Identify the steps required for Verification Calculate an accurate sample size and verify the correct number of applications Follow the Verification timelines Complete SFA Verification Collection ID: 1001284
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1. VerificationSY 2015-16
2. ObjectivesIdentify the steps required for Verification.Calculate an accurate sample size and verify the correct number of applications.Follow the Verification timelines.Complete SFA Verification Collection Report (FNS-742).
3. DefinitionVerification is confirmation of eligibility for free and reduced price meals in the NSLP and SBP.Verification is only required when meal applications are accepted.
4. Section 1SFA Verification Collection Report (FNS-742)
5. FNS-742 and What You Have to DoEveryone has to complete something on the FNS-742.
6. FNS-742 SFA Verification Collection ReportSection 1- Sites and Students All SFAs must complete this.(A) Number of Schools or Institutions is the number of sites in HCNP Systems for your SFA.
7. FNS-742 SFA Verification Collection ReportSection 3- Direct CertificationAll SFAs must report in this section or check box 3-1, if applicable. This OR ThisThe numbers for 3-2 and 3-3 must be calculated from the Direct Certification list in HCNP Systems. Copy data from Form V-7b.
8. FNS-742 SFA Verification Collection ReportSection 5-Free and Reduced Applications (not directly certified)All SFAs must report in this section. Box 5-1 will be checked if the SFA is exempt from verification.ThisOrThisThe 2 boxes in 5-5 must have the same number in it.Copy data from Form V-7a.
9. FNS-742 SFA Verification Collection ReportSection 5-Free and Reduced Applications (not directly certified)All SFAs must report 5-7or check box 5-6 if applicable.Direct Verification=using records from public agencies to verify program participation. (Page 75 in the 2015 Eligibility Manual for School Meals)
10. FNS-742 SFA Verification Collection ReportSection 2-Alternate ProvisionsOnly SFAs with alternate provisions must complete Section 2 (includes provisions 2,3 and CEP).
11. FNS-742 SFA Verification Collection ReportSection 4-Free and Reduced Applications (not directly certified)All SFAs collecting applications must complete this section.Copy data from V-7a and V-7b.
12. FNS-742 SFA Verification Collection ReportSection 5-Results of Verification by Original Benefit TypeAll SFAs collecting applications must complete this section.Copy data from Form V-7c.
13. Section 2The verification process.
14. Verification TimelinesOctober 1: Count the total # of approved applications on file.Last Operating Day in October: Determine the total # of enrolled students.November 15: Complete verification. (Extension granted for natural disasters, etc.)December 18: Submit SFA Verification Collection Report (FNS-742) to the State Agency by this date.See paper copy of “Schedule to Help You Meet the Verification Deadlines”.
15. Verifying ApplicationsApplicationsCollectSort by category (categorically eligible, free by income, reduced-price, denied, transferred or inactive, error prone) Count each categorySelectConfirmation
16. ReferenceEligibility Manual for School MealsJuly 2015Chapter 4: Verificationpage 65
17. General ConditionsAll fractions or decimals are rounded up to nearest whole number, i.e. 1.2 becomes 2.At least one application must be verified.DO NOT verify more than or less than the required sample size.DO NOT verify 100% of applications.
18. Standard Sample SizeAll SFAs in Hawaii will be using the Standard Sample Size in SY 2015-16.The Sample = Lesser of 3% or 3,000 total approved applications .The selection is made from error prone applications FIRST.Selections from other income applications and categorical eligible applications are made if there are not enough error prone applications.Use Form V-7a to calculate number of applications to verify.
19. Error Prone ApplicationsOn an income application, the reported income is within $100 per month or $1200 per year of the Eligibility Guidelines.
20. Selecting the ApplicationsSome may be able to use a computer system to select applications.Manually select from the error prone applications.Do not select applications that were verified the previous year.You can use non-error prone applications if you do not have enough error prone ones.
21. Post Selection ProceduresConfirmation Reviews: the confirmation official must review each approved application selected for verification to ensure the initial determination was accurate. See page 71 of Eligibility Manual for School Meals for action to take if the confirmation review results in a change in status.Application Replacement: up to 5% of selected applications may be replaced due to the belief that a household may be unable to satisfactorily complete the verification request. The same rules on error prone, rounding and confirmation apply.
22. Household NotificationEach household must be sent a letter informing them of their selection and of the types of information they need to provide the school.A form letter is provided in this training packet.
23. Verification DocumentsWritten evidence is the primary source of eligibility confirmation.The SFA decides when adequate information has been provided to complete the verification activity.Examples: Pay stubs (includes name of household member, amount of income received, frequency and date), Statement from an agency stating the child is a member of a household receiving benefits.See pages 73-75 in Eligibility Manual for more information.
24. Follow up RequirementAt least one follow up attempt must be made and documented for households that do not adequately respond.See page 78 in the Eligibility Manual for School Meals for detailed information on the follow up requirement.
25. Completing the VerificationScenarios-See Page 79 in the Eligibility Manual for School MealsThe household or agency submits adequate evidence.The documentation supports a change in benefits. The household indicates verbally or in writing that it no longer wishes to receive meal benefits.
26. Notifying the HouseholdHouseholds must be notified of the verification results.A form letter is provided in this training packet.See page 78 in the Eligibility Manual for School Meals.
27. Appeal Rights and ProceduresHouseholds can appeal the decision that results in a reduction in benefits.See page 62 in the Eligibility Manual for School Meals for details of the appeal procedure.
28. Verification for CauseWhat does this mean?Are there any questions about this?See page 67of the Eligibility Manual for information.If you do verify any applications for cause, complete this question on the FNS-742.
29. The U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual’s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found at http://www.ascr.usda.gov/complaint_filing_cust.html or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov. Individuals who are deaf, hard of hearing 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.