                                        69
    Reportable Income
 Earnings from Work (wages)
 Welfare, Child Support, Alimony
 Pensions, Retirements, Social Security,
  Veteran’s Payments
 Schedule C: Self-Employed Business
 Schedule F: Farming
EM page 33
                                        70
     Income Exclusions
 Cash income or value of benefits from
  excluded Federal Programs such as
  FoodShare
 Income received for care of foster child
 Student financial assistance
 Loans, including bank loans
 Value of in-kind compensation
 Lump Sum payments
 Occasional earnings
EM page 35
                                             71
       Calculating Monthly
       Income
 Use gross income – income before any
  deductions
 Use most recent month (4 weeks) of income
  CAN NOT use last year’s income taxes unless
  for farm/business, seasonal or widely varying
  income
 Cannot subtract farm/business annual losses
  from other income (these losses are counted
  as $0.00)
EM pages 19, 33 - 34                          72
     Convert Incomes:
 From different time periods to annual
 income amounts
      Monthly                      X 12
      Weekly                       X 52
      Bi-weekly (every 2 weeks)    X 26
      Bi-monthly (2 times/month)   X 24
Note: do not round values for each conversion
EM page 19
                                                73
     Determining Official for
     Income Applications Must:
 Indicate household size and computed
  income
 Indicate approved level of benefits
  (free, reduced-price, or denied)
 Sign or initial the application
 Indicate date the application is approved
 Notify household of eligibility determination
EM pages 23 - 24
                                                  74
      Computer Generated
      Determination
   Determining Official signature not required

   Determining Official signs or initials and
    dates sheet of paper attached to each
    batch of applications.

EM page 27

                                                  75
Written Notification to Household
Required For Denial of Benefits
Must Include:
 Reason for denial
 Right to appeal
 Instructions on how to appeal
 Household may reapply any time
Keep copy of denial letter on file
EM page 23
                                     76
   Only Two Conditions for
   a Change in Meal Benefits
1. The initial application does not
   verify as accurately completed
EM page 76 - 77

2. A parent declines the benefit level at
   some time during the school year

EM page 23

                                            77
    Changes in Eligibility
 Note on the application
  the change
  the date of the change
  the initials of determining official
 Make changes in the meal counting and
  claiming system (benefit issuance list or
 computer system)
EM page 24
                                              78
       Sharing Information with
       Other Programs
1. May disclose names and eligibility status without parental
   consent for: State or Federal education programs, state
   health programs or federal, state or local means tested
   nutrition programs, federal/state/local law enforcement
   regarding program integrity, Comptroller General for audit
   purposes
2. Aggregate information does not require parental consent
   because it does not identify individual eligibility
3. Release of individual information to Medicaid or Badger
   Care does require parental notification with the option to
   decline

EM Part 7 pages 52 - 61
                                                                79
    Sharing Information with
    Other Programs
1. Waiver or consent for disclosure must be completed
   by parent/ guardian to allow release of individual
   eligibility information for other programs such as
   reduced student fees, athletic fees, book fees, etc.
2. USDA prototype consent form is included in
   application packet
3. Schools may provide their own written consent
   form that households can sign to authorize
   release of information for other programs
EM Part 7 pages 52 - 61
                                                     80
     Confidentiality and
     Disclosure of Information
Household may self-disclose their eligibility
 status
Person or program receiving the free or
 reduced price information should sign a
 disclosure agreement to assure
 confidentiality


                                                 81
The Free and Reduced-Price
Meal Eligibility Process:


Special Situations:
Benefit Approval


                             82
     Some Special Situations
   Foreign Exchange Student
   Joint Custody
   Kinship Care
   Adopted Child
   Adopted Foster Child
   Transfer Students from Other Schools
   Deployed Service Members
EM pages 31 - 36
                                           83
     Foreign Exchange
     Students
 Student is a member of the household in
  which they are living
 Household must qualify for the student to
  receive free or reduced-price meal benefits
 If the school wants to offer student free
  meals from non-food service school funds,
  they must be claimed in the category for
  which the household qualifies
EM page 32                                    84
      Joint Custody
   A custodial parent must apply for benefits
   If both households are custodial and apply,
    the student receives the greatest benefit
    level no matter which household they are
    living in at the time
   A non-custodial parent may be made aware
    of eligibility status, but not specific
    information provided on application
EM page 32                                       85
    Joint Custody:
    Extending Eligibility

♦ Eligibility for free meals may be extended in
  some cases based on Direct Certification
  results or case numbers for FoodShare,
  FDPIR or W-2 cash assistance provided on
  applications
♦ Refer to slides 51-52 and to USDA Policy
  Memorandum SP 25 – 2010 for more
  information

                                             86
       Kinship Care Child
 Child is the legal responsibility of someone
  in the household in which they live
 Child may qualify free if household receives
  FoodShare, W-2 cash assistance, or FDPIR
 Entire “household” must be included on an income
  application
 Kinship Care is NOT the same as Foster Care


EM pages 31 - 32                                     87
    Adopted Child
 An adopted child is legally part of the
  adoptive household
 The entire household must be included on
  application
 The subsidy amount for a “subsidized
  adoption” must be included as household
  income
EM pages 31, 38
                                             88
    Adopted Foster Child
A foster child at the beginning of the school
year is adopted during the year:
  Adopted child is STILL considered part of
   the household
  Under “duration” the former foster child
   remains free eligible the remainder of the
   current school year and 30 day carry-over

                                                89
       Transfer Students
 May continue to receive benefits for the rest of
  current school year and 30 day carry-over to next
 School or district must receive a copy of the
 original application and review to determine that it
  was correctly approved
 School or district must receive a copy of the
  Direct Certification list showing the name of the
  student (only acceptable if from the same state)
EM page 25
                                                    90
    Deployed Service Personnel
   Count as members of the household
   Count only income made available for
    household use
   Combat pay excluded if:
       Received in addition to base pay
       Received due to deployment or service in
        combat zone
       Not received prior to deployment or service in
        combat zone
    EM pages 32, 34                                      91
   Benefit Issuance List
List of students eligible for free or
reduced-price meals must include:
   - student name
   - free/reduced-price/paid eligibility
   - date of approval/eligibility effective
   - dates of any subsequent changes

                                              92
    Benefit Issuance
 Must be updated when changes occur in
  eligibility, student transfers or withdraws

 Share student eligibility only with the
  school or program personnel who
  “need to know”

EM part 7 pages 52 - 61
                                                93
   Benefit Issuance
Eligibility becomes effective:
 Date application is signed as approved
 Date Direct Certification list is processed
 Eligibility cannot be backdated
  to an earlier date
 30 day carry-over rule applies
EM page 21
                                                94
     Recordkeeping
All Direct Certification, application and benefit
issuance documentation must be:
 • retrievable by school
 • kept on file 3 previous school years plus the
   current school year (3 years after the final
   claim or until audit resolution)

 EM page 24, 50
                                                    95
       Recordkeeping for
       Provision 2 Schools
   Records used to establish the base year must
    be kept until a new base year is conducted
   Records used to document Extension of
    Provision 2 must also be kept until a new base
    year is conducted
   Records to be kept are listed in the USDA
    Provision 2 Guidance (2002), pages 47 - 49
        Provision 2 information is located at:
       www.dpi.wi.gov/fns/fincou1.html
                                                   96
     The Free and Reduced-Price
     Meal Eligibility Process

QUESTIONS ????????????
   QUESTIONS ?????????
      QUESTIONS ?????????
                  on
      Application Approval,
        Other Certification,
       Eligibility Notification
                                  97
     Don’t Forget
The Verification Process



                           98
   Verification is:
Confirmation of eligibility for free or
reduced-price meals in NSLP and SBP
by review of written documentation of
the child’s income eligibility or
confirmation that the child is receiving
FoodShare, W-2 cash benefits or
FDPIR, or is a Foster Child
EM page 65                                 99
Verification Process




                       100
    Verification Forms
All forms are found on our website at:

http://www.dpi.wi.gov/fns/fincou1.html

Please check the website each year
to use the most current forms


                                         101
        Verification
   Determine correct Sampling Method to be
    used
   Select from applications received and
    approved on October 1
   Conduct Confirmation review of only the
    application/s selected for verification
    (Correct eligibility errors, if any, before
    verification is done)
                                                  102
        Verification
   Complete Verification by no later than
    November 15
   Submit Verification Summary Report
    on-line to DPI by no later than
    November 15 or SFA will be placed in
    withholding
   File the original Verification Documents
                                             103
  Verification Process

QUESTIONS ????????????
  QUESTIONS ?????????
      QUESTIONS ??????


                         104
   The Free and Reduced-Price
     Meal Eligibility Process

Other Training Opportunities
   DPI Trainings
      Summer Classes
         Webcast Sessions

                                105
Thank you for participating
    and for your support of
Wisconsin students every day !!!

                                   106

				
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