Verification

Verification is the process School Food Authorities (SFAs) conduct annually to confirm selected students' eligibility for free and reduced-price meals in the National School Lunch Program and School Breakfast Program. Verification is not required for children who have been certified for meals under Direct Certification.
 

Verification in School Year 2021 - 2022

  • The USDA has confirmed that school districts do need to conduct verification this school year.
  • The Verification sample should be based on approved current school year applications as of October 1, 2021.
  • Whether you are currently participating in Seamless Summer Option (SSO) or the National School Lunch Program (NSLP), all schools and districts that collected free and reduced-price applications are required to conduct verification​.
  • The USDA determined that verification is still necessary and required because school meal applications are used to establish eligibility for Pandemic-EBT

Resources

Verification Results Tracking Worksheet

Eligibility Manual for School Meals

USDA Verification Toolkit

Steps to Complete Verification

Step 1 - Determine if your School Food Authority (SFA) is required to complete a second review of applications:

  • No SFAs are required to complete a second review of applications for SY 2021 - 2022.


Step 2 - Determine if your School Food Authority (SFA) must complete an Improvement Plan:

If the SFA is on the list required to submit an Improvement Plan, use the following documents:

 

Step 3 - Determine the sampling method your SFA must use to identify applications for verification. There are three sample sizes established for verification activities. The standard sample size must be used by the SFA unless it qualifies to use one of the alternate sample sizes.

If the SFA is not on the list for Standard Sample Size, one of the two alternate methods may be selected.

 

Step 4 - Establish the Free and Reduced-Price School Meals Application pool.

Only approved current school year applications as of October 1 make up the School Meals Application pool for Verification.

The following students should not be included in the application pool:

  • Children approved through direct certification procedures such as Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance for Needy Families (TANF), Medicaid Free and Medicaid Reduced-Price, Foster children, or Food Distribution Program on Indian Reservations (FDPIR).
  • Children directly certified through other programs, including children who are documented as eligible migrant, runaway, homeless, or foster children.
  • Children participating in Head Start or Pre-K Even Start.
  • Children attending CEP (Community Eligibility Provision) schools

 

Step 5 - Calculate the sample size/number of applications that must be verified.

  • Follow the instructions on the sampling method information sheet(s) in Step 3.
  • Round up decimals up to the whole number.

 

Step 6 - Conduct a Confirmation Review of the applications selected for verification.

  • All approved household applications selected for verification must be reviewed for accuracy to ensure that initial eligibility determinations are correct. The review must be done by an individual other than the individual making the initial determination. This person is called the confirming official and should sign the back of each selected application in the designated signature box and document the date of the Confirmation Review.
  • SFAs that use electronic systems are exempt from this requirement.

 

Step 7 - Notify the selected households:

Use one of the We Must Check Your Application forms

We Must Check Your Application Form

We Must Check Your Application Form SSO Version

Redesigned notification letters

Give the households a due date.

 

Step 8 - Verify benefits

Applications with Supplemental Nutrition Assistance Program (SNAP) or Temporary Assistance for Needy Families (TANF) case numbers can be verified by one of the following methods:

  • Send the prototype letter below to the local Michigan Department of Health and Human Services to verify benefits: Letter to the Michigan Department of Health and Human Services from the Local Education Agency

  • Review the household's official letter from the Michigan Department of Health and Human Services as verification of benefits. However, the SFA verifying official must check to make sure the household is receiving TANF, SNAP, or FDPIR benefits. Medicaid case numbers on applications cannot be accepted.

Applications with income:

  • Review documentation received to ensure all income provided on the application is accurate for determined eligibility.

  • Ensure documents provided (see acceptable documentation on notification letter) include: name of the household member, date income was received, amount received and how often received (frequency of income).

  • Types of unacceptable documentation for income verification would include: copy of bank statement provided as proof of wages earned, SSI payments or child support received, etc. Copy of income tax return, except for applicants applying with Annual Income for special circumstances.

Applications with "No Income":

  • If a household is selected for verification, and the household's application indicates zero income, the LEA must request an explanation of how living expenses are met and may request additional written documentation or collateral contacts. The collateral contact may be asked to document the duration and type of assistance that is provided to the household.

 

Step 9 - Conduct a Follow-Up Review for any household that has not responded by the original due date.  Document on the back of the original application the date of the follow-up attempt.

 

Step 10 - Notify all households of the final verification determination.

 

Step 11 - Make any required changes to the benefit issuance documentation from the outcomes of the Verification process by November 15.

Provide a 10-day advance notification period if the benefit has been decreased.

 

Step 12 -The results of verification are reported in the School Food Authority Verification Collection Report (SFA-VCR), which will open in December. The SFA-VCR must be submitted to the Michigan Department of Education via the Michigan Nutrition Data System (MIND) by February 1.

Accessing the SFA-VCR:

  • Log in to your MILogin for Third Party account.
  • Choose Michigan Nutrition Data System 2.0 from the menu.
  • Once logged in, click on School Food Authority-Verification Collection Report (SFA-VCR)
  • Must be a Level 3 authorized user listed in order to complete and certify the report.

MIND 2.0 Resources

Instructions for Public and Non-Public Sponsors Completing the SFA-VCR

Instructions for Residential Child Care Institutions Completing the SFA-VCR

Michigan Nutrition Data System 2.0 (MIND 2.0) User Manual