Free and Reduced PriceMeal Eligibility Process:

Special Approval Situations and Recordkeeping Requirements

2010 - 2011

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In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability.

For Food Distribution on Indian Reservations discrimination is also prohibited on the bases of religion and political beliefs.

To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call (800) 795-3272 (voice) or (202) 720-6382 (TTY). In the Midwest Region please notify the Regional Director, Civil Rights/EEO, 77 W. Jackson Blvd., FL 20, Chicago, IL 60604-3591 or call (312) 353-3353. USDA is an equal opportunity provider and employer.

Free and Reduced PriceMeals Eligibility Process

There are three sections for this webcast:

1)Getting Started2)Eligibility Certification 3)Special Approval Situations and

Recordkeeping Requirements

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General Requirement

Schools participating 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

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Save These WebPages:

DPI Child Nutrition Website is located at:

http://fns.dpi.wi.gov/fns_index

Free and Reduced Price and Eligibility information is located at:

http://fns.dpi.wi.gov/fns_fincou1

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Hot Topics for new information

Quick Links to frequently used topics

Eligibility Manual for School Meals

January 2008 editionDownload from:

http://fns.dpi.wi.gov/fns_fincou1

Check for USDA Guidance Memos at:http://fns.dpi.wi.gov/fns_usdaplcymem

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Current ResourcesUse the USDA materials

Free and Reduced-Price Meals Application Packet

Income Eligibility Guidelines

Public Release

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Download application materials annually from DPI website

Free and Reduced-Price Meal Application

English

Spanish

Other Languages (link to USDA)

“Changes to applications” must be incorporated into those in “other languages”

Free/Reduced-Price Meals Application Packet

Foreign language translations are available to help households understand the application process:

Spanish - on the DPI website Other languages – on the DPI website

link to USDA website (NOTE: these have not been modified for Wisconsin)

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Be sure to use forms for the correct year

Income Eligibility guidelines

Public Release

Special Approval Situations

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Some Special Situations Foreign Exchange Student Joint Custody Foster Child / Kinship Care Adopted Child Transfer Students from Other Schools

Self-employed/Seasonal

EM pages 31 - 3612

Foreign Exchange Students Student is a member of the household in which

they live Household must qualify for the student to receive

free or reduced-price meal benefits If the school wants to offer the student free meals,

they must be claimed in the category for which the household qualifies and be paid for with non-food service funds

EM page 3213

Joint Custody A custodial parent must apply for benefits If both households are custodial and apply,

the student receives the greatest benefit level no matter which household they are living in at the time

A non-custodial parent may be made aware of eligibility status, but not the specific information provided on the application

EM page 3214

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 - 201015

Extending Eligibility: Joint Custody

♦ If 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 16

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 remains with welfare agency or court

Institutionalized Child – resides in a residential type facility (RCCI, Group Home, etc.) that is not a boarding school

EM pages 31 - 32 17

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Foster Child/Kinship Care/Adoption Information

is located on the DPI website at: http://www.dpi.wi.gov/fns/fincou1.html

Foster Child

Child is a ward of the court or welfare agency

Child is considered a household of one Must complete one application for each

foster child (even if more than one lives with the same Foster Parents)

EM page 32

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PART 1. ALL HOUSEHOLD MEMBERS (USE A SEPARATE APPLICATION FOR EACH FOSTER CHILD)DO NOT LIST: FORWARD OR QUEST CARD NUMBERS; OR MEDICAID, SSI, W-2 CHILDCARE CASE NUMBERS. PLEASE FILL IN PART 4 IF YOU ARE NOT RECEIVING FoodShare, W-2 CASH BENEFITS OR FOOD DISTRIBUTION PROGRAM ON INDIAN RESERVATIONS (FDIPR) AT THIS TIME.

Names of household members(First, Middle Initial, Last)

School Name for Each Child

FoodShare, W-2 Cash Benefits or FDPIR case number for any member of the household. If you list a case number, skip to Part 5 CHECK

IF NO INCOME

PART 2. IF ANY CHILD YOU ARE APPLYING FOR IS HOMELESS, MIGRANT, OR A RUNAWAY CHECK THE APPROPRIATE BOX AND CALL [YOUR SCHOOL, HOMELESS LIAISON, MIGRANT COORDINATOR AT PHONE #] HOMELESS MIGRANT RUNAWAY

PART 3. FOSTER CHILD If this application is for a child who is the legal responsibility of a welfare agency or court, check this box and then list the amount of the child’s personal use monthly income: $__________. Check if no income. Skip to Part 5.

PART 4. TOTAL HOUSEHOLD GROSS INCOME. You must tell us how much and how often

1. NAME(List all household members with income)

2. GROSS INCOME AND HOW OFTEN IT WAS RECEIVED

Earnings From Work before deductions Welfare, child support, alimony

Pensions, retirement, Social Security, SSI, VA benefits All Other Income

(Example) Jane Smith $199.99/weekly__ $149.99/every other week $99.99/monthly____ $______ ______/________

$______ ______/________ $______ ______/________ $______ ______/________ $______ ______/________

$______ ______/________ $______ ______/________ $______ ______/________ $______ ______/________

$______ ______/________ $______ ______/________ $______ ______/________ $______ ______/________

$______ ______/________ $______ ______/________ $______ ______/________ $______ ______/________

$______ ______/________ $______ ______/________ $______ ______/________ $______ ______/________

$______ ______/________ $______ ______/________ $______ ______/________ $______ ______/________PART 5. SIGNATURE AND SOCIAL SECURITY NUMBER (ADULT MUST SIGN)

An adult household member must sign the application. If Part 4 is completed, the adult signing the form also must list his or her Social Security Number or mark the “I do not have a Social Security Number” box. (See Privacy Act Statement on the back of this page.)

I certify (promise) that all information on this application is true and that all income is reported. I understand that the school will get Federal funds based on the information I give. I understand that school officials may verify (check) the information. I understand that if I purposely give false information, my children may lose meal benefits, and I may be prosecuted.

Sign here: ______________________________________________________________________ Print name:____________________________________________________________________

Date: ____________________________

Address:_____________________________________________________________________________________ Phone Number:_______________________

City:___________________________________________________________________________ State:__________________ Zip Code:_____________________

Social Security Number: __ __ __ - __ __ - __ __ __ __ I do not have a Social Security Number

FREE AND REDUCED PRICE SCHOOL MEALS FAMILY APPLICATIONComplete application: Foster Child

Name of foster child, schoolattending and check if no personal use income (in Part 1) Check box for Foster Child and the amount of personal use income, if any (in Part 3) Signature of adult household member or official of court or agency responsible for the child (in Part 5) SS# of person signing is not required (in Part 5)

Must use a separate application for each foster child

Kinship Care Child

Child is the legal responsibility of someone in the household in which they live

Child may qualify free if household receives FoodShare, W-2 cash assistance, or FDPIR

Entire “household” must be included on an income application to qualify

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Adopted Child An adopted child is legally part of the

adoptive household The entire household must be included on

application The subsidy amount for a “subsidized

adoption” must be included as household income

EM pages 31, 3822

Foster Child to Adopted Child

A foster child at the beginning of the school year is adopted during the year. “Adopted child” is then considered part of the

household and no longer a “household of one”Under “duration” the former foster child

remains free eligible the remainder of the current school year and the 30 day carry-over (or until a new determination is made in next school year)

EM page 3123

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Transfer Students May continue to receive benefits for the rest of current

school year and 30 day carry-over to next School or district must receive a copy of the

original application and review to determine that it was correctly approved

School or district must receive a copy of the Direct Certification list showing the name of the student (only acceptable if from the same state) Confidentiality of other students on list must be maintained

EM page 25

Self-Employed Workers Can use previous year income tax for business or

farming if current income is similar Self-Employed workers are allowed to use Net Profit

or Loss from Schedule C for Business or Schedule F for Farming as their business or farm income

A business or farming “loss” becomes “0” and cannot be deducted from other current sources of income

Cannot use “adjusted gross income” from taxes

EM page 3425

Self-Employed/Seasonal Workers

Seasonal workers with irregular income are allowed to use previous year income tax if income is expected to be similar

Seasonal workers with irregular income that is not similar to the past year may project annual income

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Recordkeeping Requirements

Benefit Issuance List

List of students eligible for free or reduced-price meals MUST include:

- student name

- free/reduced-price/paid eligibility

- date of approval/eligibility effective

- dates of any subsequent changes

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Benefit Issuance List

List can be in any format as long as the required information is included

Computerized counting and claiming systems should be able to generate a Benefit Issuance List

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Sample Benefit Issuance List

Benefit Issuance

Must be updated when changes occur in eligibility, student transfers or withdraws

Share student eligibility only with the school or program personnel who “need to know”

EM part 7 pages 52 - 61

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Benefit Issuance Eligibility becomes effective: Date application is signed as approved Date Direct Certification list is processed Eligibility cannot be backdated to an

earlier date 30 day carry-over rule applies

EM page 21

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Recordkeeping

All Direct Certification, application, other certification and benefit issuance documentation must be:

• retrievable by school

• kept on file for 3 previous school years plus the current school year (or for 3 years after the final claim or until audit resolution)

EM page 24, 5033

The Free and Reduced-Price Meal Eligibility Process

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