CALIFORNIA DEPARTMENT OF EDUCATION NUTRITION SERVICES DIVISION
SEPTEMBER 2003
ELIGIBILITY CERTIFICATION AND REIMBURSEMENT CLAIMING ALTERNATIVE REQUIREMENTS PROVISION 1 (Pricing) PROVISION 2 (Non-pricing) PROVISION 3 (Non-pricing) Two-year cycle including base year. 80% or Four-year cycle including base year. School Base year plus four-year cycle. School may be pricing or more of children enrolled in March of must be non-pricing for the duration of the fournon-pricing in the base year but must be non-pricing in previous school year must have been eligible year cycle. subsequent years. for free/reduced price meals (ie, March '98 for 98/99 school year). BASE YEAR/ YEAR 1: Submit to School Nutrition Programs Unit a Policy Statement Addendum to implement Provision 1, Provision 2, or Provision 3. Eligibility: Provide "Applications" and "Letter to Households" to all enrolled children. Certify and file applications, develop and maintain monthly eligibility rosters. Complete Direct Certification, if possible. Issue Public Release. Keep applications, rosters and direct certification lists on file for entire provision cycle. Verification: Complete Verification Process. Keep verification documents on file for entire provision cycle. Meal Counts: Take daily point of service counts to determine the number of free, reduced price, and paid meals served for reimbursement claims. Monthly Claims: Based on actual point of service meal counts by eligibility category. Monthly Claims: Based on point of service counts by eligibility category. Record the percentages of free, reduced price, and paid meals served. Keep reimbursement claims and percentages on file for the entire provision cycle. YEAR 2: NO application required from any child returning or newly enrolled. All children receive meals at no charge. Issue Public Release Verification: Not required Meal Counts: Take daily point of service meal counts Monthly Claims: Multiply point of service meal count totals by percentage computed during the same month of the base year. YEAR 3: Follow Year 2 procedures. YEAR 4: Follow Year 2 procedures. YEAR 5: Negligible change or decline in socioeconomic data - obtain approval & begin a new four-year cycle. Applications not required. Otherwise, return to base year. Monthly Claims: Based on actual point of service meal counts by eligibility category. Use the number of meals claimed in each category, each month of the base year for the corresponding month in subsequent years. Keep reimbursement claims on file for the entire provision cycle. YEAR 2: (1 year of 4-year cycle) NO application required from any child, returning or newly enrolled. All children receive meals at no charge. Issue Public Release Verification: Not required Meal Counts: Not required, but check that meals are reimbursable. Monthly Claims: Claim the same number of meals in each category as claimed for same month during the base year. Adjust for enrollment on October 31. YEAR 3: (Cycle year 2) Follow Year 2 procedures. YEAR 4: (Cycle year 3) Follow Year 2 procedures YEAR 5: (Cycle year 4) Follow Year 2 procedures YEAR 6: Negligible change or decline in socioeconomic data - obtain approval & begin a new four-year cycle. Applications not required. Otherwise, return to base year.
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YEAR 2: Eligibility: Obtain applications only for children determined eligible for reduced or full price meals in the base year/newly enrolled children. DO NOT deny free/reduced price meals to children ineligible in the base year who now qualify. Issue Public Release. Verification: Required for new applications. Meal Counts: Take daily point of service meal counts by category. Monthly Claims: Based on actual point of service meal counts by category. YEAR 3: Return to Base year.
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California Department of Education Nutrition Services Division
September 2003
ELIGIBILITY CERTIFICATION AND REIMBURSEMENT ALTERNATIVE REQUIREMENTS
The following are required in addition to those listed on page 1. All base year documents should be kept on file with current year documents. Base year eligibility documents must be retained until a new base year is developed or for a minimum of 3 additional years beyond the provision cycle. PROVISION 1 SITES PROVISION 2 SITES BASE YEAR Nutrition Services Division approval by site. March data from the previous school year verifying 80% free/reduced enrollment. School Calendar Nutrition Services Division approval by site. School Calendar Eligibility percentages developed for each month’s claim (the number of meals claimed for each eligibility category divided by total meals). CURRENT YEAR Documents used in base year: Eligibility scale Applications Direct certification list Eligibility rosters School Calendar Verification documents for new applications. Socioeconomic data used to determine cycle extension (if applicable). Documents used in base year: Eligibility scale Applications Direct certification list Eligibility rosters School Calendar Nutrition Services Division extension approval by site. Documents used in base year: Eligibility scale Applications Direct certification list Eligibility rosters School Calendar Percentage increase or decrease in enrollment (based on current year Oct. 31 data) and number of meals claimed by eligibility category for each month in base year. Nutrition Services Division approval by site. School Calendar PROVISION 3 SITES
NSLP CRE Administrative Review Guidance Attachments Page 2