Verification 2008-09 Assistant Director of Administration, CNU.

Verification 2008-09Verification 2008-09

Assistant Director of Assistant Director of Administration, CNUAdministration, CNU

cnn.k12.ar.uscnn.k12.ar.us

Step-by-Step VerificationStep-by-Step Verification

Approve ApplicationsApprove Applications

Method of Verification – Method of Verification – Com. Memo FIN-09-023Com. Memo FIN-09-023– Standard SelectionStandard Selection– Alternate 1 (Random)Alternate 1 (Random)– Alternate 2 (Focused)Alternate 2 (Focused)

Sort / Count ApplicationsSort / Count Applications

Total Applications on file (OCTOBER 1)Total Applications on file (OCTOBER 1)

Step-by-Step Verification (con’t)Step-by-Step Verification (con’t)Number to Verify – Based on Oct. 1 Number to Verify – Based on Oct. 1 count of approved applicationscount of approved applications– Standard – 3% of all approved applications, Standard – 3% of all approved applications,

selected from only error prone applicationsselected from only error prone applications– Alternate 1 – 3% of all approved Alternate 1 – 3% of all approved

applications, selected at randomapplications, selected at random– Alternate 2 – 1% of all approved Alternate 2 – 1% of all approved

applications, selected from only error prone applications, selected from only error prone applications applications PLUS PLUS ½% of applications ½% of applications that were approved categorically (FS)that were approved categorically (FS)

Step-by-Step Verification (con’t)Step-by-Step Verification (con’t)Select applications for verificationSelect applications for verificationWrite Narrative on Verification Write Narrative on Verification Selection Process (details)Selection Process (details)Check original approval for accuracy Check original approval for accuracy (Confirming official) – If error is found, (Confirming official) – If error is found, follow procedures to correct. And follow procedures to correct. And select another application for select another application for verification.verification.

Step-by-Step Verification (con’t)Step-by-Step Verification (con’t)Notify family of selection for Notify family of selection for VerificationVerification– Second notice if Non-Responsive to first Second notice if Non-Responsive to first

noticenotice– Keep notes on second, third, … attemptsKeep notes on second, third, … attempts

Collect income documentationCollect income documentation– Must specify worker, time period, gross Must specify worker, time period, gross

payment, date of paymentpayment, date of payment

Step-by-Step Verification (con’t)Step-by-Step Verification (con’t)

Calculate eligibility based on Calculate eligibility based on supplied income documentation (use supplied income documentation (use proper conversions)proper conversions)

Notify family of verification resultsNotify family of verification results– 3 operating days for increase in benefits 3 operating days for increase in benefits

(R – F)(R – F)– 10 operating days for reduction in 10 operating days for reduction in

benefits (F – P)benefits (F – P)

Step-by-Step Verification (con’t)Step-by-Step Verification (con’t)Complete Verification TrackerComplete Verification Tracker– Keep all relevant notes about Keep all relevant notes about

verificationverification

Compile Districts Verification ResultsCompile Districts Verification ResultsDownload FNS-742 “Verification Download FNS-742 “Verification Summary Report”Summary Report”E-mail completed report to:E-mail completed report to:

[email protected]@arkansas.gov

See Handout for ALL Steps and See Handout for ALL Steps and Dates (Key dates below)Dates (Key dates below)

October 1 – Count all Eligibles and October 1 – Count all Eligibles and Applications on fileApplications on fileOn or Before Oct 1 – Start On or Before Oct 1 – Start VerificationVerificationNovember 15 – Verification must be November 15 – Verification must be completecompleteDecember 15 – Verification Summary December 15 – Verification Summary Report must be submitted Report must be submitted electronically to the Child Nutrition electronically to the Child Nutrition UnitUnit

STEP 7 - New for this yearSTEP 7 - New for this yearLEAs LEAs mustmust maintain a description of their maintain a description of their verification efforts. The description verification efforts. The description mustmust include a summary of the verification include a summary of the verification efforts including the selection process; the efforts including the selection process; the total number of applications on file on total number of applications on file on October 1 and the percentage or number October 1 and the percentage or number of applications that are / will be verified by of applications that are / will be verified by November 15. The description must also November 15. The description must also include the criteria for replacing include the criteria for replacing applications for verification. This applications for verification. This description description mustmust be made available for be made available for review purposes. review purposes.

Step 15Step 15

Complete the Verification Summary Complete the Verification Summary ReportReport

How to Find the Second Page?How to Find the Second Page?

The Second Page The Second Page

The Second Page Completes the The Second Page Completes the First Page!!!First Page!!!

Before your send your final Before your send your final report!report!

Please check the following:Please check the following:

The headings change between The headings change between questions 2 and 3.questions 2 and 3.

The total The total students students

reported in reported in 2A should 2A should be more be more than the than the students students

reported in reported in 3A + 4A!3A + 4A!

3A 3A MUST =MUST = 3-1A + 3-2A + 3-3A + 3-4A3-1A + 3-2A + 3-3A + 3-4A

More Students More Students Than ApplicationsThan Applications

IFIF

THENTHEN

Traditional School Traditional School

Provision 2 NON-Base YearProvision 2 NON-Base Year

Using the Electronic FormUsing the Electronic FormThe form The form MUST MUST be saved on your be saved on your computer before you enter any computer before you enter any information.information.If incorrect Data is entered, you may If incorrect Data is entered, you may receive and error message. Read the receive and error message. Read the error message before giving up!error message before giving up!The completed file must be e-mailed as an The completed file must be e-mailed as an attachment.attachment.Before the file is sent, double check it for Before the file is sent, double check it for accuracy.accuracy.

Things to Remember

• You must be able to count your active students and applications by the following 5 categories:

1. Free Eligibles that are not subject to verification (Direct Certification, Migrant, Homeless, Runaway, Head Start, EvenStart)

2. Free Eligibles based on a Food Stamp Case Number

3. Free Eligibles based on Household size and Income

4. Reduced Price Eligibles

5. Error Prone Applications – If Standard Sample is Used

Things to Remember – Cont.

• The District will still need to complete the Verification Tracker for each application verified and attach it to the application with the supporting documentation

• The Verification Summary Report MUST be in the child nutrition office by December 15th.

• If someone else in the district completes the verification process, the Food Service Director has the final responsibility of ensuring it is done accurately and on time.

E-mail Child NutritionE-mail Child Nutrition

E-MAIL ADDRESS-E-MAIL ADDRESS-

[email protected]@arkansas.gov

E-mails must be received E-mails must be received no later than December no later than December 15, 200815, 2008

Confirmation of E-mailConfirmation of E-mail

You will be notified by e-mail when the You will be notified by e-mail when the Verification Summary Report for the Verification Summary Report for the district is received by CNU. district is received by CNU.

(NO NEED TO CALL)(NO NEED TO CALL)

Check your e-mail accounts regularly, Check your e-mail accounts regularly, additional information may be additional information may be requested through e-mail if needed.requested through e-mail if needed.

CNU will call if your report has not CNU will call if your report has not been received and the deadline is been received and the deadline is approaching.approaching.

QuestionsQuestions

If you have questions concerning If you have questions concerning Verification, the Submission of the Verification, the Submission of the Summary Report, or any path there Summary Report, or any path there of, ASK NOW or Call the District’s of, ASK NOW or Call the District’s Area Specialist at (501) 324-9502.Area Specialist at (501) 324-9502.

To Receive Credit for To Receive Credit for this Trainingthis Training

A A LegibleLegible Sign-in Sheet must be Sign-in Sheet must be faxed to:faxed to:Debi BranscumDebi Branscum

(501) 324-9505(501) 324-9505

NO LATER THAN CLOSE OF BUSINESS NO LATER THAN CLOSE OF BUSINESS TOMORROW (OCTOBER 3, 2008)TOMORROW (OCTOBER 3, 2008)