Free and Reduced Price Meal Eligibility Process: Eligibility Certification 2010 - 2011

1.     Free and Reduced Price Meal Eligibility Process:Eligibility Certification  2010 - 2011 1

2. Free and Reduced Price Meal Eligibility Certification Process There are three sections for this webcast series: Getting Started Eligibility Certification Special Approval Situations and Recordkeeping Requirements 2

3. General Requirement Schools in National School Lunch Program (NSLP) and School Breakfast Program (SBP) must make free and reduced-price meals available to eligible children Eligibility Manual (EM) page 2 3

4. Save These WebPages: DPI Child Nutrition Website is located at: www.dpi.wi.gov/fns/index.html Free and Reduced Price and Eligibility information is located at: www.dpi.wi.gov/fns/fincou1.html 4

6. 6 Eligibility Manual for School Meals January 2008 edition at: www.dpi.wi.gov/fns/fincou1.html Check for additional USDA Guidance Memos at: http://www.dpi.wi.gov/fns/usdaplcymem.html

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9. Income Eligibility Guidelines Income guidelines change on July 1 each year however the 2009 – 2010 guidelines have been extended to use in 2010 – 2011 Must use the correct year income guidelines when approving applications Do not send the complete free/reduced guidelines to parents with the application materials (application packet materials have only the top of reduced category) 9

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11. The eligibility certification process establishes eligibility for free or reduced-price meal benefits Application approval processes must be conducted annually Other certification processes must also be conducted annually 11

12. Free and Reduced-Price Meal Eligibility Certification Process Direct Certification Process establishes automatic eligibility for free meals Application Process – establishes eligibility by: Income Categorical Case # - FS, W-2-cash benefits and Food Distribution Program on Indian Reservations (FDPIR) Other – homeless, migrant, runaway, Head Start/Even Start EM 20, 40 - 44 12

13. Direct Certification Direct Certification promotes increased participation in school meals programs by simplifying the certification process for low-income children to receive free meals EM pages 47 - 50 13

14. is required for all LEA’s in Child Nutrition Programs Direct Certification User Guide can be downloaded at: https://www.dwd.state.wi.us/dcfdirectcert/ EM pages 47 - 50 14

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16. Direct Certification Allows students to be eligible for free meal benefits without submitting a paper application No application, so not included in the verification process EM Part 6, pages 47 – 50 16

17. Direct Certification Must be conducted at least once a school year, but can be done more often Eligible for the entire school year plus 30 operating day carryover period (new determination supersedes eligibility carry-over) If not certified by Direct Certification in the new school year they still get the 30 operating days carry-over to submit application EM page 15 17

18. Direct Certification New names identified on a later DC run become eligible from that date for the rest of school year and the 30 day carry-over period next year Names no longer on a later run still remain eligible for the rest of school year and carry-over period EM page 15 18

19. Extending Eligibility When at least one child in the household is identified as eligible based on Direct Certification or a case number on an application all other children in that “household” also are considered categorically eligible and receive free meals. Must document household composition and basis for extending eligibility Cannot extend benefits to other children that are “household of 1” in a group home as a foster child or a child living as a separate economic unit) USDA Policy Memorandum SP 38–2009 (August 27, 2009) 19

20. 20 Direct Certification Contacts

21. Locating Free and Reduced Application Materials Free and Reduced applications materials are available on the DPI website at: www.dpi.wi.gov/fns/fincou1.html Most documents and forms are available on the DPI Website (many are available as Word documents that you can modify after download) 21

23. Process Overview Download updated materials from DPI website Distribute applications after July 1 (about 4 weeks before school starts) Process applications to certify eligibility (within 10 working days of receipt) and develop a system of documenting benefit eligibility Benefit Issuance documentation must be kept updated during the year EM page 7 23

24. Electronic Applications Applications and supporting materials may be made available to households electronically via the internet Applications may be accepted electronically (but must provide for electronic signatures) Households must be notified of how/where to access materials Paper copies must still be made available to households EM page 10 24

25. Who is involved?Officials are named on the DPI renewal contract each year. 25

26. Who’s Involved? Determining Official - Reviews applications and determines eligibility Confirming Official - Reviews only the applications selected for verification to assure original determination was correctly made - Cannot also be the Determining Official 26

27. Who’s Involved? Verifying Official - Conducts verification process for the selected applications Hearing Official – - Conducts hearing as requested for appeals to determination or verification - Cannot also be Determining or Verifying Official 27

28. Processing Applications USDA allows up to 10 working days for processing new applications Approve applications for new students or those without applications on file from prior school year first EM page 16 28

29. Duration of Eligibility Must allow 30 operating days carry-over of eligibility at beginning of next school year (not Provision 2 if applications are not accepted in previous year) A new eligibility determination supersedes the 30 day carry-over eligibility Household is not required to report an increase in income during the year 29

30. Examples of Reasons for Temporary Approval Temporary layoffs Strikes Temporary receipt of public assistance Temporary disability Zero income Set reminder and re-check in 45 days; may continue to extend for 45 days if no change May choose to extend “temporary eligibility” to rest of school year plus 30 day carry-over based on individual situation at end of 45 calendar days EM pages 21 - 22 30

31. Categorical Eligibility: Automatic Free Meal Eligibility FoodShare (FS) Case Number W-2 (Cash Benefits only) Case Number Note: FS & W2 Case numbers are currently 10 digits Food Distribution Program on Indian Reservations (FDPIR) Case Number Homeless, Migrant, Runaway Head Start/Even Start 31

32. Complete Application: FoodShare, W-2, or FDPIR Name/s of all household members and name of school for each child to receive benefits Current FoodShare/ FDPIR/ or W-2 Cash Benefits Case Number for eligible member/s listed in Part 1 Signature of an adult household member Adult social security number not required EM pages 16 - 17 32

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34. Extending Eligibility A household with only an adult eligible for FoodShare, FDPIR, or W-2 cash assistance does extend categorical eligibility for free meals to all children in household attending school Document by case number listed for adult named as part of household in Part 1 on the application or other materials USDA Policy Memorandum SP 25 - 2010 34

35. Extending Eligibility: Non-Joint Custody Household Child in “household” with someone else directly certified or with case number for FoodShare, FDPIR or W-2 cash assistance on application is extended free eligibility in that household If this non-joint custody child lives part-time in a second “household” any other children in second household are not extended free benefits Must document household composition and basis for child’s eligibility (different from others) USDA Policy Memorandum SP 25 - 2010 35

36. Extending Eligibility: Joint Custody If child actually receives FoodShare, FDPIR or W-2 cash assistance in one household any other children in that household are extended free benefits When child lives part-time in second household all other children in that household are also extended free benefits Must document household composition and basis for extending benefits USDA Policy Memorandum SP 25 - 2010 36

37. Extending Eligibility: Joint Custody If a child does not receive FoodShare, FDPIR or W-2 cash assistance in one household but another person in that household does, all children in that household are extended free benefits When this child lives part-time in a second household all other children in that household are not extended free benefits. Must document household composition and basis for not extending benefits USDA Policy Memorandum SP 25 - 2010 37

38. Determining Official for FoodShare, W-2 Households or FDPIR Must: Indicate categorical eligibility Sign or initial the application Indicate date the application is approved Notify the household of eligibility determination Must notify in writing if benefits are denied 38

39. Homeless, Migrant, Runaway Youth as Eligible Applicants Homeless, migrant, and runaway youth are categorically eligible for free meals These students must be certified in the public schools for free meals by appropriate school or local official EM pages 17, 20, 40 - 44 39

40. Certifying Homeless, Migrant and Runaway Youth Public Schools must utilize the Homeless Liaison to certify homeless students for free benefits Migrant Education Program Coordinator may identify and document migrant children and certify that they meet requirements for free meals Homeless Liaison will work to determine eligibility for children identified as Runaway Runaway youth and homeless youth housed in shelters may also continue to be served with an application signed by the shelter director 40

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42. Certifying Head Start/Even Start Effective December 12, 2007 Public Law 110-134 makes any child enrolled in Head Start or Even Start automatically eligible for free meals Documentation of enrollment must be provided by the program Documentation must be provided from Even Start that the child has not yet entered Kindergarten EM pages 40 - 41 42

43. Household of One Emancipated Child – living alone or as a separate economic unit Foster Child (not Kinship Care) – living with a household but the legal responsibility of welfare agency or court Institutionalized Child – resides in a residential type facility that is not a boarding school EM pages 31 - 32 43

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45. Eligibility - Application  Based On Income Household Size: number of people Household Income Identified by: Source and frequency of income Amount of gross income Amount of income for each household member EM Part 4, pages 17, 30 45

46. Definition of Household and Economic Unit 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 expenses EM page 31 46

47. Complete Applications:  Income Eligible Names of all Household Members Current Amount and Source of Income by Household Member Signature of an Adult Household Member Social Security Number of Adult Household Member Signing the Application (or “I do not have a SS #” box is checked) EM page 17 47

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49. Gross Income The money earned before the deduction of: Income taxes Social Security taxes Insurance premiums Bonds Garnisheed wages EM page 33 49

50. Reportable Income Earnings from Work (wages) Welfare, Child Support, Alimony Pensions, Retirements, Social Security, Veteran’s Payments Schedule C: Self-Employed Business Schedule F: Farming EM page 33 50

51. Income Exclusions Cash income or value of benefits from excluded Federal Programs such as FoodShare Income received for care of foster child Student financial assistance Loans, including bank loans Value of in-kind compensation Lump Sum payments Occasional earnings EM page 35 51

52. Calculating Monthly Income Use gross income – income before any deductions Use most recent month (4 weeks) of income CAN NOT use last year’s income taxes unless for farm/business, seasonal or widely varying income Cannot subtract farm/business annual losses from other income (these losses are counted as $0.00) EM pages 19, 33 - 34 52

53. Convert Incomes: From different time periods to annual income amounts Monthly X 12 Weekly X 52 Bi-weekly (every 2 weeks) X 26 Bi-monthly (2 times/month) X 24 Note: do not round values for each conversion EM page 19 53

54. Determining Official for Income Applications Must: Indicate household size and computed income Indicate approved level of benefits (free, reduced-price, or denied) Sign or initial the application Indicate date the application is approved Notify household of eligibility determination EM pages 23 - 24 54

55. Computer Generated Determination Determining Official Signature not required Determining Official signs or initials and dates sheet of paper attached to each batch of applications. EM page 27 55

56. Incomplete applications can not be approved Document contact by noting updates and changes on application with date, person contacted and staff initials Return application if not signed by adult household member, but keep a copy Contact the household to obtain other missing information Benefits approval cannot be done until information is complete EM page 18 56

57. Written Notification to Household  Required For Denial of Benefits Must Include: Reason for denial Right to appeal Instructions on how to appeal Household may reapply any time Keep copy of denial letter on file EM page 23 57

58. Only Two Conditions for a Change in Meal Benefits 1. The initial application does not verify as accurately completed EM page 76 - 77 2. A parent declines the benefit level at some time during the school year EM page 23 58

59. Changes in Eligibility Note on the application the change the date of the change the initials of determining official Make changes in the meal counting and claiming system (benefit issuance list or computer system) EM page 24 59

60. Sharing Information with Other Programs May disclose names and eligibility status without parental consent for: State or Federal education programs, state health programs or federal, state or local means tested nutrition programs Aggregate information does not require parental consent because it does not identify individual eligibility Release of individual information to Medicaid or BadgerCare does require parental notification with the option to decline EM Part 7 pages 52 - 61 60

61. Sharing Information with Other Programs Waiver or consent for disclosure must be completed by parent/ guardian to allow release of individual eligibility information for other programs such as reduced student fees, athletic fees, book fees, etc. USDA prototype consent form that is included in the application packet Schools may provide their own written consent form that households can sign to authorize release of information for other programs EM Part 7 pages 52 - 61 61

62. Confidentiality and Disclosure of Information Household may self-disclose their eligibility status Person or agency receiving the free or reduced price information should sign a disclosure agreement to assure confidentiality and that information will only be used for purpose stated 62

63. The Free and Reduced-Price  Meal Eligibility Process Other Training Opportunities http://www.dpi.wi.gov/fns/training.html DPI Trainings Summer Classes Webcast Sessions 63

64. Thank you for participating and for your support of Wisconsin students every day !!!