Whenahousehold Isselectedforverification Andisrequiredbythe Leato

HOUSEHOLDNOTIFICATIONOFSELECTION

OncetheLEAhascompletedthepostselectionprocedures,theLEAproceedswithhouseholdnotification.

CONTACTINGTHEHOUSEHOLD

Whenahousehold isselectedforverification andisrequiredbythe LEAto submitdocumentsorotherformsofevidencetodocumenteligibility,thehouseholdmust besentaletterinformingthemoftheirselection andofthetypesofinformationacceptable tothe LEA.

Thelettermustincludethefollowing:

• Thatthehouseholdwasselectedforverification;
• UseofInformationStatement(notethatthesocial securitynumbersforall householdmembersisnolongerrequiredforverification);

• Thetypesofacceptableinformationthatmaybeprovidedtoconfirmcurrentincome,includingpaystubs,award lettersfrom assistance agenciesforbenefitssuch associalsecurityorSSI,andsupportpaymentdecreesfromcourts;
• Thatthehouseholdmayprovideproofthatachildoranyhouseholdmember isreceivingbenefitsundertheAssistanceProgramsinsteadofprovidingincomeinformationorthatachildisOtherSourceCategoricallyEligible;thatdocumentationofincomeor receiptofassistancemaybeprovidedfromanypoint intimebetweenthemonthpriortoapplicationandthetimethehouseholdisrequiredtoprovideincomedocumentation;
• Thatinformation mustbe provided byadatespecifiedby theLEA and that failureto do sowillresultinterminationofbenefits;
• Nameofandeterminingofficialwho cananswerquestionsandprovideassistance;and
• Ano-costtothehouseholdtelephonenumber.

WhentheLEAusesagencyrecordsordirectverificationtoconfirmeligibility,aletterinformingthe householdofitsselectionfor verificationisnotrequired,since thehouseholdwillnothavetoprovidedocuments.

Forverificationinquiries,theLEAmustprovideatelephonenumberthatisavailableatnocosttothehousehold.TheLEAmayestablishatoll-freenumberorallowthehouseholdto reversethechargesifanyhouseholdinthatLEAareoutsidethelocalcallingarea.The LEAmayalsoprovidedifferenttelephonenumbersforeachlocalcallingareawithintheLEA.

A.SOURCESFORVERIFICATION

WRITTENEVIDENCE

Writtenevidenceistheprimarysourceof eligibilityconfirmationfor allhouseholds,includingTANF,FDPIR,OtherSource CategoricalEligibilityPrograms,andfosterchildhouseholds.

Writtenevidenceismostoftenpaystubsfromemployersorawardlettersfromwelfaredepartmentsorothergovernmentagenciessubmittedtotheverifyingofficialsasconfirmationofeligibility.

Acceptablewrittenevidenceforincomeeligiblehouseholdscontainsthenameofthehouseholdmember,amountofincomereceived,frequencyreceived,andthedatetheincomewasreceived.Forexample,apaystubwithnodateswouldbeinsufficient.

Acceptablewrittenevidenceforchildrenwhoarereceivingbenefitsfroman AssistanceProgramisanofficialletter ornoticeindicatingthat thechildoranyhouseholdmember isreceivingbenefitsfromthatprogram.Forexample,anoticeofeligibility issufficient.

ForOtherSourceCategoricalEligibilityPrograms,acceptablewrittenevidenceisanofficialletter,notice,orlistfromtheappropriateStateagency,SocialServiceagency,orprogramofficeorcoordinator,orcourt.

Theverifyingofficialshouldexaminethedocumentprovidedtoensurethat thechildforwhomthe application wasmadeispartofahouseholdcurrentlyparticipating in anyoftheseprogramsnotedaboveorisafosterchild.ElectronicBenefitTransfer(EBT)cardscannotbeusedtoconfirmeligibilityin SNAP andthereforecannotbeusedforcategoricaleligibilitypurposes.

Ahouseholdthatdoesnothavesatisfactorydocumentationmayrequestasigned,datedletterfromtheseofficesverifyingthatthechildispartofahouseholdcurrentlyreceivingtheirbenefits.

AdocumentfromanAssistanceProgramthatdoesnotspecifythecertificationperioddoesnotmeetthedocumentationforverification.Forexample,theSNAPidentificationcardisnotacceptablebecauseitusuallydoesnothaveanexpirationdate.

COLLATERALCONTACTS

A collateral contactisapersonoutsideofthehouseholdwho isknowledgeable aboutthehousehold’s circumstances andcangiveconfirmation ofahousehold’sincomeparticipationinAssistanceProgramsorOtherSourceCategoricalEligibilityProgramsources.Collateralcontactsinclude employers,social serviceagencies,migrantworkers’agencies,andreligiousorcivicorganizations.Theverifyingofficialshouldrequestacollateralcontactonlyin caseswhenthehouseholdhasnotbeen abletoprovideadequate writtenevidence.

Theverifyingofficial must givethehouseholdtheopportunitytodesignatethe collateralcontact.However,theverifyingofficialmayselectacollateralcontact ifthehouseholdfailstodesignateoneordesignatesone whoisunacceptabletothe verifyingofficial.Ineither case,nocontactmaybe madewithoutfirst notifyingthe householdand obtainingitspermission.

Allcollateral contactsmaybe written ororalandmustbedocumented,dated,andinitialed.TheLEAwillexamineanywritteninformationprovidedbythecollateralcontactorevaluateanyoralinformation.Ifthe collateralcontactisunwillingorunableto providetherequestedinformation,theLEAmustcontactthehouseholdtocompletethe verificationprocess.

VerificationofeligibilityforhouseholdsthatprovidedanAssistanceProgram casenumberontheapplicationmaybeaccomplishedbysubmittingalistofnamesandAssistanceProgramscasenumberstothelocalSNAPorwelfareofficeforconfirmationofcertificationofreceiptofbenefitsfromagencyrecords.(SEE:DirectVerification.)

AGENCYRECORDS

A household’seligibilitymaybe confirmedthroughtheuseofinformationmaintainedbyothergovernmentagenciestowhichtheStateagency,LEA,orschoolhaslegalaccess.

AlthoughUSDAregulationsdonotrequirethathouseholdsbenotified of selection whenverificationismadethroughagencyrecords,such agenciesmayhavetheirownnotificationrequirements.

OnesourceofagencyrecordsisthewageandbenefitinformationmaintainedbytheStateemploymentagencyifthatinformationisavailabletotheverifyingofficial.SuchrecordsareStaterecords,andthereleaseofinformationmaintainedbyStateemploymentofficesisgovernedbyStatelaw.(See:DirectVerification.)IftheLEAcontactstheanotheragencywellinadvance ofthe November15deadlineandtheother agencydoesnotrespond,theLEAhasavalidreasontoasktheStateagencytoextendthedeadline.

Acceptabledocumentationofincomeorreceiptofassistancefromanyoftheabovesourcesmaybeprovidedforanypoint intimebetween themonthpriortoapplication andthetimethehousehold isrequiredtoprovideincomedocumentation.

WHENAHOUSEHOLDPROVIDESPAYSTUBS

Ifaweeklypaystubisrepresentativeof whatthehouseholdnormallyreceiveseachweek,onepay stubis sufficient.

Ifthehousehold submitsapaystubthatincludesovertime,thedeterminingofficialshould workwiththehouseholdtodeterminewhethertheovertimeforthemonthbeingverifiedis representative ofovertimereceived in othermonths.Iftheovertimeisaone-timeorsporadicsourceof income,income shouldbecalculatedbased ontheregularmonthlyincomewithout overtime.

WHENAHOUSEHOLDINDICATESNOINCOME

Ifahousehold is selectedforverification,orthe applicationisbeing verified for cause andtheapplicationindicateszero income,theLEAmustrequest an explanationofhowlivingexpensesaremetandmayrequestadditionalwrittendocumentationorcollateralcontacts, Forexample,thecollateralcontact maybeaskedtodocumentthedurationandtypeof assistancethat isprovided tothehousehold.

B.DIRECT VERIFICATION

Directverificationisusingrecordsfrompublicagenciestoverifyincomeorprogramparticipation.Directverificationmaybecompleted atthe State orlocallevel,orthroughajointeffort atboth levels.

LEAsarenotrequiredtoconductdirectverification.However,anyLEAthatintendstoconductdirectverificationmustcontacttheStateagencyforassistancewithestablishingadirectverificationmethod.Directverificationmaybeusedwhenthehouseholdapplication,certifiedbased on casenumber, is subject toverificationunder theLEA’suseof alternativesamplesize.

LEAsmayconductdirectverificationactivitieswithAssistancePrograms,aswellaswiththeagencythatadministerstheStateplanforMedicaidandSCHIP.Directverificationmustbeconductedpriortocontactingthehousehold fordocumentation.Thepublic agency’s recordsmaydocument incomefor anypointintimebetweenthemonthpriortoapplication andthetimethehouseholdisrequiredtoprovideincomedocumentation.

If verificationresultsinhigherbenefitsforexampleachildwhoismovedfromthereducedpricetofreecategory,thechangeiseffectiveimmediatelyandmustbeimplementednolaterthanthreeoperatingdaysfromthedateverificationwascompleted.ParentsshouldbepromptlynotifiedthroughwhateverchannelstheLEAusestonotifythehouseholdofapprovalforbenefits.

NAMESSUBMITTEDFORDIRECTVERIFICATION

TheLEA mustonlysubmit thenamesofschoolchildrencertified forfreeorreducedpricemealbenefitslistedontheapplication.Thesenamesaresubmittedtothe agencyadministeringaneligibleprogram.Thenamesof otherhouseholdmembers–alladults,childrenwhoarenotattendingschool,orchildrennotapprovedforfreeor reducedpricebenefits–cannotbesubmittedfordirectverificationpurposes.

DIRECTVERIFICATIONWITHASSISTANCEPROGRAMS

Ifinformationobtainedthroughdirectverificationof an applicationforfreeorreducedpricemealbenefitsindicatesachildisparticipatinginone ofthese programs,noadditionalverification isrequired.The eligibilitystatusofthechildor children listedon theapplication isconsideredverified.

DIRECTVERIFICATIONWITHMEDICAIDANDSCHIP

Ifinformation obtainedthroughdirectverification withMedicaidorSCHIPconfirmseligibilitystatus,noadditionalverification isrequired.RecordsthatmaybeusedtoverifyeligibilitywilldependuponStateincomelimitsfortheseprograms.

StateswithMedicaidorSCHIPIncomeLimitsof133Percentor Less:

If the incomeeligibilityused fortheMedicaidorSCHIPisnotmore than133percentof thefederalpovertyline,orwherethosehouseholdsthat haveincomethatisnotmorethan133percentofthefederalpovertylinecanbeidentified,recordsfromtheseagenciesmaybeusedtoverifyeligibility.

StateswithMedicaidorSCHIPIncomeLimitsBetween133and185Percent:

Directverificationinformationmustincludeeither:

• Thepercentageofthe Federalpovertylineuponwhich theapplicant’sparticipationisbased;or
• Theincomeand household sizeusedbyMedicaid orSCHIP todeterminethattheapplicantiseitheratorbelow133 percent orbetween133and185 percentoftheFederalpovertyline.

Verificationfor childrenapprovedforfreemealsiscomplete ifthedataindicatesthatthepercentageisatorbelow133 percentoftheFederalpovertyline.

Verificationforchildrenapprovedforreducedpricemealsiscomplete ifthedataindicatesthatthepercentageis atorbelow185percent oftheFederalpovertyline.

DOCUMENTATIONTIMEFRAME

Theinformationusedfordirectverification mustbethemostrecentinformationavailablewhich isdefinedasdatawhich isno olderthan180 dayspriortothedateofthefree andreduced price application. Tobeconsistentwithpolicyestablished for“regular”verification,directverificationeffortsmayuseinformationfromanypointintimebetweenthemonthpriortoapplicationandthetimethe LEAconductsdirectverification.

Inotherwords,fordirectverification,LEAsandStateagenciesmayuse:

• Thelatestavailableinformationforonemonth,withinthe180-dayrequirement;or
• Information for allmonthsfromthemonthpriorto applicationthroughthe monthdirectverificationisconducted.

An exampleofthiswould be where theState agencyor LEAuseddataforthemonthofSeptemberor,ifavailable, forAugustthrough October.

INCOMPLETEORINCONSISTENTINFORMATION

Ifinformationprovidedbythepublicagencydoesnotverifyeligibility,theLEAmustproceedwithregularverificationactivities.

C.CONTINUINGTHEVERIFICATIONPROCESS

Tocontinuethe verificationprocesssubsequentto householdnotification,the LEAmusteitherdetermine:

• If thehouseholdhassubmitted adequate informationto completeitsindividualverificationactivity;or
• If follow-upwiththehouseholdisneeded.

FOLLOW-UP

TheLEAmust makeat leastone follow-upattempttocontactthehousehold whenthehouseholddoesnotadequatelyrespondtotherequestforverification.Thefollow-upattemptmaybe in writing(includingtotheparentorguardian’se-mail)orbytelephone andtheLEAmustdocumentthatacontactwasattempted.LEAsmustensuretheLEPhouseholdsareprovidedadequatelanguageassistanceandunderstandtheneedtorespond totheverificationrequest.

• TheLEAmustinformthehouseholdthatfailuretoprovideadequatewritten evidenceortodesignate an adequatecollateralcontact willresult in terminationofbenefits.
• Thefollow-upcontactmustattempttoobtainthemissingwritten evidenceorobtaincollateralcontactinformation.
• Ifthecollateralcontactis unwillingorunabletoprovidetherequested information,theLEAmustcontactthehouseholdto completethe verificationprocess.

TheLEAmustmake afollow-upattemptwhenthehousehold:

• Doesnotrespondtotheinitialrequest forverification;
• Submitsinsufficientorobsoletewrittenevidence;
• Doesnotdesignatecollateralcontacts;and
• Collateralcontactsareunableorunwillingtoprovidetherequestedevidence.

If,afteratleastonefollow-up attempt,thehousehold responds andprovidesallneededevidence,verificationisconsideredcompleteforthishousehold:

• Ifthereisno change inbenefits;or
• Whenthehousehold isnotifiedthatitsbenefitswillbeincreased;or
• Whennotice of adverseactionissent.

Ifthehouseholddoesnotrespond, verificationisconsidered completeforthishousehold whennoticeofadverseaction issent.

If, afteratleastonefollow-up attempt,the LEA isunableto continueitsverification activitiesbecausethehouseholdfailstoprovideadequatewrittenevidenceorknowledgeable

collateralcontacts,verificationisconsideredcompleteforthishouseholdwhenthenoticeofadverseactionissent.

WHENVERIFICATIONISCONSIDEREDCOMPLETE

ThefollowingdemonstrateshowanLEAdetermineswhetherornotthehouseholdadequatelyrespondedandwhetherfollow-upisrequired.

• Thehouseholdsubmitseitheradequatewrittenevidenceorcollateralcontactcorroborationofincomeorcategoricaleligibility:verificationisconsideredcompleteforthishousehold.
• Thehouseholdsubmitseitheradequatewrittenevidenceorcollateralcontactcorroborationofincomewhichindicatesthatthechildren shouldreceiveeitheragreaterorlesserlevelofbenefits:verificationisconsideredcompleteforthishousehold whenthenotice ofadverseactionissentorhousehold isnotified thatitsbenefitswillbeincreasedordecreased.
• Thehousehold indicates,verballyor in writing,that it no longerwishestoreceivefreeorreducedpricebenefits:verificationisconsideredcompletewhenthenoticeofadverseactionissent.
• Theapplication providedcase numbersand it isdeterminedthatnohouseholdmemberisreceivingbenefitsfromanAssistanceProgram:verificationisconsideredcompletewhenthe noticeofadverseaction issent.