Free and Reduced Price Eligibility Presented by

Free and Reduced Price Eligibility

Presented by Theresa Jinky Romero Health Educator

NM Coordinated School Health & Wellness Bureau

PART I ADMINISTRATION AND PROGRAM OVERVIEW USDA released an updated version of the

Eligibility Manual for School Meals in August 2013.

The current Eligibility Manual can be downloaded from

www.fns.usda.gov/sites/default/files/EliMan.pdf

School Nutrition Programs are Administered by UDSA FNS

SFA VS. LEA

SFA – School Food Authority

Governing body responsible for the administration of one or more schools

Has legal authority to operate a Program

LEA – Local Educational Agency

Governing body responsible for certifying and verifying F/RP school meal eligibility

3

School Food Authority Local Educational Agency

LEA Chama Valley Independent

Schools

SFA Tierra Amarilla

Schools

Tierra Amarilla Elementary

Tierra Amarilla Mid- High

School

SFA Chama Schools

Chama Elementary

POLICY STATEMENT Required for participation Avoid any practice that has the effect of

overtly identifying children receiving meal benefits

Policy statement must include civil rights statement

Includes procedures for an appeal and fair hearing procedure

The policy statement can be amended only for significant change occurs within the LLEA

PUBLIC RELEASE Near the beginning of each school year the

LEA Must notify the public that the NSLP, SBP, and/or

SMP is available. Must include information that households

receiving SNAP, or FRPIR must be notified to their eligibility.

Must include the eligibility criteria for free and reduced priced meals.

The release must be provided to local news media, the local employment office

Copies must also be made available upon request to any interested individuals.

APPLICATION AND SUPPORTING MATERIALS Application and supporting materials must

be clear and simple in design. Must be in a language that parents &

guardians can understand in order to diminish language barriers to participation

Foreign language translations & USDA prototypes can be found at http://www.fns.usda.gov/cnd/Application/familyapps.html

LETTER TO PARENTS

Must be distributed to households of all students at the beginning of the school year.

Must be sent out with the applications Either by postal service, email or information packet

provided to students.

You may use the prototype letter provided by USDA or one of your own but the information must contain all the required elements listed in the eligibility manual.

INFORMING HOUSEHOLDS

LEAs may not accept or process application prior to July 1

Year-round schools usually follow the July 1- June 30 school year

Households enrolling new students after the start of the school year must be provided an information letter and application when they enroll.

OTHER SOURCE CATEGORICALLY ELIGIBLE

Children are automatically eligible for free meal benefits based on participation in one of the following programs. Federal Head Start Program Enrolled in Even Start (must be at the Per-K

Level) Determined Homeless Determined Migrant Determined Runaway Foster Child

NOTE:A Child’s eligibility for free meals under Other Source Categorically Eligible does not extend to any other child in the household.

Children who reside in “ Assistance Program Households” which include SNAP, FDPIR and TANF

are categorically eligible and this eligibility can extend to other

children in the household.

OTHER SITUATIONS Residential Child Care Institutions

Each child household of one

Not residing in the institution - application or direct cert.

Residing in the institution – Application or eligibility documentation sheet.

PREVENTING OVERT IDENTIFICATION LEAs are not required to provide applications

to households fo directly certified students.

However, LEAs must ensure that children directly certified are not overly identified in the distribution processs.

INCOME ELIGIBILITY Determining Household composition and

income

Economic Unit- A group of related or unrelated individuals who are not residents of an institution or boarding house but who are living as one economic unit and who share housing and/or significant income and expenses of the members.

Separate economic units - May reside in the same house when expenses are prorate and they are economically independent from one another.

INCOME TO REPORT Earning from work before deductions

Current Income

Child’s income should the child who is a full time or regular part time employee

Welfare/Child Support/Alimony

Retirement/Disability

WHAT IS NOT CONSIDERED INCOME

SNAP

FDPIR

PROCESSING APPLICATIONS Benefits Prior to Processing

LEAs must carry over eligibility status from the previous year for any child who: Had an approved application from the previous year

Is a new student from a household with children approved the previous year, unless the sibling was Other Source Categorically Eligible

Was previously approved and transfers to another schools within the same LEA

CARRYOVER OF PREVIOUS YEAR’S ELIGIBILITY

Carryover is for the first 30 operating days

Applies to: Direct

CertificationOther Source Categorically

EligibleSNAP/FDPIR Applications

Income Applications.

APPLICATION PROCESSING

Application must be reviewed in a timely manner An eligibility determinations must be made and

implemented within 10 working days of the receipt of the application.

Date Stamp all applications to insure 10 day processing time.

Households should be notified immediately if benefits are denied or reduced from the level of previous year.

LEAs must have a method for documenting the date the applications was received and the date the application was

approved or certified.

INCOME RECEIVED Total all sources and compare to the

appropriate Income Eligibility Guideline (IEG)- weekly , monthly, annually, twice per month or every two weeks.

Note: If there are multiple income sources with more than one frequency, annualize all income by multiplying . Weekly income by 52 Bi-weekly (every 2 weeks) by 26 Bi-monthly ( twice per month) by 24 Monthly by 12Add all un-rounded converted value and compare

IEG for annual income for the household size.

COMPLETE INCOME APPLICATION

Names of all household members

Amount, source, and frequency of current gross income by each household member, or indication of no income

Signature of adult household member

The last FOUR digits of the SSN of the adult signing the application or an indication that they do not have one.

SNAP/FDPIR APPLICATIONS

Required information: Student name(s) Name of person receiving benefits SNAP/FDPIR number Signature of adult household member

SNAP Case Number Alpha numeric – 7 total In NM all begin with _____ The EBT card number cannot be used

FDPIR case numbers9 total digits – All numeric

OTHER SOURCE CATEGORICALLY ELIGIBILITY

Required Information Students name Indication of child’s categorical eligibility Signature of adult household member

Applications for students who are classified as: Migrant Homeless Runaway

Foster Child(ren) Required Information

Students nameIndication of child’s categorical eligibilitySignature of adult household member

COMPLETE APPLICATIONS The LEA cannot delay the approval of the

application for non-required information that is missing. Missing address Missing phone number, and Date next to the adult signature

INCOMPLETE APPLICATIONS

Any application that is missing required information, that contains inconsistent information, or is unclear is considered an incomplete applications and cannot be processed.

LEA should make every reasonable effort to obtain missing information prior to denying the application.

NOTIFICATION OF ELIGIBILITY DETERMINATION

Households that are approved for free Or reduced benefits may be informed in writingOr verbally

On the applications LEA officials must:1. Idicate denial date2. Indicate reason for denial3. Indicate date denial notice

was sent4. Sign or initial application

Households denied benefits must be given:Written notice must include: 1. Reason for the denial

2. The right to appeal

3. Instructions on how to appeal

4. A statement that the family may reapply at anytime during

the school year.

Questions?