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Welcome to the Certification and Benefit Issuance Workshop

Welcome to the Certification and Benefit Issuance Workshop. Department of Agriculture School Nutrition Programs www.state.nj.gov/agriculture 1-609-984-0692. Objectives. To make accurate eligibility determinations To develop the Benefit Issuance Document (BID)

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Welcome to the Certification and Benefit Issuance Workshop

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

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

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

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

  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 1st 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 Improved The DC process has been refined to capture: siblings not originally identified on the DC list • The “source of the DC’ is needed for the verification collection report • Identifies if a student was directly certified through SNAP and/or TANF

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

  11. 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

  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 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)

  16. 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)

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

  18. Reportable Income • Earnings from work • Welfare, child support, alimony • Pensions, retirements, Social Security, veteran’s payment • All other income including unemployment and disability

  19. 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 Excluded Income

  20. Seasonal Workers Project annual rate of income Self-employed Use last year’s income to project current net income Special Income Situations

  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 student’s 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 student’s 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 $564 $567 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 $2,292 $2,280 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. NJ SNAP (Food Stamps) TANF (Temporary Assistance for Needy Families) Foster Child Migrant Students Homeless Students Runaway Students Types Of Categorical Applications

  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 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)

  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)468-6530 x1055 (South) • (973)405-6262 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. 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 Why is this application denied?

  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

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