THE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE STATE OF NEW YORK / ALBANY, NY 12234
Office of P-20 Education Policy
1. When conducting the Error Prone method, what should be used for the bi-weekly and bi-monthly amounts?
Error prone applications are those with a reported income of $24 per week, $100 per month, $1,200 per year, $44 bi-weekly and $50 twice monthly.
2. Does a Provision 2 school need to conduct verification in a non-base year?
Provision 2 schools in a non-base year are exempt from the verification process but still must submit the Income Verification Collection Report (Attachment G) for sections 1, 2, 3-1 and 5-1.
3. Will Income Verification Collection Report (Attachment G) instructions be available on the Child Nutrition Knowledge Center website?
Yes. A step by step tutorial will be posted on completing the Income Verification Collection Report (Attachment G) in October. Directions are also available in the Income Verification booklet along with the Income Verification Collection Report (Attachment G).
4. Would the SFA search for students names on the Direct Certification Matching list when conducting Direct Verification the same way they would if they were conducting the Direct Certification Matching Process (DCMP) through Child Nutrition Management System?
Yes. Student names are obtained the same way in direct verification as they are through direct certification. SFAs may use the last name search to find individual names.
5. Where can SFAs find the Income Verification Collection Report (Attachment G)?
This form can be found in the Income Verification booklet or you can access it on the Child Nutrition Management System (CNMS).
6. When using the Error Prone method, if a SFA does not have enough Error Prone applications to verify; do the other applications become income based or categorical based applications?
Since there are not enough Error Prone applications to verify, the SFA would select the remaining application(s) randomly. The application(s) may be either an income or categorical application depending on which type of application is selected.
7. Since October 1st falls on a weekend this school year and the following Monday and Tuesday are holidays; what date should SFAs begin the verification process?
SFAs should use the next operating day.
8. If a household submits a W2 form, how would the SFA know if the family is self-employed? Should the SFA notify the family and document the communication?
The SFA would request the family to submit a SE-1040 Form and check the net income to determine the wages. Any clarification on applications should be documented and kept on file for 3 years plus the current year.
9. During the Administrative Review, what school year(s) will be reviewed pertaining to Income Verification?
Generally SED looks at the current school year but sometimes SFAs may be asked for prior year’s documentation. All documents should be on file for 3 years plus the current year.
10. Can a household be considered fragile for reasons other than hospitalization and/or health issues?
Yes. If you have questions regarding specific situations please contact your Child Nutrition Representative.
11. Can SFAs submit Income Verification before the December 15th deadline?
Yes. The CNMS system allows SFAs to enter information as soon as verification process is completed.
12. When is it appropriate for a 3rd party to assist with the verification follow up notification process?
SFAs may contract with a third party to make additional attempts to follow up with non-responders. A third party may be used when there is a language barrier or when a social worker needs to be involved.
If you have any questions, please contact the Child Nutrition Program Office at 518-473-8781 or e-mail: firstname.lastname@example.org.