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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