2013 -2014

IntroductionIntroduction

What is a Meal Application?

A meal application is used as a tool to determine eligibility for the National School Lunch and Breakfast Program for students.

Why is it necessary?

In accordance to the Code of Federal Regulations, Title 7 (sec. 245) School Food Authorities

participating in the NSLP shall provide applications for Free & Reduced price meals to all students

On-line applications are available at http://cafe-la.lausd.net

ObjectivesObjectives

At the conclusion of the training you will understand:

Key terms of the meal application Rosters and the differences between each typeGrace Period (Carry-Over Period)How to complete online and paper applicationsHow to process an applicationBatching processQuestionsAssessment Test

Eligibility Codes – Are numbers that represent the student’s eligibility. They are used to prevent overt identification.

Overt Identification – This means any action that openly identifies children as eligible for free or reduced price benefits in the NLSP, or SBP.

Blank – An empty space on the roster where an eligibility code should be, indicating that either no application has been received and processed or the eligibility has not yet been determined for the year in which the blank appears.o If you receive an application from a student with a

blank, process the application on site immediately.

Income Eligibility Guidelines (IEG) – A scale that lists the incomes at which a family can qualify for the Child Nutrition Program.

Household – Group of related or unrelated individuals living as one economic unit.

Household Size (HS) – The composition of household members listed on the application living as one economic unit sharing housing and expenses of it’s members.

Household Income (H INC)- Income is any money received on a recurring basis, including gross earned income. Gross earned income means all money earned before such deductions .

Foster Child – A child that is considered a ward of the state and is placed in “foster care.”

Case Number – A number listed on the application indicating that someone in the household receives government assistance.

Quick Qualifier (QQ) - The official term used by LAUSD Food Services to indicate that the eligibility of free was determined by using a valid case number.

Food Distribution Program on Indian Reservation (FDPIR) the family must request a letter from the Tribe including the Tribal ID number; send the application and supporting documents directly to the Food Services Division marked, attention: Pat Millender/Meal Compliance Unit

Notice of Incomplete (NOI) - a form/letter which states what information is needed to complete the processing of the application. Form available at http://cafe-la.lausd.net

Cafeteria Management System (CMS) – Food Services’ technology project.

Front of the house -(FOH) is the term used for the Food Services point of sale program.

PIN Numbers – Are issued to directly to all enrolled students in Secondary schools.

Roster – An alphabetical list of all students in a school site.

Student Information System (SIS) Roster – Main Office generates this list from the Student Information System. This is for Middle or Senior High Schools.

Elementary Student Information System (ESIS) Roster – Main Office generates this list from the Elementary Student Information System.

Master Roster- A SIS/ESIS roster that you write the word “Master” across the top. This is used to record eligibility codes.

ROSTER KEY TERMS ROSTER KEY TERMS

CMS/SIS -Missing Student Roster – Used when the student’s name is not listed in CMS

Update Activity Report (UAR) – A Roster that reflects only new or changed meal codes

Obtain an Alphabetical ESIS/SIS Roster from the Main Office

Write “MASTER” across the top of the roster Write the date and name of school on top

Remember to also write what type of school

Master SIS Rosters (Secondary)1 with current year meal codes

1 with previous year meal codes

Master ESIS Roster (Elementary)1 with both previous year’s and current year meal codes

If you process an application manually record the following:

Eligibility meal codes from processed applications

New Students Name of new enrollees on the bottom of pageWrite an “E” for Enter to the right of where meal code will be Record date of entry

Withdrawn StudentsDraw a line through the student’s namesWrite a “W” and date they withdrew

Weekly Roster:Weekly – first week of school through end of OctoberTwice a Month - 1st and 15th, starting Nov. 1, 2013

Write the beginning and ending date across the top

Monthly Roster:All schools must obtain a SIS/ESIS roster on the last operating day of the month

Update Activity Report/Roster:• Obtain daily from the main office

Update the SIS Roster and Replacement Roster with new

or changed meal eligibility codes  

Print rosters prior to the day of use

For schools that service Off-Sites and or a State Pre-School, must FAX an attendance roster separately to :

213. 241. 8464 Attention : Pat Millender, Sr. Meal Compliance Auditor

The Meal Compliance Team will code and return the roster to you. MAKE SURE TO:•Write the name of the Off-Site on the Roster•Write your school name, location codes•Include student birthdates

DON’T FORGET YOUR FAX NUMBER!

OFF-SITE and SPECIAL OFF-SITE and SPECIAL PROGRAM ROSTERSPROGRAM ROSTERS

Obtain an alphabetical ESIS/SIS Rosters from the Main Office

For instructions on how to obtain rosters visit the Food Services’ website at: http://cafe-la.lausd.net

Go to the Food Services Staff sectionClick on the Meal Compliance tab Print these instructions out and give to the Main Office

All feeder schools i.e. elementary to middle, middle to high school need to send a Roster to the school your children will be attending.

The Roster must include the following information: Name of your schoolDate printedStudents names in alpha orderStudent birthdates

• Eligibility codes

What is a Grace Period?

Grace Period/Carryover Period - is the period for which we carryover the eligibility status from the previous year for every child.

The carryover is up to 30 operating days into the current school year (beginning with the first day of the school calendar which varies).

The student’s prior years eligibility is valid until new eligibility is determined or the end of the Grace

Period/Carryover Period

If there is no eligibility code for the studentAsk if they have submitted an applicationIf they have not submitted an application, provide the child with an application

If the child has the completed meal applicationProcess the meal applicationRecord the eligilibty code on the roster and the date processedFor FOH Schools, record the new eligibility code on your “Master” roster

REMEMBER: Students are full price until the eligibility has been determined either with processing the meal application or a code appears on the UAR

PROCESS for Incoming StudentsPROCESS for Incoming Students

Provision 2 Schools Provision 2 Schools RETURNING TO BASE RETURNING TO BASE

YEARYEAR

Obtain SIS(Secondary)/ESIS(Elementary) Roster from the Main Office at your school in strict alpha order

Write the name of your school and date on the roster

Give applications and/or directions to complete an online application to ALL STUDENTS with a BLANK

A letter informing the principal and parents of the return to Base Year will be provided by the Food Services Division

Processing Meal ApplicationsProcessing Meal Applications

Application Process Application Process FlowFlow

Applications

are mailedParents complete either an on-line or a

paper application

FS Mgr checks for completion, batches and

sends to Central Office (CO)

Applications at CO are scanned and

processedMeal eligibility is

transferred from MCS into SIS daily, then SIS transfers to CMS

FS Manager gets the UAR from the Main Office and updates the SIS Roster daily

Transmitted or mailed to CO

APPLICATION INFORMATIONAPPLICATION INFORMATION

Applications are valid for 1 fiscal year only – from July 1, 2013 to June 30, 2014.

2013-2014 application color is Pink

Make sure you are using the current year’s application

Make sure that all 2012-2013 applications are destroyed (cafeteria and office)

APPLICATION INFORMATIONAPPLICATION INFORMATION Due to eligibility lasting a year, USDA has changed the Temporary forty-five day eligibility (T-45) process. All School Food Authorities (SFA) will accept zero income and process as free for the entire school year.

Either a zero or the box checked “no income” must be indicated or the application is incomplete.

If SFAs are concerned with the authenticity of the information provided on an application, they may, on a case by case basis, verify the application for cause

x

OR

0 0 0x

OR

Make sure the application is the correct yearHave a current Roster in front of you before you start processingUSE BLACK INK ONLY when processing applications Only process applications:

Received at your schoolStudent is new to the districtNo previous meal code

Do not alter applicationsNo labelsNo white out

WHAT TO KNOW BEFORE WHAT TO KNOW BEFORE PROCESSING MEAL PROCESSING MEAL

APPLICATIONSAPPLICATIONS

Is the box “No, we Do Not want to apply for meal benefits,” checked?

Student name(s) listed in Step 1

Check to see if the box indicating “Foster Child” is marked If marked, follow the steps on “Meal Application Processing Quick

Reference Guide 2012-2013,” Section B: Foster Child

Look for a Valid Case Number with 7-16 alphanumeric digits or Income listed by an adult name in Step 3

If there is No Signature in Step 4, the application is not complete unless it is a “DO NOT Wish to apply” application

Applications must be returned to the household if a signature is missing

All other household members are listed in Step 3

Social Security information is complete

Signature must be available and person signing is

listed in Step 3 If there is No Signature in Step 4, the application is

not complete unless it is a “DO NOT Wish to apply” application

Applications must be returned to the household if a signature is missing

Note: If the above information is listed then proceed to either Batch or Processing

Do not submit incomplete applications to the Central Office

obtainingobtaining Missing Missing informationinformation

If any required information is missing, the application is incomplete and cannot be processed

Try to obtain the required information from the individual when they are turning in the application or call the home to get required information

Document the information outside of the black squares on the application in black ink

• Who you spoke to• Information obtained • Your initials• Send the application home with a NOI

Applications without a signature MUST be sent home

Do Not Send Incomplete Applications to the Central Office

Processing A “QQ “ Processing A “QQ “ Application Application

Check for correct year Check for correct color Student(s) name listed in Step 1 A valid case number with 7-16 digits, includes both

letters and numbers Signature of parent or legal guardian All applications MUST be returned to the home

without a signature If there are multiple students on the meal

application; process as a household of 1

REMEMBER - 1 case number qualifies all children

11 11 02 Jerry Garcia ROC1967201

Grace Diaz

Processing Foster Child Processing Foster Child Applications Applications

Student name listed in Step 1 Check to see if the box for Foster Child is marked

in Step 1 Adult signature in Step 4, printed or cursive Foster children are considered to be a Household

of 1, If multiple students are listed, send the application to Central Office for Processing

Foster children are “Directly Certified”, these students will be coded “1” on SIS

Process application as follow:• HS = 1• H Inc = FC• Fill in the circle = F

12 23 08 Charlie Brown x New Elementary #19 K

Peppermint Patty

1 FC

ProcessingProcessing AN INCOME AN INCOME APPLICATIONAPPLICATION

Student(s) name must be listed in Step 1 All other household members listed in Step 3 Income listed by person(s) receiving earnings • If more than one income is stated and reported by

multiple frequencies, the incomes must be annualized• Monthly x 12, Bi-weekly x 26, Twice a month x 24, Weekly x 52• These incomes will be added together and then “rounded up” to

the next whole dollar

Adult signature in Step 4, name must be listed in Step 3

Social Security number - only last 4 digits are required orbox checked “I do not have a SS number”

Check the current IEG under the appropriate column

05 12 05 Victoria Justice

07 18 07 Michael Justice

Michael Justice 627.07 every two weeks 108.19 weeklyJessica Justice

Jessica Justice

Jessica Justice 8 978

Student(s) name listed in Step 1 Household members and income listed in Step

3 Michael earns $627.07 every two weeks Jessica earns $108.19 weekly

o $ 627.07 x 26 = $16,303.82o $108.19 x 52 = $ 5,625.88

$21,929.70 round up to $21,930

Signature in Step 4 matches a HH member in Step 3

The last 4 numbers of Social Security are provided

Look at the household size column under the annual column on the IEG

income eligibility guidelines (IEG) income eligibility guidelines (IEG) For 2013-2014For 2013-2014

• Effective July 1, 2013 through June 30, 2014 participants from households with incomes at or below the following levels may be eligible for free or reduced-price meals or free milk.

• Note: The new income calculations are based on annual figures and the following formulas: Monthly = income multiplied by 12; Twice per Month = income multiplied by 24; Every Two Weeks = income multiplied by 26; and Weekly = income multiplied by 52. All dollar amounts are rounded up to the next whole dollar.

Household Size

Annual MonthlyTwice Per

MonthEvery Two

WeeksWeekly

1 $ 14,937 $ 1,245 $ 623 $ 575 $ 2882 20,163 1,681 841 776 3883 25,389 2,116 1,058 977 4894 30,615 2,552 1,276 1,178 5895 35,841 2,987 1,494 1,379 6906 41,067 3,423 1,712 1,580 7907 46,293 3,858 1,929 1,781 8918 51,519 4,294 2,147 1,982 991

For each additional

family member,

add: $ 5,226 $ 436 $ 218 $ 201 $ 101

Household Size

Annual MonthlyTwice Per

MonthEvery Two

WeeksWeekly

1 $ 21,257 $ 1,772 $ 886 $ 818 $ 409

2 28,694 2,392 1,196 1,104 552

3 36,131 3,011 1,506 1,390 695

4 43,568 3,631 1,816 1,676 838

5 51,005 4,251 2,126 1,962 981

6 58,442 4,871 2,436 2,248 1,124

7 65,879 5,490 2,745 2,534 1,267

8 73,316 6,110 3,055 2,820 1,410

For each additional

family member,

add: $ 7,437 $ 620 $ 310 $ 287 $ 144

8/15/13 3

1

23

40

43

8/16/13 250

9/11/13 26

7

50

22

4

50

5

40 Off sites

Complete the “For Office Use Only” section Date Rec’d in the cafeteria Enter HS = Household size Enter H INC = Household Income/QQ/FC Check IEG under Household size, annual column Eligibility = F (Free), R (Reduced) or NE (Non-eligible)

Fill appropriate circle to denote eligibility

Reviewer = your initials Date = Date processed Code Roster

– Batch and send to Central Office

MANAGER & SENIOR’S MANAGER & SENIOR’S RESPONSIBILITYRESPONSIBILITY

Eligibility Codes

1 - Free2 - Reduced 3 - Full Price4 - Do not want to apply 5 - Directly Certified

1. If the application has a valid case number and more than one student is listed, are all children are considered a QQ?

2. Does the case number need both letters and numbers in order to be valid?

True

True

1. When you process a Foster Child do you count all family members and enter in HS?

False

2. Will an application that has a zero income remain with Free eligibility for the entire school year ?

Yes

TRUE OR FALSE

1. When batching applications, place as many as will fit into the envelope and mail to the Central Office.

FALSE

2. Applications should be mailed weekly to the Central Office.

FALSE

3. An accurate daily total of the number of batches must be recorded on the Batch Control Log.

TRUE

2012-2013 Meal Application 2012-2013 Meal Application

Mailing DatesMailing Dates Meal applications are mailed directly to each

household

Multi-Track Schools (B, C and D) – June 16, 2012

Track A and Single Track Schools – July 10, 2012

Review Review Check to ensure the application is complete

Only original applications may be accepted – NO photo copies

Applications must be completed in black or blue ink

Any application that does not have a signature Must be returned to the household

Meal applications must be sent to the Central Office Daily according to batching instructions

Important Questions and Important Questions and AnswersAnswers

1. If a student moves from a P2 school to a non-P2 school will doing so affect what the student will pay for a meal?

Yes, if there is no application on file and no eligibility, the student will be considered paid status and must pay for meals.

2. Could many moves also impact a school’s P2 status if it is very close to the cut off for P2 status?   

Yes, but again depends on the timeframe listed above.

3. If a student is at a P2 school that’s in year 3, and has been eating for free for three years, when they move to their new school, assuming it is a non-P2 school - will an application be required in order to continue to get free meals?

Yes, in order for a student to obtain free meals at a non-P2 school, an application must be submitted that states the student qualifies for meals at a free eligibility.

Important Questions and Important Questions and Answers Answers ContinuedContinued ::

4. Will some students opt to not transfer to a different school because doing so would require them to pay for their meals? This is unknown, nor been documented, but students do have a right to not transfer to their feeder schools. They may choose to attend other schools.

5. Would some students opt to transfer to a school solely because they would qualify for a free meal(non-income qualifying student goes to a P2 school)? Please see answer above.

For more information please call

Meal Compliance213.241.3185