Presentation is loading. Please wait.

Presentation is loading. Please wait.

Welcome to the Certification and Benefit Issuance Workshop Department of Agriculture School Nutrition Programs www.state.nj.gov/agriculture 1-609-984-0692.

Similar presentations


Presentation on theme: "Welcome to the Certification and Benefit Issuance Workshop Department of Agriculture School Nutrition Programs www.state.nj.gov/agriculture 1-609-984-0692."— Presentation transcript:

1 Welcome to the Certification and Benefit Issuance Workshop Department of Agriculture School Nutrition Programs

2 Objectives To make accurate eligibility determinations To develop the Benefit Issuance Document (BID) To effectively manage the benefit issuance process

3 Importance of the Certification Documents To ensure: –Eligible students receive the benefits to which they are entitled –Reimbursement claims are accurate

4 Fiscal Year 2014 Public Reimbursement Rates Free $2.985 Reduced $2.585 Paid $0.320

5 Fiscal Year 2014 Non Public Reimbursement Rates Free $2.93 Reduced $2.53 Paid $0.28

6 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

7 Prior to School Starting Conduct the 1 st DC match prior to distributing applications SNEARS will provide a link to access DC Mail the DC Letter

8 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

9 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

10 When School Starts Distribute Applications –Paper –Online Determine complete applications within 10 working days of receipt

11 Carryover of Previous Years Eligibility If no application is received the prior years 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

12 Income Applications Eligibility based on: -Household size -Household income

13 Household or Family A group of related or unrelated individuals living as one economic unit

14 Economic Unit A group of related or unrelated people sharing housing, income and living expenses Household of one –emancipated –institutionalized

15 Required Information For 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)

16 Required Information Continued… 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)

17 Gross Income Money earned before deduction of: *Income taxes *Social Security taxes *Insurance premiums *Bonds *Garnished wages

18 Reportable Income Earnings from work Welfare, child support, alimony Pensions, retirements, Social Security, veterans payment All other income including unemployment and disability

19 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

20 Special Income Situations Seasonal Workers –Project annual rate of income Self-employed –Use last years income to project current net income

21 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

22 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

23 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

24 Same Frequency Household size: 4 Income one: $2,000 monthly Income two: $500 monthly Total income: $2,500 monthly What is the students eligibility? FREE

25 Annual Income Conversion Formulas WEEKLY X 52 EVERY 2 WEEKS X 26 TWICE A MONTH X 24 MONTHLY X 12

26 Different Frequencies Household 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 students eligibility? REDUCED

27 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

28 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

29 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

30 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

31 Types Of Categorical Applications NJ SNAP (Food Stamps) TANF (Temporary Assistance for Needy Families) Foster Child Migrant Students Homeless Students Runaway Students

32 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)

33 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

34 Foster Child Option 1 Household provides documentation from DYFS No application needed Determined free List on the BID as Free Categorical (excluded from verification)

35 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)

36 Foster Child Option 2 Application 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)

37 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)

38 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)

39 Foster Child Option 3 continued… 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)

40 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

41 Migrant Students Automatically eligible for free meals if designated by the Migrant Education Program (MEP) Migrant Education Program (MEP) –(856) x1055 (South) –(973) x230 (North) List on the BID under Free Categorical (Excluded from Verification)

42 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)

43 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)

44 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

45 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

46 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

47 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

48 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)

49 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

50 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

51 Sharing Eligibility Information With Other Programs Households consent not 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

52 Note Eligibility determinations are valid for the entire school year unless the household reapplies to change their benefits

53 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

54 Withdrawn Students Students who leave the district Record date of withdrawal on application If only one student on the application withdraws, record date next to the students name Record date of withdrawal on BID

55 Withdrawn Students Continued… Keep original application at central office Update meal counting and claiming system at school level

56 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

57 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

58 Civil Rights Whos 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

59 Public Notification Non-discrimination statements on all publications, including websites …And Justice for All Poster must be prominently displayed in the service area

60 Data Collection and Reporting Collect ethnic and racial data for each schools 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

61 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

62 Thank you for attending the workshop! Department of Agriculture School Nutrition Programs


Download ppt "Welcome to the Certification and Benefit Issuance Workshop Department of Agriculture School Nutrition Programs www.state.nj.gov/agriculture 1-609-984-0692."

Similar presentations


Ads by Google