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Verification SY 2016-17 Objectives Verification SY 2016-17 Objectives

Verification SY 2016-17 Objectives - PowerPoint Presentation

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Verification SY 2016-17 Objectives - PPT Presentation

Identify the steps required for Verification Calculate an accurate sample size and verify the correct number of applications Follow the Verification timelines and procedures What is Verification ID: 730320

verification applications eligibility usda applications verification usda eligibility information school household error prone meals form manual confirmation program letter

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Slide1

Verification

SY 2016-17Slide2

Objectives

Identify the steps required for Verification.

Calculate an accurate sample

size and verify the correct number of applications.

Follow the Verification timelines and procedures.Slide3

What is Verification?

Verification is confirmation of eligibility for free and reduced price meals in the NSLP and SBP

based on applications.Slide4

Who?Slide5
Slide6

When?Slide7

Verification Timelines

October

3

: Count

the total # of approved applications on

file.

Last Operating Day in October

: Determine

the total # of

enrolled students.

November 15

: Complete verification.

December 9

: 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”.Slide8

How?Slide9

Get Organized

Applications

Collect

Sort by category (categorically eligible, free by income, reduced-price, denied, transferred or inactive,

error prone

) Slide10

Sample Pool

Count the total number of approved

applications

for the current school year.Slide11

Sample Size

The Sample = Lesser of 3% or 3,000 total approved

applications.

At

least

application must

be verified

.

Use

Form V-7a to calculate number of applications to verify.Slide12

Standard

Sample Size

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.Slide13

General Conditions

All fractions or decimals are rounded up to nearest whole number, i.e. 1.2 becomes 2

.

DO NOT verify more than or less than the required sample size.

DO NOT verify 100% of applications.Slide14

Error Prone Applications

On an income application, the reported income is within

$

100

per month or $

1200

per year

of the Eligibility Guidelines.Slide15

Selecting the Applications

Some 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.Slide16

Post Selection Procedures

Confirmation Reviews: the confirmation official must review each approved application selected for verification to ensure the initial determination was accurate. (See page 85 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.Slide17

Next StepsSlide18

Household Notification

Each 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.Slide19

Verification Documents

Written evidence is the primary source of eligibility confirmation.

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

87-89

in Eligibility Manual for more information.

The SFA decides when adequate information has been provided to complete the verification activity.Slide20

Follow up Requirement

At least one follow up attempt must be made and

documented

for households that do not adequately

respond.

See page 92 in the Eligibility Manual for School Meals for detailed information on the follow up requirement.Slide21

Almost FinishedSlide22

Completing the Verification

Scenarios-See Page 93 in the Eligibility Manual for School Meals

The 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. Slide23

Notifying the Household

Households must be notified of the verification results.

A form letter is provided in this training packet.

See page 92 in the Eligibility Manual for School Meals.Slide24

Additional Information

Households have a right to appeal decisions.

If a new application is submitted, it must still be

verified.Slide25

Verification for Cause

Each SFA has an obligation to verify all questionable applications.

The same standard verification procedures are followed.

See pages 81-82 in Eligibility Manual for School Meals for additional information.Slide26

Reporting the Results

The information and results from each year’s verification is reported on the SFA Verification Collection Report (FNS-742) in HCNP Systems.

A webinar is being planned to train on completing this report.Slide27

Resource

Eligibility Manual for School Meals

School year:2016-17

Section 6: Verification page 79

and

7CFR 245.6aSlide28

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:

(1) mail: U.S. Department of Agriculture

Office

of the Assistant Secretary for Civil Rights

1400

Independence Avenue, SW

Washington

, D.C. 20250-9410;

(2) fax: (202) 690-7442; or

(3) email: program.intake@usda.gov.

This institution is an equal opportunity provider.