Welcome to the Certification and Benefit Issuance Workshop Department of Agriculture School Nutrition Programs 1-609-984-0692.

Welcome to the Certification and Benefit Issuance

Workshop

Department of AgricultureSchool Nutrition Programs

www.state.nj.gov/agriculture1-609-984-0692

Objectives

• To make accurate eligibility determinations

• To develop the Benefit Issuance Document (BID)

• To effectively manage the benefit issuance process

Importance of the Certification Documents

To ensure:

– Eligible students receive the benefits to which they are entitled

– Reimbursement claims are accurate

Fiscal Year 2014 Public

Reimbursement Rates

Free $2.985

Reduced $2.585

Paid $0.320

Fiscal Year 2014 Non Public

Reimbursement Rates

Free $2.93

Reduced $2.53

Paid $0.28

Direct Certification Procedures

• Direct Certification (D/C) must be conducted three times during the year:

–Between July 15 – but not later than September 1

–Between Sept 9 – Sept 30–Between January 9 – January 31

• Update changes from additional matches

Prior to School Starting

• Conduct the 1st DC match prior to distributing applications

• SNEARS will provide a link to access DC

• Mail the DC Letter

Direct Certification

• Students who are directly certified do not have to complete an application

• Benefits MUST be extended to other enrolled students living in the household who do not appear on the DC list

• When a completed application is returned from a DC household, discard or indicate DC and file separately

Changes with DC

New

• The “source of the DC’ is needed for the verification collection report

– Identifies if a student was directly certified through SNAP and/or TANF

Improved

• The DC process has been refined to capture:

– siblings not originally identified on the DC list

When School Starts

• Distribute Applications

–Paper

–Online

• Determine complete applications within 10 working days of receipt

Carryover of Previous Year’s Eligibility

• If no application is received the prior year’s benefits can be carried over up to 30 operating days(beginning with the first day of school) into the current school year or until a new eligibility determination is made

• The new eligibility supersedes the carryover eligibility

Income Applications

Eligibility based on:

-Household size

-Household income

Household or Family

• A group of related or unrelated individuals living as one economic unit

Economic Unit• A group of related or

unrelated people sharing housing, income and living expenses

• Household of one– emancipated– institutionalized

Required InformationFor Income Applications

• Name(s) of child(ren) enrolled in district, school name and grade/ID Number for each child listed (Part 1)

• Names of ALL household members, including the child(ren) listed in Part 1 and if applicable foster children (Part 4, column 1)

Required InformationContinued…

• Current gross income by source and frequency for each household member (Part 4, column 2)

OR If no income, Part 4, column 3 must be checked

• Signature or printed name of adult household member (Part 5)

• Last 4 digits of Social Security Number of adult household member signing the application or check box if no Social Security Number (Part 5)

Gross Income

• Money earned before deduction of:

*Income taxes

*Social Security taxes

*Insurance premiums

*Bonds

*Garnished wages

Reportable Income• Earnings from work

• Welfare, child support, alimony

• Pensions, retirements, Social Security, veteran’s payment

• All other income including unemployment and disability

Excluded Income

• Cash income or value of benefits from excluded federal programs

• Military housing allowance

• Combat Pay

• Student financial assistance

• Loans, including bank loans

• Value of in-kind compensation

• Occasional earnings

Special Income Situations

• Seasonal Workers– Project annual rate of income

• Self-employed– Use last year’s income to project

current net income

Zero Income

• Temporary status is not an option

• When zero income is listed, eligibility is now free

• If the income section is left blank it is an incomplete application

Income Guidelines

• Use Income Eligibility Guidelines Chart effective

July 1, 2013 – June 30, 2014

AND/OR

• Income Eligibility Guidelines Chart with Error Prone Range effective July 1, 2013 – June 30, 2014

Determining Household Income

• If all frequencies are the same, total incomes and compare to the income guidelines (DO NOT ANNUALIZE)

• If two or more income frequencies, must annualize incomes, and compare to guidelines

Same Frequency

Household size: 4

•Income one: $2,000 monthly

•Income two: $500 monthly

•Total income: $2,500 monthly

What is the student’s eligibility?

FREE

Annual Income Conversion Formulas

• WEEKLY X 52

• EVERY 2 WEEKS X 26

• TWICE A MONTH X 24

• MONTHLY X 12

Different FrequenciesHousehold size: 4

•Income one: $1,000 monthly x 12 = $12,000•Income two: $500 weekly x 52 = $26,000•Total income: $38,000 annually

What is the student’s eligibility?

REDUCED

What is Error Prone? An approved application:

-Weekly: $0 -$25 below the free or reduced price income eligibility limit

-Every two weeks: $0 - $50 below the free or reduced price income eligibility limit

-Twice a month: $0 - $50 below the free or reduced price income eligibility limit

-Monthly: $0 - $100 below the free or reduced price income eligibility limit

-Annually: $0 - $1200 below the free or reduced price income eligibility limit

Is this application error prone?

• Household of 4

• Income $567/week

• Free eligible

$589 weekly IEG

-$25 error prone identifier

$564

Error prone range

$589$567$564

Yes

Is this application error prone?

• Household of 2• Income $2,280/month• Reduced price eligible

$2,392 monthly IEG

-$100 error prone identifier

$2,292

Error prone range

$2,392$2,280$2,292

No

FYI

• Identify error prone applications at the time of determination

• Error prone applications are the applications used in selecting the sample size for the verification process

Types Of Categorical Applications

• NJ SNAP (Food Stamps)

• TANF (Temporary Assistance for Needy Families)

• Foster Child

• Migrant Students

• Homeless Students

• Runaway Students

NJ SNAP or TANF Applications

• Names of all children enrolled in district, school name and grade/ID number for each child listed (Part 1)

• NJ SNAP or TANF case number for at least one household member (Part 2)

• Signature or printed name of adult household member (Part 5)

• A Social Security Number is not required (Part 5)

Foster Child Procedures

• Categorical Eligibility

• Application not required if documentation received

• If an application is received, the foster child must be included as a household member

in Part 4

Foster Child Option 1

Household provides documentation from DYFS

• No application needed

• Determined free

• List on the BID as Free Categorical (excluded from verification)

What is Documentation for a Foster Child?

• Documentation from an appropriate State or local agency indicating the status of the child as a foster child whose care and placement is the responsibility of the State or the foster child has been placed with a caretaker by the court

• Foster Families will receive a new and updated “Resource Family Parent Identification Letter” (DYFS 5-49)

Foster Child Option 2Application Submitted for

a Foster Child Only

• Name of foster child, school name, grade/ID number are listed and foster child box is checked (Part 1)

• Foster child must be listed as a household member (Part 4, column 1)

• Personal use income is listed or the no income box is checked (Part 4, column 2)

Foster Child Option 2 continued…

• Foster parent signs application (Part 5)

• No Social Security Number is necessary

• No documentation is necessary

• List on the BID as Free Categorical (excluded from verification)

Foster Child Option 3

Application Submitted for the Foster Child and Other Household Members

•Name of foster child and all children enrolled in district, school name and grade/ID number for each child listed (Part 1)

• Foster child box is checked (Part 1)

• Foster child and all household members including the child(ren) listed in Part 1 must be listed as part of the household (Part 4, column 1)

Foster Child Option 3continued…

• Current gross income by source and frequency for each household member (Part 4, column 2)

OR If no income, Part 4, column 3 must be checked

• Signature or printed name of foster parent (Part 5)

• Last 4 digits of Social Security Number of adult household member signing the application or check box if no Social Security Number (Part 5)

Foster Child Option 3 continued…

• No documentation is necessary

• Foster child is listed on BID as Free Categorical

• Remaining children are determined based on household size (which includes the foster child) and income

• Remaining children are listed on BID based on determination

Migrant Students

• Automatically eligible for free meals if designated by the Migrant Education Program (MEP)

• Migrant Education Program (MEP) – (856)468-6530 x1055 (South) – (973)405-6262 x230 (North)

• List on the BID under Free Categorical (Excluded from Verification)

Homeless Students

• Automatically eligible for free meals, if designated by the local educational agency liaison or the director of the homeless shelter

• Local educational liaison or director of the homeless shelter can complete “Documentation for Homeless Students” (Form #146)

• A letter or other documentation from the homeless shelter is also acceptable

• List on the BID under Free Categorical (Excluded from Verification)

Runaway Students

• Must participate in Runaway and Homeless Youth Program under the Runaway and Homeless Youth Act (RHYA)

• LEA Liaison must contact the RHYAP to obtain documentation

• List on the BID under Free Categorical (Excluded from Verification)

Questionable Applications

• Inconsistencies or questionable information must be resolved

• Can deny application or contact household

• Household contacts must be documented, dated and initialed on the application

• The application must be denied if inconsistencies or questions are not resolved

Incomplete Applications

• Can deny application or contact household

• When contacting the

household– Document the details of

contact, date and initial entry on application

• If information is not obtained, application must be denied

Why is this application denied?

• Over the income guidelines

• Incomplete

A letter to notify the household of eligibility status (Form #70 or a letter with all the same contents) must be sent to the

household

If you get an application with “Do not wish to apply”

or “Not interested”

What do you do?

ANSWER

Keep in separate file until the end of the school year

AND

Do Not number or record on BID

Final Steps for Determining Officials

• Determine eligibility– Review for accuracy

• Indicate if “error prone”• A second look for accuracy is

strongly suggested• Complete school use only box • Notify the household (Form #70)

Final Steps at Central Location

• Cross reference and eliminate duplicates

• Assign applications a number

• Do not assign D/C Students a number

• File applications numerically

• Develop the district BID

• Print district and school BID

• Distribute school BID to appropriate parties

Sharing Eligibility Information with Medicaid/NJ Family Care

• Households must return the NJ Family Care Sharing Form only if they DO NOT want information shared

• All households receive the form with the application for free/reduced price meals

Sharing Eligibility Information With Other Programs

Household’s consentnot needed

• Aggregate information

• “Need to know” for other Federal/State programs

Consent needed

• For specific organizations

• Use Sharing Information With Other Programs Form to get consent

Note

Eligibility determinations are

valid for the entire school

year unless the household

reapplies to change their

benefits

If Households Reapply . . .

• Attach most current application on top

• Determine the application

• Update the BID • Extend changes to all student(s) in the district

• Make changes in meal counting and claiming system at school level

Withdrawn StudentsStudents who leave the district

• Record date of withdrawal on application

• If only one student on the application withdraws, record date next to the student’s name

• Record date of withdrawal on BID

Withdrawn Students Continued…

• Keep original application at central office

• Update meal counting and claiming system at school level

Point of Sale (POS) Database

• All enrolled students must be in the database

• The eligibility determination must be the same on the BID and in the computer database

• POS list can be used as a BID if date of approval is recorded

POS Database Continued…

• POS database must be available school by school

• If the computer system is not able to retrieve historical eligibility information, sponsors must print the point of sale list for each month and manually record changes

Civil Rights

Who’s Obligated to Comply?

•Any recipients of Federal financial assistance from USDA

How to Comply?

•Enforce regulations prohibiting discrimination on the basis of race, color, national origin, disability, sex and age

Public Notification

• Non-discrimination statements on all publications, including websites

• “…And Justice for All Poster” must be prominently displayed in the service area

Data Collection and Reporting

• Collect ethnic and racial data for each school’s enrollment and free, reduced priced and denied applicants

• The collection of the data is through observation, personal knowledge or voluntary self ID

• Documentation must be maintained for three years

Complaints of Discrimination

• Complaints of discrimination must be immediately forwarded in writing to the offices of Regional Food Nutrition Services and the Division of Food and Nutrition

• Complaints will be investigated by interviews with both parties, witnesses and collaborative contacts

Thank you for attending the

workshop!

Department of AgricultureSchool Nutrition Programs

www.state.nj.gov/agriculture1-609-984-0692