2013 14 Sort and/or flag applications as they are being processed by: 1) SNAP = Directly Certified Students (Oregon Direct Certificationn files only contain SNAP and SNAP + TANF) 2) TANF, FDPIR, homeless, migrant, runaway, foster, Head Start, Pre K Even Start or non applicant = (formerly known as failure to apply or administrative application) 3) SNAP letter method = DHS form #857 or letter from DHS casee worker with case # and signature. 4) Free within $100 of monthly income guidelines or $1200/year 5) Reduced within $100 of monthly income guidelines or $1200/year Error prone Income Guidelines are at: http://www.ode.state.or.us/search/page/?id= =3315 Sections to be completed d: A) Contact information B) Section 1 Sample completed Do October 1 Do October 31 Worksheet to consolidate numbers: Verification process on newly approved applications begins October 1 and must be completed by November 15.
Not included in selection of applications : Direct Certified studentss from the ODE secure website electronic files https:/ //district.ode.state.or.us Household non applicant students (formerly known as failure to apply or administrative application) Denied applications Withdrawn students who have withdrawn or transferred on or before October 1 Complete and return the Verification Collection Report on or by February 1, 2014, to: ODE..SchoolNutrition@ode.state.or.us Reimbursement payments will be withheld starting Monday, February 3, 2014, until the Verification Collection Report is received. Startt October 1 1. Use A, B, or C process based on priorr year s non to use the Standard = 3% Focused process, which is required for response rate: A. Standard = 3% Focused ODE CNP notifies sponsors required Sponsors with a 20% or greater non responsee rate the prior year. The Error Prone required Sponsors listt is located at www.ode.state.or.us/ /search/page/?id=3315 B. Alternate One = 3% Random Used by Sponsors with less than a 20% non response ratee the prior year 2. Calculate the sample size 3% of total applications A. Standard = 3% Focused Select from Free and Reduced Error Prone Income Applicationss within $100/month of Income Guidelines ($1200/year.) Error prone Income guidelines are at: www.ode.state.or.us/search/page/?id=3315 B. Alternate One = 3% Random Select from both Free and Reduced applications RCCI s with Day Students Verification Worksheet Total number of all newly approved applications = 4 1, 4 2 and 4 3 X.03 Multiply by 3 percent for Standardd = 3% Focused or 3% Random (ROUND DECIMALS UP) = to be verified
3. Calculate sample size for selected method based on the number of current applications. Round decimals up to the nearest whole number. 4. Pull required number of applications for process selected. Replacing Applications On a case by case basis, replace up to five percent (5%) of applications selected. Applications may be replaced when the sponsor believes that the household would be unable to satisfactorily respond to the verification request. Any application removed must be replaced with another approved application selected of the same type. (i.e., an error prone must be substituted for an error prone). A factor to consider is household stability and communication difficulty. All results of the five percent (5%) calculation are rounded up to the next whole number. In Sponsors where five percent (5%) of total applications result is less than one, one application may still be replaced. 5. Conduct a preliminary review of applications for accuracy. Required for manual eligibility approvals (determine eligibility by hand) A review of selected applications must be completed by a different person than who approved applications. Correct eligibility determination if error found before continuing with verification If the application changes from reduced price to free (R F) Make the increased benefits available immediately Notify the household of the change in benefits, and Continue with verifying the application If the application benefit level reduces benefits (from free to reduced price) (F R) Continue the verification process If the application benefit level reduces benefits (from free or reduced price to paid) (F P; R P) Household is sent a Letter Changing Meal Benefits as a Result of Application Review, located at http://www.ode.state.or.us/search/page/?id=3315 Select a similar Free or Reduced Price application to replace the application that moved to Paid. 6. Direct Verification Optional Use Can occur two ways: a) Direct Verification Medicaid data may only be used to confirm benefits not issue benefits. To obtain the data go to https://district.ode.state.or.us/ Login is set up for school districts by the district security administration. Login for private schools and RCCIs with day students is set up by Jennifer Parenteau. Contact info: jennifer.parenteua@state.or.us or (503) 947 5890. Medicaid data contains both Free and Reduced Price households. Income for Free is listed 0000; Reduced Price is listed as a single figure. Note the decimal point is missing. Compare both the household number and income. The household number and income are on the far right side columns. b) Direct Certification student(s) from household found on electronic DC list after October 1. Retain a copy of this information with your Verification documentation. If unable to verify household, send Notice of Verification Selection letter and complete the process. 7. Notify Households of selection by sending written notification. Use the ODE CNP provided Notice of Verification Selection letter informing households of their responsibility to submit documentation and the deadline for submission Include a toll free contact phone number for parent/guardian needing assistance
October 1 thru November 15 8. Verify household information Review the submitted written verification information from each household to determine the level of benefits File and retain verification documentation provided by households Review the submitted written verification information from each household to determine the level of benefits File and retain verification documentation provided by households Household Information must include: o confirmation that the child is a member of a household receiving SNAP, TANF or FDPIR o confirmation of income eligibility Use the most current income data. Current income is that amount of money the household received for any point in time between the month prior to applying for meal benefits and the time required to provide income documentation. Calculating Monthly Income for all household members must be documented. Income means any money regularly received from work, child support, alimony, pensions, retirements, social security or any other source. Exclude student/school loans. Paid every week: Multiply total earnings and wages for one pay period, before deductions, by 52. Divide by 12. Paid every 2 weeks: Multiply total earnings and wages for one pay period, before deductions, by 26. Divide by 12. Paid twice a month: Multiply total earnings and wages for one pay period, before deductions, by 24. Divide by 12. For seasonal workers or work less than 12 months: Project annual rate of income to accurately represent actual documentation. Divide by 12. Self Employed: Money received from a business or farm owned by the household should be reported as net income. Net Income is defined as the total income left after business and farm operating expenses are subtracted from gross receipts. Personal and household expenses may not be deducted. Documentation can be the prior year s income tax document. No Income: When a household indicates no income, they need to provide a written explanation how living expenses are met. Sponsors may request additional written documentation and/or collateral contacts. Collateral contact is a person outside the household who is knowledgeable about the household s circumstances and can confirm income or categorical eligibility. Collateral contacts include employers, social service or migrant agencies, religious or civic organizations. The verifying official should request collateral contact when the household has not been able to provide adequate written evidence. 9. Make at least one follow up attempt with households who have not responded (phone, email, letter or personal contact). Record name, date and method of contact. 10. Notify households of results If verification results in higher benefits or no change in benefits, the household can be notified in person, by telephone or in writing. If verification results in reduced or terminated benefits due to response, written notification is required. Send the ODE CNP Verification Results letter. If verification results in terminated benefits due to non response, written notification is required. Send the ODE CNP Verification Results Non responding letter. Households must be given 10 calendar days to appeal reduced price or terminated benefits.
Complete November 15 Determining Household Response Household Response: 1) Provide sufficient documentationn 2) A household indicates, verbally or in writing, that it no longer wishes to receivee free or reduced price benefits. Verification is considered completee when the notice of adverse action is sent. Household Non Response: 1) Does not provide sufficient documentation 2) Household does not provide response 11. Completion Verification is complete when: o a household s eligibility for the approved level of benefit is confirmed o changed to a higher level o a household whose benefits are being reduced or terminated who respondedd is sent the Verification Resultss Letter no later than November 15. (The 10 day appeal period may delay the change in meal benefits an additional 10 calendar days.) o a household whose benefits are being terminated duee to non response is sent the Verification Results Non Response Letter no later than Novemberr 15. (The 10 day appeal period may delay the change in meal benefits an additional 10 calendar days.) Verification status changes must be completed at the Point of Servicee (included roster for each student) New Verification Collection Report Studentt # recorded as of October 31 Example: Number of applications as of October 1 Number of students as of October 31
Recording Results of Verification Example: Total error prone applications includes both Free and Reduced price Number of Applications selected Reporting Number of Applicationss Directly Certified If you use direct verification record the results here:
Reporting Results on Verification Collection Report: Verification for Cause Results from Verification For Cause are now included on the Verification Collection Report. Sponsors have an obligation to verify all questionable e applications. Such verification efforts cannot delay the approval of applications. If an application is completee and indicates that the child is eligible for free or reduced price benefits, the application must be approved. Only after the determination of eligibility has been made can the sponsor begin the verification process. The same processs is used for Verification for Cause as yearly verification. To verify an approved application For Cause, sponsors must send the household a Notice of Verification Selection Letter (same letter used for yearly verification). The Notice of Verification Selection Letter may be sent at the same time as the Eligibility Notification Letter. Any household that submits documentation confirming their initial determination must be sent a Verification Results letter. Any household that fails to submit verification information that does nott support the initial eligibility determinationn must be sent a Verification Resultss Non Response Letter (notice of adverse action). Once households have been requested to provide documentation For Cause,, sponsors must complete the verification process for these households. Verification conductedd For Cause is done in addition to the required verification sample size. Results are now included on the new FNS 742 Verification Collection Report. Note concerning sponsor employees: USDA recommends that sponsors consult with legal counsel in establishing the parameters of Verification for Cause for their own employees. Verification for Cause must not be used to automatically verify households of all sponsor employees whose children are certified for free or reduced price meals. However, from among the list of children approved, a sponsor could identify children of school district employees and use sponsorr salary information available to identify questionable applications and then conduct verification as needed. Complete and return the Verification Collection Report on or by February 1, 2014, to: ODE.SchoolNutrition@ode.state.or.us
Tracking Verification (use the ODE tracking form posted on the ODE CNP web site under Verification) Document the following for each application verified: Reasons for any denial or change of eligibility Dates of eligibility changes (note on the meal application) The title and signature of the verifying official Acceptable documentation for each application verified: Categorical application documentation for SNAP or TANF that includes the case number and certification period Letter from tribal officials verifying Food Distribution Program on Indian Reservations (FDPIR) benefits Income applications include names of the household member(s), the amount of income, the frequency, and the date received Reasons for any denial or change of eligibility Dates of eligibility changes (note on the meal application) The title and signature of the verifying official This includes copies of all relevant correspondence between selected households and sponsor, including documents submitted by the household and letters of reduction of benefits or termination of benefits sent to the households. Retain completed Verification Collection Report and all verification documentation for 3 years plus the current year. After Verification and households reapply If benefits were reduced or terminated (changed to Reduced or Paid) and household reapplies in the same school year, the household is required to submit income documentation or SNAP, TANF or FDPIR proof. These applications are not considered new applications. Verification Resources Resources are located at: http://www.ode.state.or.us/search/page/?id=3315 Verification Sample Processes and Instructions Verification Collection Report Letters to Households: Notice of Verification Selection Verification Results Letter Verification Results Non Responding Letter Letter Changing Meal Benefits as a Result of a Review Tracking form USDA Eligibility Manual for School Meals is located at: http://www.ode.state.or.us/search/page/?id=3316