eligibility manual highlight of changes revised january 2008

Eligibility ManualEligibility ManualHighlight of ChangesHighlight of Changes

Revised January 2008Revised January 2008

Revised ManualRevised Manual

Published by USDA in January 30, 2008Published by USDA in January 30, 2008 With Pink CoverWith Pink Cover

No longer using USDA manual from 2001No longer using USDA manual from 2001 Includes all current informationIncludes all current information Includes more detailsIncludes more details

Application for F/R EligibilityApplication for F/R Eligibility

If you do not use the USDA free and If you do not use the USDA free and reduced application template, you must reduced application template, you must submit your revision to State Agency for submit your revision to State Agency for

approval.approval.

Categorically Eligible Students Categorically Eligible Students

Food Stamp or TANF recipientsFood Stamp or TANF recipients Enrollment in a Head Start or Even Start Enrollment in a Head Start or Even Start

programprogram Homeless child as determined by liaisonHomeless child as determined by liaison Migrant child as determined by liaisonMigrant child as determined by liaison Runaway child as determined by liaisonRunaway child as determined by liaison

Direct CertificationDirect Certification

Required as of 08-09 school yearRequired as of 08-09 school year Children eligible for free benefits based on Children eligible for free benefits based on

documentation obtained directly from the documentation obtained directly from the Department of Education.Department of Education.

Homeless, migrant, runaway, or Head Homeless, migrant, runaway, or Head Start/Even Start certified through local Start/Even Start certified through local liaison. (Pg 4 Part 1 D)liaison. (Pg 4 Part 1 D)

Important timeframesImportant timeframes

Prior Year Approval PeriodPrior Year Approval Period Applications from a prior year are only valid Applications from a prior year are only valid

for the first 30 operating days of the school for the first 30 operating days of the school year. (Pg 15, Part 3 B Carryover)year. (Pg 15, Part 3 B Carryover)• LEAs must sent a 10 day written notice of 30 day LEAs must sent a 10 day written notice of 30 day

carryover expiration to inform parents of decreased carryover expiration to inform parents of decreased benefits (per State Department).benefits (per State Department).

• The new eligibility determination supersedes the The new eligibility determination supersedes the carryover eligibility. carryover eligibility.

• SAs and LEAs CANNOT establish a shorter time SAs and LEAs CANNOT establish a shorter time frame for carryover (pg16).frame for carryover (pg16).


Application processingApplication processing Application Application MUSTMUST be reviewed, an eligibility be reviewed, an eligibility

determination made, and implemented within determination made, and implemented within 10 working days of receipt. Whenever 10 working days of receipt. Whenever possible, applications should be processed possible, applications should be processed immediately. (Pg 16, Part 3 B Application immediately. (Pg 16, Part 3 B Application Processing)Processing)


Temporary Free ApprovalTemporary Free Approval Applications with “0” (zero) income indicated Applications with “0” (zero) income indicated

can be approved for up to 45 days until next can be approved for up to 45 days until next contact with household. (Pg 21 Part 3 H contact with household. (Pg 21 Part 3 H Temporary Approval)Temporary Approval)


Application RetentionApplication Retention All applications and direct cert lists must be All applications and direct cert lists must be

kept minimum of 4 years after final claim is kept minimum of 4 years after final claim is submitted or as long as required for resolution submitted or as long as required for resolution of the issues raised by an audit (whichever is of the issues raised by an audit (whichever is longer).longer).

Quiz TimeQuiz Time

Food Stamp ApplicationsFood Stamp Applications

Each LEA must be familiar with the format Each LEA must be familiar with the format of valid case numbers.of valid case numbers.

Only the case number may be used to Only the case number may be used to determine eligibility. The electronic benefit determine eligibility. The electronic benefit (EBT) card number used is not (EBT) card number used is not acceptable. (Pg 20 Part 3 F)acceptable. (Pg 20 Part 3 F)

Household Members IncomeHousehold Members Income

ALL household members in Part 4 have to ALL household members in Part 4 have to either have an amount of income or the either have an amount of income or the box checked with no income for the box checked with no income for the application to be complete. application to be complete.

(Pg 19 Part 3 E)(Pg 19 Part 3 E)

Temporary FreeTemporary Free

Reasons a child can be categorized as Reasons a child can be categorized as temporary free (Pg 21 Part 3 H)temporary free (Pg 21 Part 3 H)

1.1. The point of sale identifies them as this The point of sale identifies them as this category in the first 30 days based on the category in the first 30 days based on the previous years’ application when no current previous years’ application when no current year application is on file.year application is on file.

2.2. Household reports no income. Household reports no income. • Can be approved for up to 45 calendar days. Can be approved for up to 45 calendar days.


3.3. Temporary LayoffsTemporary Layoffs• Can be approved for up to 45 calendar days.Can be approved for up to 45 calendar days.

4.4. StrikesStrikes• Can be approved for up to 45 calendar days.Can be approved for up to 45 calendar days.

5.5. Temporary DisabilityTemporary Disability• Can be approved for up to 45 calendar days.Can be approved for up to 45 calendar days.

LEAs can reduce the amount of days but cannot LEAs can reduce the amount of days but cannot exceed 45 days. exceed 45 days.


At the end of the period, the household should At the end of the period, the household should be contacted. (Pg 21-22 Part 3 H)be contacted. (Pg 21-22 Part 3 H)• If there is no change, the district can do one of the If there is no change, the district can do one of the

following:following: Continue eligibility on a temporary basis for another Continue eligibility on a temporary basis for another

interval of time and DOCUMENT.interval of time and DOCUMENT.

OROR Make the approval valid for the duration of the current Make the approval valid for the duration of the current

school year which would allow for carry-over of that school year which would allow for carry-over of that status into the next school year and DOCUMENT. status into the next school year and DOCUMENT.

• If there is a change, the district needs to send a If there is a change, the district needs to send a new application to the household so that they may new application to the household so that they may reapply for benefits and DOCUMENT.reapply for benefits and DOCUMENT.

New Student?New Student?

Student enrolls in school, what is the Student enrolls in school, what is the eligibility process?eligibility process? The student needs to take an application The student needs to take an application

home for the parent to fill out.home for the parent to fill out. The school district has 10 working days to The school district has 10 working days to

process and implement this child’s status.process and implement this child’s status.

Quiz TimeQuiz Time

Household Members IncomeHousehold Members Income

ALLALL household members in Part 4 have to household members in Part 4 have to be clear on whether the income provided be clear on whether the income provided is is weekly, biweekly, bimonthly, or monthlyweekly, biweekly, bimonthly, or monthly. . If it is unclear, the school officials must If it is unclear, the school officials must contact the household prior to denial, contact the household prior to denial, document the details of the contact, and document the details of the contact, and date and initial the entry on the date and initial the entry on the application. application.

(Pg 22 Part 3 I)(Pg 22 Part 3 I)

Transferring StudentsTransferring Students

Within a school district- (Pg 24 Part 3 N)Within a school district- (Pg 24 Part 3 N) Note the date of transferNote the date of transfer Note the date of changeNote the date of change Implement the change by updating rostersImplement the change by updating rosters

Transferring StudentsTransferring Students

Between LEAs- (Pg 25 Part 3 N)Between LEAs- (Pg 25 Part 3 N) May accept their eligibility but need a copy of May accept their eligibility but need a copy of

the applicationthe application Accepting LEA must review the application for Accepting LEA must review the application for

errors in determinationerrors in determination If an error occurred, the accepting LEA must If an error occurred, the accepting LEA must

notify household for a new application.notify household for a new application.

Household CompositionHousehold Composition

Economic UnitsEconomic UnitsSpecial SituationsSpecial Situations

Economic UnitsEconomic Units

Household composition for the purpose of Household composition for the purpose of making an eligibility determination for free making an eligibility determination for free and reduced priced benefits is based on and reduced priced benefits is based on Economic Units. (Pg 31 Part 4 B)Economic Units. (Pg 31 Part 4 B)

An economic unit is a group of related or An economic unit is a group of related or unrelated individuals who share housing unrelated individuals who share housing and/or significant income and expenses of and/or significant income and expenses of its members. its members.

Economic UnitsEconomic Units

Generally, individuals residing in the same Generally, individuals residing in the same house are an economic unit.house are an economic unit.

However, more than one economic unit However, more than one economic unit may reside together in the same house.may reside together in the same house. Separate economic units in the same house Separate economic units in the same house

are characterized by prorating expenses and are characterized by prorating expenses and economic independence from one another. economic independence from one another.

Special Situations (Pg 31-32)Special Situations (Pg 31-32)

Adopted child is included in the household.Adopted child is included in the household. Child away at school is included in the Child away at school is included in the

household.household. Child living with one parent is considered a Child living with one parent is considered a

household member where he/she resides.household member where he/she resides. When joint custody is awarded, the child When joint custody is awarded, the child

might be free with one parent and reduced might be free with one parent and reduced with another. The greatest benefit is used.with another. The greatest benefit is used.

Special SituationsSpecial Situations

Emancipated Child is considered household of Emancipated Child is considered household of one.one.

Foreign Exchange student is considered to be a Foreign Exchange student is considered to be a member of the household in which he/she member of the household in which he/she resides. resides.

Foster Child is considered household of one.Foster Child is considered household of one. Family members who are activated or deployed Family members who are activated or deployed

in the armed services still counts as a member in the armed services still counts as a member of the household.of the household.

Quiz TimeQuiz Time

Deadlines for VerificationDeadlines for Verification

October 1October 1stst Count all approved Count all approved applications on file applications on file

November 15November 15thth Complete verification Complete verification processprocess

February 15February 15thth Track reinstatements from Track reinstatements from Nov 15Nov 15thth through Feb 15th through Feb 15th

March 1stMarch 1st Verification summary due to Verification summary due to the State Agencythe State Agency

What Verification Method?What Verification Method?

Check our website for the “SFAs Check our website for the “SFAs Qualifying for Alternate Verification Qualifying for Alternate Verification Method” list approving districts to use the Method” list approving districts to use the alternate verification method. alternate verification method. Requirements to being eligible on Pg 69 Requirements to being eligible on Pg 69

Verification ProcessVerification Process

Verification is NOT required for the Verification is NOT required for the following (Pg 65):following (Pg 65):

1.1. Children who are on the directly certified list Children who are on the directly certified list sent to your facility by the State Department sent to your facility by the State Department of Education.of Education.

2.2. Children who are documented as migrant, Children who are documented as migrant, runaway, or homelessrunaway, or homeless

Confirmation Review Confirmation Review (Pg 70-71 Part 8 G)(Pg 70-71 Part 8 G)

Once all applications are picked for the Once all applications are picked for the sample size, an LEA official, must review sample size, an LEA official, must review each of the applications to ensure the each of the applications to ensure the initial determination is accurate.initial determination is accurate.

This requirement is waived if:This requirement is waived if: Technology demonstrates high level of Technology demonstrates high level of

accuracy in processing.accuracy in processing. Already doing a confirmation review on 100% Already doing a confirmation review on 100%

of applications. of applications.

Results from Confirmation ReviewResults from Confirmation Review

No changeNo change verifies the application verifies the application

From reduced to free statusFrom reduced to free status Makes the increased benefits available Makes the increased benefits available

immediatelyimmediately Notifies the household of changeNotifies the household of change Verifies the applicationVerifies the application

Results from Confirmation ReviewResults from Confirmation Review

From free to reduced statusFrom free to reduced status Do not change the child’s status at this timeDo not change the child’s status at this time Continue with verification processContinue with verification process

From free or reduced to paid statusFrom free or reduced to paid status Immediately sends the household a notice of adverse Immediately sends the household a notice of adverse

actionaction Does not verify the applicationDoes not verify the application Selects another application for verificationSelects another application for verification Follows the confirmation review procedures for the Follows the confirmation review procedures for the

new application selected.new application selected.

Quiz TimeQuiz Time

Letters to household for Letters to household for Verification Must Include: (Pg 72)Verification Must Include: (Pg 72)

1.1. Household to submit income documentation.Household to submit income documentation.

2.2. Type of acceptable income documentationType of acceptable income documentation

3.3. Must provide social security number for Must provide social security number for EACHEACH adult household member or indicate that the adult household member or indicate that the household member does not possess one household member does not possess one (Income applications only). An adult member is (Income applications only). An adult member is anyone who is 21 years of age or older.anyone who is 21 years of age or older.

Letters to household for Letters to household for Verification Must Include:Verification Must Include:

4.4. Deadline for information to be submitted Deadline for information to be submitted before benefits are discontinued. before benefits are discontinued.

5.5. The Privacy Act and Non-Discrimination The Privacy Act and Non-Discrimination StatementStatement

6.6. Include an approval official’s phone Include an approval official’s phone number that households can reach with number that households can reach with no charge to them (local, toll free, or no charge to them (local, toll free, or collect).collect).

Verification TimeframeVerification Timeframe

Results in higher benefits Pg 75Results in higher benefits Pg 75 Implemented no later than 3 operating daysImplemented no later than 3 operating days Such as:Such as:

• New application results in higher benefitsNew application results in higher benefits• Review of application by a 2Review of application by a 2ndnd party reviewer party reviewer

results in higher benefitsresults in higher benefits• Verify for cause results in higher benefitsVerify for cause results in higher benefits

Verification TimeframeVerification Timeframe

Results in reduced or terminated benefits Pg 76Results in reduced or terminated benefits Pg 76 Household must be given 10 calendar days’ written Household must be given 10 calendar days’ written

notice of changenotice of change• First day of notice period is the day the notice is sentFirst day of notice period is the day the notice is sent

Such as:Such as:• New application results in lower benefitsNew application results in lower benefits• Review of application by a 2Review of application by a 2ndnd party reviewer results in lower party reviewer results in lower

benefitsbenefits• Verify for cause results in lower benefitsVerify for cause results in lower benefits

Quiz TimeQuiz Time

Questions??Questions??

eligibility manual highlight of changes revised january 2008

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